DOR-006-06 Q and A Document.doc

Bid Solicitation S-15000-00014978 Community Engagement and Outreach Services

Q&A

Questions/requests for clarifications

1. Is there an estimated budget range or not-to-exceed amount for this contract? Understanding the anticipated investment level will help proposers scope their campaign plans and price proposals appropriately?

The contract will have a Not-to-Exceed Amount of $150,000.00.

2. Section 1.1 references "involvement in AP2 Spectrum of Public Participation" and "Plain Language Certification or Training." Are these formal requirements, meaning the proposer or key persons must hold specific IAP2 or Plain Language certifications, or is the Agency looking for demonstrated experience applying these frameworks?

These are not formal Proposal Submission Requirements, such as those listed in Section 3.2.1 of the solicitation, but Agency us asking Proposers to demonstrate their experience with the in their Proposals.

3. Section 3.2 requires a completed VPAT or ACR as a minimum submission requirement. Can the Agency clarify what products, tools or services should be covered by the VPAT/ACR at the proposal stage? For example, should the VPAT/ACR address the proposer's existing digital tools and processes, or the deliverables to be created under this contract?

Please describe the tools you currently use, your workflow, and how your deliverables are created and made accessible. This information will help us ensure that the final product meets accessibility standards.

4. The scope references multilingual marketing materials. Has the Agency identified specific languages beyond English that are priorities for this campaign, or is the proposer expected to determine target languages as part of the planning phase?

Determining target languages would fall on the proposer as a part of audience identification. The state has identified the most common languages spoken in the State of Oregon.

5. Deliverable 3 includes creation and placement of paid advertising (radio, TV, newspaper). Should the cost of media placements be included in the price proposal, or will the Agency fund media buys separately?

This should be included in the price proposal.

6. Is this campaign intended to reach all of Oregon, or are there specific regions or communities the Agency considers highest priority for outreach?

The general audience is all Oregon resident homeowners meeting base criteria, with room for the proposer to suggest targeted regions or communities to focus on for greatest impact.

7. The scope calls for organizing and facilitating educational meetings with community partners. Does the Agency have an approximate number of events in mind, and will event costs (venue, materials, travel) be covered within the contract budget?

Venue and material costs can be covered by the Department; any additional costs will need to be covered by the contract budget.

8. Does the Agency have baseline data on current program enrollment, awareness levels or demographic breakdowns of current participants that would be available to the selected contractor during the planning phase?

Yes. Details may be limited, but we do have base participant level information.

9. Attachment D (Reference Check Form) appears to contain two options for the reference evaluation method, along with internal template instructions. Can the Agency confirm which option references should use and provide a finalized version of the form?

Attachment D – Reference Check Form has been revised with a finalized version posted in Oregon Buys.