Question_and_Answer_-_Website_and_Mobile_App.pdf

W912J3-19-Q-0002 – Website and Mobile App February 27, 2019

February 13, 2019

1. Whether companies from Outside USA can apply for this? (Like from India or Canada) No. In accordance with (IAW) FAR 19.001, “Concern” means any business entity organized for profit (even if its ownership is in the hands of a nonprofit entity) with a place of business located in the United States or its outlying areas and that makes a significant contribution to the U.S. economy through payment of taxes and/or use of American products, material and/or labor, etc. “Concern” includes but is not limited to an individual, partnership, corporation, joint venture, association, or cooperative. For the purpose of making affiliation findings (see 19.101) any business entity, whether organized for profit or not, and any foreign business entity, i.e., any entity located outside the United States and its outlying areas.

2. Whether we need to come over there for meetings?

Yes. Per Performance Work Statement (PWS), the contractor shall meet with the appointed representative of the Government to conduct initial consultation or interview, follow-up consultation and interview, and Adjustment of products, deliverables and services with NO ADDITIONAL COST to the Government.

3. Can we perform the tasks (related to RFP) outside USA? (Like, from India or Canada) Yes. As long as the minimum wage is met IAW Service Contract Act (SCA).

4. Can we submit the proposals via email?

Yes. See instruction to offeror.

5. Has a budget been allocated or defined for this project yet?

Yes.

February 14, 2019

6. Is this a new requirement?

Yes

February 22, 2019

7. What are your KPI’s (key performance indicator’s) for success for:

a. The Website

b. The App

c. The Social Media Campaign

The NMARNG RRBN does not require any guarantee of performance to accompany any proposal or bid;

however, the NMARNG RRBN estimates these minimum KPIs will determine project success and future funding: 16,000 annual impressions (unique persons who view the website or interact with other products), 800 annual engagements or leads (persons who contact the NMARNG for recruitment or membership information based on these deliverables), 80 annual enlistments (persons who actually join the NMARNG based on these deliverables). The NMARNG RRBN would favorably consider bids with guarantees of performance.

8. Do you have an overall budget range for the first year of service?

d. The Website

e. The App

f. The Social Media Campaign

The NMARNG RRBN is prohibited from releasing its budget data to potential bidders. The NMARNG RRBN will consider all reasonable bids or offers.

9. “(4.4) All deliverables… to be provided in full and available for public viewing within 60 days of effective contract date”

g. This is a very tight turnaround. Are you amenable/might we suggest creating an Action Item List with Target dates of Completion (Project Calendar) for the various components of this SOW?

Such items would be:

i. Kick Off Meeting

ii. Website Re-design Presented

iii. New Website Back End Developed based on Agency Feedback

iv. Website Launched

v. App Design…so on and so forth

The NMARNG RRBN is open to considering an alternate proposal or counter-proposal on a specific timeline or dates for implementation of deliverables. The NMARNG RRBN requires at least 10 months’ use of all deliverables during any period of performance.

10. ITEM NUMBER 0001 | WEBSITE DESIGN & HOSTING, MOBILE APP

WEBSITE:

h. “4.4.2.1 shall originate and propose the overall appearance or aesthetic of the website in accordance with current industry standards and design principles”

i. Can you expand on this?

The NMARNG RRBN wants the website to “look good.” We are not professional designers and would like you to propose to us what it should look like in order to maximize its positive effect on recruitment.

ii. Is there any current operating National Guard Website that is viewed as ‘industry standard’ or ‘best in class’ as a reference for the Overarching Strategic Objectives?

The NMARNG RRBN was inspired to seek a contract for this requirement based on the recently-implemented New Mexico State Police recruitment website, available for viewing at https://joinnmsp.com. We would like a similar website and other supporting products.

i. Is there an incumbent vendor who created the current NMARNG site?

No.

j. Is there an incumbent vendor who is hosting or maintaining the current site?

k. Is there a preference in hosting services?

l. Will the current website be eradicated completely, or will we be editing the current website and using the same hosting provider?

The NMARNG RRBN desires a contractor who will create and implement a completely new product to stand alongside any existing products or websites. There is no requirement or expectation to manage any currently-existing website.

m. What are the current domain names owned by the NMARNG?

