Original Opportunity #: RIP-20-2021
Issued by: Multnomah County
View Original: Load in New Window
s Due Date: Sep 2, 2020 4:00PM (Pacific Daylight Time) add to calendar
Status: closed
Posted: Aug 15, 2020

Description

AMENDED 8/24 Modifying Pre-requisite and first question. Adding question 2.1.26. Extending Event to 9/2/20. This is a Request for Intermediate Proposals (RIP) used when County expenditure will be less than $150,000 for the initial term of the resulting contract. PRE-PROPOSAL CONFERENCE: There will not be a pre-proposal conference for this sourcing event. INTRODUCTION AND BACKGROUND: The Multnomah County Health Department seeks a vendor to implement an all-in-one Health Insurance Portability and Accountability Act (HIPAA) compliant e-newsletter and email marketing solution.  The solution must be a web-based application with a responsive format with built in templates, mailing list management and analytics and reporting. CURRENT SERVICES/SOLUTION: Not applicable to this sourcing event. MULTNOMAH COUNTY TECHNICAL ENVIRONMENT Not applicable to this sourcing event. FUNDING Adequate funding has been budgeted for the purchase of these services. SOLUTION REQUIREMENTS/SCOPE OF WORK The Multnomah County Health Department is seeking a HIPAA compliant email marketing solution to communicate easily and successfully with the Health Services patients (Dental/Primary Care), as well as other patient communities.  The estimated number of current email contacts would be around 35,000.  The programs estimate between 5 and 6 users.  Multnomah County reserves the right to add additional programs based on HIPAA compliance requirements.  Required features of the email marketing solution: User Interface/User Experience Provide custom email and newsletter templates and the ability for user-created templates. Drag and drop editor for email and newsletter template creation and editing. Embedded video capability for emails and newsletters.  Mailing list management that can segregate the mailing list into smaller, targeted groups based on metrics and demographics. Mailing list upload capability that does not overwrite unsubscribe decisions of existing contacts. Mailing list download capability. Automatic unsubscribe and bounce-back handling. Web forms for contact sign up. CAN-SPAM compliance tool for email delivery to the contact inbox.  Main Account with sub account option to segregate use cases. Test and review module, which enables users to send to a testing group. Ability to access from any operating environment. Mobile responsive design. Automatically resize images in newsletters and other communication. Ability to personalize communications based on mailing list data. Ability to create and print out a full-text PDF version of the newsletter that is formatted in one long publication with photos. Ability to include polls and surveys in the newsletter with instant results. A/B Test capability to determine efficacy of template versions. Auto Responder functionality. Reporting  Access to detailed, real-time reporting and analytics tools. Tracking and reporting features including; but not limited to: Mobile/desktop device readership breakdown Engagement statistics  Trending reports across all metrics Poll/survey reports  Content popularity reports sent and delivered (total and by domain) Bounce-backs (number and domain, soft and hard, reason for bounce) Opens (aggregate and unique)  Click-throughs (by specific link and by individual)  Forwards to a friend  Unsubscribes (for external emails) Geo-location (opens per location) Aggregate performance data of email marketing campaigns Support and Training Accessible online training videos and user guides. Unlimited access to vendor resources such as webinars, white papers and workshops.  Access to customer service. Dedicated account manager. Periodic account reviews by dedicated account manager. HIPAA Compliance HIPAA compliant security features. Willingness to enter into the Multnomah County BAA. PRE-AWARD RISK ASSESSMENT Successful proposers whose contract award includes federal funding (as identified by a Catalog of Federal Domestic Assistance number) will be subject to a PreAward Risk Assessment (which includes an evaluation of financial stability, quality of financial /management systems, experience with federal funds, reports and findings from audits) completed by Multnomah County (if one has not been submitted in the last year) prior to the issuance of a contract. Contractors who fail to submit the required documents will not be eligible for a contract from the County. MINIMUM PROPOSAL SUBMITTAL REQUIREMENTS Suppliers must agree to enter into Multnomah County's BAA as-is (sample in Buyer Attachments) if awarded. FISCAL REQUIREMENTS AND REPORTING Not applicable to this sourcing event. PERFORMANCE MEASURES/PERFORMANCE CONTRACTING Not applicable to this sourcing event CONTRACT NEGOTIATION The County will initiate contract negotiations with the responsive and responsible Supplier with the highest scoring proposal. Multnomah County may, at its option, elect to negotiate general contract terms and conditions, services, pricing, implementation schedules, and such other terms as the County determines are in the County’s best interest. If negotiations fail to result in a contract, the County reserves the right to terminate the negotiations and initiate contract negotiations with the next highest scoring responsive and responsible Supplier. This process may continue until a contract agreement is reached.  