Commonwealth of Pennsylvania

Transcription

1 Commonwealth of Pennsylvania Date: April 1, 2016 Subject: Children's Health Insurance Program Outreach Solicitation Number: RFQ Opening Date/Time: April 4, :00 PM Addendum Number: 1 To All Suppliers: The Commonwealth of Pennsylvania defines a solicitation Addendum as an addition to or amendment of the original terms, conditions, specifications, or instructions of a procurement solicitation (e.g., Invitation for Bids or Request for Proposals). List any and all changes: Please find attached to the solicitation the final question-and-response document pertaining to the formal inquiries posed. Also attached is a map in response to one of the questions presented. No further questions will be accepted or responded too. For electronic solicitation responses via the SRM portal: Attach this Addendum to your solicitation response. Failure to do so may result in disqualification. To attach the Addendum, download the Addendum and save to your computer. Move to My Notes, use the Browse button to find the document you just saved and press Add to upload the document. Review the Attributes section of your solicitation response to ensure you have responded, as required, to any questions relevant to solicitation addenda issued subsequent to the initial advertisement of the solicitation opportunity. For solicitations where a hard copy (vs. electronic) response is requested: Attach this Addendum to your solicitation response. Failure to do so may result in disqualification. If you have already submitted a response to the original solicitation, you may either submit a new response, or return this Addendum with a statement that your original response remains firm, by the due date to the following address: Pennsylvania Department of Human Services Division of Procurement and Contract Management Room 402 Health and Welfare Building 625 Forster Street, Harrisburg, PA Except as clarified and amended by this Addendum, the terms, conditions, specifications, and instructions of the solicitation and any previous solicitation addenda, remain as originally written. Very truly yours, Name: Title: Daniel R. Boyd Section Chief Form Revised 02/26/08 Page 1 of 2

2 Commonwealth of Pennsylvania Phone: Form Revised 02/26/08 Page 2 of 2

3 Q: Is there an existing strategic marketing plan currently in place for this initiative? A: No Q: Regarding the outreach and enrollment events, is there a current schedule of planned events already in place? If so, how many and what is the geographic range? If not, would you like to us to recommend, plan, manage and coordinate enrollment events as part of our scope of work? A: No, there is not a current schedule of planned events already in place. The selected offeror is responsible for this task. Q: Must all the enrollment events be concluded by June 30, 2016? A: Yes Q: Data collection and evaluation Can you elaborate on this process? Is it up to the winning bidder to implement a system which will collect all the raw data across the board and subsequently analyze said information and act upon it, either through the supervising agency or directly themselves (with client approval), and then redirect marketing efforts accordingly? Or will the DHS supply this relevant data to be interpreted by the winning bidder and then act upon them? A: DHS has information on the uninsured population in Pennsylvania. The selected offeror will be responsible for gathering additional information and evaluate the data to develop an effective outreach campaign. Q: Also on page 2, there is a reference to "data collection and evaluation...to ensure successful implementation." Can you describe the scope of the data collection and evaluation in greater detail? How will the data be gathered? Is there an existing database that will be used as a starting point? A: DHS has preliminary information on the uninsured population in Pennsylvania. The selected offeror will be responsible for gathering additional information and evaluate the data to develop an effective outreach campaign. Q: In regards to the creative materials, you reference two Spanish online banner ads and banner stands, plus any other creative elements or tactics. Are you intending for the contractor to revise the existing collateral materials to be used for the enrollment events and for download on the CHIP website? A: The selected offeror will create new materials. Q: English and Spanish Banner Stands referenced on Attachment B Can you elaborate on where and how such stands will be used? Are there size requirements/restraints? Are they to be used at grass root recruitment functions? Will they be used with existing printed banners, or will there be a need to produce new banners to be used? A: Banner stands will be used at events and other places as appropriate. The size requirement is not defined however banner stands vary anywhere between 31 x 90. The selected offeror will be responsible for designing and producing the banner stands. CHIP does not have banner stands currently. All creative materials will be approved by DHS/CHIP prior to production. Q: Can you define what is meant by a "banner stand," as referenced on p. 2, and how many will be needed. A: Banner stands are retractable, portable graphic displays. This procurement is requesting 1 English and 1 Spanish banner stands be created and produced by the selected offeror.

