FRTIB1-24-Q-0001-Participant Surveys-Amdmnt 0004_7.22.24.pdf

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FRTIB1-24-Q-0001

x x

1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted ; or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGEMENT TO BE RECEIVED AT

THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted , such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

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OED_ACQ_MGT_DIV ISS

Washington DC DC 20002 Suite 1000 77 K Street NE

FRTIB

07/22/20240004

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

12. ACCOUNTING AND APPROPRIATION DATA (If required) is not extended.is extended, Items 8 and 15, and returning

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended , by one of the following methods: (a) By completing

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

FACILITY CODE CODE

10B. DATED (SEE ITEM 13)

10A. MODIFICATION OF CONTRACT/ORDER NO.

9B. DATED (SEE ITEM 11)

9A. AMENDMENT OF SOLICITATION NO.

CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code)

7. ADMINISTERED BY (If other than Item 6)CODE 6. ISSUED BY

PAGE OF PAGES

4. REQUISITION/PURCHASE REQ. NO.3. EFFECTIVE DATE2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO. (If applicable)

1. CONTRACT ID CODE

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

06/13/2024

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority) appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

E. IMPORTANT: Contractor is not, is required to sign this document and return __________________ copies to the issuing office.

ORDER NO. IN ITEM 10A.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

The purpose of this amendment (0004) is to post the Q&A responses and a revised pricing schedule.

1. The Q&A responses are provided and attached.

2. A revised pricing schedule (Attachment B) is provided and attached. The Postage CLIN has been updated. The total estimated amount for this CLIN is increased FROM: $15,000.00, TO:

$35,000.00.

3. The solicitation due date remains unchanged at 7/29/2024, 12 NOON

Continued ...

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)15A. NAME AND TITLE OF SIGNER (Type or print)

15C. DATE SIGNED 16B. UNITED STATES OF AMERICA 15B. CONTRACTOR/OFFEROR 16C. DATE SIGNED

(Signature of person authorized to sign) (Signature of Contracting Officer)

Lashondria U. Barber

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA

FAR (48 CFR) 53.243

NSN 7540-01-152-8070

Previous edition unusable

Except as provided herein, all terms and conditions of the document referenced in Item 9 A or 10A, as heretofore changed, remains unchanged and in full force and effect .

TEL: EMAIL: lashondria.barber@frtib.gov

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

2 5

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

FRTIB1-24-Q-0001/0004

This Amendment should be acknowledged by signing and returning with your offer.

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

FRTIB1-24-Q-0001

Participant Surveys

Questions w/Answers

Question No. Question Response

1 Is this a new or a follow-on effort. If so, can you provide the contractor’s name and contract number? This is a Follow-on effort; Gallup, Inc.

2 How do vendors submit bids? By email to POC's listed in Section A. of the RFQ.

3 What proportion of the sample do you expect to have accurate email addresses for? Roughly two-thirds (approx. 4.7M); not all participants have email addresses on file.

4 The pricing schedule includes Travel. Is there expected travel in this contract? FRTIB has included Travel funds for the contingency that contract personnel are requested to travel to our HQs to present results to our Board of Directors and other external stakeholders.

5 Which staff positions are considered Key Personnel? This is at the contractor's discretion.

6 What were the costs for the Participant Satisfaction Survey and Financial Well-Being Surveys, respectively, in 2023?

This information is not disclosable.

7 There’s no line in the budget for Task 4.1, the kickoff meeting and project plan. Where should this go?

This is a Firm- Fixed price effort, this task is not separately priced.

8 Does the $15,000 yearly postage cost also include printing? Yes. This amount has been increased, see updated Attachment B, Pricing Schedule.

9 Can we include other ODCs that postage and travel? Please propose in accordance with the CLIN structure. This is a FFP effort.

