Arlington County Government Sealed Solicitation
Title: 22-CMO-RFP-586 Public Engagement and Survey Online Tool Solution
Deadline: 2/15/2022 1:00 PM (UTC-05:00) Eastern Time (US & Canada)
Status: Awarded
Solicitation Number: 22-CMO-RFP-586
Description: The County is seeking a qualified contractor to host an interactive, web-based comprehensive Public Engagement and Survey Online Tool that has multiple levels of functionality to design customized engagement strategies that are aligned with various plans, projects, and policies.
Pre-Bid Meeting Date: 1/20/2022 11:30 AM
Pre-Bid Meeting Details: Please sign up if you plan to attend the pre-bid meeting.
Documents:
| Documents as of 1/13/2022 |
|---|
| 22-CMO-RFP-586 Public Engagement and Survey Tool Solution.pdf |
| Attachment A Cost Proposal Final.xlsx |
| Attachment B Table of Conformance Final-1.xlsx |
Addition 1
Posted: 1/21/2022
Type of Addition: Meeting Notes and Sign-In Sheet
Overview: Preproposal Conference Meeting Minutes and Sign-in Sheet
Documents:
Addition 2
Posted: 2/16/2022
Type of Addition: In Review
Addition 3
Posted: 8/25/2022
Type of Addition: Notice of Award
Overview: Notice of Award: Cityzen Solution, Inc. dba PublicInput.com
Documents:
Question 1
Posted: 1/14/2022
Question: Dear Arlington County, My Questions are as follows: 1. How many admin/super users will use the system? 2. How many staff users will use the system? 3. How many individuals will be receiving training? 4. How many stakeholders are estimated to use the system? 5. Is there a software that may have some of the features that you are currently seeking to better understand your goals with a survey forms platform? 6. Are you seeking only survey forms or application forms as well? 7. Is there an annual budget limit for this software? 8. Are you seeking a mass emailing system to engage stakeholders? 9. How many surveys do you estimate will be created per year?
Response: 1. Question: How many admin/super users will use the system? Answer: The County anticipates that each department would have 1-2 super-users. 2. Question: How many staff users will use the system? Answer: The County would prefer for each department to have multiple staff who have unlimited access. 3. Question: How many individuals will be receiving training? Answer: All staff that is using the tool. 4. Question: How many stakeholders are estimated to use the system? Answer: Approximately 75,000-100,000 participants yearly. 5. Question: Is there a software that may have some of the features that you are currently seeking to better understand your goals with a survey forms platform? Answer: The County currently utilizes 76 engage, Konveio, Survey Monkey, User Voice. 6. Question: Are you seeking only survey forms or application forms as well? Answer: The County is open to receiving both survey and application forms. 7. Question: Is there an annual budget limit for this software? Answer: The County does not disclose Budget information. 8. Question: Are you seeking a mass emailing system to engage stakeholders? Answer: The County currently utilizes Gov Delivery, but are open to your proposal. 9. Question: How many surveys do you estimate will be created per year? Answer: It varies from year to year, with multiple -simultaneous engagements happening simultaneously.
Question 2
Posted: 1/24/2022
Question: 1. Is the department willing or interested in participating in a free live demo or recording of the technology in lieu of the sandbox requirement? 2. Is complete API integration of other platforms a mandatory requirement? 3. How long is the contract duration? 4. Are there a set amount of vendors that will be chosen for the contract? 5. Are you looking to utilize your other survey providers in conjunction with the contracted technology or to replace your current providers?
Response: 1. Question: Is the department willing or interested in participating in a free live demo or recording of the technology in lieu of the sandbox requirement? Answer: The Sandbox is a requirement to be responsive to this solicitation. An Offeror may be asked to provide a demo or recording at the evaluation phase. 2. Question: Is complete API integration of other platforms a mandatory requirement? Answer: No, however, the County is interested in what API options are available, with a specific interest in Gov delivery and Microsoft 365 3. Question: How long is the contract duration? Answer: Please see Section III. Introduction to Request for Proposal No. 22-CMO-RFP-586, last sentence in the first paragraph. 4. Question: Are there a set amount of vendors that will be chosen for the contract? Answer: No. The County reserves the right to award to multiple vendors. 5. Question: Are you looking to utilize your other survey providers in conjunction with the contracted technology or to replace your current providers? Answer: It depends on what solutions are presented during the RFP process. The County is looking for Offerors to utilize their expertise and provide a solution with any and all recommendations.
