Amendment 2 QA - 6.13.2024.xlsx
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- Public Opinion Survey Samples, Platforms, Services, and Additional Surveys (2024-UWMSN-00695-RFB)
- Solicitation number
- 2024-UWMSN-00695-RFB
- Issued by
- Wisconsin
About this file
This is Amendment #2 to Request for Bid #2024-UWMSN-00695-RFB issued by the University of Wisconsin-Madison for Public Opinion Survey Samples, Platforms, Services, and Additional Surveys. The amendment provides clarifications and responses to 42 bidder questions regarding the scope of work, which includes providing survey samples, web-based electronic platforms, and related survey services including public opinion surveys, employee/staff surveys, focus groups, and language translation services. UW-Madison intends to award the resulting contract to multiple responsive and responsible bidders for each service category. Bidders may respond for public opinion surveys only (Tables 1, 2, and 3), employee/staff surveys only (Tables 2 and 4), or all services. The contract will require IRB approval or exemption, which UW-Madison research teams will be responsible for obtaining. Bidders are encouraged to provide suggestions and recommendations for survey questions based on their experience, and end-users may request access to contractors' web-based platforms to preview surveys before release.
Pricing is highly variable and contingent upon multiple factors including population targeted, sample incidence, survey length, sample size, and geographic scope. Bidders may submit tiered pricing (low-range, mid-range, and high-range) for different survey specifications and must include itemized costs for services such as programming, sampling, data collection, data processing, weighting services, crosstabulations, analysis, reporting, incentives, and language translation with programming. For state-level surveys, bidders should provide pricing for Wisconsin, Minnesota, Iowa, and Michigan, with the option to add additional states. All cost submissions must be provided in unlocked Excel spreadsheet format. UW-Madison will provide all necessary respondent contact information for employee/staff surveys and will determine which employees qualify for participation. No incumbent contractor was identified, and bidders may be located outside Wisconsin provided they can conduct surveys using online, web-based systems and remote conferencing platforms for focus groups.
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Amendment #2 - Q&A
AMENDMENT #2: QUESTIONS AND ANSWERS - JUNE 13, 2024
UW-MADISON REQUEST FOR BID #2024-UWMSN-00695-RFB
PUBLIC OPINION SURVEY SAMPLES, PLATFORMS, SERVICES, AND ADDITIONAL SURVEYS
Bidders acknowledge receipt of this Amendment #2, using Attachment B: Bidder Response Sheet to ensure you have read, understand, and the Bid response of your company is predicated upon the contents of this Amendment #2.
The following information is provided for the purpose of clarification. Any impacted requirements, terms and conditions have been restated as follows.
All other terms and conditions remain the same (unchanged).
| Question | ||||||
| No. | Document | Section | ||||
| No. | Section | |||||
| Title | Question / Comment | Response | ||||
| 1 | RFB Main Document | 5.2 | Samples | Can you clarify what is being asked in this section 5.2 (Samples)? Are you asking for a separate document outlining the services that will be performed? | UW-Madison is asking for 3 or 4 examples of the types of surveys the bidding company has provided in the past (such as but not limited to surveys relating to political elections, or employee/staff opinion/satisfaction on a certain topic, or a survey on public opinion concerning the stock market, etc.). Bidders may submit a separate document with a brief description (or purpose) for the example surveys, and provide 5 to 10 example questions in these 3 or 4 example surveys, which bidders provided to their customers. The title of the separate document can be "Response to Section 5.2-Samples". |
| 2 | RFB Main Document | 1.2 | Scope | Will any of the work under this contract require IRB involvement or approval? | Yes, UW-Madison survey research projects require IRB approval or an exemption from IRB. UW-Madison researchers create the consent form, with approval from IRB. UW-Madison research teams will be responsible for seeking and obtaining IRB approval or exemption. |
| 3 | RFB Main Document | 1.2 | Scope | Will the selected contractor have the opportunity to offer edits or suggestions to the provided draft survey questions based on experience with survey research and similar projects? | Yes, the End-Users of the contract may request suggestions / recommendations from contractors concerning draft survey questions based on contractor's experience with similar survey projects. |
