RFP S1296 Q_A Answers.xlsx
XLSX spreadsheet 30 KB Posted
- Attached to
- Marketing and Outreach Campaign Services
- Solicitation number
- 96SSHIX-S1296
- Issued by
- Churchill County, Nevada
About this file
This document is a Request for Proposals (RFP) issued by the Silver State Health Insurance Exchange, a state agency, seeking marketing and advertising services for its Marketing and Outreach Campaign in the state of Nevada. The Exchange is searching for a vendor to provide a creative, targeted, and effective outreach campaign to reach the Exchange's target populations. The selected vendor will be responsible for conducting research, developing marketing strategies and campaigns, managing the Exchange's online presence, and providing public and media relations services over the course of the contract. The RFP provides detailed requirements for the campaign deliverables and timeline, as well as the technical and business proposal requirements. Responses to the RFP are due by a specified date, and the contract is expected to be awarded shortly after.
The RFP notes that the current annual budget for the marketing and outreach services is approximately $3.2 million. The Exchange is transitioning from the federal healthcare.gov platform to operating its own state-based exchange, and is seeking to improve its marketing and outreach efforts to increase enrollment, particularly among historically underserved populations. The current vendor, Penna Powers, may choose to submit a proposal, but the Exchange is open to all qualified vendors. The selected vendor will be expected to work closely with the Exchange's staff and provide regular progress updates throughout the duration of the contract.
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Other files
| File | Type | Posted |
|---|---|---|
| Attachment C - Standard Form Contract.pdf | ||
| Attachment E - Reference Questionnaire S1296.doc | DOC document | |
| Attachment F - Proposed Staff Resume S1296.doc | DOC document | |
| 96SSHIX-S1296 RFP Marketing and Outreach Services~2.docx | DOCX document | |
| Attachment B - Vendor Certifications.pdf | ||
| Attachment G - Cost Schedule.xlsx | XLSX spreadsheet | |
| Quote Instructions.pdf | ||
| Attachment A - Confidentiality .pdf | ||
| Attachment D - Insurance.pdf | ||
| LOI - S1296.pdf | ||
| RFP Amendment 1 11.19.20.pdf | ||
| Vendor Presentations S1296~2.pdf |
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Text version
Sheet1
| Bid Q&A | ||||||
| QUESTION_NBR | CREATED_BY | QUESTION_SUBJECT | QUESTION_TEXT | ANSWER_TEXT | ||
| 1 | RVRADENBURG | RFP Timeline | Correction to RFP Timeline date for answers posted. | Answers will be posted on or around November 18, 2020. | ||
| 2 | RVRADENBURG | Vendor question | Whether companies from outside USA can apply for this? like India or Canada | Proposing Vendors must be able to comply with all State laws and Federal regulations related to doing business in Nevada. | ||
| 3 | RVRADENBURG | Vendor Question | Whether we need to come over there for meetings? | Meetings may be held virtually; all applicants will be notified of meeting type and process. | ||
| 4 | RVRADENBURG | Vendor Question | Can we perform the tasks (related to RFP) outside USA? like India or Canada. | Proposing Vendors must be able to comply with all State laws and Federal regulations related to doing business in Nevada. Please see Section 3.1 of the RFP for detailed requirements. | ||
| 5 | RVRADENBURG | Vendor Question | Can we submit the proposals via email? | Emails will only be accepted via NevadaEpro.com. Please visit the website vendor quote submission instructions. | ||
| 6 | RVRADENBURG | Vendor Question | Can you tell me whether this is a RFP for a new (different) contract for marketing and outreach services, or if it is a re-bid of an existing contract with the Health Insurance Exchange? | This is a new solicitation of a prior contract. It is the Board of Examiners' general policy that contracts be solicited at least every four (4) years for state of Nevada agencies. | ||
| 7 | KURT@BRAINTRUSTAGENCY.COM | Various | 1. | Who is the incumbent? | ||
| 2. | How many years have they represented the Silver State Health Insurance Exchange? | |||||
| 3. | Who were/are the incumbent's subcontractors, if any? | |||||
| 4. | Are they bidding again? | |||||
| 5. | Why are you issuing this RFP? | |||||
| 6. | What factors determined the reissuing of the RFP? | |||||
| 7. | What is the total annual budget? | |||||
| 8. | How is the total annual budget broken down between media buy, production, printing costs, and professional fees? | |||||
| 9. | What television or connected TV spots are currently running? Connected TV? | |||||
| 10. | Who produced the spot? | |||||
| 11. | Is there a preference in having a Southern Nevada based business/agency service the Silver State Health Insurance Exchange? | |||||
| 12. | How many meetings per month does the Silver State Health Insurance Exchange hold with its agency? | |||||
| 13. | How will you measure the success for this campaign? | |||||
| 14. | Has the current campaign met the Silver State Health Insurance Exchange goals/objectives? | |||||
| 15. | What is wrong/right with the current campaign? | 1. This is a new marketing vendor solicitation of a prior contract; the current vendor is Penna Powers. 2. This question is not relevant to this RFP solicitation 3. This information can be viewed on the Nevada Health Link website: https://www.nevadahealthlink.com/meeting-types/silver-state-health-insurance-exchange-board-meeting/ 4. N/A but also unlawful to provide. 5. Please refer to the RFP document. It is Board of Examiners' general policy that state of Nevada contracts be solicited at least every four years. 6. It is the Board of Examiners general policy that contracts be solicited at least every four (4) years. 7. Please refer to the RFP document and attachments. 8. Vendors are encouraged to provide their best solution. 9 - 10. Vendor is encouraged to provide their best solution. Please also see the Nevada Health Link website: https://www.nevadahealthlink.com/media/media-assets/ 11. There is no preference; vendors are encouraged to provide their best solution. 12. Please refer to the RFP Scope of Work. 13. Success will be measured commensurate with the successful implementation of the RFP's contract deliverables. 14 -15. Information is irrelevant to the current scope. Vendors are encouraged to provide their best solution. | ||||
