QA_4_-_RFTOP_00002_Questions.docx

Attachment J.7 - NPIN - Task Order 0002 - Communication and Education Technical Questions

The language is revised in amendment 00002:

The contractor shall maintain and update an electronic distribution system. It is expected that this system shall be highly integrated and dependent upon the CDC NPIN downloadable materials database and other digital assets. Including maintaining an inventory of publications, disseminating materials, maintaining constituent databases, conducting photo shoots (as needed), purchasing stock and rights-managed photos, and maintaining an image library.”

(See NPIN Task Order 0002 Amended Language Summary)

The mailing lists reflected in the solicitation are current.

What are "Integrations," as shown in the list of "appropriate strategies and channels"?

Disregard the bulleted item, “integrations.” It is removed in amendment 00002.

What is the difference between the 10 stakeholder communication efforts referenced in paragraph 1 and the 25 stakeholder communication activities referenced in paragraph 3?

To clarify, the 10 stakeholder communication efforts broadly addresses the support for 10 Observance Days presented in greater detail in Attachment J.7, Section C.4, Task 2.1.2. The government is requesting an additional 25 stakeholder communication activities beyond the aforementioned Observance Days.

2.2.1 says no more than 15 new mailing lists per year will be established. 2.2.4 says: "Development and maintenance of special Electronic Mailing Lists (support no more than 10 existing and new ones per year – (see section Development and Maintenance of Mailing Lists for Key Target Audiences and Stakeholders);" Section C11 says that no more than 15 new electronic mailing lists per year will be developed. - How many total existing and new electronic mailing lists are to be supported each year? - What is the difference between electronic mailing lists and mailing lists?

2.2.1- refers to the development of new electronic mailing lists per year as requested by the government. This amount should also be reflected in section 2.2.4. To clarify, this represents a total of 15 new electronic mailing lists per year. In this instance, an electronic mailing list encompasses standard/postal mail as partner contact information will be added to the NPIN database.

Please clarify the electronic distribution system and what inventory it should include. What is the referenced "CDC NPIN downloadable.." that it should be dependent on? Please clarify what is required around conducting photo shoots.

This item refers to development and maintenance of system for collecting, curating and disseminating downloadable materials to be made available via the existing CDC NPIN downloadable materials database.

Amended language will read:

“The contractor shall maintain and update an electronic distribution system. It is expected that this system shall be highly integrated and dependent upon the CDC NPIN downloadable materials database and other digital assets. Including maintaining an inventory of publications, disseminating materials, maintaining constituent databases, conducting photo shoots (as needed), purchasing stock and rights-managed photos, and maintaining an image library.”

Offerors (as directed by the government) must coordinate photography shoots, secure image use waivers (releases) when conducting photo shoots or creating video recordings. Of note, this not a commonly required task.

Requirements state that support "may" include multiple tactics. Please define the full and minimum range of tactics.

A minimal level of support may consist of use of electronic mailing lists to disseminate information, promotion via social media channels, and via web features. A higher level of support may include the aforementioned activities and additional channels to include (but not to be limited to): webinars, webcasts, robust social media support (Twitter chats, Google+ Hangouts). The specific suite of strategies, channels and tactics will be proposed by the offeror and determined by the government.

Requirements state the Contractor shall have a plan for procedures related to mailing list content. However, this plan is not listed among the Deliverables for this Domain. Please clarify if this is a formal deliverable.

This is not a formal deliverable

RFP states that "This support shall include close coordination with NCHHSTP to develop and implement stakeholder communication plans." This plan(s) is not listed among the Deliverables for this Domain. Please clarify and define quantity.

This refers to the development and implementation of the Communication and Marketing Outreach plan.

RFP requires emergency communication processes. Will these processes require Government approval? If so, are these processes considered a deliverable?

Yes. These activities will typically require Government notification and approval. See pg 13, item 2.2 (deliverable table). This does not need to be a separate deliverable but should be integrated into overall planning and coordination activities within proposal.

RFP requires that the Contractor shall support partner engagement events. The Government also states, for estimating purposes, that four events will be held in different parts of the United States. It is the assumption that the estimating purpose is for travel. However, the Government did not specify the quantity or types of events. Because each type of event requires different resources, please clarify and enumerate the events required (i.e., "n" consultations, "n" listening sessions at conferences, "n" stakeholder meetings).

