RFP Event 338 Administrative Document Amended 1.docx

STATE OF IDAHO

DIVISION OF PURCHASING

FOR THE

Idaho Department of Fish and Game

REQUEST FOR PROPOSAL

Hunting Reports – Telephone Services Amended 1 RFP Event 338

TABLE OF CONTENTS

RFP ADMINISTRATIVE INFORMATION

RFP Title:

Hunting Reports – Telephone Services

RFP Project Description:

Telephone Services related to Hunter Reports

RFP Lead:

Thayne Pearson, Purchasing Officer Idaho Division of Purchasing 650 W State St Room 100 Thayne.pearson@adm.idaho.gov 208-332-1605

Submit electronically via IPRO:

Electronic Submission:

Pre-Proposal Conference Date/Time:

Pre-Proposal Conference Location:

Wednesday April 10, 2024, 10:30am Mountain Time

Virtual via Microsoft Teams

Deadline to Receive Questions:

See IPRO Header Document

RFP Closing Date:

See IPRO Header Document

Initial Term of Contract and Renewals:

One (1) year. Upon mutual, written agreement, the Contract may be renewed, extended or amended. The anticipated total Contract term is Five (5) years.

THE ADMINISTRATIVE FEE DETAILED IN PARAGRAPH 5 OF THE STATE’S STANDARD CONTRACT TERMS AND CONDITIONS WILL NOT APPLY TO THE CONTRACT(S) THAT RESULT FROM THIS SOLICITATION.

OVERVIEW

1.1. Purpose

The Division of Purchasing (DOP), on behalf of the Idaho Department of Fish and Game (IDFG), is seeking telephone services related to receiving hunter reports, for the Idaho Department of Fish and Game (IDFG), as more particularly described in this RFP. The main objectives of the solicitation is described in the two (2) tasks below:

Task 1: Contractor must maintain a telephone call center for incoming calls for hunters filing their reports. Hunters must be able to call in and report their hunting data. Hunters can purchase up to six (6) hunting tags, and may possibly report several reports on the same phone call (and sometimes for several family members).

Task 2: Contractor must also call a random sample of about forty thousand (40,000) to sixty thousand (60,000) hunters who have not filed their hunter reports, to aid IDFG in developing the estimated number of hunters and harvested animals.

1.2. Background Information

The Idaho Department of Fish and Game requires hunters who purchase tags to hunt deer, elk, and pronghorn to file a hunter report at the end of their hunting season or within ten (10) days of harvesting an animal. IDFG seeks a contractor to receive and enter the data for these hunter reports.

IDFG currently has a contract with Brandt Information Services LLC to sell Idaho hunting licenses and hunting tags. In 2023, about two hundred fifty-seven thousand (257,000) hunting tags were sold to about one hundred sixty seven thousand (167,000) individual hunters for deer, elk, and pronghorn antelope. The hunters live all over the United States. Numbers are expected to be similar in 2024.

For the 2023 reporting season, around one hundred seventy-eight thousand (178,000) reports were filed by hunters. These included one hundred fifty-three thousand (153,000) reports filed on the internet, around eighteen thousand (18,000) filed by phone (Task 1), and seven thousand seven hundred (7,700) reports were obtained by calling the hunters on the non-compliance survey (Task 2). In 2023, Hunters frequently called in one hundred (100) to two hundred fifty (250) reports a day the beginning of November, and in mid-November days with over three hundred (300) to up to five hundred (500) reports processed per day are more common.

All of the hunters are required to file a report stating whether they hunted, whether they harvested an animal, the number of days they hunted in each Game Management Unit (GMU), during each season, what type of animal was harvested, and the date the animal was harvested. These hunting/harvest reports are used by IDFG to estimate the total number of hunters and animals harvested in each GMU.

Brandt maintains the list of tags that have been sold. Brandt will also maintain a website to allow hunters to file their hunting/harvest reports online. Hunters will be encouraged to file their reports online.

1.3. Resulting Contract

If the State awards a contract from this Solicitation, it will do so by issuing a Service Contract document from the State’s eProcurement system, IPRO, which will be an acceptance of the successful offer. The Contract will be comprised of that contract document; this RFP, including any incorporated documents; the successful Proposal, including any clarifications requested by the state of Idaho (State); and an artifact formalizing any requirements agreed upon through contract discussions or negotiations, if applicable.

The following documents are incorporated into this RFP as if set out in their entirety, whether or not they are attached in IPRO:

· Solicitation Instructions for Vendor

· Standard Contract Terms and Conditions

· List any other incorporated documents

If not attached in IPRO, the documents may be found on the “Information for Vendors” page of DOP’s website, www.purchasing.idaho.gov. If multiple versions of any of these documents are available on the website, the version in effect on the day the RFP was issued shall apply.

2.

QUESTIONS

2.1. Restrictions on Communications

From the issue date of this RFP, until a contract is awarded, or the RFP is cancelled, vendors are prohibited from communications regarding this RFP with the IDFG staff, evaluation committee members, or other associated individuals, except the Division of Purchasing.

