RFQ 2024-42 Clarifying Questions -3.pdf

PH: 503-742-5400 WWW.CLACKAMAS.US

REQUEST FOR QUOTES #2024-42

Dashboard Research for Clackamas County Tourism

RESPONSE TO CLARIFYING QUESTIONS

May 15, 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 RFQ as published.

1. Could the County please confirm that vendors only have to follow point 5 Quote to create the response?

Answer: Correct.

2. Could the County please confirm that aside from the point 5 Quote, vendors do not have to provide additional information?

Answer: Correct.

3. Under section 5 Quote, point A, could the County confirm that vendors are not required to showcase experience in the Tourism Industry if they do not have it?

Answer: See addendum #1, issued on May 9, 2024 for updated language to include “to the tourism industry or related experience”.

4. Under section 5 Quote, point A, If a firm does not have experience in the tourism industry, but has past experience in data research with government and commercial clients, can still bid on this solicitation?

Answer: Yes. See addendum #1, issued on May 9, 2024 for updated language to include “to the tourism

5. Under section 5 Quote, point A, could the County please clarify if vendors can provide government and commercial experience to suffice this requirement?

Answer: Yes. See addendum #1, issued on May 9, 2024 for updated language to include “to the tourism

6. Can vendors use a subcontractor for this solicitation?

Answer: Yes, but the Prime contractor is responsible for contract deliverables.

7. Can vendors use subcontractor experience and references for this solicitation?

Answer: Yes, but the Prime contractor is responsible for contract deliverables

8. Under section 5 Quote, point B, could the County please clarify if vendors can provide case studies to suffice this requirement? if yes, can vendors provide commercial/non-government projects?

Answer: Yes, vendor can provide commercial/nongovernment projects as case studies.

9. Can firms provide commercial references?

Answer: The County is looking for governmental experience but will accept commercial references as well.

10. Can firms provide ongoing contracts as references?

Answer: Yes.

11. Under section 5 Quote, point I, could the County please clarify if it is mandatory to provide additional information, even if all the points are covered through the response?

Answer: Please respond per Section 5 of the published Request for Quote.

12. Under Section 6 Evaluation, it mentions Staff Experience, however, this point is not required in Section 5 Quote. Could the County please clarify under which section of the response vendors have to address this point and what information vendors have to provide for staff experience?

Answer: Staff experience can be included in section 5 Quote point A and/or E.

13. Under section 6 Evaluation, it mentions Staff Experience, could the County please clarify if by staff experience they refer to the key personnel or project team members?

14. Will the County allow off-shore resources?

Answer: Yes, but the Prime contractor is responsible for contract deliverables

15. How many data sources does the County have? What are the types of these data sources, SQL Server/Oracle/Excel or other?

Answer: Data sources for dashboard reporting are to be determined and come in various sources including Excel.

16. Does the County store data from the sources in some centralized system for reporting? If yes, what is the type of this centralized system?

Answer: There is no centralized system.

17. Does the County have any data source in the cloud (Azure/AWS/GCP)?

Answer: No.

18. How does the County rate the quality of data for each of the source systems? Do firms need to improve data quality while developing reports and dashboards?

Answer: Vendors are expected to assist in identifying and interpreting data trends and anomalies.

19. What is the approximate size of current data sources?

Answer: The size of the current data sources is unknown.

20. Does the County have any existing reporting system for analyzing data (May be Excel charts or others)?

Answer: Excel is the current system.

21. What is the expected source-wise data growth rate in terms of % on a yearly basis?

Answer: Data growth is unknown.

22. How many users/stakeholders are required for report/dashboard access?

Answer: Number of users depends on the structure of the reporting tool platform. Staff access to the dashboard is required.

23. Does the County have any preference for a dashboard tool (Power BI/Tableau)?

24. Do the users need restricted data in reports in comparison to other users or does every user have the same access to data?

Answer: The same access for every user is acceptable.

25. Does the County require data updates on dashboards on a real-time basis?

Answer: Data updates are expected monthly.

26. How many reports/dashboards County expect from this project?

Answer: Monthly internal reporting, quarterly reports to share with partners. Ideally there would be three reports each quarter, one that is destination wide and one for each of our three regions.

27. Can the County define the complexity of these dashboards?

28. How many KPIs (Key Performance Indicators) are required from these dashboards? Can the County provide some descriptions of those KPIs?

Answer: KPIs included in the dashboard are still to be determined.

29. Does the County have an ER diagram for the data sources?

30. Does the County have a detailed technical stack related to data sources?

31. Does the County possess the necessary documentation outlining the current systems and business processes?

32. What is the expected timeline of the project?

Answer: Project is expected to start late June. First dashboard/report to be shared publically the first week in November with data for July-September 2024

33. Does the County expect the vendor to deploy any on-site resources to complete any tasks in the project or it is possible to go for completely remote resources?

Answer: A remote resource is possible.

34. Can firms utilize a hybrid resource model (on-site, remote, off-shore) to accomplish the project?

35. Could the County please kindly grant an extension for the due date submission?

36. Client Relationship states "Hold regular (at least monthly) meetings with client to discuss current trends, findings, recommendations and any specific questions around data". Can the County please clarify if the meetings will be held virtually?

Answer: Meetings will be virtual.

37. Regarding the QUOTE CERTIFICATION FORM, can the County kindly clarify if is it mandatory to have a CCB #?

Answer: CCB is for construction firms only. Not needed for this RFQ.

38. Regarding the QUOTE CERTIFICATION FORM, if a firm possesses an Oregon Business Registry Number, is it also mandatory for them to have a CCB number?

Answer: No CCB needed. An Oregon Business Registry Number will be needed for this project.

39. Regarding the QUOTE CERTIFICATION FORM, is there a specific part of the response to include in the proposal response?

Answer: The Quote Certification must be completed and signed in order to be Responsive quote.

40. Could the County please clarify if is it allowed to use digital signatures?

Answer: Yes, Digital signatures are allowed.

41. Is it required to provide the Certificate of Insurance (COI) alongside the proposal response?

Answer: No, only for the awarded contract.

42. Is there a page limit for the proposal response?

43. In case firms are submitting confidential information in the response, is it required to provide a redacted version?

Answer: No. Any submitted pages with confidential information must be marked as such and the county will redact in the event of a public records request.

44. Could the Agency please provide the estimated date of the project execution?

Answer: Project start is anticipated to be late June.

45. Does the County have a preferred pricing format? If not, can firms use an Excel spreadsheet detailing milestones and the cost of each?

Answer: a spreadsheet detailing milestones and costs would be fine.

End of Clarifying Questions #3