Date of Issue: 4/26/11
Request for Proposal: # 11-03
REQUEST for PROPOSAL
COMMUNICATIONS AND OUTREACH SERVICES
Responses to Questions
Q - Do you have offices in the operating 30 states and Puerto Rico?
A - We have staff working in 30 states and Puerto Rico, many of whom have one or
more offices where they serve the community. We currently have state
administrative offices is 21 states.
Q - Where will the point of contact for the management of this RFP be located?
A – The ExperienceWorks national office.
Q - Is this the first time for this type of RPF? If not, was there an incumbent on this
task?
A – This is not the first time for a communications RFP. After that bid process a firm
was selected to perform communications functions.
Q - What is the budget for this RFP? What was the past budget?
A - This RFP requests bidders to indicate the cost of the services they propose to
provide.
Q - You ask that samples of work are optional, but Section 5: Evaluation of
Proposals; Supporting materials/samples of work has 10 points, can you clarify this
conflict?
A - Bidders are welcome to submit materials/samples of work and they can earn up
to 10 points in the evaluation of their proposal.
Q - Are there current samples of the tasks you are requesting in your RFP and if so,
where can we see them?
A – The question is confusing – there are no samples of tasks. Bidders are welcome
to visit the Experience Works website, www.experienceworks.org and the Facebook
page. To request a copy of the 2010 Experience Works Calendar Handbook, please
email Verna Tyree and she will send by U.S. mail copies to those who request them.
Q - Is Experience Works hoping to find a turn key operation, someone who will do
everything? Will that be considered an advantage if a firm offers that?
A – The RFP is clear about the opportunities for bidders to submit proposals for all or
some of scope of work.
Q - 3.1.2, second bullet: Managing written, graphic and photo elements. Not sure
what this means.
A – The bidder is responsible for managing written, graphic and photo elements of
the tasks they perform – the question asks how the bidder does it.
Q - 3.1.4: The bidder should also document whether any unique or proprietary
software will be required to facilitate communication between parties or will be used
in the development or delivery of the products proposed and what compatibility is
necessary. Not sure what this means.
A – If software will be used that requires Experience Works or other parties to have
access to it in order to view or use the product, please describe the product and what
will be required.
Q - setting objectives. Not sure what this means....objectives for Experience Works?
On what level?
A – The objectives are part of the project plan.
Q- 3.1.7 and 3.1.8: What is a cost analysis summary? Also, what is the difference
between these two requirements? We normally do itemize costs, and then give a total
if possible. Although the deliverables are not yet set in some cases. How will this
work? What are you expecting exactly?
A – Bidders must provide enough detail to enable the reviewers to clearly understand
the cost of their services and products.
Q - 3.2.1, last bullet: What is meant by translating materials? Do you mean language
translation?
A – Translating from English into another language.
Q - 3.2.4: Not sure how to price as the list deliverables has not been developed.
A – Please refer to sections 3.1.7, 3.1.8, and 4.1.2. Bidders should price according to
deliverables described in their narrative.
Q - 3.2.6: Are the newsletters in question all e-newsletters?
A – The RFP states that the newsletters should have electronic and print capabilities
Q - Can a firm submit for specific elements of the RFP or are you looking for
a single firm to provide all of the services listed?
A – The response to the question is outlined in Section 3.1
Q - What are the overall budget parameters?
A - Information about the budget are included in 3.1.7, 3.1.8, and 4.1.2
Q - How are you currently handling the services listed in the RFP? Are they
handled internally, through an outside firm or a combination of the two?
A - Combination of the two
Q -What are the goals of Experience Works' communications efforts? What are your
advocacy/policy goals? Which of the services mentioned are top priorities? What are
your priority audiences for external communications? Is this RFP part of a larger
organizational branding effort?
A - Information about Experience Works can be found on
www.experienceworks.org. More detailed answers to the questions will be discussed
with the successful bidder(s).
Q - For the website redesign mentioned under Social Media (3.2.3), are you
looking for a full redesign of your existing website?
A – Either full redesign or updating and improvement
Q - Is there a ceiling budget you are working with for this contract?
A – None has been specified
Q - Is there a level of effort anticipated?
A – Bidders should provide as much detail as possible to describe what efforts will be
required to accomplish the work for which they are bidding
Q- If some tasks do not contain specific details of pages, amounts, schedules, etc. can
we make assumptions (and clearly state them) when preparing our budget?
A- Yes
Q- Are there spacing requirements (i.e. single space, 1.5 space, etc.)?
A- None were specified in the RFP