| 4 | RFB Main Document | 1.2 | Scope | Are the end users expecting to use/interact directly with the platform or electronic system requested in the scope? | Some End-Users of the contract (researchers) may like to have access to contractor's online, web-based, electronic system (platform) to preview the survey, double check the wording, randomizations, and any conditional content before the survey is released to the public or employees/staff. |
| 5 | RFB Main Document | 1.2 | Scope | Is it anticipated that any of the surveys conducted under this scope involve telephone interviewing? | In most cases, the End-Users of the contract will not request telephone interviews. However, in most cases, the End-Users would prefer that the survey participants respond to survey questions via contractor's online, web-based, electronic system or platform. In some cases where the survey is for employees/staff, the End-Users may request a hard copy of the survey questions be mailed to employees/staff's physical address. |
| 6 | RFB Main Document | 1.2 |
1.3 Scope
| Definitions | Would contractors be informed of strategic purposes of the projects to enable us to provide quantitative and qualitative analysis relevant to the strategic goals of the work? | Yes, the End-Users of the contract will inform the contractors of the strategic purpose of their project and also provide draft questions for the contractors to determine if the questions are suitable, sufficient or need to be revised/edited. | |
| 7 | Attachment C (Cost Sheet) | Table (1) | |
| Public Opinion Survey | Public Opinion Survey | For Table 1, the price of a survey has a number of variables including the population targeted, the incidence of that population within the sample we can acquire, and other factors. Can we give a range of costs for each survey length & sample size? | Yes, Bidders may add additional rows in Table (1) to provide low-range price, mid-range price, and high-range price for any given categories of services they provide (meaning Bidders may provide prices for any survey length and sample size Bidders provide). Bidders may also use the "Bidder Comment" Column (I) in Attachment C (Cost Sheet) to provide additional information. See the response to Questions 13, 15, and 18. Bidders must submit Attachment C in unlocked Excel spreadsheet format and not PDF version. |
| 8 | Attachment C (Cost Sheet) | Table (4) |
Employee / Staff
| Survey | Employee / Staff Survey | For Table 4, can we assume we would be provided a list of the employees or staff to be surveyed, with all contact info needed (email addresses, phone numbers, mailing addresses)? | Yes, the End-Users of the contract will provide all necessary contact information for their employees/staff so that contractors can successfully conduct surveys (employees/staff names, physical mailing addresses, email addresses, etc.). |
| 9 | Attachment C (Cost Sheet) | Table (4) |
Employee / Staff
| Survey | Employee / Staff Survey | For Table 4, can we assume that all contact records delivered for a project would qualify for the study, or would there be qualifying criteria in addition to being present on the list? | The End-Users of the contract will decide/determine which of their employees/staff qualify for the survey and provide the contact information for their qualified employees/staff to the contractor for any particular survey projects. | |||
| 10 | RFB Main Document | 5.2 | Samples | Do we need to provide any other information besides the 5 attachments, such as a proposal that further describes our assumptions, services, capabilities, or personnel? | Bidders are asked to provide additional information concerning Section 5.2 (see the response to Question #1 above). In addition to Section 5.2, Bidders may also wish to provide an additional document to describe their assumptions, services, capabilities, or personnel. | |
| 11 | RFB Main Document | 4.17 | Sub- | |||
| Contracting | Concerning the use of subcontractors. The RFB states, “Upon request Contractor must provide Subcontractor’s complete contact information including EIN# (TIN#, SS#) and signed W-9 form.” If a contractor intends to subcontract with another organization, rather than an individual, what information will be required to be delivered to Purchasing for review? | UW-Madison may request Subcontractor's name, Tax Information Number (which is included in their W-9 Form), and Subcontractor's completed and signed W-9 Form. | ||||
| 12 | RFB Main Document | 4.4 | Requirements for Criminal Background Checks | Regarding background checks, If contractor is required to do background checks and their workers pass background checks, are those costs billable to the University of Wisconsin? | No, each Bidding company is responsible for the cost of their employees' background checks. | |
| 13 | RFB Main Document |
Attachment C (Cost Sheet) 4.8
Table (1) Public Opinion Survey Additional Services