Multnomah County reserves the right to score the acceptance of its standard contract terms and conditions as a part of this sourcing event. CONTRACT AWARD County is seeking to award one contract through this sourcing event.  Award, as determined by the County, will be made to the responsible Supplier whose Proposal the County determines is most advantageous to the County based on the evaluation process and evaluation factors described in this sourcing event. Multnomah County strongly encourages the participation of Minority-Owned, Women-Owned, and Emerging Small Businesses and Organizations in providing these services. CONTRACT TERM The contract term will be negotiated at time of contract award and will be dependent upon the product and/or services provided. The Negotiated contract term will be in compliance with all public procurement laws and Multnomah County PCRB public contracting rules. COMPENSATION AND METHOD OF PAYMENT Compensation method for implementation services and hardware: deliverables-based payments upon acceptance with a not to exceed cap. Compensation method for ongoing services, software maintenance and support or subscriptions, etc. will be subject to negotiation once the County has selected a Supplier. INSURANCE REQUIREMENTS The Supplier awarded a Contract as a result of this sourcing event will be required to provide at a minimum the insurance outlined in the table below. The type of insurance required will depend on the type of services and or products provided under the contract which will be negotiated during the contract process. Type of Insurance Per Occurrence Aggregate Professional Liability $1,000,000 $2,000,000 Commercial General Liability $1,000,000 $2,000,000 Cyber Liability (only if Software as a Service) $5,000,000 $10,000,000 Workers Compensation Required  MULTI-STAGE SOURCING EVENT SUMMARY Multnomah County will follow a multi-stage sourcing event that incorporates the following potential steps in the Multco Marketplace Supplier Portal: ●     Panel Questionnaire Solution and Supplier Research (Unscored) ●     Autoscored Supplier Qualification based on Solution Requirements ●     Scripted Remote Demo ●     Site Visit(s) ●     Panel Questionnaire Proposal Solution Requirements ●     Panel Questionnaire Proposal Doing Business with Multnomah County ●     Oral Evaluation ●     Pricing Evaluation ●     Best and Final Offer (BAFO) The purpose of a multistage process is to identify and adjust the competitive range between proposed solutions based on the evaluation of each stage with the goal of identifying the most advantageous solution at the conclusion of the process. The first stage for this Sourcing Event will be an Autoscored Supplier Qualification based on Solution Requirements. The follow-on stages will be determined based on the results of the first stage. Multnomah County reserves its right, at its sole discretion, to modify, adjust, re-order, repeat, re-schedule or cancel individual steps by written notification to all affected parties.  Multnomah County may, at its sole discretion, make an award at such time as the most advantageous solution for the County has been identified through this competitive process. EVALUATION PROCESS AND CRITERIA Proposed solutions will be evaluated using a combination of auto-scoring and scoring by an evaluation panel depending on the stage.  Scores of each stage will be added together for a total score for all stages excluding BAFO.  If the County uses an optional BAFO process, prior scores will be considered but a new score will be determined based on evaluation of Best and Final Offers. Multnomah County is seeking a solution and/or services that meets or exceeds its identified requirements based on the judgment of the evaluators and the score of the supplier’s offer determined by this process, at a cost that is deemed by evaluators to be reasonable, responsible and optimal for purchase with public dollars. DETERMINATION OF COMPETITIVE RANGE Multnomah County will determine Competitive Range based on a natural break in scores for those proposers that are determined to be closely competitive and have a reasonable chance to be the Most Advantageous Proposer. At the conclusion of each stage, all proposers will receive notification of which Proposers have been determined to comprise Competitive Range.  Proposers determined to be within the Competitive Range will continue to the next stage unless the County chooses to make an award.

Attachments

This project has the following solicitation documents. You will need to visit the agency's original website to download these documents.

Bid Document File Size Notes

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Solicitation Change History

Changes to This Listing:

Change
Aug 25, 2020
Aug 25, 2020

About Multnomah County

We partner with COBID (Certification Office for Business Inclusion & Diversity) to ensure that supplier diversity is practiced and is a priority in our purchasing and contracting. Supplier Diversity means we are proactive in encouraging or mandating the use of COBID Certified Firms for contracts or subcontracts with the County.


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