The Government proposes the following mix of in-person training sessions:

· 12 in groups (15 to 50 individuals)

· 4 sessions to be held in small groups (approximately 8-15 individuals)

· 4 may be held at conferences None of these sessions are slated to take place at partner sites. The type and nature of these events (e.g., consultation, listening session, etc.) is secondary to the number of attendees.

The RFP provides an extensive list of services to be performed at stated events. For pricing purposes, please provide the minimum activities required for each event.

Minimal Requirements:

· A/V support – laptop, projector, screen, etc.

· Meeting coordination logistics

· Dissemination of meeting materials (e.g., agendas, slides, etc.)

RFP states development and maintenance of 10 existing mailing lists and references Task 2.2.1, which includes a list of mailing lists. There are considerably more than 10 mailing lists. Please clarify the number of mailing lists to be maintained, including new additions.

To clarify, the government is referring to the development and maintenance of a maximum of 15 new additional mailing lists per year. This is not to be confused with the ongoing maintenance of existing mailing lists (N=29+)

Of the 20 in-person training sessions, please clarify how many will be group and how many will be one-on-one. Also, please stipulate how many will be partner sites and how many will be at conferences.

The Government proposes the following mix of in-person training sessions:

· 12 in groups (15+)

· 4 sessions to be held in small groups (approximately 8-15 individuals)

· 4 may be held at conferences None of these sessions are slated to take place at partner sites.

Please clarify the output of this requirement (e.g., Literature Review Report, Recommendations Report). Please clarify the defined parameters for the scan.

Offerors shall review current industry practices through a review of policies, case studies, (reputable) blogs and other resources to investigate, prioritize and propose strategies and activities that will enhance the reach and function of CDC NPIN downloadable materials.

The RFP requires that the Contractor shall plan and implement approaches. This infers development of a plan for implementation and system developments based on defined business requirements. Please clarify if this is a deliverable and the requirements for pricing.

Offerors shall review current industry practices through a review of policies, case studies, (reputable) blogs and other resources to investigate, prioritize and propose strategies and activities that will enhance the reach and function of CDC NPIN downloadable materials. These findings and recommendations shall be compiled into a report not to exceed pages (double sided).

What does “dependent upon the CDC NPIN downloadable.” Refer to specifically? What is being downloaded?

The contractor shall maintain and update an electronic distribution system. It is expected that this system shall be highly integrated and dependent upon the CDC NPIN downloadable materials database and other digital assets. Including maintaining an inventory of publications, disseminating materials, maintaining constituent databases, conducting photo shoots (as needed), purchasing stock and rights-managed photos, and maintaining an image library.”

See change in amendment 00002.

The plan shall include (but not be limited to) analysis and evaluation of the NPIN brand as it currently exists, analysis of consumer needs, and alignment of NPIN product/service offerings... Please specify the requirements for the brand analysis and evaluation and the NPIN consumer needs assessment.

Government requirements:

· Review of the current state of the NPIN brand shall include insights into NPIN brand value and equity both internally and externally

· A succinct analysis of the needs of NPIN consumers and partners based upon a user typology or profiles

· A review of the extent to which the current NPIN offerings meet the current and emerging needs of NPIN consumers and partners

· Recommendations regarding how best to assure NPIN products and services may more closely align with consumer and partner needs (both current and prospective).

Support may include development of materials, graphic design services, and electronic distribution, marketing, and promotion via NPIN communication channels. Please specify the maximum number of materials (and other requirements for those materials) that would be expected. The SOW specified the number of observance days but not the maximum number of materials required per event or other specifications as to size of publication, length of document, number of colors, etc.

Offerors should focus on development and deployment of digital promotional activities and use of existing NPIN channels (see Government Response to question # 7 for additional information)

SOW requires the Contractor to "analyze meeting evaluation materials and reports" but does not specify that the Contractor would develop the meeting evaluation materials or the reports. Please confirm that the Government would develop the meeting evaluation materials and reports.