2.2. Pre-Proposal Conference

A non-mandatory pre-proposal conference will be held at the location and time as indicated in Section 1, page 1 of this RFP. This will be your opportunity to ask question with the IDFG staff. All parties interested are invited to participate either by attending the conference or by an established call in number. Those choosing to participate must pre-register to receive phone conferencing and meeting details by submitting the completed Attachment 1 - Pre-Proposal Conference Registration Form via email to the RFP Lead. Parties interested are asked to register by Tuesday April 9, 2024. Any oral answers given by the State during the pre-proposal conference are unofficial and will not be binding on the State. Conference attendance is at the participant’s own expense.

2.3. Questions

2.3.1. This solicitation is issued via the State’s e-Procurement system, IPRO (IPRO Powered by LUMA). The RFP Lead is the only contact for this Solicitation. All correspondence must be in writing. In the event that it becomes necessary to revise any part of this RFP, amendments will be posted at IPRO. It is the responsibility of parties interested in this RFP to monitor IPRO for any updates or amendments. Any oral interpretations or clarifications of this RFP must not be relied upon. All changes to this RFP will be in writing and must be posted to IPRO to be valid.

2.3.2. Questions or other correspondence must be submitted in writing to the RFP Lead (see contact information in the RFP Administrative Information, page 1). QUESTIONS MUST BE RECEIVED BY 11:59:59 P.M. MOUNTAIN TIME ON THE DATE LISTED IN THE RFP ADMINISTRATIVE INFORMATION.

2.3.3. Written questions must be submitted using Attachment 2 - Offeror Questions. Official answers to all written questions will be posted on IPRO as an amendment to this RFP.

2.4. Vendor Proposed Modifications and Exceptions to Requirements, Terms, and Conditions

2.4.1. Vendors must submit any proposed modifications to the requirements, terms, or conditions of the RFP on Attachment 2 - Offeror Questions prior to the deadline to submit questions. Questions regarding these requirements must contain the following:

· The rationale for the specific requirement being unacceptable to the party submitting the question (define the deficiency).

· Recommended verbiage for the State’s consideration that is consistent in content, context, and form with the State’s requirement that is being questioned.

· Explanation of how the State’s acceptance of the recommended verbiage is fair and equitable to both the State and to the party submitting the question.

2.4.2. In the event that a Proposal contains modifications or exceptions to any Solicitation requirements, terms, or conditions, they must be identified and submitted on Attachment 3 - Modification and Exception Form and must contain the same information outlined in Section 2.3.1, above. The State will not consider any modifications or exceptions that are not identified specifically on Attachment 3.

2.4.3. The State has sole discretion to determine if the modifications or exceptions submitted by an Offeror would result in a material change or otherwise threaten the integrity of the procurement process. See Appendix A - Idaho Terms and Conditions Background and Limitations. Pursuant to IDAPA 38.05.01.084.e, the State may only negotiate non-material modifications or exceptions. Modifications or exceptions which the State determines to be material, or which otherwise threaten the integrity of the procurement process, will not be accepted or negotiated. In the event that the Offeror has conditioned its Proposal on the State’s acceptance or negotiation of its proposed modifications or exceptions, and the modifications or exceptions are deemed material, the Offeror will be given the opportunity to retract the proposed modifications or exceptions from its Proposal. Failure to do so will result in the Offeror’s Proposal being found non-responsive, after which it will receive no further consideration.

2.4.4. Non-material modifications or exceptions may be discussed with the apparent successful Offeror, at the discretion of the State; however, the State shall have the right to reject any and all such modifications and/or exceptions, or to call an end to such discussions, and to instruct the Offeror to amend its Proposal and remove the modifications and/or exceptions. Failure to do so may result in the State finding the Proposal non-responsive.

2.4.5. Except as otherwise provided within the Solicitation, the State will not consider modifications or exceptions to the requirements, terms, or conditions which are proposed after the RFP Closing Date

INSTRUCTIONS FOR SUBMISSION OF PROPOSAL

3.

3.1. General Instructions

3.1.1. Proposals may be submitted electronically, as detailed below. Except as otherwise addressed in this solicitation, all submission materials must be submitted at the same time. If multiple submissions are received, only the latest timely submission will be considered.

3.1.2. Alternate proposals are not allowed.

3.1.3. All electronic files must be in Microsoft Word or Excel format; the only exception is for financials, brochures or other information only available in an alternate format.

3.1.4. It is mandatory to submit your Proposal electronically via IPRO, all Offerors participating in this Solicitation must establish an account in the IPRO system, as it is necessary in order to process and/or award the resulting Contract(s). Establishing an account is free and only takes a few minutes.

3.2. Trade Secrets

Paragraph 28 of the Solicitation Instructions to Vendors describes trade secrets to “include a formula, pattern, compilation, program, computer program, device, method, technique or process that derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons and is subject to the efforts that are reasonable under the circumstances to maintain its secrecy.” In addition to marking each page of the document with a trade secret notation (as applicable; and as provided in Paragraph 28 of the Solicitation Instructions to Vendors), Offerors must also:

3.2.1. Identify with particularity the precise text, illustration, or other information contained within each page marked “trade secret” (it is not sufficient to simply mark the entire page). The specific information you deem “trade secret” within each noted page must be highlighted, italicized, identified by asterisks, contained within a text border, or otherwise clearly delineated from other text/information and specifically identified as a “trade secret.”

