DCFS PO21-083 - Prepaid Gift Cards IFB QA.xlsx
XLSX spreadsheet 19 KB Posted
- Attached to
- PO21-083 Rebid Prepaid Gift Card IFB, AW
- Solicitation number
- 21-418DCFS-PROCU-B-22440
- Issued by
- Illinois
About this file
This document is an Invitation for Bid (IFB) rebid from the Illinois Department of Children and Family Services (DCFS) for a multi-year Agency Specific Master Contract for Prepaid Gift Cards. The initial estimate is for 2,400 gift cards per fiscal year, with a mix of physical and electronic cards at various dollar amounts. Bids are due by June 1, 2021 at 3:00pm CST, with an anticipated contract start date of July 1, 2021 or earlier. The cards will be used within the state of Illinois to replace DCFS' current paper voucher process.
The IFB outlines specific requirements for the vendor, including loading funds within 10 days of receiving payment, providing a delivery spreadsheet, and maintaining the ability to file loss claims on behalf of DCFS. There is a 20% Business Enterprise Program (BEP) goal for the contract, which can be met through administrative consulting services. Vendors may submit a good faith effort waiver if they are unable to meet the goal. Payment will be made prior to the vendor loading the funds on the cards.
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Other files
| File | Type | Posted |
|---|---|---|
| Form B.docx | DOCX document | |
| Form A.docx | DOCX document | |
| 03743 BidBuy Directory 3-29-21.xlsx | XLSX spreadsheet | |
| 03743 BEP Directory_2021-03-29.xlsx | XLSX spreadsheet | |
| BEP Utilization Plan v20.0~6.pdf | ||
| DCFS PO21-083 IFB Rebid Final~1.docx | DOCX document | |
| 91806 BidBuy Directory 3-29-21.xlsx.csv | CSV file | |
| FINANCIAL DISCLOSURES AND CONFLICTS OF INTEREST FY18-Procured Additional Steps update with no numbering of pages~2.docx | DOCX document | |
| 91806 BEP Directory_2021-03-29.xlsx | XLSX spreadsheet | |
| Attachment A - Sample Tracking Spreadsheet~1.xlsx | XLSX spreadsheet | |
| Pre-Submission Conference Sign-in Sheet.pdf |
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Text version
Sheet1
| Prepaid Gift Cards IFB Q&A |
| Open Market 21-418DCFS-PROCU-B-22440 |
| DCFS Reference# PO21-083 |
Posted 5/24/2021
| Questions Received by Due Date of 05/20/2021 5:00PM CST | ||
| ID# | ||
| 1 | Question: | Is there a checklist of deliverables for the IFB? |
| Answer: | Yes, The checklist starts on Page 18 in the IFB document in Section 2 Part B, "Offer to the State of Illinois". This document must be signed and attached in Packet 2 of vendor's bid in BidBuy. | |
| 2 | Question: | What is the due date for all bids? |
| Answer: | All bids must be submitted by June 1, 2021 at 3:00pm CST | |
| 3 | Question: | Will the gift cards be used outside of the USA or only in the USA? |
| Answer: | The cards shall only be used in the USA. | |
| 4 | Question: | What is the activation fee? |
| Answer: | A per card activation fee shall be included in vendor's Bid. There are 3 lines that you will give quotes on in Section 2.1.2., the pricing table. Vendors will bid a fee for each line item. This will be the only allowable fee(s), see section 1.3.1.5 of the IFB. | |
| 5 | Question: | How many gift cards do you think will be needed? |
| Answer: | In section 1.1 of the IFB, DCFS estimated the initial purchase to be 2,400 gift cards per fiscal year. DCFS will re-order as needed, within the maximum not-to-exceed value of the contract. Usage estimates are provided based on DCFS' experience with its traditional voucher based program. DCFS provides no warranty or guarantee usage estimates are accurate or that DCFS will purchase this number of gift cards. Usage estimates are provided solely to provide vendors an estimated number of gift cards DCFS may purchase in a one year period. | |
| 6 | Question: | Is there are breakout of the type of cards that you will need? |
| Answer: | Yes. Please see Section 1 of the Contract (IFB). The initial order is estimated to be as follows, but DCFS reserves the right to change the quantities and values as needed. |
960 - $159 Physical Cards 500 - $224 Physical Cards 340 - $314 Physical Cards 600 - $25 E-Cards
| 7 | Question: | How are the funds loaded? |
| Answer: | Please see Section 1.1.1 and 1.1.2 of the Contract (IFB). Physical cards, the vendor will load the funds within 10 days of receiving payment for the invoice, they will then mail the cards to the Department. The Department will then issue the cards to clients as needed and each client will activate their card prior to use. For E-cards the Vendor will load the funds and activate prior to delivery to DCFS. See additional requirements in the Section above. | |
| 8 | Question: | What does Section 1.8 Where Services are to be Performed mean? |
| Answer: | This sections means that the cards will be mailed anywhere throughout the State of Illinois. Vendors are typically required to complete this Section indicating where they will perform the services contained in the Contract. However, the Department has pre-completed this Section as the gift cards will be distributed Statewide. | |
| 9 | Question: | Does DCFS have this type of a program? |
| Answer: | No. Please see Section 1.1 Goal of the Contract (IFB) for more information. Gift Cards are intended to replace DCFS' current paper voucher process. | |
| 10 | Question: | Do you expect a lot of Survey Cards? |
| Answer: | See answer to Question #6 above. | |
