RFP 24_25-48 Questions & Responses.pdf

# QUESTION SECTION NUMBER SECTION TITLE PAGE NUMBER(S) EXACT TEXT (IF APPLICABLE) DEPARTMENT'S RESPONSE/ANSWER 1 Is "Employee selection of recognition award, and/or allow accumulation of points (up to a dollar threshold and for a specified period of time), with no award exceeding $100 value," a must have? If so, how do you ideally see this working in the system?

6.2.4 (3. f.) System Functional Requirements

41 Employee selection of recognition award, and/or allow accumulation of points (up to a dollar threshold and for a specified period of time), with no award exceeding $100 value;

Yes, the $100 threshold is a must have. This is a statutory requirement. Recognition awards cannot exceed $100. No award offered would be greater than $100. We are open to suggestions from the vendor as to how this process could work in the system.

2 What specific information and levels of access do you want your local system admins to have? Additionally, what specific information and levels of access do you want your local system admins not to have?

6.2.4 (13) System Functional Requirements

43 System allows for multiple user roles and configurable user permissions including, at a minimum,

a. End User;

b. Manager (access to direct reports information);

c. Local System Administrator (access to organizational level information); and

d. Super System Administrator (access to all system information).

Local System Administrators would be Recognition Champions in our Programs. They would be able to see recognition occurring within their Programs. They would not see recognition that was not within their Program.

3 Is it a requirement to have reward items available in the $1-$5 range? 6.4.2 Local (On Demand) Recognition

47 These awards have historically ranged $1 to $5 in cost, per award. No.The $1-$5 range was simply provided as an example of our current expenditures for the listed items.

4 Are you able to pool points from multiple awards for a redemption item that is less than $100? Or can awards only be redeemed for a certain pre-selected group of items relative to the recognition type?

6.4.4 (2) Award Restrictions

48 Systems that award points to be redeemed for awards must not allow for the grouping of points from multiple awards to purchase a single award with a value in excess of $100.

Yes, employees are able to pool points, from multiple awards, to redeem for an item of less than $100, as long as the points are redeemed within the fiscal year.

5 Can employees have the choice to redeem for non-branded merchandise items?

6.4.4 (3) Award Restrictions

48 Awards must not be items inappropriate for a state agency to award or purchase using state funds, which could include but is not limited to:

No, DOR would like all recognition awards to have a DOR brand on them.

6 When you mention these "additional fees", are you referring to charging the end participant at checkout? For reference, our typical pricing structure has all shipping, handling, tax fees all pre-bundled into the price (in points) that the participant sees as they browse so, there is nothing additional they have to pay for. Does this meet this requirement?

6.5.7 ORDER

PROCESSING,

DELIVERY AND

TRACKING

49 Contractor and/or third-party recognition award provider does not charge additional fees including, but not limited to, transaction fees, storage fees, shipping fees, mark-ups on awards, or require award minimums;

Yes, the reference provided meets this requirement.

7 Are you open to changing the selection of branded items available? EXHIBIT 5 RECOGNITION

AWARD

PICTURES

141-156 Yes, DOR is seeking a vendor who would provide a vast selection of possible awards for our employees to choose from.

8 Is there any specific registration or any contract the vendor is required to have to be eligible to bid for this RFP?

General No.

9 When does FL DOR expect the vendor to complete the implementation and go-live?

General On or before July 1, 2026.

10 Are there any third-party integrations considered to manage the data exchange between the solution and the respective source systems during sourcing, fulfillment and inventory management ?

General There are no known third-party integrations that would be required to manage sourcing, fulfillment and inventory management.

11 Does FL DOR have a vendor currently engaged for awards fulfillment?

Does FL DOR replace vendors in the middle of the year if there are any issues with supply and cost?

2.3 BACKGROUND 8 "Awards are purchased through a contract and may periodically change based on vendor supply or costs."

DOR currently has a contract with Red Enterprises, LLC, for service milestone and retirement awards. We also purchase agencywide and local (on-demand) recognition awards from Red Enterprises, LLC. Personalized service milestone awards and some agencywide awards are purchased from Awards4U. DOR maintains our award inventory, and uses Fed-Ex (state contract) to mail awards to our service centers/sites. Awards for employees in Tallahassee are mailed using DOR's mailroom with employees who deliver around Tallahassee.

Under our current vendor contract, the contract can be terminated at the discretion of the Department upon appropriate notice.

12 Post the award of this RFP, does FL DOR expect the Office of Workforce Management to be managing the inventory and distribution of the awards?

2.3 BACKGROUND 9 OWM purchases, stores, and maintains the inventory of, and distributes all employee recognition awards.

No. DOR is seeking award fulfillment from the vendor.