3.2.2. Provide a separate document entitled “List of Redacted Trade Secret Information” which provides a succinct list of all trade secret information noted in your Proposal; listed in the order it appears in your submittal documents, identified by Page #, Section #/Paragraph #, Title of Section/Paragraph, specific portions of text/illustrations; or in a manner otherwise sufficient to allow the State’s procurement personnel to determine the precise text/material subject to the notation. Additionally, this list must identify with each notation the specific basis for your position that the material be treated as exempt from disclosure and how the exempting the material complies with the Public Records Law.

3.2.3. Submit a redacted copy of the Proposal with all trade secret information removed or blacked out. The redacted copy must be submitted electronically, with the word “redacted” in the file name, whether the Proposal is submitted manually or electronically.

3.3. Electronic Submission

3.3.1. Electronically submitted Proposals must be submitted through IPRO, at IPRO Powered by LUMA. When submitting through IPRO, enter your Cost in IPRO as “$0,” and UPLOAD YOUR TECHNICAL PROPOSAL, SEPARATE COST PROPOSAL, AND ALL OTHER REQUIRED SUBMITTAL ITEMS. Remember to submit an additional redacted version of the proposal if you have identified trade secrets.

3.3.2. Vendors are strongly encouraged to begin the process of submitting the response far enough in advance of the End Time to allow for resolution of technical difficulties. Be advised that the state is not responsible for a Vendor’s failure to timely submit a responsive submission due to any technical or technological difficulties. See IDAPA 38.05.01.61.02.

3.3.3. Submitting via IPRO, be advised that the Offeror for Proposal evaluation and award purposes is the entity profile under which the Proposal is submitted in IPRO, which must be the same legal entity presented in the uploaded response materials. If the entity identified on the state supplied Signature Page differs from the entity under which you submit your Proposal in IPRO, the information provided on the Signature Page prevails.

3.3.4. Offerors are further advised to upload response materials with descriptive file names, organized and consolidated in a manner which allows evaluators to efficiently navigate the Offeror’s response; as the State will print uploaded documents for evaluation in the manner received via IPRO.

PROPOSAL FORMAT

1.

2.

3.

4.

These instructions describe the format to be used when submitting a Proposal. The format is designed to ensure a complete submission of information necessary for an equitable analysis and evaluation of submitted Proposals. There is no intent to limit the content of Proposals.

4.1. Table of Contents

Include a table of contents in the Technical Proposal identifying the contents of each section, including page numbers of major Sections.

4.2. Format

Proposals shall follow the numerical order of this RFP beginning with Section 6 and continuing through the end of the applicable RFP Attachments, including all mandatory submission items detailed in Section 6 and identified throughout the RFP. Proposal sections and subsections must be identified with the corresponding numbers and headings used in this RFP. In your response, restate the RFP section and/or Section, followed with your response.

Offerors are encouraged to use a different color font, bold text, italics, or other indicator to clearly distinguish the RFP section from the Offeror’s response. Except for brochures, financials, work samples, or other similar submission items, all electronic Proposals must be submitted in Microsoft Word or Excel, and must not be locked. Offerors are strongly cautioned against including website links or imbedded documents in the Proposal; the State will not be responsible for the RFP Lead or any evaluator’s failure to consider information outside of or imbedded in the Proposal.

4.3. Evaluation Codes

(M) Mandatory Response - failure to respond to any (M) section, or to comply with any mandatory specification or requirement, will render Offeror’s Proposal non-responsive and no further evaluation will occur.

(ME) Mandatory and Evaluated Response - failure to respond to any (ME) section, or to comply with any mandatory specification or requirement in an (ME) section, will render Offeror’s Proposal non-responsive and no further evaluation will occur. Offeror must respond to these sections as directed; points will be awarded based on predetermined criteria.

(E) Evaluated Response - a response is desired and will be evaluated. If Offeror cannot meet the requirement, or chooses not to respond for any reason, zero (0) points will be awarded for the section. If Offeror responds, points will be awarded based on predetermined criteria.

Note: Offerors are directed to IDAPA 38.05.01.074.03.a, as well as IDAPA 38.05.01.091.05, which allow the designated State official to waive minor informalities as well as minor deviations. The State also reserves the right to seek clarification on any (M), (ME), or (E) requirement.

PROPOSAL REVIEW, EVALUATION, AND AWARD

5.

5.1. Overview

The objective of the State in soliciting and evaluating Proposals is to ensure the selection of a firm or individual that will produce the best possible results for the funds expended

5.1.1. All Proposals will be reviewed first to ensure that they meet the Mandatory Submission Requirements of the RFP as addressed in Sections noted with an (M) or (ME). Any Proposal(s) not meeting the Mandatory Submission Requirements will be found non-responsive.