We desire a new domain name for this new website.

n. Do you have a monthly SEO budget? Currently doing SEO?

Pt. I: see answer on Question 2. Pt. II: not as described in the PWS.

LEADS:

o. How are you currently archiving LEADS?

NMARNG RRBN recruiters utilize a variety of formal and informal systems and processes.

p. Will a lead list be provided to contractor?

Yes, if there is a specific need to do so in order to fully-implement any deliverable.

q. How are you currently gathering leads?

NMARNG RRBN utilizes a variety of analog and digital methods including, but not limited to, contact cards, reported contacts obtained by in-person, e-mail, or telephonic communications.

r. How are you currently storing lead information electronically?

NMARNG RRBN recruiters utilize a variety of formal and informal systems and processes.

s. How many leads per month are you receiving now & what tactics are you utilizing to get these leads?

NMARNG RRBN is willing to disclose this information only to the winning bidder with a signed non-disclosure agreement.

t. How many leads per month are you trying to get?

As many leads as possible.

u. What information do you need to gather from a lead? (i.e. Name, Email, Phone etc).

Name, email, phone number, age (to determine eligibility for military service) at minimum. Other useful information includes prior military service, if any, and education level (to market benefits).

v. What Geographic area are you trying to focus on?

New Mexico, west Texas, southern Colorado, eastern Arizona.

MOBILE APP:

w. Mobile App: What are you trying to accomplish with the creation of an App?

Provide an easy way to view substantive website elements and enable real-time communications with an NMARNG RRBN recruiter.

i. What functionality would you like it to have?

As described above. Real-time communications may include “chat” or messaging, audio, video, or some combination thereof.

SOCIAL MEDIA MARKETING:

x. Social Media: Are you looking for the contractor to manage your current social media profiles? If so, which ones?

y. Social Media: Are you looking for a contractor to create the static advertisements to be run on social media?

z. Are you currently running any social media campaigns? If so, where, how often, for how long?

Yes, although in a very limited sense. Disclosure of specifics will be provided to the winning bidder.

aa. Are you looking to run an annual recruitment campaign via digital channels: both social and display?

Yes, and this level of integration is what is sought through our PWS.

i. If not are there certain times of year you would like to run digital media efforts and if so when?

Yes, beginning and ending of the traditional academic year.

bb. Will the NMARNG be proving the vendor with: 15 second or: 30 second recruitment videos?

No, NMARNG will not provide these.

i. If not, will the contractor be required to make such videos?

Yes, NMARNG RRBN considers video production a key and critical part of this requirement and expects the contractor to handle it in its entirety.

11. CONTRACTOR MANPOWER REPORTNG (CMR):

cc. Are you specifically looking for the administrative costs associated with filling these reports out?

Yes. However, this is not separately price with your CLIN 001, 003 and 004. The cost for CMR is inclusive.

dd. How often would you like the contractor to update the manpower reporting sheet? Weekly, Monthly, Bi Annually, Quarterly, Annually?

It will be the contractor’s determination on how frequent does the company will submit report in

CMR.

12. IMPLEMENT, HOST and MAINTAIN the custom NMANG recruitment Website and Mobile App:

ee. Will the contractor be expected to upload new content, imagery or copy on a regular basis? If so, please provide examples of the type of work that will need to be maintained beyond hosting and technical updates.

Contractor will not be expected to upload significant new content on a regular basis, although periodic or occasional updates will be required to announce changes in recruitment policy or benefits. The site is conceived to be mostly static once implemented and approved.

13. (4.4.4) Targeted Personal Communications (email, phone, text). This is not itemized out in the CLINS, can you please confirm where you would like us to reflect the pricing for this service

CLIN 001, 003 and 004

February 25, 2019

14. Are initial meetings in person or via a shared conference bridge? 4.4.1 and 4.6

In person.

15. Are check in meetings in person or via conference bridge? 4.4.7 and 4.6

In person.

16. What is the expected daily traffic to the website?

The NMARNG RRBN does not require any guarantee of performance to accompany any proposal or bid;

however, the NMARNG RRBN estimates these minimum performance metrics will determine project success and future funding: 16,000 annual impressions (unique persons who view the website or interact with other products, to include the app and any impressions from targeted personal communications or search engine optimization, if different), 800 annual engagements or leads (persons who contact the NMARNG for recruitment or membership information based on these deliverables), 80 annual enlistments (persons who actually join the NMARNG based on these deliverables). The NMARNG RRBN would favorably consider bids with guarantees of performance.