10 Does the government expect that the contractor will price all five surveys in every year? Yes, plus Reference Q31.

11 Is this a follow-on or new requirement? If follow-on, please provide incumbent award information. Reference Q1.

12 What is the estimated budget for this project, and how is it segmented across the different tasks? The agency is requesting a quote. The estimated budget is not disclosable.

13 Do we have to submit all volumes in 1 document or separate documents? Reference the RFQ- Instructions to Offerors- Submission of Offerors (4 volumes).

14 Will the Government provide the sample for all the ad hoc surveys? If not for any, then which ad hoc surveys will vendor have to source survey sample participants?

Yes, the government, after consultation with the vendor to determine the appropriate sampling size, and stratam, will provide the agreed upon sample for all ad hoc surveys.

15 For paper surveys, will the contractor be responsible for return postage package? Yes.

16 For paper surveys, will the contractor be responsible to design an OCR reader to capture the feedback from paper surveys?

The contractor must be able to collect and analyze all survey question response data to include free text comments. The contractor does not need to design a system to collect or analyze feedback participants want to share about the conduct or content of the survey.

(i.e. a participant wants comment that they survey was too long or a question was not clear, etc.)

17 Can the vendor propose a research rigor based survey questionnaire or does the vendor have to work with survey questions implemented in prior years?

The vendor can propose a research rigor based survey, however, FRTIB is interested in the trends of many of the current survey questions, so typically retains many questions from year to year.

18 Under what conditions does the Government foresee using paper surveys? Generally, FRTIB includes paper surveys as an option, and there are no current plans to change that until such time that all participants have emails on file or emails only responses can ensure an unbiased sample with a single mode ( email) survey.

19 The contract opportunity is listed as "Presolicitation," but the attachments indicate that it is an actual solicitation. Is this an actual RFP or a draft for industry feedback?

This is a combined synopsis/solicitation-Amendment 0001 issued clarifying.

20 Please confirm if these are the number of emails you will provide for each of the surveys, and what your expected response count is for each survey.

The numbers provided in SOW section 3.0 represent the total nmber of participants in the survey sample. Not all sampled participants may have an email. The SOW Enclosure 4 contains a Survey Sizing Table which summarizes the total sample size and response rates.

Survey Sizing:

Participant Satisfaction Survey: Typically targets 34,000-40,000 participants. - X?

Financial Wellness Survey: Targets 10,000-15,000 participants. - X?

Ad-hoc Surveys: Generally involve 5,000-10,000 participants - X?

21 Will the FRTIB be providing email addresses of the survey pool? FRTIB will provide the necessary information for the contractor to disseminate the survey. Not all participants have email addresses on file. Refer to Q3.

22 Is this pool English only? Yes 23 What percentage of respondents come from snail mail/postage vs. online The SOW Enclosure 4 contains a Survey Sizing Table which summarizes the total sample size and response rates.

24 What did the FRTIB not like about their vendor in 22' This question is not relevant.

25 Has the FRTIB incentivized past survey respondents? If yes, how did they incentivize and the amount paid to respondents?

Yes. We incentivized participants in the 2014 ad hoc Withdrawal survey. Participants who submitted surveys and completed the entry form were eligible for a prize drawing for one of five $100 gift cards. FRTIB is not opposed to incetivizing participants, however, we have not had to incentivize participants for the Particiapnt Satisfation or Wellness Surveys in the past.

Questions w/Answers

Question No. Question Response

26 How has the pool/list grown since 2022 – is it fair to say 65% is still a ballpark response rate via online

The SOW Enclosure 4 contains a Survey Sizing Table which summarizes the total sample size and response rates for online and paper responses. FRTIB does not anticipate that we will observe significant changes in the proportion of online versus paper responses in the near future.

27 Does the mode of data collection for the ad-surveys have to be consistent with the methods used for the satisfaction and wellness surveys?

No.