Question 3
Posted: 1/27/2022
Question: What is the budget for this project?
Response: The County does not disclose its budget.
Question 4
Posted: 1/28/2022
Question: 1. Can we submit one proposal for both solutions? 2. For technical approach and onboarding are we ok to submit a separate technical proposal document to include an expansion to the short responses in attachment B and also to include a detailed explanation for training and technical assistant services requirements mentioned in the RFP? 3.What is the proposed budget for this RFP? 4. Does the county provide any points for SWAM/Minority business participation? 5. Does the County require a helpdesk? 6. What is the Timeline for implementation? 7. In order to submit a fully compliant response will the County grant a 2 week extension of the deadline for the response? 8. Does the platform/solution need to be a FISMA and/or FEDRAMP compliant solution? 9. In order to setup a working Sandbox solution we will need some existing data from the county. Either an API, or xml or csv file will suffice for most of the data. Will the county entertain a data request and if yes, how do we request it?
Response: 1. Can we submit one proposal for both solutions? Answer: Yes 2. For technical approach and onboarding are we ok to submit a separate technical proposal document to include an expansion to the short responses in attachment B and also to include a detailed explanation for training and technical assistant services requirements mentioned in the RFP? Answer: Yes. However, Attachment B must also be submitted to be responsive to the RFP 3.What is the proposed budget for this RFP? Answer: The County does not disclose its Budget. 4. Does the county provide any points for SWAM/Minority business participation? Answer: No, the points/weights of evaluation will be applied based on the Criteria section in the RFP only. 5. Does the County require a helpdesk? Answer: The County is NOT looking for a 24/7 help desk. However, we are interested in having a common set of FAQs available within the system for any user; and a ‘technical assistance line—to get support during regular business hours. 6. What is the Timeline for implementation? Answer: The County anticipates utilizing the tool as soon as possible following award and training. 7. In order to submit a fully compliant response will the County grant a 2 week extension of the deadline for the response? Answer: The Proposal date will remain unchanged at this time. 8. Does the platform/solution need to be a FISMA and/or FEDRAMP compliant solution? Answer: No, the County is not subject to FISMA or FedRAMP. 9. In order to setup a working Sandbox solution we will need some existing data from the county. Either an API, or xml or csv file will suffice for most of the data. Will the county entertain a data request and if yes, how do we request it? Answer: The Offeror is expected to use fictitious or other information for the Sandbox. The County will not be providing data information.
Question 5
Posted: 1/28/2022
Question: How many completed surveys did you have last year? How many completed surveys do you anticipate for the coming year? How many users do you anticipate wanting access to the online platform (portal for reviewing survey feedback, dashboards, and reports)? How many users do you anticipate wanting administrative user permissions (do things like building surveys, dashboards, adding users)? From procurement standpoint, can you buy off the GSA Schedule? From procurement standpoint, do you do anything with Avaya, Amazon or Microsoft (options for procurement via partners)? You mentioned your current providers for public engagement and survey tools. Is there a reason you are looking to change? Is there anything you aren’t able to do today that you would like to do? Have you in the past or are currently using social community and/or web self-service software?
