Questions and Answers_4.18.2024.docx
DOCX document 22 KB Posted
- Attached to
- Statewide Reverse Auction Management Services
- Solicitation number
- S-10700-00010015
- Issued by
- Marion County, Oregon
About this file
This document is a Questions and Answers record for a Cost-Benefit Analysis Evaluation related to the State of Oregon's Surplus Property Program (S-10700-00010016). The State of Oregon Department of Administrative Services is seeking a vendor to conduct a comprehensive cost-benefit analysis comparing the current government-operated Surplus Property Program model against potential outsourcing alternatives. The project has an estimated one-year timeframe for completion and will involve collaboration with 14 State of Oregon employees across the program. The State indicates flexibility regarding work location, expressing openness to in-person, hybrid, or alternative work arrangements proposed by the vendor. Current program cost information is organized and accessible through the Statewide Financial Management Application, and employee time-tracking data is available through the Workday system. The State maintains up-to-date job descriptions, though many are general in nature with supplemental desk manual descriptions detailing position-specific duties. No specific project budget has been established at this time.
The State of Oregon has not previously completed a cost-benefit analysis for the Surplus Property Program and is not aware of peer organizations that have outsourced similar programs. The current biennial estimate for the program reflects 14 full-time equivalent positions with 53,976 hours and costs totaling $4,852,777, which includes $3,598,853 in personal services and $1,253,924 in services and supplies. All State employees have access to state email and computer systems, and the financial data organization and accessibility are rated as well-prepared by the State. The vendor will be expected to determine the cost of maintaining the current government-operated business model as part of the analysis, utilizing the organized financial information available through state systems.
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Other files
| File | Type | Posted |
|---|---|---|
| RFP_Attachment_A_Sample Master Services Agreement~1.pdf | ||
| RFP_Attachment_D_PriceProposal.docx | DOCX document | |
| RFP_Attachment_F_Responsibility_Inquiry.docx | DOCX document | |
| Notice of Competitive Range.pdf | ||
| S-10700-00010015 Intent to Award.pdf | ||
| RFP_Attachment_B_Disclosure_Exemption_Affidavit .docx | DOCX document | |
| RFP_Attachment_C_Proposer_Information_and_Certification.docx | DOCX document | |
| RFP_Attachment_E_Certified_Disadvantaged_Business_Outreach_Plan.docx | DOCX document | |
| RFP Online Reverse Auction Managment Services.pdf | ||
| RFP_Attachment_G_Reverse_Auction_Functions.docx | DOCX document |
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Questions and Answers Cost-Benefit Analysis Evaluation for State Surplus Property Program S-10700-00010016
1. Does the State have an estimated/preferred time frame for the length of the project (i.e., number of months to complete the project lifecycle), and if so, would the State please now share it?
Answer: The State estimates it will be a one-year time frame to complete the project.
2. Does the State have expectations for work to be accomplished in-person during this project, and if so, would the State please now share them?
Answer: The State expects some of the work to be accomplished in-person. However, the State is open to hybrid approach or other approaches provided by the Proposer.
3. Can the State please now share the number and type of (i.e., roles) OLCC staff the awarded vendor should expect to work with during project?
Answer: This solicitation does not pertain to OLCC. For the Surplus Property project, please see RFP section 2.3.2.
4. Can the State please now share the last time that it completed a cost-benefit evaluation, and can the State please now share a link to or copy of it?
Answer: The State has not completed a cost-benefit evaluation in the past.
5. Can the State please now share whether the 14 staff members all have access to State emails and computers, and if not, could they have access to State emails and computers during the project?
Answer: Yes, all State of Oregon employees have access to state emails and computers.
6. The State is requesting, in part, that the awarded vendor determine the cost of keeping the current business model operating as a government-operated Program. Can the State please now describe for us how organized and accessible current Program cost information is (as this will greatly impact the level of effort)? Any information that the State can now provide would be immensely helpful.
Answer: The State has financial information that is organized, ready, and available on the Statewide Financial Management Application.
7. Can the State please now share whether it knows of any peer organizations that have outsourced the Surplus Property Program and if the State has a working relationship with that peer organization (as this will greatly impact the level of effort)? Any information that the State can now provide would be immensely helpful.
Answer: The State is not aware of any peer organization that has outsourced their Surplus Property Program.
8. Does the State have an existing time-tracking system? If so, can the State please now describe for us how organized and accessible current cost information is (as this will greatly impact the level of effort)? Any information that the State can now provide would be immensely helpful (i.e., are work hours assigned by workday or are work hours assigned by time spent on a particular task).
Answer: The State uses Workday system to track employees’ time.
State & Federal Surplus 2023-25 Biennial Estimate for full-time equivalent (FTE).
| 24 Months |
| 24 Months |
| 24 Months |
| 24 Months |
| FTE |
| Hours |
| Personal Services |
| Services & Supplies |
| Total |
| 14 |
| 53,976 |
| $3,598,853 |
| $1,253,924 |
| $4,852,777.00 |
9. Does the State have up-to-date job descriptions? If so, can the State please now describe for us how organized and accessible current job descriptions is (as this will greatly impact the level of effort)? Any information that the State can now provide would be immensely helpful (i.e., do the job descriptions include all of the tasks required for the position).
Answer: Yes, the State has up-to-date job descriptions for employees that are general. Most positions have relatively current desk manual descriptions on how to perform the duties of the position.
10. Does the State have an estimated/preferred budget for the project, and if so, would the State please now share it?
Answer: The State does not have any estimated budget at this moment.
Cost-Benefit Analysis Evaluation for State Surplus Property Program S-10700-00010016
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