The contractor shall prepare summary reports outlining key indicators from meetings including (but not limited to) key findings, opportunities, accountable parties and next steps from each event, session or meeting.

See revised language in amendment 00002.

No CDC materials should be housed on the NPIN websites. Please clarify as CDC materials are currently housed/hosted on NPIN websites.

Offerors shall direct audiences to CDC materials (e.g., downloadable web materials and web content) to the extent possible.

Comment, NPIN seeks to both direct audiences to CDC materials and websites and host high quality, accurate, science-based 3rd party/partner materials.

1. Page 3 under 2.1: Task requires a C&O plan within 90 days, which includes analysis of consumer needs. Has recent market research / customer satisfaction research been conducted to enable this analysis and will the data be made available to the contractor? If not, should our bid include a fast-track market research component?

The Government will not be releasing current market research. It is at the discretion of offerors to determine whether or not fast track market research is an important and necessary part of the technical approach.

Page 3 under 2.1.2: Task specifies “approximately 10” Observance Days. For the purposes of bidding, should we assume a firm 10, with 3 requiring the “full range” of tactics and 7 a subset of tactics? For the purposes of bidding, what subset of tactics should be assumed?

The government is seeking support for 3 Observance Days with higher levels of support and the remaining will have lower levels support.

A lower level of support (n=7) may consist of use of electronic mailing lists to disseminate information, promotion via social media channels, and via web features. A higher level of support (n=3) may include the aforementioned activities and additional channels to include (but not to be limited to): webinars, webcasts, robust social media support (Twitter chats, Google+ Hangouts). The specific suite of strategies, channels and tactics will be proposed by the offeror and determined by the government.

1. Page 4 under 2.1.2: Support is required for (in addition to Observance Days) scientific releases and support for partners. For the purposes of bidding, how many releases and instances of partner support should be assumed? Should the “full range” of tactics be assumed for each?

The government is seeking support for 3 Observance Days with higher levels of support and the remaining will have lower levels support.

A lower level of support (n=7) may consist of use of electronic mailing lists to disseminate information, promotion via social media channels, and via web features. A higher level of support (n=3) may include the aforementioned activities and additional channels to include (but not to be limited to): webinars, webcasts, robust social media support (Twitter chats, Google+ Hangouts). The specific suite of strategies, channels and tactics will be proposed by the offeror and determined by the government.

1. Page 5 under 2.2.1: In total, approximately how many contacts are on the 29+ mailing lists mentioned?

More than 25,000 contacts are included on the mailing lists.

1. Pages 5 and 6 under 2.2.2: Should we assume that 10 stakeholder organizations will be specified by NCHHSTP out of the list in 2.2.1 (or equivalent) and that these groups will be the focus of individualized, focused C&O plans, but that our bid will not reflect the price of implementing those plans since they are not yet developed?

Offerors should assume that NCHHSTP will indicate which stakeholders will participate. The proposal does not need to include the pricing for these activities as they have yet to be developed and scoped.

1. What are the “25 stakeholder communication activities” mentioned on page 6? Is this the number of “activities” we should expect per each of the 10 stakeholder C&O plans? Or the number of activities across all 10 stakeholder C&O plans? What is the scope of a typical activity? For the purposes of pricing, should we assume it is equivalent to the “full range” of tactics specified in 2.2.1.?

Stakeholder communication activities may include use of an array of tactics and channels including email blasts, website highlights and webinars.

These activities support both ongoing stakeholder communication needs as well as those that emerge. These are separate from the referenced “C&O plans”. For purposes of pricing, this should not include a full range of tactics as these activities are typically narrow and specific in scope and nature.

1. Page 7 under 2.2.4 mentions maintaining 10 electronic mailing lists—whereas page 5 under 2.2.1 lists 29+. Are these different lists?

This refers to the development of additional unique mailing lists. PWS language will be revised to feature a maximum of 15 new electronic mailing lists. These are beyond the 29+ lists referenced in the inquiry provided.

Task Order 2: What content management system vendors are currently being used or would CDC like to be sued for the publicly accessible NPIN inventory database of documents and for smaller password-restricted online databases of resources? (e.g. Sharepoint archives? Or others using drupal)

Drupal is and will remain the NPIN content management system.