| 8 | KURT@BRAINTRUSTAGENCY.COM | Various | 16. | Who is the target audience of the Silver State Health Insurance Exchange campaign? Primary? Tertiary? | ||
| 17. | What is the extent of message testing you'd like conduct? Please be specific | |||||
| 18. | Who is the Silver State Health Insurance Exchange's current media buyer? | |||||
| 19. | How many media planners and buyers currently work on the Silver State Health Insurance Exchange? | |||||
| 20. | What has been past year media spends for the Silver State Health Insurance Exchange? | |||||
| 21. | What is current split between digital and traditional? | |||||
| 22. | What is the current budget split between traditional channels? | |||||
| 23. | What is the current budget split between digital channels? | |||||
| 24. | Is the Silver State Health Insurance Exchange looking to increase their digital spend percentage? | |||||
| 25. | Are there specific digital or traditional channels that have proven to be most successful in the past for the Silver State Health Insurance Exchange? | |||||
| 26. | Are there any channels the Silver State Health Insurance Exchange used in the past that were not successful? | |||||
| 27. | How will the RFP be scored? Weighted per category? | |||||
| 28. | What role will government relations play during the year? | |||||
| 29. | Will the proposer need to provide a broadcast production costs breakdown? | |||||
| 30. | What is the historical data from the Silver State Health Insurance Exchange or information about new business development additions from the past 5 years? | |||||
| 31. | At first glance it seems like the web side would be content strategy, writing blogs, and SEO assistance but the RFP states "candidate must have experience in website hosting," but then the scope of work doesn't say who would be hosting the site. Please clarify. | |||||
| 32. | Also, nevadahealthlink.com looks like WordPress, but then as soon as you click to enroll.nevadahealthlink.com, it's a separate app built with Angular/Java, please confirm that is the case. | 16.Please refer to the RFP documents and attachments. 17. Vendors are encouraged to provide their best solutions. 18 - 26 Information is irrelevant to the current scope. Please also see the Nevada Health Link website: https://www.nevadahealthlink.com/meeting-types/silver-state-health-insurance-exchange-board-meeting/ 27. Please refer to Section 9 of the RFP. 28. Vendors are encouraged to provide their best solutions. 29. Vendors are encouraged to provide their best solutions. 30. Selected vendor will be provided with information on data and resources to assist with the scope of work. 31. Selected vendor will need to have the ability to host and maintain website backend capabilities and manage the consumer-facing website: NevadaHealthLink.com. 32. The enrollment function on NevadaHealthLink.com directs consumers to the enrollment platform, which is out of scope for this RFP. | ||||
| 9 | DOUG@QUINNTHOMAS.COM | Preferred criteria question | There is a preferred qualification for a vendor with ?a tangible passion for the state of Nevada.? What criteria will you use to identify a vendor with that quality? | Please refer to section 3.1 of the RFP | ||
| 10 | DOUG@QUINNTHOMAS.COM | State business registration | In order to be considered in the RFP will an agency not currently registered to do business in Nevada need to register (i.e. prior to contract award)? Or will that registration only be required prior to contract signing? | Please refer to Section 3.1.4 of the RFP | ||
| 11 | DOUG@QUINNTHOMAS.COM | Nevada preference | If a prime contractor is not located in Nevada, but a subcontractor to that prime is located in Nevada, does a subcontractor qualify the combined team for the 5% Nevada preference? Or is that preference available only to the prime? | Please refer to Section 3.1.2 of the RFP | ||
| 12 | MELISSA@FFWPR.COM | Marketing Campaign and Resources Deliverables & Timeline | 1. | Referencing section 2.6.3 ?Marketing Campaign and Resources Deliverables & Timeline: The specific call-outs in sections 2.6.3.1 thru 2.6.3.12 are very similar to the call-outs in sections 2.6.3.13 thru 2.6.3.17 ? How are each of these sections to be interpreted and presented differently? | Vendors are encouraged to provide their best solutions. | |
| 13 | MELISSA@FFWPR.COM | Business References | 2. | Referencing section 3.3 ?Business References? | ||
| a. | Are subcontractors also required to provide business references (attachment E) in addition to the vendor? | |||||
| b. | If yes, please clarify how many business references are needed for each entity: | |||||
| I. | Vendor | |||||
| ii. | Subcontractor | Please see Section 3.2 of the RFP for information regarding subcontractors. Section 3.3 does not indicate subcontractors need to provide references. | ||||
| 14 | MELISSA@FFWPR.COM | Profit and Loss Statement, Balance Statement | 3. | Referencing section 3.3.11.3 ?Profit and Loss Statement? and ?Balance Statement? ? Are subcontractors also required to provide this information or just the Vendor? | Per Section 3.2.1.3, vendors must provide the same information for any proposed subcontractors as requested in Section 3.1, Vendor information. | |
| 15 | MELISSA@FFWPR.COM | Media Buys | 4. | Referencing section 5.1.3 ?Media buys? ? May media and creative/production invoices produced by a subcontractor be submitted in their original format by the Vendor along with the Vendor invoices? | No. Subcontractors are defined as a third party and are expected to invoice the awarded vendor directly. Please see Section 3.2 of the RFP. | |