5.1.2. Evaluation Criteria

Technical Proposal:

1.

2.

3.

4.

5.

5.1.

5.2. Technical Proposal

5.2.1. The Technical Proposal will be reviewed first on a “pass” or “fail” basis to determine compliance with those requirements listed in the RFP with an (M) or (ME). All Proposals which are determined by the State, in its sole discretion, to be responsive in this regard will continue in the evaluation process outlined in this Section.

5.2.2. The Technical Proposal will be evaluated and scored utilizing one (1) or more Technical Proposal Evaluation Committee(s).

5.2.3. The scores for the Technical Proposal will be normalized as follows: The Technical Proposal with the highest raw technical score will receive all available Technical Points: 600 points. Other Proposals will be assigned a portion of the maximum available Technical Points, using the formula:

600 X raw score of technical Proposal being evaluated highest raw technical score.

5.3. Demonstrations

At the State’s option, up to three (3) Offerors, with the highest raw score after the evaluation of the Technical Proposal is complete, may be asked to make demonstrations of the Offered software. The State may provide demonstration scenarios in accordance with the specifications of this Solicitation. If the State holds demonstrations, they will be mandatory for all invited Offerors and will be evaluated.

5.3.1. The scores for the Demonstrations will be normalized as follows: The Oral Presentation/Demonstration with the highest raw score will receive all available Oral Presentation/Demonstration Points: 200 points. Other Offerors will be assigned a portion of the maximum available Oral Presentation/Demonstration Points, using the formula:

200 X raw score of Oral Presentation/Demonstration being evaluated highest raw oral presentation/demonstration score.

5.4. Cost Proposal

5.4.1. The Cost Proposal will only be opened and evaluated for up to the top three (3) Offerors who receive the highest number of total normalized points for offerors technical responses.

5.4.2. The scores for the Cost Proposal will be normalized as follows: The cost evaluation will be based on fully burdened total cost for Service. The Proposal with the lowest fully burdened total cost proposed will receive all available Cost Points: 300 points. Other Proposals will be assigned a portion of the maximum available Cost Points using the formula:

300 X Lowest Fully Burdened Total Cost Overall Total Cost being evaluated.

1.1 1.2 1.3 1.4 Billing Procedure The Contractor must provide a signed invoice upon IDFG acceptance and completion of contracted project items for the prior month. The invoice and monthly reports must be submitted no later thirty (30) calendar days after acceptance of services provided. No invoice will be accepted or paid without receipt of required reports/documentation. Invoices submitted without the required reports/documentation will be returned to the Contractor for resubmission.

The Contractor must provide the following information with each invoice:

Invoices and reports must be submitted to:

Summer Crea, Data Coordinator Idaho Fish and Game, Wildlife Bureau PO Box 25 Boise, Idaho 83707

5.5.

5.6. Responsibility

Pursuant to IDAPA 38.05.01.081, the RFP Lead may, in the State’s sole discretion, require the apparent high point Offeror to provide documentation to demonstrate its responsibility. The RFP Lead may request documentation including, but not limited to: credit or financial reports, and references. Failure to provide requested documentation may result in the Offeror being deemed non-responsible. Nothing herein shall prevent the State from using other means to determine Offeror’s responsibility.

5.7. Award

Award of Contract will be made to the responsive, responsible Offeror whose Proposal receives the highest number of total normalized points.

MANDATORY SUBMISSION REQUIREMENTS

The technical proposal begins with the mandatory items identified in this list and the following sections. NOTE: THIS CHECKLIST IS PROVIDED AS A COURTESY ONLY; OFFERORS ARE RESPONSIBLE FOR SUBMITTING ALL MANDATORY SECTIONS, ATTACHMENTS, SUBMITTAL ITEMS, ETC., REGARDLESS OF WHETHER THEY ARE IDENTIFIED IN THIS LIST.

☐ (M) Signature Page: All Proposals must be submitted with a state supplied Signature Page, attached separately in IPRO. For electronically submitted Proposals, submit a completed, scanned signature page. Your ORIGINAL Signature Page should be included at the FRONT of your ORIGINAL Technical Proposal

☐ (M) Cover Form: Complete, sign, and submit Attachment 4, Cover Form.

☐ (M) Acknowledgement of Amendments: If the RFP is amended, the Offeror must acknowledge each amendment with a signature on the acknowledgement form provided with each amendment. Failure to return a signed copy of each amendment acknowledgement form with the Proposal may result in the Proposal being found non-responsive. See IDAPA 38.05.01.52.

☐ Section 7: Provide response to all (M) and (ME) sections, and any other required submittal items.

☐ Section 8: Provide response to all (M) and (ME) sections, and any other required submittal items.

☐ Section 9: Provide response to all (M) and (ME) sections, and any other required submittal items.

☐ (ME) Cost Proposal: Provide your cost information on the form provided in Attachment 5, Cost Proposal. Submit the Cost Proposal in a separately uploaded file or separately sealed envelope.

☐ Redacted copy of Technical Proposal and list of Trade Secret redactions, as detailed in Section 3.2.

