Response to Offeror's Questions Document.docx

Submission of Questions: RFP #23-0904004-020

1. Please clarify if the contractor will be responsible for providing the equipment needed. The RFP appears to contradict itself as it states on page 7, 2.3 “The Contractor will not use state equipment….” And on Page 10, “The state will provide all equipment….”

The contractor will be responsible to provide the equipment needed for the position. The state will provide an email address.

1. Would the state consider allowing the staff person to work remotely 2-3 days a week after the staff person has been trained and is competent in completing the roles and responsibilities of the position?

The Department of Health will consider a remote work schedule up to 3 days a week. The earliest the remote work could begin is January 1, 2024.

1. Would the state provide a cell phone for the staff person to use or would a cell phone be the responsibility of the contractor?

A cell phone will be the responsibility of the contractor.

1. Would the staff person be reimbursed directly as an individual for travel expenses or would the state reimburse the contractor organization as part of the invoicing processes?

The state would reimburse the contractor organization.

1. The RFP indicates the staff person would be able to utilize state vehicles, but the contract also requires the contractor to carry business automobile insurance meeting which tends to indicate a contractor would require to use a non-state vehicle. Please clarify.

The contractor will be required to use a non-state vehicle.

1. The RFP indicates that state will cover travel costs, but the Cost proposal section on page 14 indicates to include a budget for 4 day trips per month and 3 overnight trips per month. Please clarify.

The state will cover expenses for travel and per diem at state rates. We are estimating 4 day trips per month and 3 overnight trips per month. This is an estimate and may vary depending on the project.

1. What would be the training process for the staff person?

Training will include:

1. One-on-one training (in person and virtually) with a representative of the vendor management team with emphasis on, but not limited to:

0. WIC transaction processing

0. Vendor liaison program

0. Acceptable foods process

0. Routine monitoring

1. Hands-on training of applications that will be used on a daily basis

1. Access to policies, procedures, and manuals

1. Attending meetings

1. Approximately, how much of the staff person’s time will be spent traveling?

0. Four day trips and three overnight trips is estimated per month.

0. The self-checkout implementation and rollout may require travel Monday – Friday, but there would be a specific schedule established ahead of time.

0. For routine monitoring visits, the contractor may decide the date(s) to travel that best align with their work schedule and have it approved by their supervisor. This may be a one day trip two weeks in a row to visit stores that are a closer distance to where the contractor works, or it may be two days and an overnight trip – as an example. For visits that are a further distance away from the office, it is recommended to schedule an overnight trip (one or multiple nights) and conduct multiple monitoring visits.

0. Occasional meetings and conferences will require travel as well.

0. As much as possible, we work to schedule travel around South Dakota’s seasonal weather patterns.