Request for Qualifications for MeHI Communications & Outreach Services

Transcription

1 Request for Qualifications for MeHI Communications & Outreach Services (RFQ No MeHI-01) Questions and Answers 1. Outreach, in the non-profit and government sectors, is often defined as an educational process versus a sales/demand generation process. How does MeHI define "outreach"? MeHI defines outreach as the combination of marketing, communications, demand generation, client engagement support, and education. However, all these activities are strongly focused on providing information and education in support of the healthcare provider industry. 2. What are the major goals/objectives for the O&O team in the next one to two years? The O&O team will improve client access to our Health IT adoption, Meaningful Use and ehealth Cluster support activities by combining the principles of marketing, outreach, communication, client engagement, and education. The key O&O priorities relevant for this RFQ include: Combine messaging for all MeHI programs under a consistent thematic scope; Build out the MeHI website to provide additional information and education on Health IT; Design and execute a new Social Media strategy to better present MeHI and what we offer; Develop advanced Health IT adoption education workshop series; and Expand the Salesforce Customer Relationship Management system. 3. What are the key functions/internal roles and responsibilities of the O&O team? The functions and relevant responsibilities of the O&O team members includes: Outreach and Operations Director: Overall O&O responsibility; Communications Manager: MeHI communications and event organization; Social Media Specialist: Content development for social media platforms; Business Solutions Manager: Salesforce.com development and maintenance; Salesforce Developer: Implementation of SQL and Salesforce solutions (Apex, Visual Force) Operational Data Administrator: Acquisition, maintenance and analysis of business data 4. How will you measure outreach success?

2 This is an RFQ to prequalify consultants with the desired qualifications. Consultants that are successfully prequalified will be eligible to be assigned work by MeHI pursuant to our procurement procedures. Criteria for success will be developed based on the outcomes expected for specific projects. 5. Can you share MeHI's Agile prototyping and piloting approach? MeHI typically does not develop elaborate specifications for implementation by the consultants. Instead we use brainstorm sessions to develop conceptual outreach solutions to address MeHI s needs, which results in storyboards, sketches, diagrams, headlines and other representations. After discussion of these concepts, the consultants must be able to design professional looking prototypes. The MeHI O&O and program teams will review and/or pilot the prototypes and provide feedback for finalization of the solution. This approach is an iterative process that often requires agile multiple same-day responses from the consultants via , phone or meetings. 6. Given that MeHI follows an Agile approach, please describe the workflow from a development to a production environment? We build website functionality and content additions on a development website, which is then released in full to the live MeHI website. The consultants must be able to guide and assist our Corporate IT staff in this release process, especially when new Drupal modules have been incorporated. For minor content additions, the MeHI staff may copy updated content by hand. 7. How much emphasis will be placed on having the entire team in Massachusetts? The preference is to have at least one person located in Massachusetts who can participate in and contribute to the brainstorm, prototype review, and project management discussions. The on-site person must be able to facilitate the phone interactions with the rest of the consultant s team. 8. How often do you anticipate wanting someone from the team on site (other than for bi-weekly brainstorm sessions)? To support the Agile process, we typically only need someone on site for the bi-weekly sessions, but occasionally we may organize special sessions as necessary. 9. Could you please expand on the meaning of this requirement: Assist MeHI s management in developing new in-house outreach capabilities From time to time, we expand the routine outreach capabilities of our staff through training. We may ask the consultants to assist in this staff training by providing guidance. This enables us to focus the budget for consultant time on non-routine value-add activities.