| 11 | Question: | When do you expect a launch date for the contract. |
| Answer: | July 1, 2021 or earlier, depending on review and approval process. | |
| 12 | Question: | What is the turn around time for payment? |
| Answer: | Please see Section 1.1.1 and 1.1.2 of the Contract (IFB) for a complete outline of the process and complete vendor requirements. The following high-level outline is provided for vendor's reference: The Department will place an order for gift cards, vendor shall invoice immediately upon receiving an order. Upon receipt of invoice payment, vendor shall load specified funds on the gift cards and ship within 10 calendar days. DCFS has no control over payment timelines made by the Illinois Comptroller. Per Section 1.2.8 of the Contract (IFB), vendor shall signup for Electronic Funds Transfer (EFT) through the Comptroller’s website to speed invoice payment. The resulting Contract will be paid from DCFS' Children’s Services Fund (220) which carries a balance and typically is not subject to payment delays experienced by the General Services Fund (001). | |
| 13 | Question: | How do you want the delivery spreadsheet done? |
| Answer: | See Attachment A - Sample Tracking Spreadsheet and Section 1.2.4 in the Contract (IFB): "Vendor shall provide a delivery spreadsheet that shall include the list of card numbers in each order, the Security Code, the value loaded on each individual card, the type of card issued (physical or electronic), activation codes if electronic, the date the card was loaded, and the date card was activated (electronic cards). Vendor shall provide the Agency a copy of this spreadsheet in an editable electronic format as well as including a physical copy with each order". | |
| 14 | Question: | Please provide quantity breakouts on physical and electronic cards. 2400 cards mentioned in initial order. Please specify quantities for each dollar value and the $25 egift cards. |
| Answer: | See answer to Question #6 above. | |
| 15 | Question: | May the bid due date be extended to 6/30? Many of the specifications in section 1.3 will require more customization and review in the bid/quote preparation. Please extend the due date to 6/30. |
| Answer: | This is a rebid and was previously open for over two weeks. For this re-bid, it is open for two plus weeks and DCFS has no plans to extend the bid due date at this time but reserves the right to do so if it is in the best interest of the State. | |
| 16 | Question: | Once funds are loaded on the cards, are they considered state-owned or consumer-owned until they are spent? |
| Answer: | See Section 1.4.1 of the IFB. Agency is not responsible for gift cards until they are signed for by Agency staff at the destination. Once the Agency has accepted and signed for the shipment, they are considered state owned. However, the vendor must maintain the ability to file a Loss Prevention Claim on behalf of DCFS in the event card is lost or stolen and upon request provide the current unspent balance on an activated card. | |
| 17 | Question: | When this process operated as a paper-based voucher process, what were the annual amounts issued at the various levels to foster parents and survey participants? |
| Answer: | See answer to Question #6 above. | |
| 18 | Question: | Can a registered BEP vendor both submit a bid AND be named as another submitter's BEP partner? |
| Answer: | Yes. There are no restrictions on the number of bids a vendor can submit or number of bids they are listed as a subcontractor on. | |
| 19 | Question: | The BEP target is 20% for NIGP 91806 ‐ Administrative Consulting. |
In a typical order for physical/electronic gift cards, we view the process having these steps:
1. An individual takes/confirms the order from a DCFS representative
2. An individual enters the request in an online portal
3. The payment (deposit) is processed prior to order fulfillment
4. The cards plastic/electronic are printed (if necessary), loaded with specific values from the portal and shipped
5. An individual updates the Tracking Spreadsheet and our portal
6. The in‐bound call center representatives active the cards once received and provide support related to redemption/usage/loss and replacement Our organization performs all of these steps internally today. If we partner with a BEP 91806 ‐ certified firm to perform steps 1,2, and 5, is that sufficient progress as a 20% requirement? Is that acceptable as administrative consulting under the scope?
Answer: Please see Section A.23 of the IFB and the BEP Utilization Plan attached to the Bid for complete information. In summary; the solicitation BEP Goal of 20% applies to total spend over the life of the resulting Contract, minus, the cash value of the gift cards (both physical and electronic). The BEP Goal can be met utilizing a CMS registered BEP vendor for any part of the process as long as the Goal is met as outlined above and in the referenced documents over the life of the resulting Contract. Vendors may use the BEP Utilization Plan to request a Good Faith Effort (GFE) Waiver at the time of bid submission, however please note that a GFE Waiver requires that all BEP vendors listed in directory attached in BidBuy are contacted and deny assistance or are otherwise unable to participate. Vendor must document contact with each BEP vendor and their response, or lack thereof.
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