17. Can the videos viewed from the website be hosted on YouTube or Vimeo?

Yes, as long as Contractor complies with any third-party terms of service, bears any fees, and does not monetize content produced pursuant to this PWS.

18. Do you have historical information on number of applicants engaged per year for the last five years?

Yes, but we will only release this information to the winning bidder after a nondisclosure agreement is entered and signed.

19. Adjustments of products during period of performance: can you give a historical understanding of the types of changes that were necessarily previously? 4.4.8

There was no previous agreement of this sort between our organization and any party. We anticipate product changes only as required by changes in recruitment policy or benefits, or as required to announce significant events.

20. How many offices and how many people will be trained in the state of New Mexico? Is there an expectation of what percentage of contact and support that can be done online vs in person? Will preference be given to contractors who are located in NM? 4.6

We can make no estimate about what Contractor requires to comply with PWS 4.6. and decline to do so.

We believe there are certain tasks that must be performed at our locations in the state of New Mexico, such as required meetings and production of recruitment videos, which we expect to feature persons, equipment, and locations affiliated with the NMARNG. We see no way these tasks can reasonably be performed outside the state of New Mexico and wrote PWS 4.6 with this in mind. We will accept reasonable remote performance of certain tasks (such as the actual work of graphic design or website coding, for example), where such remote performance is allowed under the PWS.

21. Can we have access to your current analytics data for website/app performance?

There is no current NMARNG recruitment website or app.

22. Will the awarded contractor be given access to analytics data for marketing analysis purposes?

Yes, as needed to effectuate the purposes of the contract.

23. Are website and app development progress payments applicable during the development process according to a deliverable calendar if the work product can be sufficiently seen?

Yes. Partial payment is allowed. All approved work will be invoice through Wide Area Work Flow website. https://wawf.eb.mil/

24. Is the content on pages 14-64 applicable to the initial proposal response? If so, please specify as there are numerous forms that we are not currently understanding

No. This will be the acceptable quality level that the Government will be using to evaluate the successful offeror.

25. What are the requirements for the selected vendor to be able to work directly with the NEW MEXICO

ARMY NATIONAL GUARD?

We do not understand the question. The vendor with the winning bid will work directly with the New Mexico Army National Guard.

26. Do you have any best-in-class recruitment videos that can be shared to appropriately price out the task?

Yes, and we refer you to the New Mexico State Police recruitment website at https://joinnmsp.com--we desire similar products, deliverables, and services.

27. Are you looking for the creation of multiple videos? If so how many? Is there a preferred video length? 15 second or 30 Second?

We tentatively conceive this requirement to consist of between six and ten videos ranging in length from 30 to 90 seconds, as required to advance our recruiting mission. We are open to any reasonable proposal within or nearly within these guidelines.

28. The NGB has videos that have been created and used for Cinema Advertising in other states, will the NMARNG have access to these videos as well?

We are aware of these videos but desire videos unique to the NMARNG to promote our own organization in and around our home state.

29. If travel costs are built into the line-item production budget for location videography, will the contracting office accept invoices that contain travel cost line items that are in accordance with the budget submitted in our RFP response?

Yes. You may provide a detailed breakdown of cost and place everything under CLIN 001, 003 and 004 showing the total cost per line item.

30. Is there an ability to extend the deliverable timeline beyond 60 days?

We will accept any reasonable proposal or counter-proposal concerning the deliverable timeline. In general the NMARNG is limited to an initial procurement of 12 months of service and wishes to limit the amount of that period of performance spent producing the deliverables.

31. Is there an in-state preference for the award?

We only require compliance with PWS 4.6.

32. Will the offeror be required to film and produce videos, or does NMARNG already have the multimedia content they wish to host on this site?

The offeror will be required to film and produce videos, as well as most other multimedia content.

33. Can you provide more specific details on the videos that the offeror would be required to produce? For example, can you provide information on how many videos need to be produced, how long the videos will be, how many different locations will be used, whether a narrator or actors will need to be hired, etc.?