13 Does the department prefer only US citizens to work on this project or can we also propose a hybrid resource plan with both onshore and offshore(India) teams.

3.3.8 E-Verify System

Use

19 Every public employer, contractor, and subcontractor shall register with and use the E- Verify system to verify the work authorization status of all newly hired employees.

A hybrid resource plan can be proposed. Requests will be considered but are not guaranteed to be approved by the FDOR at its own discretion. Failure to comply with this requirement may cause the FDOR to reject the Response as non-responsive.

14 Cprime can host and maintain the Employee Recognition solution built on ServiceNow, Cprime does not provide the fulfillment services including inventory management and distribution of the awards . Can Cprime partner with a third party reward fulfillment vendor who can perform the function of sourcing, managing and distribution of the awards?

6.4 Fulfillment 46 The FDOR is looking for the vendor to be responsible for the fulfillment of recognition awards given to employees in addition to the previously described electronic personalized recognition certificates, letters and/or cards.

Yes, a third-party vendor can be used to perform the function of sourcing, managing and distribution of the awards.

15 It would be very helpful to know the name and contact information of the company that supplies these products, in order to establish an initial contact and coordinate the details.

Red Enterprises, LLC Amy Fuller / Manager

(850) 508-8909 Amy@redenterprises.net

Please note, that the Department is not seeking to replicate the awards listed in Exhibit 4 but is interested in other types of recognition awards that may be available through the vendor or its partners.

16 Clarify that this is essentially to build a platform and handle the logistics for recognition-based products?

The Department is looking for a cloud-based recognition system that is vendor hosted. The System will manage our nomination-based Agencywide recognition, our service milestone and retirement recognition, as well as our local (on-demand) recognition, that incorporates modern approaches for employee recognition. The system would also complete the fulfillment and shipping of tangible recognition awards.

The Department would consider an existing cloud-based system that allows for customization as opposed to building a new platform.

17 We do not see item descriptions or items numbers for items requested.

Would you be able to forward that information along with the previous bid tabulation.

Exhibit 4, starting on page 135 of the RFP, contains a list of the current recognition awards issued by the Department. Award descriptions are provided below (17A), and pictures of the awards can be found in Exhibit 5, starting on page 141.

The Department is not seeking to replicate the awards listed below but is interested in other types of recognition awards that may be available through the vendor or its partners. Since the proposed solutions will vary, the Department is using our current items list as a means to obtain comparable pricing.

17A Item Imprint/Branded Information Other Description Information

Crystal Bowl

* Laser Engrave

* State of Florida Seal

* Location: Front

* Hand Crafted

* Non-Lead Crystal

Duffel Bag

* Color: White

* State of Florida Seal

* Size 6" X 4"

* Location: Front Pocket

* Expedition Bag

* Color: Black

Wooden Box

* Engraved

* State of Florida Seal

* Size: 4"

* Location: Top

* Wood: Beach (Lighter Wood)

* Felt Inside: Black

Framed Certificate

* None

* Walnut Style Certificate Plaque

* Gold Frame

* Slide-In

* Holds 8.5" X 11" Certificate

Years of Service Lapel Pin (All)

* Colors:

* White - Behind Year, Service and on Top, Bottom (All Years)

* Light Yellow (Panton 100) Inside Lines at Top, Center (All Years)

* 5 Years Pantone 292 Light Blue

* 10 Years Pantone 287 Dark Blue

* 15 Years Pantone 349 Dark Green

* 20 Years Pantone 202 Burgundy

* 25 Years Pantone Black

* 30 Years Pantone 307 Teal

* Round

* Military Clutch Backs

* Genuine Cloisonne

* Gold Metal Color

5 Years of Service Pen

* Laser

* Florida Department of Revenue 5 Years of State Service

* Size: 0.98" X 0.31"

* Business Metallic Pen with Gift Box

* Color: Dark Blue

10 Years of Service Coin with Holder

* Color: White, Teal, Gold, and Black

* FDOR Logo and Values on One Side

* Celebrating 10 Years of Service and Values on One Side

* Gold Coin

* Gold Coin Holder

15 Years of Service Glass Paper Weight * Color: White

* DOR Logo 15 Years of State Service

* Prestige Round Glass

* In a Gift Box

20 Years of Service Cherry Wood Executive Clock * Color: White

* Florida Department of Revenue 20 Years of State Service

* Arched Wood Deck Clock

* Gold Bezel

* Color Matching Metal Base

* Requires One AA Battery (Not Included)

25 years of service Desk Plate

* Personalized with Employee Name

* Florida State Seal

* 25 Years of State Service * Jade Beveled

30 years of service Wood Book Clock

* Color: Black

* Size: 2.5" X 3.5"

