Educational_Data_Files.docx

COMMERICAL DATA FILES FOR EDUCATONAL INSTITUTIONS

DOCUMENT #RM-15-060

5.1 CONTRACT LINE ITEMS AND PRICING SCHEDULE

The fixed price of the contract is [to be determined before award]. The prices set forth below shall apply for payment purposes for all items acquired under this contract.

Table 1: Commercial Data Pricing Options

6. DESCRIPTION OF REQUIREMENTS

6.1 Background

The U. S. Census Bureau is the primary source of basic statistics about the population and economy of the Nation. These statistics assist the Congress, the executive branch of the Federal Government, state and local governments, the public, and the private sector in the development and evaluation of social and economic activities. Our major programs are the periodic censuses, current surveys, and a wide range of reimbursable work for other agencies. The programs cover a broad spectrum of demographic and economic statistics.

The Center for Administrative Records Research and Applications (CARRA) conducts research and production work using administrative records data to enhance numerous programs and products. The Census Bureau enters into agreements with data providers, including federal, state, and private entities, to acquire data files. These data are used to support planning and conducting future decennial censuses, current surveys such as the American Community Survey (ACS), and other Census Bureau demographic and economic research and production work.

CARRA is supporting the Demographic Surveys Division on a reimbursable project with the National Center for Education Statistics (NCES) for the Department of Education. CARRA needs commercial data files containing information on the educational institutions located in the United States and Washington, D.C. The commercial data files are needed for the 2015-2016 and 2017-2018 academic years. The commercial data file is not needed for the 2016-2017 academic year.

6.2 Specific Requirements

6.2.1 General Requirements

The contractor shall provide metadata and vintage information for all commercial data files delivered under this contract. The contractor shall deliver a data dictionary or description of data fields with valid values with each file delivery. The data dictionary shall denote how often each value for each variable is populated along with any other relevant information.

The contractor shall deliver the commercial data file in a single fixed-length ACSII format via a secure file transfer protocol (SFTP). The Census Bureau has a system setup to receive this type of file.

The contractor shall ensure that all file deliveries provided to the COR reflects the most current information available in the contractor’s commercial files.

6.2.2 Commercial Data Files

This commercial data file will be used data will be used to supplement the frame for the National Teacher and Principal Survey (NTPS). The Census Bureau will select teachers from these lists and conduct interviews with them.

The COR will provide the contractor with a NTPS file that contains no more than 10,000 public schools which are located in the United States, and Washington, D.C. The contractor shall use the NTPS file to provide a commercial data file to the COR that contains the data elements in Table 1.

The contractor shall provide commercial data files for the 2015-2016 and 2017-2018 academic years. The contractor will not deliver a file for the 2016-2017 academic years.

6.2.2.1 Academic Year 2015-2016

The COR will provide the NTPS file by September 1, 2015. The contractor shall deliver the preliminary commercial data file by September 15, 2015. The contractor shall ensure the file contains the data elements defined in Table 1.

The contractor shall ensure the most current information for the 2015-2016 academic year.

The contractor shall provide five (5) updated files to the COR from October 1, 2015 to September 30, 2016. The COR will submit the request to the contractor. The contractor shall deliver an updated file within ten (10) business days of receipt of the request.

6.2.3.2 Academic Year 2017-2018

The COR will provide the NTPS file by September 1, 2017. The contractor shall deliver the preliminary commercial data file by September 15, 2017. The contractor shall ensure the file contains the data elements defined in Table 1.

The contractor shall ensure the most current information for the 2017-2018 academic year.

The contractor shall provide five (5) updated files to the COR from October 1, 2017 to September 30, 2018. The COR will submit the request to the contractor. The contractor shall deliver an updated file within ten (10) business days of receipt of the request.

6.2.3 Commercial Data File Contents

The contractor shall provide data elements for the 50 U.S. States, Washington, D.C., found in Table 2.

The Census Bureau wants the ability to use the commercial data file upon receipt without additional processing at Census. The contractor shall deliver the commercial data as a single file, on schedule, and consists of no errors 98% of the time.

Table 1: Commercial File Data Elements

50 U.S. States and Washington, DC

Teacher information

· Teacher name

· Grade

· Subject

· E-mail address

· School name

· School NCESID

· Years teaching (if available)

6.2.4 Technical Support

The Contractor shall provide technical support regarding file structure and delivery, file contents and completeness, and data consistency over time. The contractor shall work to resolve technical issues within 48 business hours of being notified.

6.2.5 Intended Data Uses

The commercial data will meet Census Bureau Disclosure Avoidance standards. The Census Bureau will not release any identifiable information obtained through this contract. The Census Bureau will not use the data for marketing or compliance purposes. The Census Bureau will not resell the data.

