Household Food Purchases and Health and Retail Sales and Store Characteristics SOW.pdf

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Household Food Purchases and Health, and

Retail Sales and Store Characteristics

Statement of Work

Background

The United States Department of Agriculture (USDA), Economic Research Service (ERS) requires data and supporting documentation as specified below for full calendar year data for four distinct types of information:

1. Characteristics and location of all stores in a defined universe of food retailers;

2. Prices and quantities of individual food items purchased by a representative panel of

U.S. households (who record daily purchases throughout a calendar year), and demographic information characterizing each household;

3. Data and information on each household’s health, nutrition, and wellbeing status; and

4. Weekly prices and quantities of individual food items at the store- or retailer-level from all U.S. food retailers in the universe of food retailers defined below.

In addition to full calendar year data, USDA requires access to “real time” data (e.g., updated weekly or monthly at the latest) on the above information that is at or above the same level of granularity.

Scope

These data are needed to support a variety of USDA research projects, program evaluations, regulatory impact analyses, and data products that require information on the economic forces that shape consumer food choices and food market outcomes. USDA requires detailed information on food purchases made by households and food sales made by food retailers including detailed information on the individual food items, where food items were bought or sold along with the characteristics of the seller, and the prices of the items. Sociodemographic information and geographic locations of the households recording purchases are required by

USDA. In addition, data on the status and behaviors of household members related to health, diet, nutrition, and overall wellbeing are required.

The USDA will use the data and information only for statistical and economic policy research purposes. Projects will often be undertaken in collaboration with external experts including, but not limited to, social scientists, survey methodologists, and statisticians at academic and research institutions as well as other governmental and non-governmental organizations. The external collaborators will have access to the data for the sole purposes of conducting the USDA-approved projects. Similar security standards as those used for USDA’s own confidential and sensitive data will used to provide access to the external collaborators. The findings will be disseminated through journals or USDA publications, the USDA web site, and presentations at meetings of professional economics associations. Before public release, all publications and reports will be reviewed by USDA and the vendor to meet data disclosure requirements and to strictly maintain privacy and confidentiality requirements of data purveyors. The USDA will retain the right to use the data and information stored on USDA computing systems indefinitely to conduct research both internal to USDA as well as in collaboration with external experts, as needed.

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USDA understands the sensitivities related to privacy and confidentiality of proprietary data.

USDA maintains a secure and controlled environment for the data to be stored and accessed. It is fully understood that provision of detailed store and household level data is a delicate subject that affects availability, timeliness, and representativeness of the data that can be provided. As a

Federal Statistical Agency, the ERS has the legal authority to pledge confidentiality to protect data acquired for statistical purposes from disclosure for non-statistical purposes (P.L. 107-

347—Dec. 17, 2002). Pledges of confidentiality by statistical agencies can be used to provide assurances that information about individuals or organizations or provided by individuals or organizations for exclusively statistical purposes will be held in confidence and will not be used against such individuals or organizations in any agency action. USDA will not disclose any retailer or manufacturer name; disclose any retailer- or manufacturer-identifiable information, including specific brands or product names; or disclose any market share data at the retailer, brand, or item level in any market.

Tasks/Requirements

The contractor shall complete the following mandatory or optional tasks and submit according to specifications and the deliverable schedule below. Delivered data must be machine readable in a tabular format that requires minimal processing for mounting in relational databases. Acceptable formats include .TXT, .CSV, .XLSX, .XLS, .SAS, .DTA, or .RDS; SQL Server database backup files (.BAK) are also acceptable. In addition, identifier variables (e.g., alphanumeric codes representing stores, products, or dates) must be guaranteed to be unique.

The contractor shall institute quality control processes and procedures to ensure the data are complete and accurate and to detect and correct inconsistencies and errors in the data prior to delivery. The quality control processes and procedures shall incorporate, at a minimum, the specifications listed in Appendix B. In addition, where applicable, the vendor should use relevant data to compute prices for the food items specified in Appendix C, which are a select group of food products for which the U.S. Bureau of Labor Statistics (BLS) publishes monthly average price data. The vendor should compare their price estimates to the range of monthly average price estimates from BLS and provide an explanation for observed differences.

