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RFP #S-58100-00001393 – Tribal Early Learning Hub Communications Q&A #1
RFP #S-58100-00001393 – QUESTIONS & ANSWERS #1
TRIBAL EARLY LEARNING HUB COMMUNICATIONS
| Single Point of Contact: |
| Holley Oglesby |
| Email: |
| holley.oglesby@state.or.us |
PRICE
| 1 |
| Section 1.1 states “Agency expects this work may cost less than $40,000-$50,000”. Is this the budget you have reserved for this work? Given that you’ve indicated a range for this budget and stated the final budget “cost less than” that range, do you expect competitive bids be below the low end budget ($40,000) or the high end budget ($50,000)? |
This is our internal estimate of what this work might cost, and is also our planned budget. Bids may come in below or above this range.
| 2 |
| In the RFP it states that the estimated cost for this cost is $50,000. Please verify if this is for logo design and implementing communication strategy services. |
| Please see question #1. This is our project estimate. |
| 3 |
| What design materials other than the logo need to be developed? Is the cost included in the anticipated cost of $50,000 or do proposers have to provide hourly pricing? |
| Please see question #1. This is our internal estimate of what this work might cost, and is also our planned budget. Bids may come in below or above this range. |
SCOPE OF WORK
| 4 |
| It's not listed explicitly, so can you clarify what the specific deliverables for this RFP are? Are there other deliverables besides a logo, marketing strategy, and communication plan that you are expecting? We want to clarify because bullet points in Section 2.4 and Section 3.4.1 indicate there may be other deliverables you are expecting as well that aren't called out anywhere else in the proposal. |
| Additional marketing/ branding materials (deliverables) may be added as identified through the process and creation of a marketing strategy and communications plan. |
| 5 |
| In Section 2.4 there is a bullet point that states “Identifying and recruiting stakeholders, including Tribal representatives”. Does the ELD and/or TAC have a list of potential stakeholders already to work from or will this require cold-call recruiting work? |
| ELD has a list of potential stakeholders to share with the successful proposer. ELD anticipates more stakeholders may be identified (by ELD and the successful proposer) through the course of this engagement. |
| 6 |
| In Section 2.4 there is a bullet point that states “Developing a plan for the creation of a Tribal Hub”. Does the ELD and/or TAC expect the contracted strategist to also develop an operational plan and strategy for the creation of a Tribal Hub in addition to communications and marketing strategy efforts? |
| No. It is expected that the communications strategist work in agreement with the Tribal Hub project facilitator (an ELD contractor), ELD, and TAC team to align efforts. |
| 7 |
| In Section 3.4.1 there is a bullet point that asks for the proposer to submit “online presence: provide an example of a website/ social media plan created by the key person(s) you would use to fulfill this project”. Are you expecting a website and/or social media presence to be a deliverable of this contract? Or will this work be completed in a subsequent contract based on the recommendations of the chosen strategist? |
| A “subsequent contract based on the recommendations of the chosen strategist” is accurate to our intent. ELD expects the successful proposer to advise on social media/ website integration within the proposed contract, which is why we would like this to be a direct skill of proposer. ELD will maintain social media and website coordination on its ELD platforms. ELD does anticipate a subsequent contract to develop a website/ online presence for the implementation of the Tribal Hub in the future. |
| 8 |
| Some of the tasks in the Statement of Work would not result in a tangible deliverable and no deliverables listing was provided. Please provide a list of deliverables for which prices need to be provided. Section 3.4.3, states: "Submit a detailed cost Proposal stating the price for each deliverable…". |
| Specific project activities are described in Section 2.4; however, we are seeking your ideas and expertise to accomplish this work. Please add deliverables if/as you deem necessary to fulfill the project. |
| 9 |
| Are the Communications Plan, Online Presence Plan, and Marketing Strategy required deliverables for this project? If so, please add these to a list of deliverables in Section 2.4 Statement of Work. Section 3.4.1 Project Proposal requests a Communications Plan, Online Presence Plan, and Marketing Strategy, however these deliverables are not mentioned in Section 2.4 Statement of Work. |
| Specific project activities are described in Section 2.4; however, we are seeking your ideas and expertise to accomplish this work. Please add deliverables if/as you deem necessary to fulfill the project. |
Section 2.4 contemplates activities that will be required by the resulting contract.
Section 3.4.1 describes elements that must be included in your proposal. Please use these elements (and others if/as you deem necessary) to tell us how you would fulfill this project.
| 10 |
| What will be included in the Program Implementation Plan? How does the Program Implementation Plan differ from the Program Expansion Plan described in RFP# S-58100-00001384 – Tribal Early Learning Hub Project Facilitator? Section 2.4 states “Coordinating a stakeholder workgroup to provide input on a program implementation plan set forth by the TAC…”. |
| The program expansion plan refers to ELD’s intention to expand existing programs and services more robustly and directly to Tribal governments and communities through a communications strategy. |
The program implementation plan refers solely to the Tribal Early Learning Hub project and the designated new services and/or programs that will encompass this Tribal Hub entity.
The plans will complement each other. Communication strategy and delivery will be similar, with overlapping stakeholders.
| 11 |
| Please verify as it states in section 2.4 Scope of work page 5-6 "The successful Proposer will be expected to design materials and information for publication and to be shared with Tribes and the general public on an on-going basis about the status of this project and progress made." |
| This is part of the project. |
GENERAL
| 12 |
| Section 3.5.2.5 states “This is a time sensitive project”, but nowhere in the RFP is it indicated what the target completion date for the project is. What is the expected timeline for this work? Is there a specific date the work must be completed by? |
| The ELD does not have a specific timeline. However, in July 2022 ELD is expected to report on the status of implementation of the Tribal Hub which would include some or all of the activities and objectives of this communications contract. |
| 13 |
| Please provide the allowable size of digital files sent via email. Reference Section 3.3.4.1 states “Proposal may also be submitted via email to the SPC.” |
| 10 MB. Please feel free to contact the SPC to confirm receipt. |
| 14 |
| Please confirm that this project will be 100% virtual, and no on-site meetings are required. |
| At this time, this project is expected to be conducted virtually with the possibility of in-person only under recommended changes to the COVID-19 crisis in Oregon. |
| 15 |
| How often will you request in-person meetings? |
| In the event that in-person meetings are requested under recommended changes to the COVID-19 crisis in Oregon, we anticipate no more than 2 in-person meetings during the contract period. |
| 16 |
| The proposal due date is in the middle of the holidays, with many people using earned time off, planned months in advance. We respectfully request the State to change the due date to early in January to accommodate the holidays. |
| Thank you for this suggestion. Through Addendum #1, the closing date has been extended to January 6, 2022, 4:00 PM. |
| 17 |
| Is there an Incumbent? If so, can you indicate who? Are you able to indicate the Pros and cons/ likes and dislikes of their performance? |
| There is no incumbent. |
| 18 |
| Is there any local preference? |
| Please see section 3.8.2 of the RFP, “Tiebreakers.” |
| 19 |
| For social media - which platforms are you looking to post to? |
| Facebook, Twitter, Instagram, and others as deemed appropriate. |
| 20 |
| Will this be a stand-alone website or will it be created as part of another existing website? |
| The ELD anticipates this work to be created as an additional webpage as part of the existing ELD website. |
ODE RFA Q&A, updated 20200709 Page 2 of 4