☐ Review the required types and levels of insurance—these are mandatory requirements. If you do not already have the required types and levels of insurance, you are strongly encouraged to contact your insurance representative to find out if you will be able to obtain the required insurance. (The Offeror should not purchase additional insurance in reliance of being awarded a contract). If you are awarded a Contract, failure to provide proof of the required insurance will be grounds for termination of the Contract.

BUSINESS INFORMATION

6.

7.

7.1. (ME) Business Profile Provide a profile of your business including Offeror’s business history, description of current service area, and customer base.

7.2. (ME) Experience Describe in detail your knowledge and experience in providing services similar to those required in this RFP. Offeror must have a minimum of three years’ experience with services similar in nature and scope to this RFP.

7.3. (M) Organizational Chart Provide a copy of your organizational chart, including detail of any relationships with parent and subsidiary organizations.

7.4. (ME) Demonstrated Success Provide specific data demonstrating previous success with incoming and outgoing telephone reporting.

7.5. (E) Customer Satisfaction Over the last ten (10) years, approximately what percentage of customers have chosen to remain with your company when given an option (e.g. exercising option renewals, extending agreements, selecting your company again upon re-solicitation, etc.)

7.6. References

Provide contact information for at least three (3) references. See Section 5.5.

ORGANIZATION AND STAFFING

Describe your qualifications to successfully complete the requirements of the RFP by providing a detailed response to the following:

8.

8.1. (ME) Project Lead Identify the person who will be the dedicated Project Lead if Offeror is awarded a contract. Provide a description of the proposed Project Lead’s experience and qualifications. You may submit a resume in response to this section.

8.2. (ME) Key Personnel and Qualifications Provide a list of key management, customer service and other roles to be used in the fulfillment of this Contract (in addition to the Project Lead). Provide role descriptions, including requisite qualifications and experience of the person(s)/role(s) identified, as well as an explanation of how the person in that role will contribute to the project. Your response should demonstrate the extent to which you have the expertise to accomplish the Scope of Work.

8.3. (M) Subcontractors If you intend to utilize subcontractors, describe the extent to which they will be used to comply with Contract requirements. Include each position providing service, and provide a detailed description of how the subcontractors are anticipated to be involved under the Contract. Include a description of how the Offeror will ensure that all subcontractors and their employees will meet all Scope of Work requirements. NOTE: The information provided for subcontractors, if any, will be evaluated as part of Section 8.2, Other Key Personnel and Qualifications.

If you do not intend to utilize subcontractor(s), provide a statement to that effect.

SCOPE OF WORK

All sections of the Scope of Work are required contract services. Use this Proposal outline as part of your response to the RFP. Keep in mind, the evaluators will be scoring your Proposal based on the methodologies proposed and the completeness of the response to each item listed below. You must describe in detail how you will meet each requirement marked (M) or (ME) below. Include personnel, proposed timelines, methodologies, and any pertinent information that will be required from the Agency in order to achieve full compliance with all tasks and deliverables.

Task One - Receive Incoming Phone Reports and Enter Data IDFG will provide two (2) toll free numbers for hunters to call and report their hunting data to a live operator.

IDFG will work with the Contractor, who must work with their local phone company, to transfer the Toll Free numbers to the Contractor.

When the contract is over these toll free numbers must stay with IDFG.

The call center must be operated, seven (7) days a week, year around. Hours must be at least 7:00 am to 10:30 pm Mountain Time, excluding Thanksgiving Day, Christmas Day, and New Year’s Day.

The Contractor must provide enough live operators, at any one time, to ensure that customers do not have to wait more than one (1) minute to talk to a live operator. There will be times when incoming calls will exceed the average number of calls/day due to outreach by IDFG. IDFG will notify the contractor in advance of upcoming outreach that may result in an increase of incoming phone calls so you can plan accordingly. All hold times outside of one minute must be reported to IDFG immediately.

The Contractor must login and enter the data provided by each hunter into the existing web site. Logins and passwords will be managed by IDFG.

IDFG must be billed based on the number of incoming calls received, resulting in a complete hunting report entered. The flow of calls tends to vary considerably from month to month, depending on the seasons, with the largest numbers following the major fall hunting seasons, in November and December.

The Contractor must make every reasonable effort to aid the hunter in reporting by using the available information provided by IDFG and the website for online reporting.

Each conversation must be recorded, and the recording provided to IDFG within two (2) business days if requested. IDFG will be able to examine the hunter reports daily, individually or summarized, through the Brandt (or similar) web site. The Contractor is required to perform quality control on the data as it is entered onto the website.

The Contractor must be responsible for providing a written report to IDFG on a monthly basis to account for the number of incoming phone calls received and the number of hunter reports entered.

Task Two - Conduct a Survey of Hunters and Enter Data The Contractor must conduct a telephone survey of a random sample of hunters who have not yet filed a 2024 report, and obtain their information (“non-compliance survey”).

The Contractor must operate a phone calling center to call a pre-selected random sample of approximately forty thousand (40,000) to sixty thousand (60,000) hunters who have not yet filed reports.