28 Can the FRTIB team please define “Lo” as noted in the Unit column of Attachment B? Lot- unit of measure.

29 Will FRTIB please tell us what % of participants do NOT have an email address on file? Reference Q3.

30 Will FRTIB please confirm that for each survey in the pricing schedule, the total cost should be listed which would include costs associated with management, deployment of survey (print/mailings, etc), analysis, and reporting?

The Unit Price/Total Amount in accordance with the pricing schedule. This is a FFP contract.

31 For the pricing schedule: Knowing the satisfaction survey and wellness survey will be in alternating years, which survey should we use for the first year – the participant satisfaction or the wellness survey?

FRTIB would like the flexibility of conducting alternating Participant Satisfaction Surveys and Wellness Surveys or conducting them both during the same year. Therefore, include the price for both each year.

32 Were there significant differences between individuals who completed survey by mail vs online? This is unknown.

33 Will contractor need to design survey/cover letter content for printing and mailing survey booklets?

If mail is proposed.

Yes.

34 For the Ad Hoc survey that was a postcard, can FRTIB provide the size of the postcard that was used for that mailing?

The exact size of the postcard for the 2014 Ad hoc survey is not known.

35 Would the government be willing to grant a one week extension to the submission date? Yes. Amendment 0003 extends the due date to 7/29/2024.

36 Does the FRTIB Participant Survey cover non-contributing members such as retirees taking distributions from the plans? If so, are they part of the separated portion of the population, active, or is it different from the two?

Yes, the surveys cover both "Active" (those contributing) participants as well as those who are "Separated" from Federal service.

37 Will the participant sample file provided by FRTIB contain personal email addresses, work email addresses, or both?

The participant sample file may contain up to two email addresses for each participant. Not all participants have emails on file.

38 Can you please provide a list of all fields that will be included in the sample file? Reference SOW 4.2.1-The Contractor shall recommend indicative data which should be included with each sample to achieve survey objectives.

Note: The data fields provided in the sample file are subject to change from year to year based on which we believe will required to achieve specific survey objectives.

Data Fields- estimate=40 fields

39 Is FRTIB able to provide phone numbers in the sample file? Phone numbers will not be provided.

40 Can FRTIB provide previous waves' datasets for analysis and comparison purposes? This information is not disclosable.

41 Could you please provide details regarding any predecessor contract for these services, including the awarded contractor and contract value?

Reference Q1.

42 What is the anticipated budget for each type of survey (annual participant survey, financial wellbeing survey, ad hoc surveys)?

Reference Q12.

43 Understanding that the methodology and cost for ad hoc surveys may vary based on the specific topic and objectives, can FRTIB provide more details on the types of ad hoc surveys currently being considered? Is there any inclination to conduct a follow-up to either the 2014 withdrawal survey or the 2021 withdrawal/annuity survey?

There are no ad-hoc surveys currently being considered. We do not plan to follow-up on either the 2014 Withdrawal survey or the annity survey in the near future.

44 Should we assume that the same deliverables required for the annual participant satisfaction survey (executive summary presentation, technical report, presentation of survey results) will also be required for the financial wellness survey?

Yes. Per SOW para 4.3

45 What incentives have been used in past surveys? Reference Q25.

46 What is the expected contract start date? Estimate only-Late Oct award.

47 Does the FRTIB have a required or preferred survey platform, or is that left to the determination of the Contractor?

FRTIB does not have a required or preferred survey platform.

48 What are the primary objectives of the participant satisfaction and financial wellness surveys? Reference Statement of Work- Attachment A.

49 Are there specific areas or topics within financial wellness and participant satisfaction that FRTIB is particularly interested in exploring?

We currently do not have a current list of these topics.

50 What are the preferred methodologies for conducting the surveys (e.g., online, paper-based, telephone)?

Reference Q47.

Questions w/Answers

Question No. Question Response

51 Are there any existing survey templates or previous surveys that we can review to understand the current framework and approach?

Reference the TSP reading room at: https://www.frtib.gov/reading-room/participant-surveys, previous surveys can be found.