The Census Bureau Disclosure Avoidance Methodology and Standards can be found at http://www.census.gov/econ/census/help/methodology_disclosure/disclosure.html

6.2.6 Data Usage Rights

The Census Bureau will commingle the commercial data obtained through this contract with existing Census Bureau data. The Census Bureau will not segregate vendors’ commercial data from Census Bureau or other data, so the data will in effect become the property of the Census Bureau.

The contractor shall provide the Census Bureau the data usage rights to retain and use the purchased commercial data files indefinitely, with all financial consideration proposed as part of the initial pricing.

The contractor shall provide data usage rights to the data to allow the Census Bureau to share with other Federal Agencies and publish papers on topics that used the commercial data files in the course of research. Any other federal agencies with access to the commercial data files obtained through this contract will treat it just as the Census Bureau would – they will not release any identifiable information obtained through this contract, will not use the data for marketing or compliance purposes, resell the data, or publish or release comparisons of purchased data.

6.2.7 Data Retention

The Census Bureau will retain the commercial data under this contract indefinitely. By delivering the commercial database after contract award, the contractor gives the Census Bureau the right to retain and use the purchased data files indefinitely, with all financial consideration proposed as part of the initial pricing.

6.2.8 Licensing Agreements

The Census Bureau recognizes and accepts that each Offeror may wish to enter into licensing agreements with the Government to indicate the terms and conditions for use of their data. However, consideration must be given to the following terms and conditions due to the nature of Federal Contracting. The Offeror/Contractor accepts these limitations as part of entering into this contract:

(a) “Automatic Renewal” – The Government will not agree with this condition – due to the Anti-Deficiency Act (31 U.S.C. §1341(a)).

(b) “Choice of Law” – The agreement between the Contractor and the Government shall be governed and construed with applicable federal law and regulations.

(c) “Indemnification” of vendor by Government – The Government will not agree to this condition – due to the Anti-Deficiency Act (31 U.S.C. §1341(a)).

(d) Vendor’s assertion of right to control litigation in defense of claim of patent infringement – The following language is acceptable:

“In the event of a claim or suit is brought against LICENSOR or LISENCEE [or similarly defined party designations] for any patent or copyright infringement relating to this license in which the United States is named as a party, the LICENSEE shall be represented by the U.S. Department of Justice which shall control the litigation or any settlement agreement; however, the LICENSOR shall be allowed reasonable participation in the defense or settlement of such claim or suit.”

(e) Payment terms and late fees/penalties – These terms must be in compliance with FAR 52.232-25 – Prompt Payment (OCT 2008).

(f) Requirement for Binding Arbitration of Disputes – The Government will not agree with this condition, disputes will be settled in accordance with FAR processes and guidelines.

(g) Audit terms that require vendor access to Government information, documentation, or systems – This requirement must be conditioned as follows: “…to the maximum extent permissible under federal law and regulation.”

7. DELIVERY AND ACCEPTANCE

7.1 Delivery Dates:

The period of performance of this contract is from the Date of Award through September 30, 2017 with one (1) twelve (12) month option period.

As part of the written proposal, the Offeror shall provide information as to when the best and most complete information will be available for delivery to the Census Bureau.

Items acquired under this contract shall be delivered in accordance with the following schedule:

Table 2: Delivery Dates

7.2 Delivery Format:

The contractor shall deliver the commercial data file in a single fixed-length ACSII format via a secure file transfer protocol (SFTP). The Census Bureau has a system setup to receive this type of file.

All written deliverables shall be delivered via e-mail in Microsoft Word format.

7.3 Delivery Location:

Items to be delivered under this contract shall be delivered to:

To be filled in at time of award.

7.4 Quality Standards

The Contractor shall provide products and deliverables that meet the following criteria:

· Quality Assurance/Acceptance – Quality measures, as set forth below, will be applied to each Work Product and Deliverable:

· Accuracy – Work products and deliverables shall be accurate in presentation and technical content and be developed in accordance with “Census Bureau Statistical Quality Standard B2: Acquiring and Using Administrative Records” found at http://www.census.gov/quality/standards/standardb2.html.

· Completeness – Work products and deliverables shall be comprehensive and entirely developed.

· Clarity – Work products and deliverables shall be clear and concise.

· Timeliness – Work products and deliverables shall be generated on or before specified and/or mutually agreed to due dates or in accordance with a later scheduled date, should a later scheduled date be mutually agreed to by the Contractor and the Contracting Officer’ Technical Representative (COTR) and/or Task Manager.

· Format – Work products and deliverables shall be submitted in the format specified in the contract.

· Inspection and Acceptance Criteria – Final inspection and acceptance of all work products will be performed on-site. Final inspection and acceptance of all work performed and deliverables will occur upon CO signature.

7.5 Performance Measures and Reporting

The Contractor shall meet or exceed the requirements stated above. The COR will measure performance through close monitoring. The Contractor must fully document and explain any deviations from the stated objectives. The Contractor’s services shall be considered successful if performance provides the expected outcomes within the performance standards:

Table 3: Performance Measures