· conference/events – 20 to 400 participants

· partner telebriefings/webinars – 25 to 500+ participants

· in-person trainings – 10 to 100 participants

· web communities requiring collaborative work environments – 10 to 50 participants are currently using the collaborative workspace.

1. Attachment J.7, Page 4, Section 2.1.2, Health Communication Support and Technical Assistance for National Observances and other Special Events, 1st full paragraph, last sentence, states:

“Support may include development of materials (print and electronic), graphic design services and electronic distribution (including all pertinent audience testing, evaluation, and government clearances) marketing and promotion via NPIN communication channels.”

· Question (a): Will development of health communication materials include printing of final products for distribution to customers?

· Question (b): If so, what is the estimated number of color and black & white copies that will be required?

· Question (c): To ensure that the pricing for the graphics design services is accurate, what is the total number of products that will be requested?

· Question (d): How many participants would the Government like for the contractor to include in testing and evaluation?

· Question (e): Does the Government want testing and evaluation to take place in any locations outside of Atlanta, GA?

· If so, what locations are desired?

· Can the contractor select the location(s)?

· Question (f): How many products does the government anticipate that will be evaluated?

Question A) Yes. While the significant majority of materials are digital, there may be some instances when print materials will need to be developed and printed. The majority of such printed materials are used for training and promotion rather than widespread dissemination to partners.

Question B) Proposals do not need to elaborate on the printing and distribution of materials to partners/audiences.

Question C) an estimate of between 15 to 40 products will require graphic design support per year.

Question D) To clarify, evaluation should primarily consist of metrics (e.g., unique opens etc.) related to the dissemination of materials. Additional activities may also include semi-formal concept testing with small groups.

Question E) As warranted, testing should take place in Atlanta, GA and/or the surrounding areas

Question F) The government estimates that between 2 to 5 products may be tested each year.

“The contractor shall also plan for approximately 40 partner tele-briefings (large group 1 hour conference calls with executive services, such as participant identification, moderated Q&A session, transcription, etc.) to support stakeholder communication efforts”.

And Attachment J.7, Page 6, 1st paragraph, 1st sentence, states:

“The contractor shall also plan no greater than 40 telebriefings (described as large operator supported teleconferences typically requiring moderation, recording capacity and transcription) to support CDC and stakeholder communication efforts.”

· Question (a): Is the contractor responsible for providing the telephone conference call capabilities for the stakeholder events?

Yes. The contractor shall provide these services.

“The contractor shall have processes in place to send emergency communication after hours and on weekends. The contractor should plan to support approximately 5 emergency communications.”

And Attachment 7, Page 6, Section 2.2.2, Stakeholder Communications, 2nd paragraph, states:

“The contractor shall establish processes and procedures for sending emergency communications after hours and on weekends. The Offeror shall plan to support no more than 5 emergency communications per contract year.”

· Question (a): To whom should the emergency communications be sent?

· Question (b): Will the Government please provide an example of the nature of a past emergency communication?

A) the Government will specify the recipients for emergency communications to be performed after hours. Recipients will likely be comprised primarily (but not exclusively) of those on electronic mailing lists.

B) Example of an emergency communication: NPIN was tasked with convening and conducting telebriefings afterhours following the accidental breaking of an embargoed item. NPIN issued a telebriefing alert, conducted the telebriefing and posted the session transcript (in the following days) in support of this activity.

“It is expected that this system shall be highly-integrated and dependent upon the CDC NPIN downloadable.. Including maintaining an inventory of publications, disseminating materials, maintaining constituent databases, conducting photo shoots (as needed), purchasing stock and rights-managed photos, and maintaining an image library.”

· Question (a): How many of the referenced photo shoots will be required?

· Question (b): What will be the duration of the referenced photo shoots?

· Question (c): What will be the subjects of the referenced photo shoots?

The contractor shall maintain and update an electronic distribution system. It is expected that this system shall be highly integrated and dependent upon the CDC NPIN downloadable materials database and other digital assets. Including maintaining an inventory of publications, disseminating materials, maintaining constituent databases, conducting photo shoots (as needed), purchasing stock and rights-managed photos, and maintaining an image library.”