Response: Question: How many completed surveys did you have last year? Answer: Information is not available at this time. Question: How many completed surveys do you anticipate for the coming year? Answer: The tool is used for multiple projects (big and small ) throughout the year—across government all simultaneously. The County is looking for a solution that does not have a cap on the number of surveys that can be administered. Question: How many users do you anticipate wanting access to the online platform (portal for reviewing survey feedback, dashboards, and reports)? Answer: The County anticipates unlimited users. Question: How many users do you anticipate wanting administrative user permissions (do things like building surveys, dashboards, adding users)? Answer: The County anticipates that each department would have 1-2 super-users. Question: From procurement standpoint, can you buy off the GSA Schedule? Answer: The County will only answer questions in reference to this solicitation. Question: From procurement standpoint, do you do anything with Avaya, Amazon or Microsoft (options for procurement via partners)? Answer: The County will only answer questions in reference to this solicitation. Question: You mentioned your current providers for public engagement and survey tools. Is there a reason you are looking to change? Answer: The current contract will expire soon. Question: Is there anything you aren’t able to do today that you would like to do? Answer: The County is looking for a solution that meets the needs in the RFP. The County is interested in a tool that is more self-sufficient and intuitive, making it easy for staff to work independently. Question: Have you in the past or are currently using social community and/or web self-service software? Answer: The County utilizes Twitter, Facebook, Instagram to promote engagement opportunities. We also utilize Gov Delivery for distributing information to hundreds of thousands of stakeholders across our community
Question 6
Posted: 1/28/2022
Question: Is there an incumbent firm and if so, can the County share that firm name?
Response: Please reference Section III. Introduction to Request for Proposal No. 22-CMO-RFP-586, Current Services, in the RFP.
Question 7
Posted: 1/28/2022
Question: Is there a budget for this tool and if so, can the County provide that budget?
Response: Yes, the County has a budget for this tool. However, the County does not disclose budget information.
Question 8
Posted: 1/28/2022
Question: 1. Would the County consider extending the due date of the proposal an additional 7 calendar days from receipt of answers to questions to ensure adequate time to prepare the best response? 2. What is the place of performance for this contract? 3. Will the tool(s) collect any PII? 4. Can the County share what information they anticipate will be collected from public users? 5. Will the tool require users to set up login credentials? 6. Does the County have a forecast on the number of personnel that will require training? 7. Will the County consider removing the sandbox requirement for this RFP so that firms can propose a custom, built-from-scratch solution? 8. Will the County consider removing the standard Software License Agreement inclusion with the response for firms that would like to propose a custom solution built with Open-Source software that do not require licensing? 9. Does the County have a forecast on the number of personnel that will require training? 10. Will the County want training to be performed onsite or can it be performed remotely? 11. Does the County intend to award this as a Time & Materials contract? 12. Do firms needs to comply with the Arlington County Business Licenses requirement before award or is this a requirement that can be met post-award? 13. The Proposal Form requires firms to select from some socio-economic statues but we cannot find any socio-economic set aside preference or requirements. Can the County clarify if this is a set-aside opportunity or if firms with a socio-economic certification are preferred?
Response: 1. Would the County consider extending the due date of the proposal an additional 7 calendar days from receipt of answers to questions to ensure adequate time to prepare the best response? Answer: The Proposal Due date will remain as is. 2. What is the place of performance for this contract? Answer: All services are virtual and online 3. Will the tool(s) collect any PII? Answer: The County asks for names and emails for online participation forms and aggregates optional demographic information. No PII is collected 4. Can the County share what information they anticipate will be collected from public users? Answer: The tool will be used to engage the community in their perspectives, thoughts, views, and preferences to help inform decision-makers on a range of policies, programs, and projects. 5. Will the tool require users to set up login credentials? Answer: We are interested in this option so we can re-engage participants; as well as an option for signing on as a guest 6. Does the County have a forecast on the number of personnel that will require training? Answer: All staff that is using the tool. Super-users would need another layer of training. 7. Will the County consider removing the sandbox requirement for this RFP so that firms can propose a custom, built-from-scratch solution? Answer: No. 8. Will the County consider removing the standard Software License Agreement inclusion with the response for firms that would like to propose a custom solution built with Open-Source software that do not require licensing? Answer: No. 9. Does the County have a forecast on the number of personnel that will require training? Answer: See the answer for Question 6. 10. Will the County want training to be performed onsite or can it be performed remotely? Answer: Training can be performed remotely. 11. Does the County intend to award this as a Time & Materials contract? Answer: No. 12. Do firms needs to comply with the Arlington County Business Licenses requirement before award or is this a requirement that can be met post-award? Answer: This requirement must be met before contract execution. It is not needed before award. 13. The Proposal Form requires firms to select from some socio-economic statues but we cannot find any socio-economic set aside preference or requirements. Can the County clarify if this is a set-aside opportunity or if firms with a socio-economic certification are preferred? Answer: This is not a set-aside and the County does not show a preference for a socio-economic certification.