Refer to our answer to question #27 concerning length. We will provide access to all locations and anticipate shooting to occur in about three to five different locations throughout the state of New Mexico.

Our own personnel will be featured in the videos and can narrate.

34. Can you provide a list of social media accounts that will need to be integrated?

We maintain several social media accounts on popular social media networks such as Facebook and Instagram. We decline to provide a specific or complete listing at this time.

35. In reference to the requirement that the mobile application must “enable user-initiated real-time communications with authorized and designated NMARNG recruiters” (Paragraph 4.2.2), will it be sufficient for the application to initiate a phone call or text message conversation with a recruiter, or is the intent for the application to have its own audio / video / text-based communication mechanism?

We would be open to any of these methods described. We understand costs vary and generally seek the lowest-cost option for this particular feature.

36. Will NMARNG be providing a list of targets for the targeted personal communications component of the PWS (Paragraph 4.4.4)?

We intend Contractor’s deliverables (such as the website and phone app) to obtain this information for specific targeted communications. We will provide general categories of persons whom we believe constitute our target recruitment demographic.

37. Calls for custom video production, editing, narration, and composition. We have no insight to how many videos and nature of these videos (ex: production value, location, etc.) This requirement is broad - could be $5k or $500k. We need more information in order to price out the scope of the requirement.

Please refer to our answers on questions 27 and 33.

38. Calls for a Smartphone app on iOS and Android with real-time communication. Are you expecting that the app will launch the native phone or text features as a cost-effective option? Or would you prefer to build out a custom chat interface complete with push notifications, similar to a Facebook messenger (more expensive option)?

We would be open to any of these methods described. We understand costs vary and generally seek the lowest-cost option for this particular feature.

General

39. Is this new work or is there an incumbent contract?

This is new work.

40. Is there a website site which currently performs the goals described in the PWS and if so what is the url?

No, we currently have no website like this.

Timeline

41. Will the 60 days within effective of contract award include design and buildout of the website and app, all video and media setup, and communication funnel implementation, or is there a graduated schedule for each deliverable?

We will accept any reasonable proposal or counter-proposal concerning the deliverable timeline. In general the NMARNG is limited to an initial procurement of 12 months of service and wishes to limit the amount of that period of performance spent producing the deliverables.

Website Design

42. What do you want to see change about the current website design?

We have no current website.

43. What are the primary challenges you are facing today that anew design would help solve?

We wish to market to a target population that increasingly uses electronic communications and responds best to visual media.

44. What are the primary KPIs or new challenges you are trying to meet with this new design?

The NMARNG RRBN estimates these minimum KPIs will determine project success and future funding:

16,000 annual impressions (unique persons who view the website or interact with other products), 800 annual engagements or leads (persons who contact the NMARNG for recruitment or membership information based on these deliverables), 80 annual enlistments (persons who actually join the NMARNG based on these deliverables). We do not require any guarantee products or deliverables will actually meet these KPIs, but we would look favorably on bids that do make such guarantees.

45. What don’t you like about the old design?

We have no current website.

46. Is the website and application required to compliant with section 508 accessibility requirements?

We must consult with our attorneys before providing a final answer. For the purposes of any bid or proposal assume the answer is “no.”

47. Is the government willing to consider a longer timeline for delivering the website and application 90-120 days?

Please see our two previous answers on this subject.

48. Is there any content beyond the recruitment content that is required to be included on the website? Is the function of the site purely recruitment oriented?

No, the function is purely recruitment-oriented.

49. Is the intention of the contract for the vendor to hand over the site to designated NMARNG staff such that they would maintain the site and hosting after 365 days?

No, our intention is the selected vendor would continue to maintain it if the vendor is fully compliant with all provisions of the PWS and providing satisfactory products and services.

Website Functionality

There is no existing website. We believe questions 51-57 are sufficiently answered above.

50. What do you want to see change about the current website functionality?

51. Are you expecting all current website features to carryover?

52. Are you expecting to see new features?

53. Will we be using existing content as is, or do you have a map of what content will be changing?

54. Will we have access to the existing codebase for the website?

55. What are the primary challenges you are facing today that anew website would help solve?

56. What are the primary KPIs or new challenges you are trying to meet with this new functionality?

57. What don’t you like about the old website?

Video and Animation

58. Do you know how many videos and/or animations, or how many minutes of each you are expecting?

See our several answers above.