4 Q: Page 2, Paragraph Four, under Background Needed to Complete Work Plan - The deliverables include the above-mentioned Spanish/English banner stands and any other creative elements or tactics that will help reduce the number of uninsured children in Pennsylvania. Are there elements and tactics that you have in mind? And, if so, how would you like these deliverables costed out in this bid to reflect this work not specifically determined? A: The selected offeror will determine the tactics to accomplish the goals outlined in the statement of work. Educate the public on CHIP; Enroll children, reducing the percentage of uninsured; and Increase the renewal rate of CHIP cases (a case may contain more than one child) that currently do not renew. They should be listed as creative and production as separate line items. Q: Also on page 2, there is a reference to "the awarded contractor will execute multiple outreach and enrollment events across the commonwealth." Can you describe the scope of these events and contractor involvement in greater detail? How many events; will DHS identify the specific events, or will that be up to the contractor? Is there an existing booth/backdrop or will one need to be created? Will DHS personnel staff the event, or will contractor personnel be needed--if so, how many personnel per event? A: The selected offeror will plan and staff outreach and enrollment events to: Educate the public on CHIP; Enroll children, reducing the percentage of uninsured; and Increase the renewal rate of CHIP cases (a case may contain more than one child) that currently do not renew. CHIP does not have an existing booth/backdrop. DHS staff MAY be available to staff/attend events, but the offeror should anticipate utilizing their personnel. Staffing levels are at the discretion of the offeror. Q: For any and all printed collateral materials Will DHS coordinate the printing, or will this be handled by the winning bidder? A: The selected offeror will be responsible for all printing. Q: How would you prefer to receive Enrollment event pricing without having an approved scope, venue, tactic, etc.? A: Include a general budget for what your anticipated enrollment events would cost. Q: Is there currently a collaboration between the PA Department of Education and the CHIP program? If so, what is it? A: The Pennsylvania Education Department (PED) assists with the distribution of a flyer that is distributed to Pennsylvania public and charter schools. CHIP is currently collaborating with PED to determine additional options for information sharing. Q: For planning purposes, we are using the 2015 County Health Rankings and Roadmap Report, a Robert Wood Johnson Foundation program. Is this a reliable source for determining geographic target markets? See the link below. If not, can you provide county information that includes Uninsured Children data for all counties in the State? A: Please see the attached map.

5 Q: Is it acceptable to collaborate with other State Agencies or programs on current marketing initiatives such as HealthChoices? A: Yes Q: Does the Agency plan to re-purpose the Within Reach creative message? A: DHS/CHIP will use the Within Reach campaign through fiscal year which ends June 30, Q: The existing radio creative for English and Spanish have to be re-recorded to replace the call-to-action. Should the bidder include that cost in its proposal? A: All creative costs would be the responsibility of the selected offeror. CHIP will continue to use the KIDS phone number and website. Q: Will the bidder have the option to recommend customizing the existing media plan strategy to coincide with the enrollment outreach plan? A: No. Q: Do you currently have CHIP branded promotional items that could be used for event giveaways? A: There is a very limited amount of promotional materials available. Q: On page 2, the second paragraph reads that "DHS proposes to conduct enrollment and renewal outreach. This will include the creation of strategic marketing plans..." We are hoping you can clarify-- will the plans be created by DHS, or is the contractor expected to create the plans? A: The selected offeror will be responsible for creating strategic marketing plans. Q: Does the scope of this contract include development of new marketing materials for statewide outreach--such as radio and TV spots, digital and outdoor ads, brochures, etc.? If print pieces are needed (brochure) what would the quantity be, and should the cost of printing be included in our response? Would the marketing materials created be in place of or in addition to the items listed on your website at A: This procurement does not include the development of creative that would require a media buy. The quantity of materials needed for an effective outreach campaign depends on the marketing plan the selected offeror creates. Printing of materials is the responsibility of the selected offeror. Materials created for outreach would be in addition to the materials currently listed on

6 Lawrence % Beaver % Crawford 2, % Mercer 1, % Washington 1, % Greene % Erie 1, % Butler 1, % Allegheny 5, % Venango % Fayette 1, % Counties with 2,000 or More Kids and/or 6.0% or More of Kids Uninsured State Total: 141,625 Kids, 5.18% Clarion % Armstrong % Westmoreland 1, % Warren % Forest 0 0.0% Jefferson % Indiana 2, % Somerset % Elk % Cambria % McKean % Clearfield % Blair 1, % = 6.0% or More of Kids Uninsured = 2,000 or More Kids Uninsured Cameron % Potter % Centre 1, % Huntingdon % Clinton % Mifflin 2, % Tioga % Juniata 1, % Perry 1, % Bedford Fulton Franklin 8.4% Adams 4.7% 3,601 1, % 5.8% Lycoming 1, % Cumberland 2, % Union 1, % Snyder 1, % = 6.0% or More AND 2,000 or More of Kids Uninsured Montour % Columbia % Dauphin 3, % Lebanon 3, % York 3, % Bradford 1, % Sullivan % Northumberland 1, % Lancaster 18, % Susquehanna % Wyoming % Luzerne 2, % Schuylkill 1, % Berks 5, % Carbon % Lehigh 4, % Chester 6, % = 5,000 or More Kids Uninsured Lackawanna 1, % Wayne % Monroe 1, % Northampton 2, % Bucks 3, % Montgomery 5, % Delaware 4, % Pike % Philadelphia 16, % Source: American Community Survey Year Estimate