3 10. Could you please prioritize your audiences for inbound and outbound? The same audiences apply to inbound and outbound. Our main target audience are healthcare providers and organizations, and all their related stakeholders in both industry and government. In addition, we target ehealth companies and all of their related stakeholders. 11. Regarding the creation of templates for MeHI content and graphics, are you looking for both digital and print-ready materials? The templates will be used by the MeHI staff to create derivative materials that typically can be used either digitally, printed, or both. 12. For the social media messaging requirement, is this for daily social media management/writing/engagement or for campaign-focused messaging for MeHI staff to disseminate? Typically the daily social media and campaign-focused messaging will be produced by the MeHI staff, but this may, at times, require support from, or be delegated to, consultants. 13. For the development of social media content for various platforms, does this include capturing fresh video content as well as continual graphic updating? Social media content development may include relevant graphics development. 14. Will you require video capture in addition to editing? Video capture capability is not required, but if this capability is available that may be a plus. 15. Regarding graphic design standards, are you looking to refocus your overall design and then develop new brand guidelines? New style guides? Since we recently developed new design and brand guidelines, we are unlikely to refocus, but incremental additions and style guides may be needed based on future business needs. 16. Is public affairs and/or media relations a part of the scope (i.e., helping to secure and sustain government funding, communicating with state/federal government policymakers, etc.)? These activities are handled by MassTech s Corporate Communications and Executive Team. The MeHI team supports this effort and at times we may require background assistance from the consultants. 17. Is paid media (i.e., promoted social content, digital ad buys/sponsored content, etc.) included within the scope of this RFQ? What is the budget for paid media? Paid media is not included. 18. Will this contract potentially include technical development to facilitate EMR interoperability to the Mass HIway?

4 Mass HIway technical development is not included. 19. Is there any ecommerce or fundraising on the website? ecommerce or fundraising is not included. 20. Is support for the MeHI Member Portal and PQRS Registry part of this scope of work? Are there any other portals, microsites or e-services that would require web and technical support? Portal and Registry support is currently not included, but this capability may be a plus. 21. Are there any mobile apps (native or web) that would require technical support? Mobile apps are not included, but we may considered in the future, so this capability is a plus. 22. Does MeHI have any plans to redesign its website and/or make it responsive in the next two years? We aim to continuously update the existing website with new functionality and content. 23. Are all your technologies Drupal-based? The website technology is Drupal based. 24. Do you have plans to upgrade from Drupal 7 to Drupal 8 in the next two years? Upgrading will be considered if appropriate. 25. Does MeHI own all the source code to its web properties and services? Is any of it owned by a third party? MeHI is a division of the Massachusetts Technology Collaborative (MassTech). MassTech owns all the source code. 26. Can you provide the technical specs of your development environment? No specifications other than Drupal documentation is available. 27. Can you provide more specifics regarding the integration of SalesForce with the MeHI website? Is it used for more than newsletter subscription and management? The MeHI website can import directory data from SalesForce report files, e.g. for the ehealth Cluster Directory. This data is stored in a Drupal database and interpreted for page display. This code automatically adds items to the display when new items are added to the report files. Use of this functionality has been extended to support alternate directory uses and can also import Excel files. The alternate uses have not yet been released. 28. What is the annual budget estimate? Can you break it down by fee versus out of pocket expenses? This is a qualifications request. The actual budget varies and will be awarded based through a separate procurement process that reflects budgets tied to a specified scope of work. The

5 preference is to limit out of pocket expenses, while not unduly limiting the onsite support necessary. 29. Who is the incumbent? Are they competing for this business? The incumbent is Digital Collaboration Solutions. We won t know which companies will compete until the responses to the RFQ have been submitted. 30. How many firms submitted questions? To ensure competitiveness, we cannot answer this question. 31. The RFQ mentions the deadline for electronic responses on 9/28, but then indicates that responses must be submitted to a mailing address. Can you please clarify how you want responses to be submitted? If you want hard copies, how many copies need to be delivered? An electronic response must be submitted to MassTech to be considered under this RFQ. The electronic response must be received by MassTech no later than 3:00 p.m. on September 28. The electronic response can be submitted by electronic mail to proposals@masstech.org or delivered on a CD or flash drive to the address listed in Section 4.3(b) of the RFQ. Submission of a paper copy of a RFQ response is optional. If you elect to submit a paper version of your response along with the electronic version, the paper version must also be received by MassTech by 3:00 p.m. on September 28. We will issue an addendum to the RFQ to clarify the submission requirements as noted in this answer.