RFP 2024-17 Market Research Services Clarifying Questions #1- final.pdf
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- Attached to
- RFP 2024-17 Market Research Services
- Solicitation number
- S-X26083-00011301
- Issued by
- Multnomah County, Oregon
About this file
This document is a response to clarifying questions for Request for Proposals (RFP) 2024-17 Market Research Services issued by CareOregon, a healthcare organization based in Oregon. CareOregon is seeking to contract with one or more market research services firms to conduct various research methodologies, including surveys, in-depth interviews, and focus groups. The work is expected to commence on January 1, 2025. The RFP covers topics such as the size of CareOregon's member population, data collection methods, language requirements, incentives, and research project details. CareOregon stated that they will not share current survey instruments or provide budget information, but they are open to different data collection methods as part of their quarterly tracking system.
Regarding pricing terms, CareOregon indicated that they will cover the cost of incentives for research projects. While CareOregon did not provide a specific budget, they stated that there are incumbent firms for this work. The RFP is for the jurisdictions of Multnomah County in the state of Oregon.
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315 SW Fifth Ave, Portland, OR 97204 | 800-224-4840 | TTY 711 | careoregon.org
REQUEST FOR PROPOSALS #2024-17
Market Research Services
RESPONSE TO CLARIFYING QUESTIONS
September 11, 2024
Note that these are questions submitted by interested firms to the above referenced solicitation.
The below answers are for clarification purposes only and in no way alter or amend the RFP as published.
1. Approximately how many of the following member types does CareOregon serve:
a. Medicaid
b. Medicare
c. SCHIP
Answer: This seems irrelevant but 558,512 Medicaid members and 17,766 Medicare members. NA for SCHIP.
2. Can CareOregon provide the following for each member:
a. Email
b. Phone number
c. Mailing address
Answer: Yes, we are capable of sharing addresses and phone numbers. We have emails for many of our members but not all. This data is Protected Health Information, which cannot be shared prior to contract signing to include a Business Associate Agreement and CareOregon Data Security Requirements Tier 1.
3. Your RFP notes your ongoing projects (member and provider satisfaction, Medicare member experience, etc.) rely heavily on phone surveying. Are you open to other methodologies?
Answer: Yes, but phone surveying will still be required for some surveys.
4. What languages do the research instruments need to be available in?
Answer: The dominant languages of the populations we serve are English, Spanish, Russian, Vietnamese, Chinese, Ukrainian, Arabic, and Somali.
5. Exhibit A notes research with Medicare members cannot use an incentive drawing. Are we permitted to offer Medicare members a reasonable one-to-one incentive?
Answer: Yes.
6. Does CareOregon have any benchmarks around qualitative incentives (e.g., "we typically offer X for a 90-min focus group")? Or can the vendor make recommendations?
Answer: The vendor can make recommendations as long as they align with the policy.
7. I see Section 4.3, and it’s clear that fees will be discussed during contract negotiations, which occur after selection. But I also see Section 5.5, where it says “provide fees.” Does Section 5.5 mean that you want us to list fees in the actual response to the RFP, or is that just saying what will be required later, during contract negotiation?
http://careoregon.org/
George Marlton Procurement Director
Procurement Department 503-488-7646 vendorservices@careoregon.org
Answer: CareOregon is requesting vendors to provide an estimate of their fees in their proposals.
8. I wanted to see if we could schedule a quick 10-minute call with our SVP to explore how we can best align our proposal with CareOregon’s needs.
Answer: In order to create an even playing field, CareOregon will not speak to individual vendors, but instead, issue Clarifying Questions documents and send them to all vendors who have asked a question about RFP 2024-17 Market Research Services.
9. Can proposals be submitted for work with one vertical of CareOregon, e.g. dental care?
10. Is the scope of work different for dental than it is for medical or behavioral health care?
Answer: Each research project will have its own scope of work.
11. For dental care only, are the ongoing research projects listed on pages 5 and 6 the same as they are for medical care? Answer: Not really – see below.
a. If not, what are the ongoing research projects for dental? Answer: Projects listed on pages 5 and 6 are not fully representative of what we are looking for in dental.
We are interested in member and provider satisfaction but do not require that all dental responses use these modalities, timelines, etc. Dental should be included in larger organizational surveys. We also want the ability to do some more innovative work in addition to the larger organizational survey strategy.
12. For incentives to members or providers to respond/participate/complete a market research activity, does CareOregon have limitations or standards published? If yes, the budget is for time and materials only, so would any incentives be included in the vendor's budget or through other CareOregon or other dollar sources?
Answer: CareOregon would cover the cost of incentives for our research projects.
13. What are the resources CareOregon has allocated for this project?
Answer: CareOregon chooses not to provide resources allocated.
14. What is the budget?
Answer: CareOregon chooses not to provide budget information.
15. Who are the staff assigned?
Answer: CareOregon shall assign the necessary staff to complete this project.
16. Are you open to different data collection methods as part of your quarterly tracking system?
mailto:vendorservices@careoregon.org
Procurement Director
Procurement Department
17. Are these quarterly tracking studies new, or is this a continuation of existing tracking studies?
Answer: This is a continuation, however, we would like to start using benchmarks in our satisfaction surveys, so the work likely will change as we adopt a benchmarked survey.
18. Where necessary, will CareOregon provide a sample list (e.g., customer lists, provider lists, and contacts)?
Answer: When doing Market Research with our population, we will provide the vendor with the information they need to be able to conduct the Market Research.
19. What are some of the big questions that you are hoping to answer with data about your members and providers?
Answer: We seek to understand our member, provider, and community experiences with CareOregon and services provided. We also would like to benchmark and improve satisfaction with CareOregon so that we can provide an improved experience, reduce healthcare costs, improve population health, and improve healthcare team wellbeing.
20. Are there key decisions that you are trying to make in the next year or two?
Answer: CareOregon declines to provide this information.
21. Are the sample sizes listed in the RFP the number of people who completed each survey or the number of people invited to take each survey?
Answer: These numbers are quotas we seek to fill of people who participate in the research.
22. For the Access To Care Survey, what timeframe does the sample size of 200 apply to?
Answer: This survey goal is increased or decreased based on adding additional clinics or behavioral health provider groups as needed.
23. Approximately how many current members do you have?
Answer: We serve over 500,000 members.
24. For most members, what contact information do you have beyond phone numbers (e.g., email addresses, physical addresses, etc.)?
Answer: Email and physical addresses.
25. What have response rates been like recently for your ongoing surveys?
Answer: Depends on the method and times vendors reach out to members can range from 3% - 30%. For provider survey it is around 18%.
26. Do you update your ongoing surveys periodically (e.g., edit questions) and should we anticipate needing to do so? Would it be possible to see the current survey instruments?
Procurement Director
Procurement Department
Answer: We update our market research strategies and associated instruments as needed.
We do not wish to share current instruments.
27. What languages are generally needed to conduct research with your members? We noticed English, Spanish, Arabic, Simplified Chinese, Traditional Chinese, Russian, Somali, and Vietnamese on your website.
Answer: We already answered this one.
28. Are there incumbent firm(s) for this work?
29. Is there a budget for this research, at least through December 31, 2026?
Answer: CareOregon chooses not to provide budget information.
30. What data dashboards do you currently use?
Answer: We currently have Tableau internally and also use a vendor generated dashboard.
End of Clarifying Questions
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