Contractor will be provided with a database of hunters to call (name, address, city, state, phone number, birth date). The operators and procedures may overlap with those of Section 9.2.

The phone calls must be made beginning around December 1st of each year and must be completed no later than January 31st the following year (unless otherwise agreed upon), after the hunting season is over.

The hunters will be split into two groups, depending on whether they purchased tags for early or late hunting seasons.

The hunters live throughout the United States, in all the time zones of the United States (U.S.). The small number of hunters from outside of the U.S. must not be called.

The acceptable time periods for the calls, in each time zone, are: Monday through Friday 2:00 pm to 9:00 pm, weekends 8:00 am to 9:00 pm. The Contractor must not call on Thanksgiving Day, Christmas Day, or New Year’s Day.

Some hunters on the calling list will have recently filed their reports on their own, and will be discarded from the list. Disconnected or wrong phone numbers will be discarded. IDFG will provide a list of hunters who have filed their reports to be pulled from the call list on a weekly basis. The Contractor must keep the names of hunters confidential and agree to not use the list of names for any other purpose.

IDFG currently expects to randomly select forty thousand (40,000) to sixty thousand (60,000) names (additional names may be added in the future) to be called. The Contractor must leave an agreed upon message when receiving a voice mail and must attempt to call each hunter at least one (1) time and up to three (3) times during the time period or as determined by IDFG before calling begins.

The Contractor must immediately enter all hunter reports it receives into the website, unless the website is unavailable. If the website is unavailable then the Contractor must record the information on paper and enter into the system once it is available.

The Contractor must document the number of attempted calls (date, time, length of call, outcome) in a computer database programmed and maintained by the Contractor.

Each conversation must be recorded, and the recording provided to IDFG if requested.

IDFG must be able to examine the hunter reports daily, individually or summarized, through the Brandt (or similar) website.

The Contractor must be responsible for providing a written report to IDFG on a monthly basis to account for the number of phone calls attempted and the number of hunter reports received and entered.

Contractor must invoice IDFG based on the number of attempted outgoing calls made and the number of hunter reports entered.

A Project Coordinator at IDFG will be assigned to serve as project liaison between IDFG and the Contractor. After consultation with IDFG Project Manager(s), the Project Coordinator for IDFG will provide the Contractor with any additional instructions the Contractor may need, as the project progresses.

(ME) Implementation The Contractor must be ready to implement services, in compliance with the above Scope of Work, beginning August 1, 2024, unless otherwise approved by IDFG.

Describe your plan to successfully implement Task one and Task two services Response Requirements The Contractor must provide telephone response and related services to IDFG, as more particularly described below. Services must be provided from August 1, 2024 (or upon execution and implementation of the Contract) to July 31, 2025. The toll free line must be available at all times during the term of the Contract, with live operators. There is no guarantee of a minimum amount of work. An estimate of past call volumes is provided in Section 1.2.

Describe how you will meet each requirement listed below (e.g. personnel, proposed timelines, methodologies to be used, etc.):

(ME) Provide an overview of how offeror must provide telephone and data-entry services, to meet the requirements of this RFP.

(ME) Provide details regarding how many live operators you propose to utilize; your proposed hours of operation for live operators, and the location(s) of the facility(ies) where operators will be stationed and hunter data processed. Describe how you will meet the one (1) minute maximum hold time. There will be times when incoming calls will exceed the average number of calls/day due to outreach by IDFG. IDFG will notify the contractor in advance of upcoming outreach that may result in an increase of incoming phone calls so you can plan accordingly. All hold times outside of one minute must be reported to IDFG immediately.

(ME) Provide details regarding the computer system (including software) that will be utilized for tracking and recording phone calls.

(M) You must confirm your ability to begin providing service immediately following contract award; as well as your ability to provide live operators from 7:00am to 10:30pm mountain time for immediate data entry. Failure to indicate in your proposal that you will meet these time lines may result in a finding that your proposal is non-responsive, in which case it would receive no further consideration.

(ME) Describe your procedures for safeguarding confidential information, transfer of information at the end of the Contract, and for destruction of any duplicates of confidential information in your possession at the end of the Contract.

(E) Identification of Risks and Constraints – Based on the Scope of Work detailed in this RFP, identify any risks or constraints that you will need to address prior to or during the performance of the Work; as well as a description of how you will address each one. Provide your response to this Section 8.2.6 9.4.6 on no more than two type-written pages.

ATTACHMENT 1 – PRE-PROPOSAL CONFERENCE REGISTRATION FORM

RFP Event 338 Hunting Reports – Telephone Services

Hunting Reports – Telephone Services

Oral Information: Questions concerning an RFP must be directed in writing to the RFP Lead in the time period prescribed in the RFP document. Vendors are cautioned against relying on any verbal information, and do so at the Vendor’s sole risk. The RFP may only be amended by written documentation posted to the state’s eProcurement System, IPRO.