52 How does FRTIB envision the integration of qualitative and quantitative data in the surveys? FRTIB envisions using qualitative data to supplement and expand on quantitative results.

53 What are the expectations regarding data collection timelines and reporting deadlines? FRTIB expects that survey fielding times and reporting times will vary based on the type of survey. However, Participant

Satisfaction and Satisfaction Surveys are typically fielding for surveys 54 Are there specific benchmarks or comparison groups (e.g., other Defined Contribution Plans) that

FRTIB would like to use for analysis?

FRTIB prefers to use compartive surveys results an benchmarks which are reflective of the broader US workforce and retiree populations. These benmarks should be from reputable organizations which specialize in the Defined Contribution / Retirement confidence analysis space.

55 What quality control measures are currently in place, and what improvements are expected? Quality controls currently consist of independent staff reviews of interim and final work products.

56 How should we handle data security and participant confidentiality, especially concerning compliance with federal regulations?

Reference the RFQ- Local "H" Clauses:H.1, H.2, H.15 - offeror will implement NIST standards, etc., H.6 Cyber Incident Reporting clauses; H.11.2, H.16, Privacy Training. The awardee shall comply with all H Clause requirements in the contract and will have an opportunity to ask specific questions at award kickoff.

57 What format and frequency of reports are expected (e.g., monthly summaries, quarterly reviews, final comprehensive report)?

Reference Statement of Work-Delivery Schedule

58 Are there specific metrics or KPIs that FRTIB wants to track and report on? Refer to previous surveys at: https://www.frtib.gov/reading-room/participant-surveys 59 Can you provide an overview of the participant demographics (e.g., age, employment status, income level)?

An overview of this sensitive information cannot be disclosed.

60 Are there any particular participant groups that require special attention or tailored survey approaches?

The Blended Retirement System( BRS) participants. We would like to increase the response rates of our BRS participants.

61 What are the preferred communication channels for engaging with participants? Reference Q47.

62 Are there any known barriers to participant engagement that we should be aware of and address in our approach?

Reference Q60. Blended Retirement System( BRS) participants.

63 What is the allocated budget for the survey services, and are there any constraints we should be aware of?

This information is not disclosable.

64 Are there internal resources or teams that we will be collaborating with, and what are their roles and responsibilities?

The Office of Planning and Risk ( OPR), with an assigned COR.

65 Are there specific regulatory or compliance requirements we need to adhere to, beyond those mentioned in the solicitation?

Local Clauses: H.1, H.2, H.15- offeror will implement NIST standards, etc., H.6 Cyber Incident Reporting clauses; H.11.2, H.16, Privacy Training.

Reference Q56.

66 How does FRTIB handle data breaches or cybersecurity incidents related to survey data? Reference the RFQ- Local Clause- H.6 Cyber Incident Reporting clauses

67 Who are the key stakeholders and decision-makers for this project? This information is not disclosable.

68 How will FRTIB assess the success of the survey services and our performance? Reference SOW- Performance Standards Table

69 Are there any specific formatting or submission guidelines we need to follow? Reference RFQ Instructions to Offerors.

70 What are the most critical factors FRTIB will consider during the evaluation of proposals? Reference RFQ Instructions to Offerors.

71 Can you provide more details on the evaluation process and timeline? Reference RFQ Instructions to Offerors- Evaluation of Offers.

72 How will past performance, technical approach, and pricing be weighted in the evaluation? Reference RFQ Instructions to Offerors- Evaluation of Offers.

73 Will FRTIB be willing and able to sign off on an Authority to Operate (ATO) in order to gain access to a FedRAMP moderate environment to host survey data collected in support of RFQ Number:

FRTIB1-24-Q-0001 - Participant Survey Surveys Question? The ATO is typically completed by the government.

If FedRAMP is truly not a requirement, can it be removed from the Local Agency clauses?

The H.1 local clause will remain.