* DOR Logo 30 Years of State Service * Large Brass Plate

1.75"

6” X 4.5”

2 7/8” X 2 7/8” X 1”

4 1/4” X 5 3/8” X 1 5/8”

12"

Size

7.5" X 7.5" X 2.5"

10.5" X 13"

3/4"

35 years of service Water Set

* Deep Etched

* Size: 2" X 1.5"

* DOR Logo 35 Years of State Service * Summit Desk Water Set

40/45 years of service Cutting Board

* Engraved

* Personalized with Employee Name

* DOR Logo 40/45 Years of State Service Department of Revenue * Inlay Bamboo

Economy Tote Bag * Color: White

* DOR Logo

* Non-Woven

* Color: Forest Green

Lanyard with Metal Crimp

* Color: White

* Florida Department of Revenue

* Polyester Lanyard

* Metal Crimp

* Split-Ring

* Bulldog Clip

* Color: Hunter Green

Floating Oval Keychain * Color: Black

* DOR Logo

* Boat Keys Keychain

* Color: Red

Disposable Raincoat Ball * Color: Black

* DOR Logo

* Ball and Poncho Made of High-Quality Plastic and PE Materials

* Lightweight, Durable

DOR Pen

* Color: White

* Size: 5/8" X 1 3/4"

* Florida Department of Revenue

* Dart Style Pen

* Color: Navy and White

DOR Pencil

* Color: White

* 13/16" X 4 1/14"

* Florida Department of Revenue

* BW Pencil

* #2 Pencil Color

* Color: Teal

Sunscreen 30 spf Pen Sprayer

* Color: Black

* Size: 3" X 1 3/16"

* DOR Logo * Color: Blue

Multi-Use Desk Set

* Color: Black

* Size: 1 3/4" X 1 1/4"

* DOR Logo * Color: Black

First Aid Kit

* Color: Black

* Location: Back

* Size: 2" X 1 1/2"

* DOR Logo * Color: Red

Beach Bag with Insulated Bottom

* Color: White

* Size: 5" X 4"

* DOR Logo

* Beach Bag With Insulated Lower Compartment

* Color: Blue

Stay Fit Pedometer Set * Color: Black

* Florida Department of Revenue * Color: Blue

41” telescopic Umbrella with Bamboo Handle * Location: One Panel

* Size: 7" X 4"

* Color: White

* DOR Logo

* Made From Post Consumer Recycled Materials

* Bamboo Handle and Steel Frame are not rPET

* Telescopic Folding Umbrella

* Wrist Strap

* Manual Open

* Color: Navy

Garden Tool Set with Bag * Color: White

* DOR Logo * Color: Black

Leather, Zippered, Padfolio and Pen * Color: White

* DOR Logo

* Palazzo Leather Zippered Padfolio

* Color: Black

High Sierra Tahoe Binoculars * Color: White

* DOR Logo

Rolling, Collapsible Cooler

* Color: White

* Size: 3.5" X .05"

* Location: Front

* DOR Logo

* 50 Can Rolling Cooler

* Color: Blue

Fleece/Nylon Blanket

* Color: Black

* Size 6.1838" X 9"

* DOR Logo

* Reversible Fleece Nylon Blanket With Carrying Case

* Color: Green

Expandable Trunk Organizer * Color: White

* Size: 6 1/2" X 9"

* DOR Logo

* Constructed of 80 GSM Non-Woven Polypropylene Material

* Three Compartments, Outside Mesh Pocket and Plastic Handles

* Collapses Flat for Easy Storage When Not in Use

* Color: Black & Blue

57” Folding Umbrella

* Color: White

* Size: 9" X 5"

* DOR Logo

* Arc Giant Telescope Folding Umbrella

* Color: Black

Aspire Mouse Pad with 15W Wireless Charger

* Deboss

* DOR Logo

* Color: Black

* Soft-Touch Faux Leatherette Mouse Pad

* Textured Non-Skid Back

* Power Indicator

* 15W Fast-Charge

* Output: up to 15W (Android) and 7.5W (iPhone)

* Input 5V/3A to 9V/1.67A

* UBS Type C Cable

BBQ Set

* Color: White

* DOR Logo

* 4" X 3" * Color: Black

Fruition Infuser Bottle * Color: Black

* DOR Logo * Color: Clear with Green

Tablet Padfolio

* Color: White

* Size: 4" X 5"

* DOR Logo

* Windsor ETech Writing Pad

* Color: Black

Built-2-Work Tool Bag

* Color: White

* Size: 3" X 3"