Posted: 1/21/2022
Type of Addition: Meeting Notes and Sign-In Sheet
Overview: Preproposal Conference Meeting Minutes and Sign-in Sheet
Documents:
Posted: 2/16/2022
Type of Addition: In Review
Posted: 8/25/2022
Type of Addition: Notice of Award
Overview: Notice of Award: Cityzen Solution, Inc. dba PublicInput.com
Documents:
Posted: 1/14/2022
Question: Dear Arlington County, My Questions are as follows: 1. How many admin/super users will use the system? 2. How many staff users will use the system? 3. How many individuals will be receiving training? 4. How many stakeholders are estimated to use the system? 5. Is there a software that may have some of the features that you are currently seeking to better understand your goals with a survey forms platform? 6. Are you seeking only survey forms or application forms as well? 7. Is there an annual budget limit for this software? 8. Are you seeking a mass emailing system to engage stakeholders? 9. How many surveys do you estimate will be created per year?
Response: 1. Question: How many admin/super users will use the system? Answer: The County anticipates that each department would have 1-2 super-users. 2. Question: How many staff users will use the system? Answer: The County would prefer for each department to have multiple staff who have unlimited access. 3. Question: How many individuals will be receiving training? Answer: All staff that is using the tool. 4. Question: How many stakeholders are estimated to use the system? Answer: Approximately 75,000-100,000 participants yearly. 5. Question: Is there a software that may have some of the features that you are currently seeking to better understand your goals with a survey forms platform? Answer: The County currently utilizes 76 engage, Konveio, Survey Monkey, User Voice. 6. Question: Are you seeking only survey forms or application forms as well? Answer: The County is open to receiving both survey and application forms. 7. Question: Is there an annual budget limit for this software? Answer: The County does not disclose Budget information. 8. Question: Are you seeking a mass emailing system to engage stakeholders? Answer: The County currently utilizes Gov Delivery, but are open to your proposal. 9. Question: How many surveys do you estimate will be created per year? Answer: It varies from year to year, with multiple -simultaneous engagements happening simultaneously.
Posted: 1/24/2022
Question: 1. Is the department willing or interested in participating in a free live demo or recording of the technology in lieu of the sandbox requirement? 2. Is complete API integration of other platforms a mandatory requirement? 3. How long is the contract duration? 4. Are there a set amount of vendors that will be chosen for the contract? 5. Are you looking to utilize your other survey providers in conjunction with the contracted technology or to replace your current providers?
Response: 1. Question: Is the department willing or interested in participating in a free live demo or recording of the technology in lieu of the sandbox requirement? Answer: The Sandbox is a requirement to be responsive to this solicitation. An Offeror may be asked to provide a demo or recording at the evaluation phase. 2. Question: Is complete API integration of other platforms a mandatory requirement? Answer: No, however, the County is interested in what API options are available, with a specific interest in Gov delivery and Microsoft 365 3. Question: How long is the contract duration? Answer: Please see Section III. Introduction to Request for Proposal No. 22-CMO-RFP-586, last sentence in the first paragraph. 4. Question: Are there a set amount of vendors that will be chosen for the contract? Answer: No. The County reserves the right to award to multiple vendors. 5. Question: Are you looking to utilize your other survey providers in conjunction with the contracted technology or to replace your current providers? Answer: It depends on what solutions are presented during the RFP process. The County is looking for Offerors to utilize their expertise and provide a solution with any and all recommendations.