Of note, original photography and photo shoots are uncommon. The government is seeking the capacity to perform this service on the occasional and limited basis. The subject of the aforementioned photo shoots is yet to be determined.

Under Task Order #0002, Task 2.1.2, how many materials should offerors assume will need to be produced in support of the national observances? What types of materials will be produced?

Primarily digital in nature, these materials/digital assets will be used to promote 3 key Observance Days (to be determined by the gov’t) and 7 additional (those requiring a lower level of effort and promotion. Offerors should focus on development and dissemination of digital assets and use of existing NPIN channels. Examples of previous materials include:

· Web features and spotlights on the NPIN web site

· Web banners and other digital promotion

· Use of NPIN social media channels

· Bulk emails to partners.

Task Order #0002, p. 4, mentions that the contractor is to provide health communication, technical assistance, and promotional support for an array of activities. A) For pricing purposes, how many and what type of print and electronic materials should offerors assume will be produced? B) How many audience testing events/activities will be required? C) How many evaluations and of what type should offerors assume will be required? D) How many instances of technical assistance, and specifically what kind of technical assistance will be required?

Government Responses:

(see response to question 34 provided here) Question A) Yes. While the significant majority of materials are digital, there may be some instances when print materials will need to be developed and printed. The majority of such printed materials are used for training and promotion rather than widespread dissemination to partners.

Question B) Proposals do not need to elaborate on the printing and distribution of materials to partners/audiences.

Question C) an estimate of between 15 to 40 products will require graphic design support per year.

Question D) To clarify, evaluation should primarily consist of metrics (e.g., unique opens etc.) related to the dissemination of materials. Additional activities may also include semi-formal concept testing with small groups.

Question E) As warranted, testing should take place in Atlanta, GA and/or the surrounding areas

Question F) The government estimates that between 2 to 5 products may be tested each year.

Under Task Order #0002, Task 2.2.2, the first paragraph says, “The contractor shall support approximately 10 stakeholder communication efforts . . .” Then the third paragraph (top of p. 6) says, “The contractor shall support no greater than 25 stakeholder communication activities.” Although both sentences when considered together can be true, the range from 10 to 25 is fairly wide. For pricing purposes, how many stakeholder communication efforts/activities should offerors assume will be required?

Offerors shall assume no greater than 25 stakeholder communication activities.

Task Order #0002, Task 2.2.3 mentions web casting. Will CDC’s existing webcasting backbone be used, or should offerors include the cost of using their own webcasting tools and infrastructure?

Offerors shall include the cost of offering webcasting services independent of CDC services.

Task Order #0002, Task 2.2.4, second bullet references the Development and Maintenance of Mailing Lists section (Task 2.2.1). Is this item duplicative of the support under Task 2.2.1 or is it in addition to that support?

To clarify, the government is referring to the development and maintenance of a maximum of 15 new additional mailing lists per year. This is not to be confused with the ongoing maintenance of existing mailing lists (N=29+) referenced in 2.2.1 (pg. 4-5).

For budgeting purposes, please clarify under Task Order 0002, Task2.3.2: The RFP states “the contractor shall develop, maintain and enhance online training and technical assistance resources available via the CDC NPIN website…” but there is no guidance regarding anticipated number of resources and how many will be developed vs. maintained and enhanced. Please clarify estimated volume of resources to be developed vs. maintained and enhanced.

While the specific subject matter and quantity of sessions is yet to be determined, the current NPIN web series titled, “In the Know” and “Using What You Know” provides an example (but not the only approach or subject matter) for developing and delivering online training and technical assistance.

Under Task Order 0002, Task 2.3.2 (pg 7), states there will be 20 in-person sessions. Please clarify if the 20 sessions are per 12-month period of performance or 20 over the total 60-month period of performance?

This item refers to a maximum of 20 in-person sessions to be offered per annum.

1. How many Documents are developed for printing per year

2. How many actual document paper copies are printed each year

Offerors should focus on development and deployment of digital promotional activities and use of existing NPIN channels (see Government Response to questions 7 and 34 for additional information).

a. Is this electronic distribution system in existence today, or does it need to be designed, developed and implemented?

b. Is the contractor to provide “professional” photographers for the photo shoots?

c. Is the image library already in existence or does it need to be designed, developed and implemented?

