Attachment A
Question 1: This is a question regarding the cost of the insurance and bonds requirements. Why are the costs so high on this solicitation above $750,000?
Response 1: The instant ticket warehousing operation will be responsible for housing and preparing for distribution of instant tickets potentially worth millions of dollars including $1M tickets. The risk to the District Government is substantial and proper insurance protections must be in place to guard against any potential loss or fraudulent activity. The statutes and regulations governing this procurement dictate that certain coverages be in place. They are:
• Bodily Injury $500K • Property damage $100K
• Workers comp (all employees covered) • Employer Liability $100K
• Auto Liability $200K per person $500K per occurrence $20K property damage • Professional Liability $5M
• Performance Bond 100% of contract price • Fidelity Bond $1M
The vendor may propose decreases in the limits above. Any and all exceptions or assumptions, including changes to the insurance limits or bond amounts, should be presented with the proposal response.
Question 2: Detail the experience of the designated DCLB staff member and relevant experience that will supervise staff of contractor?
Response 2: The designated DCLB staff member will have the following background and experience: • Knowledge of the DC Lottery and Charitable Games Control Board’s mission,
organizational structure and functions and knowledge of the objectives, internal management policies, organization and functional responsibilities of the instant ticket warehouse and inventory process in order to provide the full range of advisory services.
• Knowledge of quality control methods and procedures in order to review existing work processes and make recommendations for changes, as necessary.
• Knowledge of acquisition processes, records and control systems, distribution, storage, issue, and disposal processes.
• Ability to prioritize, coordinate and control tasks and effectively communicate assignments to ensure tasks are completed timely.
• Knowledge of resource planning and inventory control procedures and project management. • Ability to communicate effectively both orally and in writing.
Question 3: Why are the allotted weekly hours not 40 hours?
Response 3: The scheduled work hours will be from 8:30a.m.—5:00p.m. comprising an 8-hour day/40-hour work week, pursuant to Section C.10 of the solicitation. Minor adjustments to this schedule may occur based on need. If adjustments are required, notification will be provided in advance. Question 4: What are the provisions and procedure for staff performing overtime?
Response 4: Overtime in performance of this contract is not anticipated nor authorized. Question 5: If Question 4 applies, what is the overtime rate?
Response 5: Not applicable.
Question 6: What are the insurance and bond requirements for the instant ticket contractor? Response 6: The insurance and bond requirements for the instant ticket contractor are:
• Performance bond $1M • Bodily Injury $500K • Property damage $100K
• Workers comp (all employees covered) • Employer Liability $100K
• Auto Liability $200K per person $500K per occurrence $20K property damage • Professional Liability $5M
• Errors and omissions $1M
• DCLB loss coverage from vendor fault $500K (crime insurance)
This information is available at https://sites.google.com/a/dc.gov/ocfo-procurements/ by reviewing the awarded contracts, CFOPD-15-C-014 and CFOPD-15-C-014B section I. Question 7: What are the insurance and bond requirements for the online contractor?
Response 7: The insurance and bond requirements for the online contractor are: • Performance bond $5M
• Fidelity bond $1M • General Liability $5M
• Property Insurance 100% of replacement cost • Errors & Omissions $5M
• Crime Insurance $1M • Bodily Injury $500K • Property damage $100K
• Workers comp (all employees covered) • Employer Liability $100K
• Auto Liability $200K per person $500K per occurrence $20K property damage • Professional Liability $5M
This information is available at https://sites.google.com/a/dc.gov/ocfo-procurements/ by reviewing the awarded contract, CFOPD-10-C-038 sections H and I.
Question 8: Solicitation mentions tour of duty and discretion of DCLB staff to change when required, what are provisions for notice?
Response 8: If a change in tour of duty is necessary, notice of at least a week will be given.
Question 9: What is the rationale for not having a contractor supervisor to be the direct report to the DCLB staff supervisor?
Response 9: The instant ticket warehousing operation will be responsible for millions of dollars in instant tickets. To ensure proper controls and procedures are in place and properly enforced, the OCFO has determined that a DCLB employee shall manage the warehousing operations and contractor staff shall report and take direction from that manager.
Question 10: Why does the Solicitation note temporary support services staff?
Response 10: This is the title description of the solicitation document reflecting that the staff are not permanent staff/employees of the DCLB.
Question 11: Consider not requiring your tel sales person to function as a warehouse person, for this customer service person should be a high end marketer.
Response 11: Noted. However, the DCLB chooses to keep the requirement as stated in the solicitation. The goal is to cross-train the contractors to perform all functions to give the DCLB maximum flexibility in the performance of the contract.
Question 12: What equipment will require maintenance? Response 12: None.
Question 13: Will a fork lift operator be required? Response 13: No.
Question 14: What will be the training period for contractor and staff?
Response 14: One week training which entails procedures on tel-sell and pick and pack. Question 15: What are the provisions if several staff persons become ill at the same time?
Response 15: The vendor shall be responsible for ensuring that appropriate staff is available in accordance with the requirements of the contract.
i. Will DCLB allow additional staff to be approved?
If a contract worker is unable to continue working in the warehouse, the DCLB will retain the right to approve additional staff.
Question 16: Are there incumbents already working and the winning vendor will transfer them to their company, or will the winning vendor be providing new people?
Response 16: This is a new requirement. There is not an incumbent. The winning vendor will need to provide new people.