Potential Offerors choosing to participate in the Pre-Proposal Conference must pre-register by submitting this completed form, via e-mail, to the RFP Lead at thayne.pearson@adm.idaho.gov. After the RFP Lead receives your form and the registration deadline passes, you will be provided with phone conferencing and meeting details. Please indicate in the appropriate column if your attendance will be by phone. Attendees are asked to register for the Pre-Proposal Conference no later than 5:00 p.m., Mountain Time, Tuesday April 9, 2024.

PLEASE PRINT:

ATTACHMENT 2 – OFFEROR QUESTIONS

Instructions:

DO NOT IDENTIFY YOUR NAME OR YOUR COMPANY’S NAME OR PRODUCT NAMES OF INTELLECTUAL PROPERTY IN YOUR QUESTIONS.

ADD ROWS BY HITTING THE TAB KEY WHILE WITHIN THE TABLE AND WITHIN THE FINAL ROW.

The following instructions must be followed when submitting questions using the question format on the following page.

1. DO NOT CHANGE THE FORMAT OR FONT. Do not bold your questions or change the color of the font.

1. Enter the RFP section number that the question is for in the “RFP Section” field (column 2). If the question is a general question not related to a specific RFP section, enter “General” in column 2. If the question is in regards to a State Term and Condition or a Special Term and Condition, state the clause number in column 2. If the question is in regard to an attachment, enter the attachment identifier (example “Attachment 1”) in the “RFP Section” (column 2), and the attachment page number in the “RFP page” field (column 3).

1. Do not enter text in the “Response” field (column 5). This is for the State’s use only.

1. Once completed, this form is to be e-mailed per the instructions in the RFP. The e-mail subject line is to state the RFP number followed by “Questions.” DO NOT SUBMIT QUESTIONS VIA IPRO.

ATTACHMENT 3 – MODIFICATION AND EXCEPTION FORM

Instructions: Complete this form and submit with your RFP submittal if you are proposing modifications or taking exception to any of the requirements, terms, or conditions included in the RFP, including any documents incorporated by reference (such as the Standard Contract Terms and Conditions.) See RFP Section 2.4 for a full explanation of the process surrounding vendor-proposed modifications and exceptions.

Offerors must specifically address any and all proposed modifications and exceptions. Blanket requests to negotiate requirements, terms, or conditions will not be considered. Offerors must provide an explanation as to why the requirement, term, or condition should be considered non-material. Offeror must also provide a reason for the proposed modification or alternative language, specifically addressing the issues itemized in RFP Section 2.4.1.

The determination of materiality will be made at the State’s sole discretion. Non-material modifications or exceptions may be negotiated with the apparent successful Offeror, at the discretion of the State, and as otherwise provided in RFP Section 2.4.4.

ATTACHMENT 4 – COVER FORM

(M) Attachment 4, Cover Form must be completed, signed, and submitted with your Proposal. Failure to complete and submit this form may result in your Proposal being deemed non-responsive.

Instructions: The Technical Proposal must include a signed copy of this cover form. Copy and paste this form onto your company letterhead, or include the following information: Offeror’s company name, mailing address, phone number, fax number, e-mail address, and name of Offeror’s authorized signer. The cover form must include the RFP Number and Title and must be signed by an individual authorized to commit the Offeror to the contents of the Proposal.

☐ Limited Liability Corporation (LLC) ☐ Limited Liability Partnership ☐Sole Proprietorship ☐ Other (specify)

Offeror’s Tax Identification Number

EIN:

Offeror’s DUNS Number

DUNS:

Is Offeror a legal entity with the legal right to contract?

☐ Yes ☐ No

Other than modifications/exceptions identified on Attachment 3, in compliance with Section 2.4 of this RFP, does Offeror accept, and is Offeror willing to comply with, the requirements of this RFP and attachments, including but not limited to those identified in Section 1.4 and the Special Terms and Conditions in Appendix?

☐ Yes ☐ No

Is Offeror in compliance with applicable equal employment regulations?

☐ Yes ☐ No

Does Offeror affirm that it has not employed any company or person other than a bone fide employee working solely for the Offeror or a company regularly employed as its marketing agent, to solicit or secure the Contract, and that it has not paid or agreed to pay any company or person, other than a bone fide employee working solely for the Offeror or a company regularly employed by the Offeror as its marketing agent, any fee, commission, percentage, brokerage fee, gifts, or any other consideration contingent upon or resulting from the award of the Contract.?

☐ Yes ☐ No

Does Offeror understand and agree that for breach or violation of the above term, the State has the right to annul the Contract without liability or, in its discretion, to deduct from the offered price the amount of any such fee, commission, percentage, brokerage fee, gifts, or contingencies.

☐ Yes ☐ No

Firm(s) and/or staff responsible for writing the Proposal

Names:

Does Offeror affirm that it is not currently suspended, debarred, or otherwise excluded from federal or state procurement and non-procurement programs?

Note: vendor information is available at https://sam.gov.

☐ Yes ☐ No

Does the Offeror affirm that the Proposal will be firm and binding for ninety (90) calendar days from the Proposal opening date?