| 16 | MELISSA@FFWPR.COM | Attachment H | 5. | Referencing section 8.2.2.4 ?Technical Proposal, State Documents? ? D) References Attachment H ?Certification regarding lobbying signed by an individual authorized to bind the organization? ? | ||
| a. | No Attachment H was provided? | 8.2.2.4.D is incorrect. There is no Attachment H needed or provided. Please disregard this item. | ||||
| 17 | MELISSA@FFWPR.COM | Contract Form | 6. | Referencing Attachment C ?Contract Form? ? Is a response or documentation expected to be included with the proposal? | Attachment C is labeled as Reference Only on page 3 Table of Contents. Do not return with Proposal. | |
| 18 | MELISSA@FFWPR.COM | Insurance Schedule | 7. | Referencing Attachment D ?Insurance Schedule? ? is proof of insurance required as part of the proposal or only if contract is awarded? | ||
| a. | If part of the proposal, is it needed for both Vendor and Subcontractor? | Insurance is required after contract award but prior to any work being performed. Please see Section 3.1.8 within the RFP document. | ||||
| 19 | TYWHITAKER | RFP Documentation | Where can we find Attachment H ? Certification Regarding Lobbying? | This Attachment is not a requirement and should have been deleted from the RFP. | ||
| 20 | TYWHITAKER | Cost Proposal | Would you like the cost proposal to reflect the first year or the entire contract length? | Please complete the cost proposal to reflect the annual costs of the vendor proposal. As indicated in Attachment G, the estimated annual budget is $3,200,000 per year. | ||
| 21 | TYWHITAKER | Scope of Services | What program (CRM) do you currently use for your email database? | Vendors are encouraged to provide their best solution. | ||
| 22 | TYWHITAKER | Scope of Services | In section e 2.6.3.14 B, it states: ?A. | Ongoing through the duration of the contract, the creation, coordination and management of Nevada Health Links online presence.? Can you please describe coordination and management more? For example, does this include hosting? | Vendors are encouraged to provide their best solutions. | |
| 23 | TYWHITAKER | Previous Work | Can you please provide examples of advertisements that have been placed on behalf of Nevada Health Link? | Examples may be found in the board meeting reports found at: https://www.nevadahealthlink.com/meeting-types/silver-state-health-insurance-exchange-board-meeting/ | ||
| 24 | TYWHITAKER | Technical Proposal | Section 8.1.2, page 28 The RFP states there is a maximum number of attachments, and identifies each, but is there a page limit for the technical proposal? | There is no page limit. Proposals should be submitted following the instructions in Section 8.1.2 | ||
| 25 | TYWHITAKER | Technical Proposal | Section 2.2.1.9, page 9 says, ?Meet via teleconference at a minimum of biweekly, and ad hoc as required, with the Exchange staff to discuss progress of marketing and outreach efforts aligned with the campaigns.? By biweekly, do you mean every other week or twice per week? How often might you expect ad hoc meetings? | Bi-Weekly means twice monthly. | ||
| 26 | TYWHITAKER | Scope of Services | Section 2.6.1, page 13 of the RFP references conducting research on a ?quarterly or more often than needed basis? (specifically sections 2.6.1.1 and 2.6.1.4). Section 2.6.2 references ?monthly, or more frequently as needed? research deliverables in a number of places. Can you provide more clarity about specific deliverables required and also reconcile the request for quarterly research, but monthly deliverables? | Vendors are encouraged to provide their best solutions. | ||
| 27 | TYWHITAKER | Technical Proposal | Section 2.6.1.2 B makes a reference to ?identifying Nevada Health Links competitors within the health insurance marketplace?? By ?competitors,? are you referring to insurance options in the state that are not participating in the exchange? If not, can you clarify who the competitors would be? | Vendors are encouraged to provide their best solutions. | ||
| 28 | TYWHITAKER | Background Information | Can you share any research that you've done to date with us? For this open enrollment period or past work when you were using healthcare.gov? | Selected vendor will be provided with information. | ||
| 29 | JESSICA@FORT-WEST.COM | payment | Are terms of media buy reimbursement flexible (section 5.1.3)? For example, would state consider advancing media buy funds within 15-30 days before media purchase? | The State would consider an agreement for an advance of funds for media buys, to be determined and decided upon during the contract negotiation process. All estimated costs (regardless of funding) must be submitted as indicated in the RFP. | ||
| 30 | JESSICA@FORT-WEST.COM | billing | Is state flexible on billing terms (section 5.2.1), to allow for partial advance payment on services, or tie periodic payments to staged deliverables? | The State would consider an agreement for an advance of funds for media buys, to be determined and decided upon during the contract negotiation process. All estimated costs (regardless of funding) must be submitted as indicated in the RFP. | ||
| 31 | PYAKUBIK | Vendor Question | Who is your current agency? How long have they had this account? | This is a solicitation for a prior contract. The current vendor is Penna Powers. | ||
| 32 | PYAKUBIK | Vendor Question | What was your enrollment goal in 2019 and 2020? | Selected vendor will be provided with information. | ||
| 33 | PYAKUBIK | Vendor Question | What was your actual enrollment in 2019 and how are you pacing for 2020? | Selected vendor will be provided with information. | ||
| 34 | DTYNE | Availability of research and data | 2.6.1 refers to various research and data needs on a regular, ongoing basis. Is there existing research/data for any of the categories? | Selected vendor will be provided with information. | ||
