Opportunity Detail

Questions and Answers

New Hire Reporting Services
Document #:  JFSR1213098001


Question:   Page 30, 6.1 Scoring of Proposals C. Phase III—Criteria for Considering the Cost Proposal How many evaluation points will be assigned to the proposal with the lowest cost? How will the State evaluate the cost proposal—using the base contract period or the base contract period plus renewal years?

Answer:   For this RFP, ODJFS will use a cost and quality consideration process that does not involve assigning points to vendors' proposed costs. The cost proposals will be considered in the vendor selection through a cost-per-quality-point formula in which the vendors' grand total proposed costs (including all costs for the original contract period plus any possible renewal period) will be divided by the technical quality points the vendors' proposals earn. The detailed explanation of this process was omitted from the RFP Section VI, Criteria for Proposal Evaluation and Selection, sub-section 6.1, C. - Phase III, Criteria for Considering the Cost Proposal, and ODJFS regrets any inconvenience. The process that will be used is this: "In scoring the proposals, ODJFS will score in three phases: Phase I-Initial Qualifying Criteria, Phase II-Scoring of the Technical Proposal and Phase III-Consideration of Proposed Cost. In addition, the PRT may, at its option, elect to conduct interviews as part of the process. All score criteria are presented in the Technical Proposal Score Sheet, which is provided as Attachment E to this RFP. The Cost Proposal of all qualifying vendors (i.e., those that pass both Phase I and Phase II into Phase III) will then be reviewed by ODJFS. The grand total of each vendor’s cost proposal is divided by that vendor’s final Technical Proposal score. This compares the cost with the quality of the Technical Proposal, which will provide an average cost-per-quality point earned on the Technical Proposal. The proposal offering the best cost-per-quality point will be recommended for award of the contract. Any vendor deemed not responsible and responsive to the terms of this RLB, or otherwise found not to be in the best interests of the State, shall not be selected for this project. ODJFS is under no obligation to award or to execute any contract as a result of this or any other solicitation."

Date: 3/31/2011

Inquiry: 21951


Question:   Attachment D. ODJFS Model Contract Pages 5-6 of the Contract Contract, art. VII, § A. Would ODJFS agree that if statutory or regulatory changes impact contract scope, performance, or payment, then the State shall equitably adjust CONTRACTOR’s compensation?

Answer:   Any possible changes would require review on a case-by-case basis, but all changes made must be mutually agreed upon, committed to writing, and bilaterally signed before they would be effective.

Date: 3/31/2011

Inquiry: 21954


Question:   1.) How many mailings has the current vendor been responsible for over the life of the existing contract? 2.) How many employers were the informational mailings sent to for each mailing? 3.) Were any notifications sent via e-mail? 4.) Can you provide a copy of the outreach material from the last mailing? 3.1.11 Informational Mailings, Pg. 16

Answer:   As the New Hire Services RFP states in Section 1.7, Internet Question & Answer Period; RFP Clarification Opportunity, “Vendors are to base their RFP responses, and the details and costs of their proposed projects, on the requirements and performance expectations established in this RFP for the future contract, NOT on details of any current or past related contract. Requirements under a current project may or may not be required by ODJFS under any future contract, and so may not be useful information for vendors who choose to respond to the RFP. If vendors ask questions about existing or past contracts using the Internet Q&A process, ODJFS will use its discretion in deciding whether to provide answers.” ODJFS has provided its explanation of the work to be provided under the contract, and vendors are to apply their professional expertise to propose their plans to accomplish that work and to propose their best price.

Date: 3/30/2011

Inquiry: 22017


Question:   Can the vendor have the telephone and fax numbers ported over to them during the contract time frame? 3.1.13 Transfer of phone and fax numbers at contracts end, Pg. 16

Answer:   No, the current vendor must retain the phone and fax numbers through the end of the current contract period, June 30, 2011.

Date: 3/30/2011

Inquiry: 22016


Question:   Who owns the current web site and URL? 3.1.6 Website, Pg. 14

Answer:   The current vendor.

Date: 3/30/2011

Inquiry: 22015


Question:   In order to fulfill the objectives of the project, can the vendor utilize an existing proprietary new hire reporting system to collect and process new hire reports if we can provide the data in acceptable formats to the State? 1.5 Objectives of the Project, Pg. 5

Answer:   No.