| Public Opinion Survey | Budget estimates for specific projects are generally contingent upon a range of factors that are not consistent across projects. If an end user proposes a project where the specifications deviate from the assumed specifications in the contract, will the contract be void with regards to that end users specific project? Or, would the contractor be provided the opportunity to amend estimates to align with the end user’s specifications? | No, the contract will not be void for that End-User's specific survey project. Bidders may add additional rows in Table (1) to provide low-range price, mid-range price, and high-range price for any given categories of services they provide (meaning Bidders may provide prices for any survey length and sample size Bidders provide). Bidders may also use the "Bidder Comment" Column (I) in Attachment C (Cost Sheet) to provide additional information (see the response to Question #7 above). Also, Section 4.8 of the RFB states that "Additional related services may be added to this Contract at the discretion of the University. Prices shall be consistent with the Contract prices for like services currently included in the Contract". See the response to Questions 7, 15, and 18. Bidders must submit Attachment C in unlocked Excel spreadsheet format and not PDF version. | |
| 14 | Attachment C (Cost Sheet) | Table (3) | |
| Focus Groups | Public Opinion Survey | Our pricing varies depending on whether we are doing one-on-one IDIs vs. focus groups. In their grid, they seem to be combining those two concepts together. Would they consider adding rows to differentiate individual interviews from group discussions? A typical online focus group is 6-8 people, so perhaps just modifying their existing rows to refer to individual interviews, and then adding rows for focus groups. Also it is more cost effective (and more sound from a research perspective) to conduct multiple focus groups in a study. Would they consider adding rows for 2 focus groups, 4 focus groups, 6 focus groups, and 8 focus groups? If we price out just a single one, it’s going to be more costly than doing them in pairs. | Bidders may add additional rows for the types of services they provide for any given Table. For example, in Table (3), Bidders may provide additional rows for 2 Focus Groups, or 4 Focus Groups, etc. and leave rows 1 to 4 of Table (3) blank, provided Bidders specify in "Bidder Comment" Column (I) in Attachment C (Cost Sheet) how many survey participants are included in 2 Focus Groups, or 4 Focus Groups, etc. Bidders must submit Attachment C in unlocked Excel spreadsheet format and not PDF version. |
| 15 | Attachment C (Cost Sheet) | Table (3) | |
| Focus Groups | Public Opinion Survey | Recruitment pricing for focus groups is heavily dependent on the incidence of the population we’re trying to target. What incidence level should we assume for our pricing? | For public opinion surveys, the incidence level will vary for each survey project. Some End-Users of the contract might request a representative sample of adults in the US or some particular states (including minorities such as racial and/or ethnic individuals). Bidders may add extra rows to Table (3) and provide low-range, mid-range, and high-range prices (see the response to Question #7 above). Bidders may also use the "Bidder Comment" Column (I) in Attachment C (Cost Sheet) to provide additional information. See the response to Questions 7, 13, and 18. Bidders must submit Attachment C in unlocked Excel spreadsheet format and not PDF version. |
| 16 | Attachment C (Cost Sheet) | Table (3) | |
| Focus Groups | Public Opinion Survey | Individual interviews can vary in length so their study length columns make sense for that, but for a focus group, would it be acceptable to only provide pricing for 60, 75 and 90 minutes? It’s hard to get useful information from a group discussion in less than a one-hour session. | Yes, Bidders may provide prices for the duration of surveys they conduct or the duration of Focus Groups they provide. For example, in Table (3), if Bidders do not wish to provide prices for Focus Groups that meet for less than an hour, then Bidders may leave Columns C (15-Minute Meeting), D (30-Minute Meeting), and E (45-Minute Meeting) blank. Bidders must submit Attachment C in unlocked Excel spreadsheet format and not PDF version. |
| 17 | Attachment C (Cost Sheet) | Table (3) | |
| Focus Groups | Public Opinion Survey | What deliverables should we assume for the focus groups/IDIs? Transcripts, recordings, report? | Some End-Users may ask for a transcript of the Focus Group meetings. |
| 18 | Attachment C (Cost Sheet) | Table (1) | |