| 35 | DTYNE | Website maintenance | Can you confirm if maintenance of the Nevada Health Link online presence is limited to the front-end/consumer-facing website or if this work extends to the secure application portal? | Maintenance of the Nevada Health Link online presence is limited to the consumer facing, educational public website: https://www.NevadaHealthLink.com | ||
| 36 | PYAKUBIK | Enrollment | Do you have a specific enrollment goal for 2021? | Selected vendor will be provided with information. | ||
| 37 | PYAKUBIK | Current Marketing Efforts | How are the marketing efforts tracked currently? Are you able to correlate enrollment back to each marketing/outreach channel or do you measure based on total enrollment? | Selected vendor will be provided with information. Also, vendors are encouraged to provide their best solutions. | ||
| 38 | PYAKUBIK | Data | Do you have existing research that provides a breakout of your audience segments and size? | Selected vendor will be provided with information. | ||
| 39 | PYAKUBIK | Data | Are there current studies/reports on awareness of the SSHIX among the target audience segments? | Selected vendor will be provided with information. | ||
| 40 | PYAKUBIK | Data | Is there a demographical breakout of those who are currently enrolled? | Selected vendor will be provided with information. | ||
| 41 | PYAKUBIK | Current Marketing Efforts | Besides minority and disproportionately uninsured or under-insured targets, are there any other specific audience segments you have been challenged to reach with your current marketing? | Selected vendor will be provided with information. | ||
| 42 | PYAKUBIK | Current Marketing Efforts | What marketing efforts have been deployed to reach the Native American Tribes and have these efforts been successful? | Selected vendor will be provided with information. | ||
| 43 | PYAKUBIK | Current Marketing Efforts | What is your current media mix by target audience segment and channel? | Selected vendor will be provided with information. | ||
| 44 | PYAKUBIK | Current Marketing Efforts | What community-based marketing strategies have been deployed and would you deem these efforts successful? | Selected vendor will be provided with information. | ||
| 45 | PYAKUBIK | RFP Question | Who will be on the selection committee for this RFP? | This information is confidential and will not be publicly released. | ||
| 46 | PYAKUBIK | Current Marketing Efforts | Can you share the current brand standards and marketing material/ creative campaign assets? | Selected vendor will be provided with information. | ||
| 47 | PYAKUBIK | Future Marketing Efforts | Do you wish to continue/build upon the look/feel of the current brand and campaign assets or are you seeking a brand refresh and/or campaign look/feel/messaging? | Vendors are encouraged to provide their best solution | ||
| 48 | PYAKUBIK | Future Marketing Efforts | Are you seeking new creative campaign ideas and concepts in our response/proposal? | Vendors are encouraged to provide their best solution | ||
| 49 | PYAKUBIK | Future Marketing Efforts | Will the awarded vendor handle website development and make content updates to the site? | Selected vendor will be provided with information. | ||
| 50 | PYAKUBIK | Future Marketing Efforts | The RFP asks for a year-round approach, can you specify the specific date ranges you consider 1) off season, 2) Open Enrollment and 3) Special Enrollment | Off Season: January 16 - Sept (prior to OEP campaign planning); Open Enrollment: Nov 1 - Jan 15; Special Enrollment Period: throughout the year depending on qualifying life events that Nevadans report; report changes within 60 days of life event to gain coverage. | ||
| 51 | PYAKUBIK | Current Marketing Efforts | You state retention is a goal ? what efforts are deployed to drive retention? | Selected vendor is encouraged to provide their best solution. | ||
| 52 | PYAKUBIK | Data | What is your historical % of retention for the past six years? | Selected vendor will be provided with research, analysis and data. Vendors are encouraged to provide their best solution. | ||
| 53 | PYAKUBIK | Future Marketing Efforts | For email blasts do you have an internal platform that we will leverage or are you looking for the agency to use its own internal platforms to distribute content? | Vendors are encouraged to provide their best solution. | ||
| 54 | PYAKUBIK | Current Marketing Efforts | Can you provide your current social media policy? | Vendors are encouraged to provide their best solution. | ||
| 55 | PYAKUBIK | Future Marketing Efforts | What are you hoping to achieve with a national outreach? | Vendors are encouraged to provide their best solution. | ||
| 56 | PYAKUBIK | Data | Are there any links to external research that you think may be especially helpful to our response/proposal? | Selected vendor will be provided with research, analysis and data from the Exchange. | ||
| 57 | PYAKUBIK | Future Marketing Efforts | Will our marketing contact(s) at the exchange need to submit marketing materials to a compliance officer or department? If so, how long should we allot for compliance review? | Please review the RFP Scope of Work. | ||
| 58 | PYAKUBIK | Data | How many people are on the exchange? | The Exchange is a state agency that reports to a Board of Directors, board reports can be found on our website: https://www.nevadahealthlink.com/meeting-types/silver-state-health-insurance-exchange-board-meeting/. | ||
| 59 | PYAKUBIK | Future Marketing Efforts | Under 2.6.3.8, can you clarify your expectations for maintaining a database and tracking associated analytics to NevadaHealthLink.com | Vendors are encouraged to provide their best solution. | ||
| 60 | PYAKUBIK | Future Marketing Efforts | Can you please break down the target audience by priority? | Vendors are encouraged to provide their best solutions. | ||
| 61 | PYAKUBIK | RFP Question | Is there a place in the RFP that you prefer to see case studies? | Vendors are encouraged to provide their best solution. | ||
