Questions and Answers~11.pdf

Questions and Answers RFP 5711 under OregonBuys Bid Number S-44300-00009466 for

Publication and Creative Services

# Question Answer

1. How many prints do you want of each document?

Do you want them 1 or 2 sided?

Do you want them printed in full color?

Do you want them 3 hole punched or stapled in the left corner?

UPDATE - Printing and Distribution Services have been removed from this solicitation.

See the Solicitation in section 3.3.9 Technical Proposal: Printing and Distribution states the following:

Proposer will include three (3) representative Printing & Distribution work samples completed by Key Person(s). The samples should demonstrate the Printing and Distribution services in similar scope and style included in this RFP. The samples should be from projects similar into those described in the Price Proposal (Attachment F) and, if possible, demonstrate culturally specific or equity-focused work. Samples will be a PDF of the final proof and a good quality photo (TIFF, GIF or JPG) of the final product attached electronically.

2. Main RFP Document / Section 1.1. Page 4. The RFP states, “a proposal must be submitted for each category separately” if a proposer submits for more than one category. Can the Agency confirm that means proposers must submit an entirely separate proposal with all sections as outlined in 3.4 Minimum Submission Requirements and 3.5 Proposal Requirements?

Yes, as stated in the Main RFP Document in 1.1 and 2.4 the RFP states: “Proposers may submit a proposal for one category or multiple categories listed in Section 2.4.

Proposer may submit a proposal for more than one category and if choosing to do so a proposal must be submitted for each category separately.” Please submit full proposal with all requirements for each service you propose for.

3. Main RFP document / Section 3.5.7. Page 15. The RFP states, "Samples will be attached electronically." Is the Agency asking proposers to include separate files (such as PDFs)? Or will the Agency accept design images inserted into the technical proposal?

Attach your samples as separate files. If you choose to insert images into the proposal it will count against you page limits on your proposal.

4. Main RFP document / Section 3.4.2. Page 12. If proposers do not have any information that is exempt from public disclosure, is Attachment B required to be included with the proposal and notarized?

Include the form, with a NA listed at the top.

5. I’m planning to submit a proposal for two categories, graphic design and writing.

Will you please confirm that I should submit two complete proposals — one for graphic design and one for writing services — rather than one proposal with two technical proposal sections?

Here’s the relevant RFP text:

• 1.1 Introduction and 2.4 Scope of Work/Specifications: "Proposers may submit a proposal for one category or multiple categories listed in Section 2.4.

Proposer may submit a proposal for more than one category and if choosing to do so a proposal must be submitted for each category separately."

• 4.9.1.1 Responsiveness Determination: "Proposer will submit one proposal for each service category selected. Proposals will be evaluated based on each service category separately. A Proposer may be found a successful awardee under multiple service categories.”

Refer to question 2 for the answer.

6. In section 2.3.2.6 (translation), the RFP states that Contractors “shall use translation vendors that have price agreements in place through the Department of Administrative Services (DAS).” It also allows for some exceptions, noting “Contractor shall inform the Requester of any extenuating circumstances around using DAS price agreement translation vendors that would affect Contractor’s ability to deliver a high-quality final product within the timeframe expected. Requester will determine whether these circumstances warrant deviation from the expectation that Contractor use DAS price agreement translation vendors.” Question:

a. Based on this expectation and allowance of exceptions, would ODHS and

OHA consider allowing Contractors to use their own in-house translation services rather than going out to third-party vendors? Our firm provides in-house translation services in many languages in addition to graphic design, copywriting, and multimedia design services, so we may not need to use a translation vendor, if you are amenable to considering an integrated approach.

No.

7. Recognizing that this RFP does not guarantee a specific level of funding to individual Contractors, can OHA and ODHS provide some approximate guidance to help bidders anticipate the level of capacity they might be requested to provide? For example, what are the estimated total budgets at OHA and ODHS for publication and creative services in 2024? (Rough estimates are fine, any counsel would be helpful.)

There is no way to estimate the budget of the resulting Work Order Contracts as they will vary and have many circumstances to be considered.

8. Approximately how many hours should bidders anticipate having their publications and creative services teams be available to ODHS and OHA?

(Rough estimates are fine, any counsel would be helpful.)

The resulting Work Order Contracts will be determined on the demand of the Publications and Creative Services staff workload capacity, at this time there it is difficult to estimate the amount of resulting work.

9. If we are proposing in multiple categories, may we combine them into one proposal with three Technical Proposal sections but one cover letter and set of resumes and forms, or should each service have its own unique and distinct proposal? If the answer to the previous question is that they may be combined, is the 25-page limit per category or total? For example, if we propose for three categories, would that be a total of 75 pages, or still limited to 25?