Definition of the Universe of Retailers: For all tasks, the universe of retailers includes all businesses that sell food at home to consumers, such as supercenters, supermarkets, grocery stores of all sizes, warehouse and club stores, convenience stores, drug stores that sell food, dollar stores, gas stations that sell food, specialty markets such as seafood and fresh produce markets, food co-operatives, health and natural food stores, and military commissaries and exchanges. The geography of coverage is the entire United States including the 50 States, District of Columbia, Territories, Indian reservations, and major U.S. military bases and installations.

Task 1 -- Store Characteristics: Provide store characteristics for all stores in the United

States for the defined universe of retailers in 2022, as well as data documentation, including how the data are organized and collected, etc. The contractor shall have, at the time of the solicitation, agreements already in place with the universe of retailers permitting the contractor to provide the retailers’ data to ERS.

Mandatory Task 1.1: Required Data

• Store name, address

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• Location (longitude-latitude, state, county, Census tract and block IDs)

• Store type/channel/sub-channel

• Size (selling area, full-time equivalent employees, number of checkout registers)

• Total sales

• Whether each store location is WIC approved and/or SNAP approved

• TDLinx code

• Market/Sub-market identifiers

• Identifier to link data to task 2 and 3

It is anticipated that the basic information above about retailer characteristics will be available for all stores in the entire universe of retailers. If not, the contractor shall identify stores for which characteristics cannot be provided.

Mandatory Task 1.2: Online retailers

The vendor should provide characteristics of retailers who conduct online or “ecommerce’ food sales. Where possible, these characteristics should overlap with those listed in mandatory task 1.1.

Task 2 -- Item-level Price and Sales for Each Store: Provide weekly data for the entire year of 2022 at the item-level for packaged and (random- and fixed-weight) perishable food and beverage products in all stores in the defined universe, as well as data documentation, including data organization and collection, which stores are missing from universe, and weights to aggregate stores with data.

Mandatory Task 2.1: Required Data

• Week

• UPC

• Total Dollar sales

• Unit Sales (quantity sold)

• UPC Product Descriptors

• All product characteristics/attributes o Characteristics/attributes shall be provided in a non-abbreviated format

• For UPCs that are multi-packs (e.g. a case of soda containing 12 cans of soda, with each can containing 12 fluid ounces of soda):

o The unit of measurement for the individual units within the multi-pack (e.g. fluid ounces) o The volume of each individual unit within the multi-pack (e.g. 12 fluid ounces per can) o The number of units included in the multi-pack (e.g. 12 cans) o The total volume of all units within the multi-pack (e.g. 12 cans multiplied by 12 fluid ounces per can = 144 total fluid ounces in the multi-pack)

• Identifiers to link to Task 1

• Delineation of sales taking place in a “brick-and-mortar” store or online/ecommerce.

Optional Task 2.2: Additional Data

• Unit sales (quantity) at regular price

• Unit sales (quantity) at promotional price

• Other promotional information (e.g., displays, etc.)

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It is recognized that data for all stores cannot be provided for all stores in the universe. Delineate data provision by the following groups:

GROUP 1: Data can be provided. Provide the data with store identification and code linkable to task 1 and task 2 data.

GROUP 2: For stores where item-level, weekly data are for legal/contractual reason only available to the vendor, provide the data by chain at the smallest geographic areas possible. If the chain cannot be identified provide the chain type and channel.

GROUP 3: For stores that the vendor has no price and quantity data, provide codes that could be identified in task 1 data.

Task 3 -- Household-Based Food Purchase Data: Provide a demographically and geographically representative sample of U.S. household-based food and grocery purchase scanner data, and shall include a minimum of 60,000 households in the sample. The data shall report daily consumer purchases and include individual transaction level information that covers food and beverage (both alcoholic and non-alcoholic) purchases by each household for all food and non-food store outlets and identify the store and its location from which each item is purchased. In particular, the data must be linked (or linkable) to store-specific information provided in Tasks 1 and 2.

This project requires coverage of all major food categories and non-food grocery categories that have for packaged and (random- and fixed-weight) perishable products food items purchased by consumers. The data shall include household demographic information as well as store and product attribute information for each specific shopping trip.