☐ Yes ☐ No

Signed By:

Printed Name:

Date:

ATTACHMENT 5 – COST PROPOSAL

(ME) Attachment 5, Cost Proposal must be completed and submitted with your Proposal. The Offeror must provide in the cost proposal the cost for an incoming call received resulting in one (1) or more completed hunter report (Task 1), the cost for an attempted outgoing call made with no report received, and the cost for an outgoing call resulting in one or more completed hunter report (Task 2), shown below. The Offeror must provide a fully-burdened rate which must include, but not be limited to, all operating and personnel expenses, such as: overhead, salaries, administrative expenses, travel, profit, and supplies.

Quantities used in Attachment 5 – Cost Proposal are for evaluation purposes only. IDPR sets no minimum or maximum number of transactions for the life of the contract. Offeror must not alter or change any aspects of the table below or they may be found nonresponsive.

Incoming Phone Call resulting in Data Entry of Hunter Report

Outgoing Phone Call and Data Entry of Hunter Report

Outgoing Phone Call Attempt for Data Hunter Report

MANDATORY BILLING EXPECTATIONS

SERVICE CHARGES – INCOMING CALLS AND DATA ENTRY:

This is the cost for receiving each incoming telephone call, resulting in a hunter report that was entered into the web site.

· Indicate the price to be charged by the Offeror for the following services:

1. Incoming Phone Call resulting in Data Entry of Hunter Report

SERVICE CHARGES – OUTGOING CALLS AND DATA ENTRY:

This is the cost for each attempted outgoing telephone call to a hunter, with the goal of receiving a hunter report and entering it into the website. Contractor will bill IDFG for each documented outgoing phone call attempt.

· Indicate the price to be charged by the Offeror for the following services:

1. Outgoing Phone Call Attempt for Data Hunter Report

2. Outgoing Phone Call and Data Entry of Hunter Report* Company Name: _ Name of Individual submitting bid:

Phone: Fax:

E-mail:

APPENDIX A – IDAHO TERMS AND CONDITIONS BACKGROUND AND LIMITATIONS

Idaho Terms and Conditions – Background The Division of Purchasing issues solicitations on behalf of State of Idaho agencies. As public entities, the Division and the agencies it serves are subject to statutes, rules and policies that result in terms and conditions unlike those common in contracts between private parties. The Division of Purchasing does not have authority to vary many of these terms and in some instances variations are void under Idaho law. See IDAPA 38.05.01.112.

Idaho is not unique. Many of the terms in the State of Idaho Standard Terms and Conditions are similar to terms offered by most federal, state, and local government agencies. Vendors who seek to work with government agencies should become familiar with these terms. The discussion below is provided to assist you in becoming familiar with the legal and policy basis for the terms and to provide information for you to evaluate the risks and benefits of working with public entities.

Termination – Costs of Re-procurement The State of Idaho Standard Terms and Conditions provision concerning termination specifically identifies the costs of re-procurement as a damage arising from a breach of the contract by a vendor. This damage is identified because of the public agency budgeting process and the competitive solicitation process required by Idaho’s purchasing laws. The Idaho purchasing laws provide a preference for open, competitive procurements. These procurements come at a cost to the agency, which is generally included in the agency budget requested from the Idaho Legislature more than twelve months prior to incurring the expense. Unlike a private business, public agencies cannot independently pass through the costs of re-procurement to Idaho taxpayers, who are the customers of government. Instead, Idaho agencies must submit a request for the costs to the Idaho Legislature in a subsequent budget year, which is usually after the need to secure a replacement vendor for the breaching contractor arises. As a matter of public policy, the contractor whose breach caused the damage of requiring re-procurement must pay those costs at the time of breach so that the public can receive the benefit of the contract made on its behalf through re-procurement of a new contract. This policy is reflected in the State of Idaho Standard Terms and Conditions provision concerning termination and the Division of Purchasing does not generally vary this requirement.

Termination – Fiscal Necessity Idaho Constitution Article VII, section 11 prohibits an expenditure in excess of a legislative appropriation. Idaho Code section 59-1015 prohibits state agencies and officers from entering into contracts that create any expense or liability in excess of an appropriation. Idaho Code section 59-1016 provides that any such contract is void. IDAPA 38.05.01.112 contains the same provisions. An appropriation can be reduced under Idaho law through “give backs” and “hold backs” issued by the executive branch. When the Division of Purchasing enters into a contract, it must contain the term allowing for termination for fiscal necessity to comply with these provisions. Variation of this term is not offered.

Anti-Discrimination/Equal Employment Opportunity Many of the Idaho agencies served by the Division of Purchasing receive federal funding that is subject to a requirement concerning a pass-through to vendors of the obligation to comply with federal civil rights and anti-discrimination laws. The pass-through obligation may extend beyond the specific federal funds to all agency contracts. Variation of this term is not offered to prevent a breach of the State of Idaho’s obligations under its agreements with the United States.

Taxes The State of Idaho Standard Terms and Conditions provision concerning taxes identifies that Idaho agencies are exempt from the payment of taxes and provides that the contractor is responsible for all taxes assessed against the contractor as a result of doing business with the State of Idaho.