Refer to question 2 for the answer.

10. Can we submit three references total (to cross multiple categories) so long as they can speak to our qualifications for each category?

If you are submitting your proposals under the same organization name, yes submit your references state what bid(s) the references are to be attached to or it will be considered unresponsive.

11. Can you explain further about the Reciprocal Preference points? When we clicked on the provided link, we got an error message when we tried to view the information by state. (We tried clicking on Oregon and Washington.)

a. Is there a preference for an in-state firm based in Oregon?

b. How are points determined?

Refer to the following webpage for Oregon’s Preference information. This site will also provide information and link to the state statue for reference.

https://www.naspo.org/research-and-innovation/state-preference-repository/browse-by-state/oregon/ https://www.naspo.org/research-and-innovation/state-preference-repository/browse-by-state/oregon/ https://www.naspo.org/research-and-innovation/state-preference-repository/browse-by-state/oregon/

12. For the technical proposal, given your interest in a management plan for these publications and creative services, would you also like us to add a resume for the proposed project manager(s) for these services? Our project managers are skilled in managing communications services rather than doing graphic design or copywriting themselves, so they would have different minimum requirements than those listed.

Yes, if this is considered a Key Person involved in doing some aspect of the work, it would be appropriate to include the resume of this individual.

13. For work samples, is one work sample one piece (website, factsheet, or video) or could it be one project and a library or work created for that project (website, factsheet, and video)?

One work sample is one piece. A library consists of multiple pieces. Select the most representative and most relevant piece to submit as a work sample.

14. Is this RFP open to individual consultants who operate as sole proprietors, or is it only for LLCs or S-Corps?

Yes, dependent if you can perform the expectations of the RFP and meet all the requirements to propose.

15. Is this RFP limited to businesses with COBID certification? No.

16. Do you have any sense of the scope of writing projects that would be covered under this contract? I have 25 years of experience working on online and print projects, but if I do submit a proposal, I would love to know how best to highlight my experience.

The resulting Work Order Contracts will be determined on the demand of the Publications and Creative Services staff workload capacity, at this time there it is difficult to estimate the amount of resulting work.

17. Can you please confirm where we should have our references for Oregon Health Authority RFP 5711 submit their forms to?

Should they be emailed directly to you?

Per section 3.3.2 References

Proposer shall send the Reference Check Form (Attachment G) to its references.

Reference forms must be completed by the reference and sent to the SPC. Reference forms must be received prior to Opening. Reference forms not received before Opening will not be scored.

Single Point of Contact (SPC): Arlenia Broadwell E-mail:

arlenia.broadwell@odhsoha.oregon.gov

18. Are there any specific WCAG 2.1 AAA standards or aspects you are most concerned about?

No; all are important.

19. How does the agency envisage the process of input and community engagement throughout the project? Are there specific milestones or stages where this input is considered critical?

Each project will have its own needs. The requester will work with the contractor to define community engagement expectations for each project.

20. Regarding certifications for accessible document and/or web design, are there specific certifications that are recognized or preferred by the agency?

No.

21. Will you be looking for any updates to your existing content? Updates to existing documents and creative projects will be completed by the agencies’ Publications and Creative Services unit.

22. Will there be any preference given to a Proposer offering all of the listed services (we can apply to provide any of the 4 services: writing, graphic design, printing n distribution, and multimedia)

No, refer to question 2 for the answer.

23. Can you provide graphic design examples of projects the PCS might request as part of work orders?

Refer to question 8 for the answer

24. Is there a budget range you expect for each of the services? Refer to question 7 for the answer

25. Since there will be multiple Price Agreements for each category, will the work orders also be competitively bid within the pool of contractors?

As stated in Section 5 Award and Negotiation, 5.1 Award Notification Process 5.1.1 Award Consideration in RFP.

Agency, if it awards Price Agreements, will award two Price Agreement (one from ODHS and one from OHA) to the highest-ranking Responsible Proposer(s) based upon the scoring methodology and process described in Section 4 for each category. Agency may award less than the full Scope of Work described in this RFP. Proposal(s) if awarded, will be awarded based on highest ranked, responsive, responsible Proposal(s) for each category. ODHS/OHA may award more than one Proposal for any one category but based on highest ranked in order of ranking, and so on. A Proposer may receive more than one award based on categories a Proposer proposed on. In this case, multiple Price Agreement awards will be made.

26. What do you expect to be the cadence of work order requests for services?

Refer to question 8 for the answer

27. Is there a geographical preference for this RFP? No.