The contractor shall maintain and update an electronic distribution system. It is expected that this system shall be highly integrated and dependent upon the CDC NPIN downloadable materials database and other digital assets. Including maintaining an inventory of publications, disseminating materials, maintaining constituent databases, conducting photo shoots (as needed), purchasing stock and rights-managed photos, and maintaining an image library.”

Of note, original photography and photo shoots are uncommon. The government is seeking the capacity to perform this service on the occasional and limited basis.

In direct response to this inquiry A) NPIN currently supports the posting and dissemination of 3rd party (partner materials) via the materials database. This offering will expand with the deployment of the social collaboration workspace.

B) Offerors shall have the capability of creating high quality and resolution pics as requested by the government.

C) The image library does not currently exist. Offerors shall demonstrate a technical approach for supporting this activity.

Attendees have ranged from 15 to 100 participants. Numbers invitees have ranged from 50 to 250+, dependent on subject matter.

Services and Technical Assistance: For the help desk, are there any statistics on the current usage? Call volume and call distribution? Call handle time?

NPIN receives between 50 to 125 inquiries via phone each month.

Services and Technical Assistance: For the help desk, are there any statistics on the current usage by media? i.e. by phone, e-mail, chat, or other social media?

NPIN receives between 50 to 125 inquiries via phone each month. The government is unable to furnish the additional metrics referenced in the question.

Services and Technical Assistance: Are there current scripts, escalation procedures, and decision trees? Or will these need to be developed from scratch?

These processes and procedures will need to be developed.

contractor shall establish processes and procedures for sending emergency communications after hours and on weekends. The Offeror shall plan to support no more than 5 emergency communications per contract year: Are there any past examples of the staffing for the ‘emergency’ communication staffing?

Example of an emergency communication activity:

NPIN was tasked with convening and conducting telebriefings afterhours following the accidental breaking of an embargoed item. NPIN issued a telebriefings alert after normal business hours on a Friday, conducted the telebriefings on Saturday and posted the session transcript (in the following days) in support of this activity.

any past examples of the staffing for the ‘event’ support?

Staffing has ranged based upon the session content and format. Minimal support would include a meeting planner (responsible for content and logistics)and/or a facilitator responsible for conducting meetings while other staff capture notes and support the meeting.

Digital Media Channel Management ( includes social media) Are there any statistics on the current usage of social media by channel? i.e. statistics on engagement of CDC partners by Facebook, Twitter, etc.

Response – The Government will not be releasing social media metrics. Offerors are encouraged to review existing channels to support their offering.

Digital Media Channel Management ( includes social media) What is the current process for communication via social media?

Social media activities are developed based upon as set of short, mid and long-term communication objectives established by CDC/NCHHSTP. These activities range from daily tweets and Facebook status updates to webcasts promoting strategic use of social media to partners to longer lead activities reflected in an editorial calendar. Offerors shall be prepared to propose processes for optimizing social media activities.

The government is seeking 25 stakeholder communication activities per year.

1.

To clarify, the government is referring to the development and maintenance of a maximum of 15 new additional mailing lists per year. This is not to be confused with the ongoing maintenance of existing mailing lists (N=29+) referenced in 2.2.1 (pg. 4-5).

1. Attachment J.7, Task #2, Communications and Education, Task 2.1 Marketing, Outreach and Digital Media Channel Management, the Contractor is required to , “… develop and prepare and routinely update in camera-ready copy and/or electronic versions, the type of documents listed in the wide-spread distribution to CDC NPIN priority target audience.”

Question – Please clarify if, per these instructions, the documents are to be produced by Contractor in hardcopy.

1.

Offerors should assume that these materials will be made available online rather than hardcopy.

Task 2.1: Marketing, Outreach and Digital Media Channel Management (including social media)

Does the government intend to develop a communications and outreach plan only for the first year of the contract?

The government will require a C&O developed for the first year of the contract that will be updated in subsequent years.

Does the government intend to develop additional communications and outreach plans for each year of the contract?

The government will require a C&O to be developed for the first year of the contract. This plan will be updated in subsequent years.