| 62 | PYAKUBIK | RFP Question | Under section 3.3 Business Reference, there are specific expectations stated (3.3.2 ? 3.3.8) that don't seem to tie into Business References and are also stated under section 2.1.2 Required Qualifications. Are the inclusions of these expectations under the Business Reference section an oversight? | Vendors should provide references to the state agency from engagements they have had that satisfy those requirements for experience. | ||
| 63 | PYAKUBIK | Current Marketing Efforts | Is it possible to understand the media mix for the past year for both the enrollment period and the off-season period? | The Exchange is a state agency that reports to a Board of Directors, board reports can be found at: https://www.nevadahealthlink.com/meeting-types/silver-state-health-insurance-exchange-board-meeting/. | ||
| 64 | PYAKUBIK | Current Marketing Efforts | Is it possible to understand the allocated budget given to media the previous year for both the enrollment period and the off-season period? | Vendors are encouraged to provide their best solution. Please review the RFP budget allocation section. | ||
| 65 | PYAKUBIK | Current Marketing Efforts | Was there attribution models associated with the channels? | Vendors are encouraged to provide their best solution. | ||
| 66 | PYAKUBIK | Current Marketing Efforts | Are there specific channels the client feels are very effective channels during the enrollment period and channels that are very effective during the off-season period? | Vendors are encouraged to provide their best solution. | ||
| 67 | PYAKUBIK | Current Marketing Efforts | Is there a current process for fielding comments on social media? | Vendors are encouraged to provide their best solution. | ||
| 68 | PYAKUBIK | Future Marketing Efforts | Is the client open to making changes to their social media channels or should all currently active channels be included in the plan? | Vendors are encouraged to provide their best solution. | ||
| 69 | PYAKUBIK | Current Marketing Efforts | Is there a particular email marketing tool the client uses since we are dealing with HIPAA rules and regulations? | Vendors are encouraged to provide their best solution. | ||
| 70 | PYAKUBIK | Current Marketing Efforts | How frequently are you currently conducting brand surveys? | Vendors are encouraged to provide their best solution. | ||
| 71 | PYAKUBIK | Current Marketing Efforts | Where are you currently recruiting survey participants? Panel, database, advertising, or another option? | Vendors are encouraged to provide their best solution. | ||
| 72 | PYAKUBIK | Current Marketing Efforts | What are your current brand health scores? | Inquiry is not applicable to the RFP. | ||
| 73 | PYAKUBIK | Future Marketing Efforts | For community outreach and events, will the client provide a spokesperson to represent the company and answer questions, etc.? Or will the agency be expected to staff and run all of the events and community outreach? | Vendors are encouraged to provide their best solution. | ||
| 74 | PYAKUBIK | Current Marketing Efforts | Do you have specific Spanish social media pages or are we allowed to create Spanish specific social media pages on Instagram and Facebook? | Vendors are encouraged to provide their best solution. | ||
| 75 | PYAKUBIK | Current Marketing Efforts | Who created the Hispanic ads in the past? | Previous vendors/incumbents. | ||
| 76 | PYAKUBIK | Future Marketing Efforts | Would the agency be able to create a full translated Spanish site? | Vendors are encouraged to provide their best solution. | ||
| 77 | PYAKUBIK | Future Marketing Efforts | Will the client provide a Spanish-speaking spokesperson to accommodate Hispanic media outlets | Vendors are encouraged to provide their best solution. | ||
| 78 | PYAKUBIK | Future Marketing Efforts | When you refer to database management, is this for prospects and current members of the exchange? Will the database be held by the State? | Please refer to the RFP. | ||
| 79 | PYAKUBIK | RFP Question | Are our subcontractors required to provide the following information for the RFP: |
| - | Submittal of Reference Questionnaire | ||||
| - | State Documents (signature page of any amendments, Attachment A, Attachment B, etc.) | ||||
| - | Vendor Information Sheet | Please see Section 3.2 of the RFP for information regarding subcontractors. Section 3.3 does not indicate subcontractors need to provide references. | |||
| 80 | LWETZEL@KIRVINDOAK.COM | Incumbent Vendor(s) | Is the Exchange currently working with any marketing, advertising, public relations or outreach agencies? And if so, who? | The current vendor is Penna Powers. | |
| 81 | LWETZEL@KIRVINDOAK.COM | Media Budget | What percentage of overall budget or dollar amount was spent on media buys over the last fiscal year? | See Attachment G - Cost for current budget. Vendors are encouraged to provide their best solution. | |
| 82 | LWETZEL@KIRVINDOAK.COM | Media Mix | Of the target populations outlined, what was the media mix breakdown (spend or %) by demographic population? | See Attachment G - Cost for current budget. Vendors are encouraged to provide their best solution. | |
| 83 | LWETZEL@KIRVINDOAK.COM | Effectiveness Tracking | You mention that "Historically, individuals and families who are eligible for federal subsidies have not responded to traditional advertising campaigns and outreach methods" - can you specify what you found to be ineffective in the past? | Vendors are encouraged to provide their best solution. | |
| 84 | MARLAMW1 | Vendor Question | Why is this RFP being issued now? | Please review RFP Section 1. | |
| 85 | MARLAMW1 | Vendor Question | Is this scope of work the same as the incumbents scope of work? If not, how do they differ? | The current vendor is Penna Powers. | |
| 86 | MARLAMW1 | Vendor Question | What are the main challenges facing the Exchange? | Please review RFP Section 1. | |
| 87 | MARLAMW1 | Vendor Question | Does the budget include the media buy? | See Attachment G - Cost for current budget. Vendors are encouraged to provide their best solution. | |