| Public Opinion Survey | Public Opinion Survey | Within the ranges of sample sizes you’ve provided, costs can vary, as many costs are based on the number of interviews. Would you like us to price the “mean” sample size in each category? i.e., for 1001-1500, we would price it at n=1,250 and offer a CPI for any more or less. Or would you prefer us to price the top end and the bottom end of each range? | Yes, Bidders may add additional rows in Table (1) to provide low-range price, mid-range price, and high-range price for any given categories of services Bidders provide (meaning Bidders may provide prices for any survey length and sample size Bidders provide). Bidders may also use the "Bidder Comment" Column (I) in Attachment C (Cost Sheet) to provide additional information. See the response to Questions 7, 13, and 15. Bidders must submit Attachment C in unlocked Excel spreadsheet format and not PDF version. |
| 19 | Attachment C (Cost Sheet) | Table (1) | |
| Public Opinion Survey | Public Opinion Survey | We are assuming 100% incidence to collect a general population of 18+. Is that correct? | See the response to Questions #7 and #15 above. |
| 20 | Attachment C (Cost Sheet) | Table (1) | |
| Public Opinion Survey | Public Opinion Survey | You indicated national and state level surveys. State level surveys tend to be a little more expensive and cost may vary by state. Which states would you like us to provide costs for? WI, MN, and MI, or any others? | Bidders should provide prices for WI, MN, IA, and MI (feel free to add extra rows for each state). However, if Bidders provide surveys to survey participants in other states, then Bidders should add rows in Table (1) and specify the state name in the "Bidder Comments" Column (I). Bidders must submit Attachment C in unlocked Excel spreadsheet format and not PDF version. |
| 21 | Attachment C (Cost Sheet) | Table (1) | |
| Public Opinion Survey | Public Opinion Survey | For the general population surveys, do you have a preference for sample source, i.e., probability panel, opt-in nonprobability panel, a blend, or other sample sources? Our costs will vary depending on the type of sample you would prefer and also what the geography we’re looking at. We understand that all interviews should be online, but there are different ways we can price it based on your sample preference (or generally if you prefer probability sampling or whether it doesn’t matter). | Each End-User of the contract may have a preference on sample sources. Bidders should add rows to Table (1) for the different options and provide prices. Bidders must submit Attachment C in unlocked Excel spreadsheet format and not PDF version. |
| 22 | Attachment C (Cost Sheet) | Table (2) |
Language Translation
| Services | Public Opinion Survey | For Translation, should costs only include the translations themselves or also include programming charges to add the translation to the survey? | Bidders should include the cost of the translation as well as programming charges. Bidders must submit Attachment C in unlocked Excel spreadsheet format and not PDF version. |
| 23 | Attachment C (Cost Sheet) | Table (4) |
Employee / Staff
| Survey | Employee / Staff Survey | For the employee/staff surveys, will you provide a list of this group to us? And should we assume any particular response rate for sampling purposes? | Yes, the End-Users of the contract will provide all necessary contact information for their employees/staff so that contractors can successfully conduct surveys. The End-Users of the contract will do their best to encourage their employees/staff to respond to the surveys. |
| 24 | Attachment C (Cost Sheet) | Table (1) |
Table (4)
| Public Opinion | |||
| and Employee / Staff Survey | Would you like us to include weighting services? | For the public opinion surveys (Table 1) as well as the employee/staff surveys (Table 4), some End-Users of the contract may require weighting services. Bidders should add additional rows in Tables (1) and (4) and include prices for weighting services. Bidders must submit Attachment C in unlocked Excel spreadsheet format and not PDF version. | |
| 25 | Attachment C (Cost Sheet) | Table (1) |
Table (4)
| Public Opinion | ||
| and Employee / Staff Survey | What deliverables should we assume for the quantitative surveys? Dataset (weighted or unweighted)? Crosstabulations (and if so, how many banners)? Analysis and reporting? | For the public opinion surveys (Table 1), some End-Users of the contract may require weighting services. Bidders should add additional rows in Table (1) and include prices for weighting services. |
For the employee/staff surveys (Table 4), some End-Users of the contract may require weighting services, and depending on the demographics and employee information collected, some End-Users might request multiple crosstabulations that could have between 2 to 8 banners. Yes to analysis and reporting. Bidders should add additional rows in Table (4) and include prices for weighting services, crosstabulations, analysis, and reporting. Bidders must submit Attachment C in unlocked Excel spreadsheet format and not PDF version.