Task 2.1: Marketing, Outreach and Digital Media Channel Management (including social media)

Has the government conducted research on audience/consumer perceptions of the CDC NPIN brand? If not, will the government require the contractor(s) to do so?

Offerors shall prepare an observation based assessment of the current NPIN brand. Research is not being requested.

Has the government conducted research on audience/consumer perceptions, expectations, preferences, needs, etc., with regard to the information presented on the CDC NPIN websites? If not, will the government require the contractor(s) to do so?

Offerors shall prepare an observation based assessment of the current NPIN brand. Research is not being requested.

Will the government treat the production costs associated with printing documents as ODCs or does the government require the contractor(s) to provide pricing for these items as part of the solicitation response?

Please provide pricing as part of the solicitation response.

Task 2.1.2: Health Communication Support and Technical Assistance for National Observances and Other Special Events

1.The level of effort to support this task is difficult to qualify due to the uncertainty in the number of observances/events and range of support/tactics required. Can the government provide additional specifics to help responders better address the needs and price the resource requirements accordingly?

The government is seeking support for a total of 10 Observance Days. Of these, 7 will require a lower level of support and may consist primarily of the use of electronic mailing lists to disseminate information, promotion via social media channels, and via web features. Those Observance Days requiring a higher level of support (n=3) may include the aforementioned activities and additional channels to include (but not to be limited to): webinars, webcasts, robust social media support (Twitter chats, Google+ Hangouts). The specific suite of strategies, channels and tactics will be proposed by the offeror and determined by the government.

Task 2.1.2: Health Communication Support and Technical Assistance for National Observances and Other Special Events

Does the government require equivalent assistance/support for approximately the same number of observances and events for each year of the contract?

Yes

The government is seeking support for a total of 10 Observance Days. Of these, 7 will require a lower level of support and may consist primarily of the use of electronic mailing lists to disseminate information, promotion via social media channels, and via web features. Those Observance Days requiring a higher level of support (n=3) may include the aforementioned activities and additional channels to include (but not to be limited to): webinars, webcasts, robust social media support (Twitter chats, Google+ Hangouts). The specific suite of strategies, channels and tactics will be proposed by the offeror and determined by the government.

Task 2.2.2: Stakeholder Communication

Can the government define how many stakeholder communications plans are required under this task?

The government is seeking a single communication plan that will be revisited periodically throughout the course of the year – to accommodate emerging issues and priorities.

Please provide bidders with audience research, analytics, and outcomes of any NPIN tools or activities or exhibits.

The government will not be releasing audience research, analytics, and outcomes of any NPIN tools or activities or exhibits.

Attachment J.7, Page 3: Should there be a heading for 2.1.1? Text goes from 2.1 to 2.1.2?

The text should read 2.1 to 2.1.1, see corrected numbering in amendment 00002.

Attachment J.7, Task 2.1.2 page 4:

• If CDC has an existing NPIN evaluation plan, please provide to bidders.

• Does CDC expect the NPIN contractor to update/develop an evaluation plan for the new contract?

CDC will not be releasing evaluation activities. Offerors are not being tasked with developing an evaluation plan.

Attachment J.7, Task 2.2.2, pages 5-6: RFP references support of “… approximately 10 stakeholder communication efforts…” as well as “…no greater than 25 stakeholder communication activities…” Please confirm number of stakeholder communication efforts/activities to be supported.

Offerors shall assume no greater than 25 stakeholder communication activities. This does not include the 10 Observance Day activities referenced in response.

Attachment J.7, Task 2.2.2, pages 5-6:

• For the 40 partner tele-briefings, how many participants should bidders assume?

• Will the Contractor deliver the 40 partner tele-briefings using CDC communication outlets or should the Contractor budget for the cost of these tele-briefings?

Telebriefings may range from 20 to as many as 500+ participants. Offerors should include the costs for this activity within their budgets.

Attachment J.7, Task 2.2.3, page 6:

• Will the contractor be the lead planner for the 4 events?

• What is the average number of participants bidders should use for the meetings?

• Is the contractor responsible for any other direct costs (e.g., meeting rooms, participant lodging)?

Q) Will the contractor be the lead planner for the 4 events?

A) Yes.