Date: 3/30/2011

Inquiry: 22014


Question:   Can the State provide a copy of the current compliance and outreach material? 3.1.9 New Hire Matching Follow-up Services, Pg. 15

Answer:   As the New Hire Services RFP states in Section 1.7, Internet Question & Answer Period; RFP Clarification Opportunity, “Vendors are to base their RFP responses, and the details and costs of their proposed projects, on the requirements and performance expectations established in this RFP for the future contract, NOT on details of any current or past related contract. Requirements under a current project may or may not be required by ODJFS under any future contract, and so may not be useful information for vendors who choose to respond to the RFP. If vendors ask questions about existing or past contracts using the Internet Q&A process, ODJFS will use its discretion in deciding whether to provide answers.” ODJFS has provided its explanation of the work to be provided under the contract, and vendors are to apply their professional expertise to propose their plans to accomplish that work and to propose their best price.

Date: 3/30/2011

Inquiry: 22013


Question:   Is there a transition plan with the current vendor? Can you provide a copy? 3.1.1 General Requirements, Pg. 11

Answer:   ODJFS has not required the current vendor to provide a transition plan.

Date: 3/30/2011

Inquiry: 22012


Question:   How many phone calls does the new hire operation handle daily/monthly/annually? 3.1.5 Information & Technical Assistance Services, Pg. 14

Answer:   As stated in 3.1.5, current call volume is approximately eight hundred (800) calls per month.

Date: 3/30/2011

Inquiry: 22011


Question:   How many employers are in the current database? Of those employers, how many are considered active? In addition, how many employers have you received a new hire report from in the last 12 months and in the last 24 months? 3.1.2 Scope of Work, Pg. 12

Answer:   As stated in 3.1.2 there are approximately 300,000 employers required to report. For SFY 2010, an average of 24,264 employers reported per month. We do not have a figure for SFY 2009.

Date: 3/30/2011

Inquiry: 22010


Question:   Can the State provide the staffing levels (full and part time) that support the operations of the current project? 2.3 Staff Experience and Capabilities, Pg. 10

Answer:   As the New Hire Services RFP states in Section 1.7, Internet Question & Answer Period; RFP Clarification Opportunity, “Vendors are to base their RFP responses, and the details and costs of their proposed projects, on the requirements and performance expectations established in this RFP for the future contract, NOT on details of any current or past related contract. Requirements under a current project may or may not be required by ODJFS under any future contract, and so may not be useful information for vendors who choose to respond to the RFP. If vendors ask questions about existing or past contracts using the Internet Q&A process, ODJFS will use its discretion in deciding whether to provide answers.” ODJFS has provided its explanation of the work to be provided under the contract, and vendors are to apply their professional expertise to propose their plans to accomplish that work and to propose their best price.

Date: 3/30/2011

Inquiry: 22008


Question:   How many employers were outreached to during the last quarterly match process? What method of notification was used to contact these employers? Can the State provide a sample of the outreach material? 3.1.9 Scope of Work, page 15

Answer:   Approximately 700 employers were sent notifications reminding them to report. The method of notification was the USPS. No, the State will not provide a sample of the outreach material based on the answer to the previous question.

Date: 3/30/2011

Inquiry: 22007


Question:   What is the current transaction rate for processing electronic and non-electronic new hire reports? 5.2.C.1 Format and Organization of the proposal

Answer:   As the New Hire Services RFP states in Section 1.7, Internet Question & Answer Period; RFP Clarification Opportunity, “Vendors are to base their RFP responses, and the details and costs of their proposed projects, on the requirements and performance expectations established in this RFP for the future contract, NOT on details of any current or past related contract. Requirements under a current project may or may not be required by ODJFS under any future contract, and so may not be useful information for vendors who choose to respond to the RFP. If vendors ask questions about existing or past contracts using the Internet Q&A process, ODJFS will use its discretion in deciding whether to provide answers.” ODJFS has provided its explanation of the work to be provided under the contract, and vendors are to apply their professional expertise to propose their plans to accomplish that work and to propose their best price.

Date: 3/30/2011

Inquiry: 22005


Question:   Can the State provide a breakdown of the 1. Number of employers with 1 address 2. Number of employers with 2 addresses 3. Number of employers with more than 2 addresses 3.1.2 Scope of work, page 12

Answer:   ODJFS does not have this information.

Date: 3/30/2011

Inquiry: 22004


Question:   What is the percentage (%) breakdown of new hire reports via the following methods per month? a. Mail b. Fax c. Internet Online d. FTP e. Web Upload f. Diskette g. Cartridge (Tape) h. Telephone i. Other 3.1.2 Scope of work, page 12

Answer:   Below is the percentage (%) breakdown of new hire reports via the following methods: FTP, 64.6% Internet, 14.2% Cartridge, 4.8% Disk, 1.4% Other-Manual, 15%

Date: 3/30/2011

Inquiry: 22003


Question:   Do we need to complete the ODJFS contract agreement? If so, how do we go about obtaining the ODJFS information in the agreement? Attachment D ODJFS Model Contract, Page 32

Answer:   No, the selected vendor will be provided a contract agreement to be signed and returned once a vendor has been selected.