26 Attachment C (Cost Sheet) Table (1) Table (4)
| Public Opinion | ||||||
| and Employee / Staff Survey | Will we be responsible for any IRB requirements / submissions, or will University of Wisconsin handle this? | Yes, UW-Madison survey research projects require IRB approval or an exemption from IRB. UW-Madison researchers create the consent form, with approval from IRB. UW-Madison research teams will be responsible for seeking and obtaining IRB approval or exemption (see the response to Question #2 above). Bidders must submit Attachment C in unlocked Excel spreadsheet format and not PDF version. | ||||
| 27 | Attachment C (Cost Sheet) | Table (1) | ||||
| Public Opinion Survey | Public Opinion Survey | Should we recommend using incentives for respondents, should costs for survey services include the costs of incentives to respondents (including the processing of incentives and associated fees in addition to the monetary value) as an itemized cost so you can see what part of the cost is allocated to incentives? Do you want us to include any comments about why we recommend the incentives? | Yes, please include additional rows in Table (1) for the cost of incentives to survey participants (including the processing of incentives and associated fees in addition to the monetary value). Bidders are encouraged to include comments in Column (I) "Bidder Comments. Bidders must submit Attachment C in unlocked Excel spreadsheet format and not PDF version. | |||
| 28 | RFB Main Document | 1.2 | Scope | It does not appear that the RFB is asking for a narrative (Technical) response for each component of the scope of the work to be performed. Is this correct, or have we overlooked the language requesting this? | Bidders may provide additional information concerning their services (see the response to question #10 above. | |
| 29 | RFB Main Document | 1.2 |
5.2 Scope
Samples The RFB uses the term “sample” in multiple places. In this instance, is the term sample being used to indicate a survey respondent? Our center often refers to the sample as the members of the sampling frame we attempt to contact to conduct a survey, and the term respondent is for people who complete a survey. UW-Madison used the term "sample" to refer to people in the sampling frame who will respond to survey questions for each survey project.
| 30 | RFB Main Document | 1.2 | Scope | The RFB uses the terms “Recruit” and “Recruitment”. Are these terms used in the context of recruiting to conduct a current survey, recruiting a participant pool for a survey in the future, or both? | In Section 1.2 (Scope), the term "Recruit" and "Recruitment" are used to request recruitment of survey participants (for current and future surveys) who will respond to survey questions and/or participate in Focus Groups. |
| 31 | RFB Main Document | 1.2 | Scope | Regarding the term “Electronic Platform,” do we take this to mean a web-based survey platform such as Qualtrics or Survey Monkey, a Computer-Assisted Telephone Interviewing (CATI and WebCATI) platform, or a remote meeting/conferencing software platform such as Zoom or Teams? Are these all acceptable as electronic platforms? Is there an additional electronic platform that the Buyer/Department requires or prefers? | The RFB is asking for an online, web-based, survey system or platform, such as but not limited to Qualtrics or Survey Monkey so that survey participants can use the online, web-based survey platform to respond to survey question. |
If the End-Users of the contract request Focus Group meetings, the Focus Group meetings should be conducted via online / remote meetings such as Zoom or Teams.