Q) What is the average number of participants offerors should use for the meetings?

A) Between 30 and 50 attendees

Q) Is the contractor responsible for any other direct costs (e.g., meeting rooms, participant lodging)?

A) Yes. The contractor is responsible for direct costs.

Attachment J.7, Task 2.2.4, pages 6-7:

• What is the total number of existing web communities to be supported by the contractor?

• How many collaborative work environments does CDC anticipate developing and maintaining under NPIN?

• What is the current platform for the existing web communities?

• What are the web security requirements of the private section of the website? Is it to be maintained as an https site? Will the contractor be expected to furnish security documentation or does the CDC provide IT support for overall security?

Q) Is there a current platform for web communities?

A) Yes. The government refers to the space as NPIN eNgage – social computing platform.

Q) If so, how long has it been in place?

A) The web community is in beta form and has been in use for 9 months

Q) How many users?

A) The pilot group of 4 groups totaling 50+ active users

Q) What platform is being used?

A) Drupal Commons

Q) What is the offerors role related to web security.

A) Offerors shall support community moderation and compliance with site use policy. Offerors shall also comply with federal IT and C&A procedures. The government will facilitate IT security and system scans.

See the Technical Specifications document for further information.

Attachment J.7, Task 2.2.4 page 7: RFP states “Contractor shall develop, implement and maintain and scalable, interactive, collaborative workspace solution for use by CDC staff, funded partners and grantees.”

• Is there a current workspace?

• If so, how long has it been in place?

• How many users?

• What platform?

Q) Is there a current workspace?

A) Yes. The government refers to the space as NPIN eNgage – social computing platform.

Q) If so, how long has it been in place?

A) The workspace is in beta form and has been in use for 9 months

Q) How many users?

A) The pilot group is comprised of 50+ users

Q) What platform?

A) Drupal Commons

Attachment J.7, Task 2.3.1, page 7:

1) Is it correct to assume that the contractor is not responsible for the larger meeting, just a specific session?

2)Is the contractor responsible for all materials? A/V costs? Room rental?

3)Are the “20 in-person training and technical assistance sessions” in the Atlanta, GA area or elsewhere?

4)What is the length of the 20 in-person training and technical assistance sessions?

1)The Government proposes the following mix of in-person training sessions:

· 12 in groups (15 to 50 individuals)

· 4 sessions to be held in small groups (approximately 8-15 individuals)

· 4 may be held at conferences None of these sessions are slated to take place at partner sites. The type and nature of these events (e.g., consultation, listening session, etc.) is secondary to the number of attendees.

2) Yes

3) The sessions will be held in Atlanta or at conferences

4) sessions may vary from 60 to 90 minutes

10. Attachment J.7, Task 2.3.2, page 7: Is the contractor responsible for developing the content for the on-demand webcasts? If yes, how many webcasts should bidders assume they will develop?

The number of webcasts (listed among the mechanisms for delivering training and T/A) will be subject to the offerors technical approach to delivering training. The government will furnish a substantial portion of the background materials and content. Offerors shall prepare and translate said content and deliver it to partners. The government will review proposed content for suitability.

Attachment J.7, Task 2.4.2 page 8. Is text missing at the end of the first sentence? “The contractor shall maintain and update an electronic distribution system. It is expected that this system shall be highly-integrated and dependent upon the CDC NPIN downloadable [missing copy?]. , Including maintaining an inventory of publications, disseminating materials, maintaining constituent databases, conducting photo shoots (as needed), purchasing stock and rights-managed photos, and maintaining an image library.”

See Amendment Document for Specific Contract Language.

The contractor shall maintain and update an electronic distribution system. It is expected that this system shall be highly integrated and dependent upon the CDC NPIN downloadable materials database and other digital assets. Including maintaining an inventory of publications, disseminating materials, maintaining constituent databases, conducting photo shoots (as needed), purchasing stock and rights-managed photos, and maintaining an image library.”

12. Attachment J.7, Task 2.4,2, page 8:

1) Does this task include dissemination of materials in addition to distributions required under prior tasks? If yes, what assumptions should bidders use regarding the number of additional distributions?

2) How many photo shoots should bidders assume?

1)No, this is not in addition to tasks referenced…