| 88 | MARLAMW1 | Vendor Question | Does the scope of web design and development work encompass the services available at https://enroll.nevadahealthlink.com/ or just the website at https://www.nevadahealthlink.com/? | Maintenance of the Nevada Health Link online presence is limited to the consumer facing, educational public website: https://www.NevadaHealthLink.com | |
| 89 | MARLAMW1 | Vendor Question | The RFP mentions social community management for all channels - what channels does the Exchange use? Does the Exchange want to expand social media presence/platforms? | Vendors are encouraged to provide their best solution. | |
| 90 | LWETZEL@KIRVINDOAK.COM | Outreach | How many outreach events were held each month (both prior to and during Covid)? | The Exchange is a state agency that reports to a Board of Directors, board reports can be found at: https://www.nevadahealthlink.com/meeting-types/silver-state-health-insurance-exchange-board-meeting/. | |
| 91 | LWETZEL@KIRVINDOAK.COM | Research | How often is the Exchange currently conducting research? What methods are being used? And can the Exchange provide a link to the most recent research reports and summaries? | Selected vendor will be provided with research, analysis and data. Vendors are encouraged to provide their best solution. | |
| 92 | PIERRYWT | RFP Questions | What tools do you use, today, to manage your email, social and mobile marketing campaigns? | Vendors are encouraged to provide their best solution. | |
| 93 | PIERRYWT | What other relevant technology solutions do you have in place today for CRM, data storage, marketing, etc.? | Selected vendor will be provided with research, analysis and data. Vendors are encouraged to provide their best solution. | ||
| 94 | PIERRYWT | How do you currently communicate with constituents? | Vendors are encouraged to provide their best solution. | ||
| 95 | PIERRYWT | RFP Questions | How much of your marketing process is automated? | Vendors are encouraged to provide their best solution. | |
| 96 | PIERRYWT | How many full-time staff work on marketing and communications efforts? | The Silver State Health Insurance Exchange has 21 full time employees, two (2) are fully dedicated to the work of monitoring marketing and communication. | ||
| 97 | PIERRYWT | Do you have dedicated resources who create strategy for marketing, media, and advertising? | Vendors are encouraged to provide their best solution. | ||
| 98 | PIERRYWT | How do you segment your audience today? | Vendors are encouraged to provide their best solution. | ||
| 99 | PIERRYWT | Has audience segmentation ever been difficult or served as a roadblock to your institution? | Vendors are encouraged to provide their best solution. | ||
| 100 | PIERRYWT | What types of data do you have on your constituents? | Selected vendor will be provided with research, analysis and data. Vendors are encouraged to provide their best solution. | ||
| 101 | PIERRYWT | Where is this data stored? | Selected vendor will be provided with research, analysis and data. Vendors are encouraged to provide their best solution. | ||
| 102 | PIERRYWT | How do you typically move data across different technology systems? | Vendors are encouraged to provide their best solution. | ||
| 103 | PIERRYWT | Do you have technical resources on staff who build and maintain integrations? | Vendors are encouraged to provide their best solution. | ||
| 104 | PIERRYWT | RFP Questions | How do you determine what types of content your contacts see? | Vendors are encouraged to provide their best solution. | |
| 105 | PIERRYWT | How do you anticipate generating creative content for your future marketing initiatives? | Vendors are encouraged to provide their best solution. | ||
| 106 | PIERRYWT | What types of dynamic content and personalization do you anticipate will be valuable for your future communications? | Vendors are encouraged to provide their best solution. | ||
| 107 | PIERRYWT | RFP Questions | What type of A/B testing parameters have you experimented with in the past, if any? | Vendors are encouraged to provide their best solution. | |
| 108 | PIERRYWT | What types of personalization or dynamic content do you utilize in your marketing communication? | Vendors are encouraged to provide their best solution. | ||
| 109 | PIERRYWT | Do you have any marketing campaigns that are always on?? | Vendors are encouraged to provide their best solution. | ||
| 110 | PIERRYWT | RFP Questions | Have you ever experimented with time of day optimization for marketing communication? | Vendors are encouraged to provide their best solution. | |
| 111 | PIERRYWT | Do you anticipate using shared assets across the marketing, email, social, and advertising mediums? | Yes, however vendors are encouraged to provide their best solution | ||
| 112 | PIERRYWT | What kind of KPI?s do you anticipate wanting to measure across user engagement and contact experience? | Vendors are encouraged to provide their own best solution. | ||
| 113 | KPS3MARKETING | RFP Question | What was the reason for going out to RFP? Will the incumbent be bidding again? | Please refer to the RFP. SSHIX cannot share information on potential bidders. | |
| 114 | KPS3MARKETING | RFP Question | How was success measured over the past four years? Was this based on enrollment numbers? What will success look over year by year? | Success is based on enrollment numbers and the reduction of uninsured and underinsured throughout the State. Success is to increase the number of insured Nevadans. | |
| 115 | KPS3MARKETING | RFP Question | Has enrollment been increasing steadily since 2011? | Enrollment has increased from PY 2014 to PY2018, and has slightly decreased since. Selected vendor will be provided with research, analysis and data. | |
| 116 | PIERRYWT | RFP Questions | What kind of business intelligence or reporting tools does your institution utilize? | Vendors are encouraged to provide their own best solution. | |