| 32 | RFB Main Document | 1.2 | Scope | Can all of the work requested in this RFB be conducted by an RFB respondent residing outside of the state of Wisconsin? Or, to phrase the question another way, is the respondent required to have a physical presence inside the state of Wisconsin to conduct the survey project/s and to be considered for the survey project/s? | Bidders may reside outside of the State of Wisconsin as long as they are responsive, responsible Bidders, and are able to provide the services they Bid. Whether Bidders reside inside or outside of the State of Wisconsin, Bidders must be able to conduct surveys using online, web-based, electronic systems, and if Bidders bid for Focus Groups in Table (3), then Bidders must be able to conduct Focus Group meetings via remote / online meetings such as Zoom or Teams. | ||
| 33 | RFB Main Document | N/A | N/A | Does the buyer and department currently have an incumbent contractor/s conducting the surveys requested in this RFB? | UW-Madison intends to award the resulting contract to multiple responsive, responsible Bidders for each Table in Attachment C (Cost Sheet) which can meet the requirements of the RFB. | ||
| 34 | RFB Main Document | 1.2 | Scope | Since costs can be dependent on the uniqueness of the respondent, what assumptions should be made on respondent qualifiers? The RFB mentions, "Some survey requests may require the following items among many others: year of birth, gender, race, education, marital status, employment status, state, household income, etc." Does this mean there will potentially be qualifying requirements around these metrics or will they simply need to be tracked? | Some End-Users of the contract may require additional information such as year of birth, gender, race, education, marital status, etc. It is up to the End-Users of the contract to decide if they will have qualifying requirements. | ||
| 35 | Attachment C (Cost Sheet) | Table (1) | |||||
| Public Opinion Survey | Public Opinion Survey | Do you know the size of the populations we will be reaching out to? | No, we do not know. Each End-User of the contract will decide the size of the population for their particular survey project. | ||||
| 36 | RFB Main Document | 1.2 | Scope | Do you have response rate information for any studies that have been previously conducted and will occur again during this contract? | No, we do not have response rates. | ||
| 37 | Attachment C (Cost Sheet) | Table (4) |
Employee / Staff
| Survey | Employee / Staff Survey | Will surveys for Employees/Staff have sample provided? | Yes, the End-Users of the contract will provide all necessary contact information for their employees/staff so that contractors can successfully conduct surveys. | |
| 38 | Attachment C (Cost Sheet) | Table (1) | ||
| Public Opinion Survey | Public Opinion Survey | Can you confirm that all prices provided should be treated as full-service projects, which includes questionnaire development, programming, sampling/data collection/data processing and reporting? | For public opinion surveys, most End-Users of the contract will not require questionnaire development, because they will develop the questionnaire themselves. The End-Users may request data on the AAPOR response rates and weights. Yes to programming, sampling/data collection, data processing and survey results. |
Bidders may add additional rows in Table (1) to itemize prices for weighting services, programming, sampling/data collection, data processing and survey results, and include additional information in the "Bidder Comment" Column (1). Bidders must submit Attachment C in unlocked Excel spreadsheet format and not PDF version.
| 39 | RFB Main Document | 1.2 | Scope | Can UW-Madison please provide population details about the respondents for the national surveys? | For public opinion surveys, each End-User of the contract will decide the topic, scope or purpose of the national surveys. An example of a national survey might involve U.S. adults, or in some cases racial/ethnic minority oversamples (or as full sample). In some rare cases, the End-Users of the contract might request surveys involving U.S. adult subpopulation, such as people who identify as Republicans and/or Democrats. |
| 40 | RFB Main Document | 1.2 | Scope | Can UW-Madison please provide population details about the respondents for the state surveys? | Each End-User of the contract will decide the topic, scope or purpose of the state surveys. However, in most cases, state surveys will involve the full adult populations. |
| 41 | RFB Main Document | 1.2 | Scope | Please clarify the survey mode that will be used for the national and state surveys. | If this question is asking which survey method will be used, see the response to question # 31 above. UW-Madison prefers online, web-based, electronic system survey mode or platform. However, in some cases surveys that supplement with telephone to improve representativeness are also welcome. |
| 42 | Attachment C (Cost Sheet) | Tables (1 through 4) | Public Opinion Survey |
and Employee / Staff Survey Do bidders have to bid for all four Tables in Attachment C (Cost Sheet)? If Bidders wish to Bid for public opinion surveys only, Bidders should use Tables (1), (2) and (3) in their response to this RFB.
If Bidders wish to Bid for employee/staff surveys only, Bidders should use Tables (2) and (4) in their response to this RFB, and leave Tables (1) and (3) blank (we are asking for Table (2) because UW campuses will want the ability to survey non-English speaking employees). Bidders must submit Attachment C in unlocked Excel spreadsheet format and not PDF version.
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