Date: 3/30/2011

Inquiry: 22002


Question:   In the last year, how many financial sanctions have been imposed for those employers that failed to report newly hired employees? 3.1.9 Scope of Work, page 15

Answer:   Currently, ODJFS has not begun imposing financial sanctions on non-compliant employers.

Date: 3/30/2011

Inquiry: 22001


Question:   1.) How many notifications to employers for New hire Matching & Follow-up Services were sent last year? 2.) What contact method was used to notify these employers? 3.)Would the State consider sending these notifications via email? 3.1.9 Scope of Work, page 15

Answer:   1). Approximately 3,100 non-compliance notifications were mailed in SFY 2010. 2). The contact method used to notify employers of non-compliance is the USPS. 3). No, the State is not considering using e-mail at this time for these notifications.

Date: 3/30/2011

Inquiry: 22000


Question:   Can you please explain how independent contractor records are handled by the current vendor? 3.1.2 Scope of Work, page 13

Answer:   As stated in Section I.1.4 Overview of the Project, the transmission made by the current vendor arrives at ODJFS via text file that goes through a File Transfer Protocol (FTP) server. ODJFS reserves the right to alter the type of electronic transmission at any point during the contract.

Date: 3/30/2011

Inquiry: 21999


Question:   1.) Will the current contractor also be responsible for sending informational correspondence packets to employers? 2.) Would the state consider using email to handle this outreach? 3.) How many employers were contacted as a part of this outreach requirement last year? 4.) How many employers have valid e- mail addresses that can be used? 3.1.1 Scope of Work, page 12

Answer:   1). As stated in 3.1.11, the vendor must be in a position to develop and issue informational mailings at ODJFS’ discretion at least twice per year. 2). No, the state will not consider using e-mail to handle this outreach at this time. 3). As stated in 1.7, Internet Question & Answer Period; RFP Clarification Opportunity, “Vendors are to base their RFP responses, and the details and costs of their proposed projects, on the requirements and performance expectations established in this RFP for the future contract, NOT on details of any current or past related contract.” The RFP states in 3.1.11 that the state’s employers are currently numbering approximately 300,000. 4). ODJFS does not currently know how many employers have valid e-mail addresses.

Date: 3/30/2011

Inquiry: 21998


Question:   Stellarware has been very successful transitioning and operating new hire projects in consolidated facilities. Utilizing this approach provides all parties with the opportunity to significantly save costs by taking advantage of the economies of scale and shared resources. In addition, the use of the Internet and electronic reporting allows us to provide all the communication and customer service required. With these tough economic times will the State consider allowing the vendor to operate the project out of state? 2.1.C Required Minimum Vendor Qualifications, page 10

Answer:   No, the vendor must establish and maintain an office in the central Ohio area.

Date: 3/30/2011

Inquiry: 21997


Question:   How many Independent Contractors are operating in Ohio? How many IC’s are reported to the state on a monthly basis? Why are IC records submitted monthly? 1.3 Background, page 5

Answer:   Given the nature of what an IC is and the turnover of ICs, we are unable to give an accurate figure of how many are operating in Ohio. On average, approximately 2,500-3,500 ICs report to the state on a monthly basis.

Date: 3/30/2011

Inquiry: 21996


Question:   Is the deadline for vendors to submit their complete proposals to ODJFS at 3:00 p.m. on April 4th or April 7th? 1.6 Anticipated Procurement Timetable page 6 (April 7?) and 5.1 Proposal Submission Information, page 24 (April 4?)

Answer:   Section 5.1 is incorrect. The correct submission date is stated in section 1.6, Anticipated Procurement Timetable, April 7, 2011 no later than 3 p.m.

Date: 3/30/2011

Inquiry: 21971


Question:   Is there a vendor currently managing Ohios New Hire Reporting Center? If so, who is the vendor?

Answer:   Policy Studies Inc. is the current vendor.