* Location: Centered on Front Panel

* DOR Logo * Color: Black

Lunch Cooler

* Color: White

* Size: 6" X 3"

* DOR Logo

* Triangle Cooler Lunch Bag

* Color: Blue and Black

Insulated Casserole Keeper

* Color: White

* Size: 10" X 6"

* Location: Top

* DOR Logo * Color: Blue

Insulated Collapsible Picnic Basket

* Color: White

* Size: 12" X 6"

* DOR Logo

* Picnic Collapsible Cooler Basket

* Made of 600D Polyester, Sturdy Aluminum Tube

* Carrying Handles With Foam Comfort Grips

* Collapsible for Easy Storage

* PEVA Lining

* Double Zippered Main Compartment

* Color: Blue

All-in-One Lunch Kit * Color: White

* Size: 6" X 3"

* DOR Logo

* Ridge Lunch Cooler With Shoulder Strap

* Seal Tight Lunch Container With Plastic Utensils

* Arch Water Bottle With Infuser

* Color: Blue and Black

Desk Clock Organizer

* Color: Black

* Florida Department of Revenue

* Desktop Clock Organizer

* Jumbo LCD Music Alarm Clock with Day/Date Calendar and Thermometer.

* Colored Metal Mesh Pen Cup with Two Spring Loaded Hide Away Drawers

* Two AG13 Batteries Included

* Color: Blue

Yoga Mat with Storage Bag

* Color: White

* Size: 4" X 3"

* DOR Logo

* Yoga Mat With Carry Case

* Color: Blue and Black

Safety First Aid Kit

* Color: White

* Size: 3 1/4" X 2'

* DOR Logo * Color: Red

3-in-1 Emergency Tool Kit

* Color: Black

* Size: 5" X 1.5"

* DOR Logo * Color: Silver

Magnetic Aquarium with Tropical Fish * Size: 2" X 3/4"

* Florida Department of Revenue * Magnetic Aquarium

Desktop Organizer with Sticky-Notes

* Location: Top

* Size: 2 1/4" X 2 1/4"

* DOR Logo

* Desk Cube Organize-It Sticky Note Cube

* Color: Brown

Portable Power Bank for Charging Mobile Devices * Color: Black

* Florida Department of Revenue

* Output 2000 mAh

* Input 5V

* Lithium, A Grade Battery

* Color: Lime Green

Magnetic Wall Organizer * Color: Kelly Green PMS 347

* DOR Logo

* Color: White

* Powerful Magnetic Organizer

* Ideal for Holding Important Items, Keys, Tools, and Office Supplies on Refrigerators

Bluetooth Smart Bracelet * Color: White

* DOR Logo

* Sleep and Sports Data Monitor

* Activity Tracking Pedometer

* Watch

* Color: Black

Black Air Popcorn Popper

* Color: Black

* Size: 3" X 3"

* DOR Logo * Color: Red

13" X 13" X 22"

57"

11.375" X 0.25" X 8.25"

0.34 oz

25 oz

13"

13.5” X 14” 22” Handles

3 1/2" X 3 1/2" X 1"

41" Arch 10" Folded

16 oz

15" X 10.25"

1/2"

6.5” X 3.15” X 0.47”

2.56”

3 1/2" X 3 1/2" X 3 1/2"

6 4/8" X 4 6/8" X 10 3/8"

2" X 8.25" X 8"

3.62" X 1" X 1"

Wireless Charging Mouse Pad with Phone Stand

* Color: White

* Size: 4" X 4"

* DOR Logo

* Charge Qi Enabled Devices Wirelessly

* Activates When Connected with A/C Wall Adapter

* Charging Pad Doubles as a Phone Stand

* Features a Micro USB Input

* LED Indicator Light

* 39" Cord

* Color: Black

Picnic Bag/Mat * Color: White

* Size: 7" X 4"

* DOR Logo

* 200D Oxford Polyester

* Unfolds For Use as a Food Mat

* 7 3/4 Gusset

* PEVA Lining

* Color: Black

Expandable Cooler Bag

* Color: White

* Size 3.5" X 4"

* DOR Logo

* 200 D Oxford Polyester

* Expandable Sides With Adjustable Buckle Snaps

* Web Carrying Handles

* PE Lining

* Front Pocket

* Double Zippered Main Compartment

* Color: Black

Floating Waterproof Dry Bag – 10 Liter

* Color: Black

* Size: 2" X 2"

* DOR Logo

* The Dry Sack Can Float on Water After Being Rolled and Buckled

* Color: Yellow11.4" X 14.56"

10" X 13" X 6 3/4"

8 1/2" X 12 1/4" X 7 3/4" 19" Handles

8 3/4" X 11 3/4"

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