Posted: 1/27/2022
Question: What is the budget for this project?
Response: The County does not disclose its budget.
Posted: 1/28/2022
Question: 1. Can we submit one proposal for both solutions? 2. For technical approach and onboarding are we ok to submit a separate technical proposal document to include an expansion to the short responses in attachment B and also to include a detailed explanation for training and technical assistant services requirements mentioned in the RFP? 3.What is the proposed budget for this RFP? 4. Does the county provide any points for SWAM/Minority business participation? 5. Does the County require a helpdesk? 6. What is the Timeline for implementation? 7. In order to submit a fully compliant response will the County grant a 2 week extension of the deadline for the response? 8. Does the platform/solution need to be a FISMA and/or FEDRAMP compliant solution? 9. In order to setup a working Sandbox solution we will need some existing data from the county. Either an API, or xml or csv file will suffice for most of the data. Will the county entertain a data request and if yes, how do we request it?
Response: 1. Can we submit one proposal for both solutions? Answer: Yes 2. For technical approach and onboarding are we ok to submit a separate technical proposal document to include an expansion to the short responses in attachment B and also to include a detailed explanation for training and technical assistant services requirements mentioned in the RFP? Answer: Yes. However, Attachment B must also be submitted to be responsive to the RFP 3.What is the proposed budget for this RFP? Answer: The County does not disclose its Budget. 4. Does the county provide any points for SWAM/Minority business participation? Answer: No, the points/weights of evaluation will be applied based on the Criteria section in the RFP only. 5. Does the County require a helpdesk? Answer: The County is NOT looking for a 24/7 help desk. However, we are interested in having a common set of FAQs available within the system for any user; and a ‘technical assistance line—to get support during regular business hours. 6. What is the Timeline for implementation? Answer: The County anticipates utilizing the tool as soon as possible following award and training. 7. In order to submit a fully compliant response will the County grant a 2 week extension of the deadline for the response? Answer: The Proposal date will remain unchanged at this time. 8. Does the platform/solution need to be a FISMA and/or FEDRAMP compliant solution? Answer: No, the County is not subject to FISMA or FedRAMP. 9. In order to setup a working Sandbox solution we will need some existing data from the county. Either an API, or xml or csv file will suffice for most of the data. Will the county entertain a data request and if yes, how do we request it? Answer: The Offeror is expected to use fictitious or other information for the Sandbox. The County will not be providing data information.
Posted: 1/28/2022
Question: How many completed surveys did you have last year? How many completed surveys do you anticipate for the coming year? How many users do you anticipate wanting access to the online platform (portal for reviewing survey feedback, dashboards, and reports)? How many users do you anticipate wanting administrative user permissions (do things like building surveys, dashboards, adding users)? From procurement standpoint, can you buy off the GSA Schedule? From procurement standpoint, do you do anything with Avaya, Amazon or Microsoft (options for procurement via partners)? You mentioned your current providers for public engagement and survey tools. Is there a reason you are looking to change? Is there anything you aren’t able to do today that you would like to do? Have you in the past or are currently using social community and/or web self-service software?
Response: Question: How many completed surveys did you have last year? Answer: Information is not available at this time. Question: How many completed surveys do you anticipate for the coming year? Answer: The tool is used for multiple projects (big and small ) throughout the year—across government all simultaneously. The County is looking for a solution that does not have a cap on the number of surveys that can be administered. Question: How many users do you anticipate wanting access to the online platform (portal for reviewing survey feedback, dashboards, and reports)? Answer: The County anticipates unlimited users. Question: How many users do you anticipate wanting administrative user permissions (do things like building surveys, dashboards, adding users)? Answer: The County anticipates that each department would have 1-2 super-users. Question: From procurement standpoint, can you buy off the GSA Schedule? Answer: The County will only answer questions in reference to this solicitation. Question: From procurement standpoint, do you do anything with Avaya, Amazon or Microsoft (options for procurement via partners)? Answer: The County will only answer questions in reference to this solicitation. Question: You mentioned your current providers for public engagement and survey tools. Is there a reason you are looking to change? Answer: The current contract will expire soon. Question: Is there anything you aren’t able to do today that you would like to do? Answer: The County is looking for a solution that meets the needs in the RFP. The County is interested in a tool that is more self-sufficient and intuitive, making it easy for staff to work independently. Question: Have you in the past or are currently using social community and/or web self-service software? Answer: The County utilizes Twitter, Facebook, Instagram to promote engagement opportunities. We also utilize Gov Delivery for distributing information to hundreds of thousands of stakeholders across our community
Posted: 1/28/2022
Question: Is there an incumbent firm and if so, can the County share that firm name?