| 117 | PIERRYWT | Who are the stakeholders in your organization? | Please refer to previous Board reports to review stakeholders. https://www.nevadahealthlink.com/meeting-types/silver-state-health-insurance-exchange-board-meeting/ | ||
| 118 | KPS3MARKETING | RFP Question | What challenges, if any, have you faced with the Exchange transitioning away from HealthCare.gov in 2019? | The Exchange has faced no major challenges faced with transitioning away from HealthCare.gov, but rather has experienced new opportunities by operating as an autonomous state based exchange. | |
| 119 | KPS3MARKETING | RFP Question | It looks like a large portion of the contract is research-based. What types of research have been done during the last few years and did you find them effective and helpful? | Vendors are encouraged to provide their best solution. | |
| 120 | KPS3MARKETING | RFP Question | Could you share any of the methodology / success to help inform a successful future research strategy? | Vendors are encouraged to provide their best solution. | |
| 121 | KPS3MARKETING | RFP Question | What would you say your most effective marketing channels have been in both the off season and during open enrollment over the past few years? | Social media, including but not limited to Facebook and Instagram. Also utilizing email outreach. To see various past channels, please refer to previous Board reports at https://www.nevadahealthlink.com/meeting-types/silver-state-health-insurance-exchange-board-meeting/ | |
| 122 | KPS3MARKETING | RFP Question | How do you measure the success or effectiveness of your offseason, educational marketing programs? | Success is measured by social media impressions, website traffic, and impact on enrollment. Vendors are encouraged to provide their best solutions. | |
| 123 | MAXHEALTH | Tasks/Requirements 2.1.2.3 | What was the past annual budget spend, by category on print, billboard, radio, web, social media, display, search, over-the-top, and television advertising? | Vendors are encouraged to submit their best proposal, estimated $3.2 Million dollar budget. Please refer to the RFP cost allocation document. | |
| 124 | MAXHEALTH | Tasks/Requirements 2.1.2.1 | Who is currently hosting the website on behalf of Nevada? | A private third party vendor currently hosts the nevadaheallthlink.com website on behalf of Nevada, but the Exchange is interested in a response solution with the ability of selected vendor to host the website. | |
| 125 | MAXHEALTH | Tasks/Requirements 2.1.2.1 | Is Nevada happy with the current hosting vendor's performance? | N/A | |
| 126 | MAXHEALTH | Tasks/Requirements 2.1.2.1 | If a different hosting vendor is proposed for the website, how does Nevada envision the hosting switch over playing out and when would the best time be to do so? What downtime window would Nevada like to target for a switch over? | Vendors are encouraged to provide their best solution. | |
| 127 | MAXHEALTH | Roles | How should vendors plan to use the existing eight (8) Navigator firms receiving grants to provide outreach for the target populations? Is it acceptable to establish relationships with these organizations in addition to others? | While vendors should plan on using existing Navigator entities as outreach resources, vendors are encouraged to provide their own best solution. Once the successful vendor is awarded a contract, it will be acceptable, in coordination with the Exchange's Navigator Program Manager, to establish relationships with these organizations in addition to others. | |
| 128 | MAXHEALTH | Campaign Strategy 2.6.1.2.C | Has a previous SWOT analysis been completed? If so, is it available to share with bidders? | All research and analysis will be provided to selected vendor. | |
| 129 | MAXHEALTH | Sponsorships 2.6.3.11 | Would you consider providing a list of preferred Community events for assessment and cost evaluation? | You can view our previous community events on our website at: https://www.nevadahealthlink.com/calendar/. Vendor asked to submit their best proposal. | |
| 130 | MAXHEALTH | Creative Development 2.6.3.12 | What was the gross and net budget for the advertising buy for the last three years? | Vendor asked to submit their best proposal, estimated at $ 3.2 million. Refer to the RFP. | |
| 131 | MAXHEALTH | Creative Development 2.6.3.12 | What seemed to be the most effective ad purchase? | Vendors are encouraged to provide their best solution. | |
| 132 | MAXHEALTH | Public and Media Relations 2.6.3.13 | What tracking mechanisms did you use for measuring the effectiveness of your ad buy? | To see past measurement mechanisms, please refer to previous Board reports at. https://www.nevadahealthlink.com/meeting-types/silver-state-health-insurance-exchange-board-meeting/ | |
| 133 | MAXHEALTH | Public and Media relations 2.6.3.13 | What was the timeframe of the buy? | The Exchange has two basic ad buy time frames, Open Enrollment from November 1 - January 15 for Plan Year 2021 Open Enrollment, and January 16 - October 31 for Special Enrollment Period. | |
| 134 | MAXHEALTH | Creative Development 2.6.3.12 | How effective were your social media efforts? And how did you track it? | To see past measurement mechanisms and effectiveness, please refer to previous Board reports at. https://www.nevadahealthlink.com/meeting-types/silver-state-health-insurance-exchange-board-meeting/ | |
| 135 | MAXHEALTH | Public and Media Relations 2.6.3.13 | Same for earned media, how did you track the effectiveness? | To see past measurement mechanisms and effectiveness, please refer to previous Board reports at. https://www.nevadahealthlink.com/meeting-types/silver-state-health-insurance-exchange-board-meeting/ | |
| 136 | MAXHEALTH | Contract Management & Staffing 2.8 | Will any training materials be provided to the Contractor? | The selected vendor will be provided training materials. | |