59. Idea of how many locations?

See our several answers above.

60. What quantity of video do you anticipate for the website and app (in finished minutes)?

See our several answers above.

61. How many total days or weeks of location production do you estimate?

We do not know. We do not see actual location production exceeding five days; however, we are not professionals in this field. Please refer to our answers on Questions 27 and 33 to make an appropriate estimate.

62. Will there be any studio production involved?

Unlikely, other than what is required to edit videos and add any voiceovers, music, or narrations as required.

63. Do you anticipate new video content being added periodically to the site and app?

No, not during the conceived maximum duration of this agreement.

a. If so, how often will you want to change or update the video content? How much of the content will be replaced at each update?

Hosting We believe questions 51-54 are inapplicable because we have no current website.

64. Can we see the past year’s monthly analytics?

65. Annual and monthly traffic expectations?

66. Peak traffic periods and volume?

67. Current server specifications?

68. Is the website hosting required to meet FEDRAMP security requirements, what level of security is required?

We must consult with our attorneys before providing a final answer. For the purposes of any bid or proposal assume the answer is “yes.”

Smartphone Application Design We believe questions 69-72 are inapplicable because we have no current app. We desire any new app to display substantive website content and enable real-time communications between potential applicants and recruiters.

69. What do you want to see change about the current app design?

70. What are the primary challenges you are facing today that anew design would help solve?

71. What are the primary KPIs or new challenges you are trying to meet with this new design?

72. What don’t you like about the old design?

Smartphone Application Functionality We believe questions 73-80 are sufficiently answered above.

73. What do you want to see change about the current app functionality?

74. Are you expecting all current app features to carryover?

75. Are you expecting to see new features?

76. Will we be using existing content as is, or do you have a map of what content will be changing?

77. Will we have access to the existing codebase for the app?

78. What are the primary challenges you are facing today that anew app would help solve?

79. What are the primary KPIs or new challenges you are trying to meet with this new functionality?

80. What don’t you like about the old app?

81. Can the government describe the real-time communications that need to be enabled in the smartphone application (shall include a means to enable user-initiated real-time communications with authorized and designated NMARNG recruiters)?

We will accept the lowest-cost method to achieve effective real-time communication.

b. Is this the level of effort click to call functionality, or chat, or video conferencing?

c. Will this effort be staffed 24 hours 2 days a week? Will the support/response be limited to recruiters or will there be a need for any additional support of recruits such as help desk required of the vendor? The effort will be staffed 24 hours per day 7 days per week by NMARNG recruiters.

82. Can the government provide a description of the content types in the “individual recruitment information” that users of the smartphone application might send?

d. Is this personal and contact information only? Or would images or documents be submitted by users? We conceive this information being limited to personal and contact information including, but not limited to, name, phone number, email, and basic demographic information such as age and educational attainment. We do not require app functionality to include the ability to submit documents and images, but we would likely be interested in that feature if it could be implemented for a reasonable cost.

83. Would the government consider a responsive website as opposed to both a website and app as long as the website performed all required tasks on mobile devices? The description of the app doesn’t appear to require a standalone mobile application necessarily.

We would be open to this possibility so long as the website provided the same functionality on all the same platforms as the app, as described by the PWS. We would also expect this to include some demonstrated cost savings or other benefit.

Targeted Personal Communications We are currently not using targeted personal communications and believe questions 84-87 are inapplicable.

84. What CRM, Email, SMS, and drip or funnel tools are you using currently?

85. What, if anything, would you like to change about these tools?

86. What, if anything, do you want to see change about your current engagements?

87. What are your engagement KPIs or goals?

Social Media Integration We have profiles on several popular social media platforms. Our social media goals are not dissimilar from our other engagement goals indicated previously.

88. What social media tools are you using currently?

89. What, if anything, would you like to change about these tools?

90. What, if anything, do you want to see change about your current social engagements?

91. What are your social media KPIs or goals?

Search Engine Optimization (SEO) and Analytics Our SEO KPIs and goals are not dissimilar from our other goals as previously described.

92. What are your SEO KPIs or goals?

-------------------------------------------------NOTHING FOLLOWS-------------------------------------------------

The Government will not entertain anymore question regarding this solicitation.