Date: 3/30/2011

Inquiry: 21967


Question:   Page 13, 3.1 Scope of Work, 3.1.11, Informational Mailings and Page 25, 5.2 Format for Organization of the Proposal, C. Cost Proposal, 1. Per-Item Charge Section 3.1.11 of the Scope of work states that “All costs associated with the creation, production, and issuance of the information mailings are the responsibility of the vendor.” And Section 5.2C.1. states “Per-Item Charge, inclusive of entire New-Hire Reporting Center operations: The contract All-Inclusive Costs, for electronic reports processing (A., below) and for non-electronic reports processing (B., below), together constitute the vendor’s bid price. These per-item costs together must represent the vendor’s total costs for performance of the entire scope of work, and for provision of all deliverables as delineated in Section III of the RFP, including any associated costs.” However, the vendor’s cost proposal sheet asks for “Vendor’s Annual All-inclusive cost for all Informational Mailings:” for each year of the contract. Please explain whether mailings are to be separately priced and invoiced or included in the electronic and non-electronic rates? If the latter, is the component of the electronic and non-electronic rate that represents mailings to be shown separately in the space for “Vendor’s Annual All-inclusive cost for all Informational Mailings:”?

Answer:   The cost of mailings should be included in the electronic and non-electronic rates.

Date: 3/30/2011

Inquiry: 21953


Question:   Page 32, 6.1 Scoring of Proposals B. Phase II. Review—Criteria for Scoring the Technical Proposal Attachment E: Technical proposal Score Sheet Please clarify the RFP’s technical point scoring. Section B. says the maximum number of points that can be awarded for the technical proposal is 640, and a proposal must achieve a total of at least 480 points out of the 640 to qualify for continued consideration. Attachment E cites 575 points and 720 points respectively. However, using Attachment E, if you apply the weight to the number of points possible to each criterion, the total possible points equals 784.

Answer:   Attachment E. is correct. The total maximum points receivable is 720 (exceeds column plus weights) with 575 points needed to proceed in the scoring process.

Date: 3/30/2011

Inquiry: 21952


Question:   1. Pages 14 and 22, 3.3 Specifications of Deliverables and 5.2 Format for Organization of the Proposal Please provide further instructions regarding Tab 3 and how you wish to see that section presented. If we are reading correctly, offerors should respond to the entire SOW in the order presented under Tab 3 and then move to the Specifications of Deliverables sub-tabs as outlined in 3.3. However, if an offeror were to respond fully to each of those deliverables, much of the response would simply be a repeat of previous responses. For example, 3.1. 1. addresses locating the facility in central Ohio as does 3.3 1. The remainder of 3.3.1 is also asked for in 2.2 c.

Answer:   Yes, vendors should respond to the entire SOW in the order presented under Tab 3 and then move to the Specifications of Deliverables sub-tabs as outlined in 3.3, regardless if previous responses are repeated.

Date: 3/30/2011

Inquiry: 21948


Question:   Pages 22 and 31, 5.2 Format for Organization of the Proposal B.1. (Tab 1) and Section VIII. Attachments and their Uses Please clarify if offerors are to include a Request for Taxpayer Identification Number (W-9) Form with their submission. Section 5.2 lists the form as Attachment B and indicates the form is required however, Section VIII does not list the form and states: (Not applicable to this RFP).

Answer:   As originally released, the RFP required vendors to include the W-9 form and stated that ODJFS could disqualify vendors that failed to meet that requirement. ODJFS NO LONGER REQUIRES ANY VENDOR W-9 FORM as part of any competitive procurement (e.g., RFP) process.

Date: 3/30/2011

Inquiry: 21950


Question:   Page 22, 5.2 Format for Organization of the Proposal A. Overall Proposal Organization Since ODJFS has provided a proposal organizational structure that will be easy for evaluators to follow (multiple sections and sub-sections), is it permissible for vendors to number the pages sequentially within each section as long as the section is fully identified in the footer or header? This approach will allow vendors to begin producing sections upon completion rather than waiting until the entire proposal is written and numbered.

Answer:   Yes, that is acceptable.

Date: 3/30/2011

Inquiry: 21949


Question:   1.6 Anticipated Procurement Timetable, page 3 and Proposal Submission Information, page 20 Section 1.6 lists the deadline for vendors to submit proposals to ODJFS as 3 p.m. on April 7, 2011. However, Section 5.1 states that proposals must be received by ODJFS . . .no later than 3:00 p.m. on April 4,2011. Please clarify.

Answer:   Section 5.1 is incorrect. The correct submission date is stated in section 1.6, Anticipated Procurement Timetable, April 7, 2011 no later than 3 p.m.

Date: 3/30/2011

Inquiry: 21917


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Inquiry period ended:  3/23/2011 8:00:00 AM