Response: Please reference Section III. Introduction to Request for Proposal No. 22-CMO-RFP-586, Current Services, in the RFP.
Posted: 1/28/2022
Question: Is there a budget for this tool and if so, can the County provide that budget?
Response: Yes, the County has a budget for this tool. However, the County does not disclose budget information.
Posted: 1/28/2022
Question: 1. Would the County consider extending the due date of the proposal an additional 7 calendar days from receipt of answers to questions to ensure adequate time to prepare the best response? 2. What is the place of performance for this contract? 3. Will the tool(s) collect any PII? 4. Can the County share what information they anticipate will be collected from public users? 5. Will the tool require users to set up login credentials? 6. Does the County have a forecast on the number of personnel that will require training? 7. Will the County consider removing the sandbox requirement for this RFP so that firms can propose a custom, built-from-scratch solution? 8. Will the County consider removing the standard Software License Agreement inclusion with the response for firms that would like to propose a custom solution built with Open-Source software that do not require licensing? 9. Does the County have a forecast on the number of personnel that will require training? 10. Will the County want training to be performed onsite or can it be performed remotely? 11. Does the County intend to award this as a Time & Materials contract? 12. Do firms needs to comply with the Arlington County Business Licenses requirement before award or is this a requirement that can be met post-award? 13. The Proposal Form requires firms to select from some socio-economic statues but we cannot find any socio-economic set aside preference or requirements. Can the County clarify if this is a set-aside opportunity or if firms with a socio-economic certification are preferred?
Response: 1. Would the County consider extending the due date of the proposal an additional 7 calendar days from receipt of answers to questions to ensure adequate time to prepare the best response? Answer: The Proposal Due date will remain as is. 2. What is the place of performance for this contract? Answer: All services are virtual and online 3. Will the tool(s) collect any PII? Answer: The County asks for names and emails for online participation forms and aggregates optional demographic information. No PII is collected 4. Can the County share what information they anticipate will be collected from public users? Answer: The tool will be used to engage the community in their perspectives, thoughts, views, and preferences to help inform decision-makers on a range of policies, programs, and projects. 5. Will the tool require users to set up login credentials? Answer: We are interested in this option so we can re-engage participants; as well as an option for signing on as a guest 6. Does the County have a forecast on the number of personnel that will require training? Answer: All staff that is using the tool. Super-users would need another layer of training. 7. Will the County consider removing the sandbox requirement for this RFP so that firms can propose a custom, built-from-scratch solution? Answer: No. 8. Will the County consider removing the standard Software License Agreement inclusion with the response for firms that would like to propose a custom solution built with Open-Source software that do not require licensing? Answer: No. 9. Does the County have a forecast on the number of personnel that will require training? Answer: See the answer for Question 6. 10. Will the County want training to be performed onsite or can it be performed remotely? Answer: Training can be performed remotely. 11. Does the County intend to award this as a Time & Materials contract? Answer: No. 12. Do firms needs to comply with the Arlington County Business Licenses requirement before award or is this a requirement that can be met post-award? Answer: This requirement must be met before contract execution. It is not needed before award. 13. The Proposal Form requires firms to select from some socio-economic statues but we cannot find any socio-economic set aside preference or requirements. Can the County clarify if this is a set-aside opportunity or if firms with a socio-economic certification are preferred? Answer: This is not a set-aside and the County does not show a preference for a socio-economic certification.