R FQ #H SS1403 Q U E S T I O N S A N D A N S W E R S AS OF M A Y 6, 2014 Question Answer Are we required to first be registered with the City of San Francisco before we would be eligible to participate in the RFQ, and if so, how what do we need to do and how do we go about doing that? Per Addendum Number One, there is no requirement that a firm be pre-registered with the City & County of San Francisco before it is eligible to participate in this RFQ. Does all of a proposed team have to be local to SF, or do you allow vendors to have people handling some aspects of an assignment remotely? For example, we are an agency with resources in many places, and sometimes we tap them as needed. There is no requirement that all work be done locally. I was hoping you might be replicating your presubmittal conference in some other form for those of us who can't make it in person. Yes, per Addendum 2 we will have the following call in number: Dial-in 888-808-6929; Participant Code 5540616. For vendors who perform all core services in-house and do not sub-contract out 17% of the value of the contract, is the LBE subcontracting goal mandatory? Yes, the LBE subcontracting goal is mandatory in accordance with the documents provided in the RFQ. You may contact the City & County of San Francisco Contract Monitoring Division (CMD) if you need clarification about any particular requirements. The primary contact at CMD for this RFQ is [email protected]; the secondary contact is [email protected]. Point of clarification on the Digital Video section – we already have a high quality gamified benefits education video series. We can and do customize videos for our clients. However, these videos are animated and we wouldn’t do talent recruiting for any human type productions. I assume it is still alright for us to submit our product capabilities for this ask but wanted to make sure the City wasn’t set on human driven videos (for lack of a better term). Yes, we welcome submissions with animated solutions for the Digital Video Service area. Page 1 of 5 R FQ #H SS1403 Q U E S T I O N S A N D A N S W E R S AS OF M A Y 6, 2014 Service Area 2: Digital Design & Usability: Bullet 4 refers to creating a consistent and appropriate design for a variety of devices. Does a list exist of devices they currently support or want to support going forward? Do you have a specified frequency to revisit supported devices/OSs? Bullet 6 refers to consulting on the customization of 3rd party tools that may integrate with the HSS website. Can you provide any examples? Once a contract is awarded, HSS will work with the selected vendor to review the analytics data from our current website, and industry best practices to agree on the list of devices and browsers to be supported. Third party tools may include assisting in enhancing interface design and usability for the eBenefits module of PeopleSoft, the tool which may manage our self-service enrollment. Service Area 5: Digital Video Service Area 5: Digital Video- Bullet 7 refers to conversion and upload to LMS, web and other formats as specified by HSS. Can you share details about the current LMS platform? Is the expectation to simply post completed videos to the system or is a broader LMS maintenance role needed? If the latter, please provide more details on the system. There is no guarantee of a minimal amount of work or compensation for any of the Respondents who are prequalified into any of the 6 Service Areas. Ref: RFQ page 4, Section II. Statement of Need and Intent, and Attachment VI-Statement of Minimum Qualifications 1.1. Please confirm that you require two projects completed in the past three years in a healthcare, health insurance, health, wellness or health benefits area for each service area. The former reference says one project, the latter, two projects are required. Please clarify does a project completed in the public service communications also qualify for the minimum, as stated in RFQ page 4, Section II. Statement of Need and Intent? It is not so stated in the Attachment VI. "Respondents should have a proven record of successfully delivering effective communications for large organizations, including at least one project in the past three years specifically related to healthcare, health insurance, health benefits, wellness, fitness, public health or public service communications." Thank you for pointing out this discrepancy. Please see Addendum #3 regarding the correction to Attachment VI. Page 2 of 5 R FQ #H SS1403 Q U E S T I O N S A N D A N S W E R S AS OF M A Y 6, 2014 If one of our prior healthcare/health insurancerelated communications completed projects, submitted as a qualification, promoted improved health practices to a segment of the general population well in excess of 1,000 people, would this project meet your minimum requirement? If yes it does meet your requirement, would it be scored lower than a project that specifically communicated with members of an organization of 1,000 or more members? This would be acceptable and meet the minimum requirement. It would not be scored lower based solely on the intended audience. In our response, must the LBE subcontractor have completed the required project(s) if the prime contractor has completed the required project(s)? If the prime contractor has completed the project, the project can be submitted to meet the minimum qualification. If an LBE subcontractor is to handle the majority of work in a particular service area, may we cite their prior completed project(s) to meet the one or two completed project minimum? Yes, if you are the prime Respondent you may submit a project completed by an associated LBE to meet the minimum qualification for a particular service area. Reference RFQ page 12, Section A.3. Company description: should we also describe our LBE subcontractor, and if so, does this description go into this section of our Qualifications, and within the 3 pages maximum? Per Addendum 3, in addition to all other required information in the company description you must list any associated LBE subcontractors. To accommodate this change the maximum length for a company description is now four pages. Ref: RFQ pages 6-7, Service Areas 2 and 3,3.1. What are the "technical requirements approved by HSS” mentioned several times in the RFQ? How/when can we get the technical requirements? Once a contract is awarded for web development, HSS will work with the contracted vendor to develop a technical requirements document to guide the engineering. HTML 5 is mentioned in the RFQ. Older browsers do not support HTML 5. What browsers and versions need to be supported? Once a contract is awarded, HSS will work with the contracted vendor to review the analytics data from our current website, and industry best practices to agree on the list of devices and browsers to be supported. We may not use HTML 5, depending upon this analysis. Page 3 of 5 R FQ #H SS1403 Q U E S T I O N S A N D A N S W E R S AS OF M A Y 6, 2014 What type of mobile support is needed for the new HSS site? Once a contract is awarded, HSS will work with the selected vendor to review the analytics data from our current website, as well as industry best practices to agree on the list of devices and browsers to be supported. For purposes of the RFQ assume that you must support the standard array of devices that currently have popular market share. Are there any legacy databases, web apps or technologies that must be carried over to the new site? We currently have a simple HTML/CSS website. No databases or customized apps. Will the site need to host any secure data? If yes, what sort of security or protocols do you require? Once a contract is awarded we will work with vendors to determine what, if any, security protocols will be required. At present our site does not host any secure data. May the site be hosted on a third-party hosting service? Yes. If site will be hosted in-house, what type of server is the site hosted on? Will we have direct access to the server? Assume an external hosting situation. Which firms have been assisting HSS with similar service areas in the last 3 years? All web development is currently handled in-house. Firespring hosts the Health Service System website – firespring.com What is your anticipated budget for each of the Service Areas? Specific project budgets will be determined after the RFQ process is completed. Has HSS written a communication strategy or brand guidelines and if yes, please may we have a copy? HSS has a brand strategy and guidelines document that will be made available to contracted vendors. Page 4 of 5 R FQ #H SS1403 Q U E S T I O N S A N D A N S W E R S AS OF M A Y 6, 2014 Will you make the identities of LBEs who are interested in being subcontractors for this RFQ known to prime contractors, and if so, how and when? We have posted a partner opportunity list which flags LBE firms at myhss.org/RFQ. Prospective prime consultants can also find the complete list of certified Local Business Enterprises on the City LBE Directory: http://sfgsa.org/index.aspx?page=6132. Page 5 of 5