| 137 | MAXHEALTH | Contract Management & Staffing 2.8 | Can Nevada share the existing advertising collateral? | Vendors can view our current media assets on our website at: https://www.nevadahealthlink.com/media/media-assets/ | |
| 138 | MAXHEALTH | Campaign Strategy/Planning 2.6 | How many and which languages will be required for the advertising collateral? | At a minimum, advertising collateral will be needed in English and Spanish. | |
| 139 | MAXHEALTH | Campaign Strategy/Planning 2.6 | What is the current system that Nevada uses to review, approve and finalize materials? | Content is created and shared with our marketing and management team to provide edits, suggestions and then approval. | |
| 140 | MAXHEALTH | Campaign Strategy/Planning 2.6 | What kind of measurement tools has Nevada used for the States' earned, owned and paid media activities? | To see past measurement mechanisms , please refer to previous Board reports at https://www.nevadahealthlink.com/meeting-types/silver-state-health-insurance-exchange-board-meeting/ | |
| 141 | MAXHEALTH | Online Presence 2.6.3.14.B | Will the awarded vendor be responsible for all content and management of the existing website? | No, the website management is a joint effort of the Exchange staff and awarded vendor. | |
| 142 | MAXHEALTH | Online Presence 2.6.3.14.B | Will the awarded vendor be responsible for ongoing operations and maintenance of the website platform? | A private third party vendor currently hosts the nevadaheallthlink.com website on behalf of Nevada, but the Exchange is interested in a response solution with the ability of vendor to host. | |
| 143 | MAXHEALTH | Online Presence 2.6.3.14.B | Will the awarded vendor assume ownership of the existing website presence, or be responsible for providing a website platform? | A private third party vendor currently hosts the nevadaheallthlink.com website on behalf of Nevada, but the Exchange is interested in a response solution with the ability of vendor to host. | |
| 144 | MAXHEALTH | Online Presence 2.6.3.9 | Does the state have an existing analytics tool on the website, and can the state share the name of that tool? If none exists, should the vendor include an analytics tool in the proposal? | The Exchange currently utilizes Google Analytics. Vendors are encouraged to provide their best solutions. | |
| 145 | MAXHEALTH | Online Presence 2.6.3.14.B | Will the awarded vendor have input into content, design, etc. on only the public side of the website, or also on the authenticated side? | Assuming "authenticated" side means the consumer log-in enrollment and eligibility side, the awarded vendors' services are primarily being solicited for the public side of the website and not for the "authenticated" side. | |
| 146 | MAXHEALTH | Online Presence 2.6.3.14 | Regarding website traffic, is the State able to provide anticipated volume escalations or estimated ways to gauge increases? | As each Open Enrollment has been unique unto itself with individual challenges and opportunities, it is difficult to provide anticipated volume escalations. | |
| 147 | MAXHEALTH | Online Presence 2.6.3.7.A | Bullet "A" refers to "other related channels". Would you consider providing clarification on what channels this "other" is referring to? | Please refer to previous Board reports at https://www.nevadahealthlink.com/meeting-types/silver-state-health-insurance-exchange-board-meeting/ for presentations on all of the Exchange's channels. | |
| 148 | MAXHEALTH | Online Presence 2.6.3.7.F | Bullet "F". Write and implement content for NV Health Link email database. | ||
| Would you consider clarifying what is meant by "implement" the email content? Would the successful bidder be expected to build/implement the system for pushing email communications or does this already exist? | Implement can be considered preparing written copy in a final distributable format, and coordinate with Exchange communications staff with mailing lists and distribution. While the Exchange currently utilizes Mailchimp as an email delivery solution, vendors are encouraged to provide their best solution. | ||||
| 149 | MAXHEALTH | Research & Data Analysis 2.6.1.1 | Will the awarded vendor be held to any additional data access and privacy requirements in the execution of ongoing marketing analysis, and will the State provide any additional considerations around program data availability material to plan development? | The vendor will be expected to abide by the Exchange's Privacy Policy found here: https://www.nevadahealthlink.com/about-nevada-health-link/privacy-policy/ and may be asked to sign a Business Associate Addendum (BAA), and Acceptable Use Agreement. The Exchange will coordinate with the awarded vendor regarding internally available data. | |
| 150 | MAXHEALTH | Research & Data Analysis 2.6.1.4 | Does the State have a current criteria for survey efforts "as needed" or is it suitable to address and negotiate this criteria as part of the awarded vendor's overall marketing plan? | Vendors are encouraged to provide their best solution. | |
| 151 | MAXHEALTH | Research & Data Analysis 2.6.1.2.B | Does the State maintain any data sharing agreements with vendors outside of the Health Link organization that have been utilized in the assessment of competitive analysis? | While other State of Nevada agencies and departments may have separate data sharing agreements with their respective vendors, there is not one central repository or cross agency vendor data sharing agreements. Conversely, the Exchange holds data sharing agreements with other State of Nevada agencies. | |
| 152 | MAXHEALTH | Marketing Campaign & Resources Deliverables & Timeline 2.6.3.8 | What is the current analytics vendor (if any) of the NevadaHealthLink.com domain, and will historical data be provided as part of the transition for benchmark purposes? | The Exchange currently utilizes Google Analytics. Vendors are encouraged to provide their own best solution. All research and analysis will be provided to selected vendor. |
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