The Contractor shall:

a. Provide calendar year 2022 data for a representative sample of U.S. households who make at least one food purchase in each of 12 months of the year.

b. Identify any and all food characteristics, such as organic, whole grain, low sodium, no sodium, no salt, low fat, low calorie, reduced fat, fat free, or low-carbohydrate.

c. Provide sampling weights for each household in order to allow for aggregate measures, both nationally and per local market, for individual products and aggregated food groups.

d. Provide a complete description of sample design including information on weights, strata and clusters used to assemble the data. Documentation should include explanations of how households are selected and retained, refusal rates, how purchase data is collected, as well as details on additional processing done before delivery

(e.g., how prices, food characteristics, etc. are recorded, and specific definitions of all classifications, such as store type). Documentation should also include detailed information on geographic coverage, such as which counties are included in each market area.

e. Provide a data description dictionary that includes a full explanation of any abbreviated terms in the data, and a listing of all product attributes and characteristics for categories within each food and grocery department.

f. Each transaction observation requires all information regarding the transaction as well as all information on the product purchased and the household that purchased the product (see list below).

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g. Provide demographic details of household, including any changes and when the changes occurred (e.g., unemployment, birth of a child).

h. Indicate whether or not a purchase took place in a “brick-and-mortar” store or online/ecommerce.

Mandatory Task 3.1: Required Demographics Data

• Household Size

• Household Income

• Age of Household Heads (including two household heads of the same gender – do not restrict to one male and one female)

• Sex of Household Heads

• Presence of Children

• Age of Children

• Employment of household heads 1 and 2

• Education of household head 1 and 2

• Marital Status

• Occupation of household heads 1 and 2

• Household Composition (Nuclear, Horizontal, Vertical, Complex)

• Age of each Household Member

• Relationship to Head of Household for all Household Members

• Race

• National Origin

• Region

• Market/City

• Household Panel Weight

• Household zip code, or state, county, and Census tract / block

• Type of Residence

• Household and store IDs to link to purchase data and to task 4.

• WIC and SNAP participation indicators

Mandatory Task 3.2: Required Purchase Data by Household ID

• Purchase Date

• UPC

• Expenditure

• Quantity

• Method of payment

• Coupon value (Store and Manufacturer Coupon Value)

• Deal

• Store Name Identifier

• Store Location Information (zip code or state, county and Census tract/block)

• Channel Type Identifier (including grocery, supercenter, dollar store, warehouse club, natural/health food store, etc.)

• Product Category

• Brand and manufacturer

• Size

• UPC Description

• Whole Grain Indicator Variable

• Low or no sodium claim

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• Organic Indicator Variable

• Non-GMO claim

• Nutritional Information

• Volume equivalency measures (equivalized volume measures of quantities for proper measurement of prices paid)

• Product hierarchy, including department, aisle, category, and product

• Identifier to link purchases to household demographics and to task 1, 2, and 4.

Optional Task 3.3: Additional Demographic Variables

• Assets (car, etc.) owned by household

• Identity of who reports purchases

• Employment zip code, or state, county census tract block of household heads

• Mode of transportation to obtain groceries

• Mode of transportation to employment or school

Optional Task 4 -- Household Panel Health Data: Provide 2022 annual data on household members’ ailments, health status, health care information, and prescription drug purchases, as well as documentation on how data are organized and collected, refusal rates, and household weights for aggregation.

Optional Task 4.1: Basic Data

• Health conditions and ailments, such as pre-diabetes, Diabetes Type I, Diabetes Type II, high blood pressure, heart disease, etc.

• Height and weight or body mass index

• How long member has had health condition/ailment

• Severity of condition

• Whether s/he sought help from health care provider for condition

• Whether s/he has tried to manage condition in various ways, such as medication, diet, exercise, surgery

• Prescription and non-prescription medications taken and related information (such as, but not limited to, name of medication, brand name/generic, condition being treated by medication, dosage and Rx instructions, covered/not covered by insurance, out-of-pocket cost, number of refills, location of pharmacy where purchased, mail-order or not)

• Demographics about each member:

o Age and sex o Cigarette smoking o Health insurance (Medicare, Medicaid, employer provided, etc.)

• Identifiers to link to task 3

Optional Task 4.2: Additional Data

• Health and nutrition education and information received at work, school, club, faith community in last 5 years

• Health and nutrition education provided by health insurance company in last 5 years

• If individual is trying to be healthy, including eating healthy food, exercising, etc.

• Whether individual feels they have enough information to evaluate healthfulness of diet

• Demographics about each member:

o Alcohol consumption o What types of exercise and how frequently, with what intensity?

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• Identifiers to link to task 3

Task 5 – Real Time Data on Item-Level Food Price and Sales Aggregated Across

Stores: Provide weekly food retail sales data delivered on a weekly basis in accordance with the period of performance. The included items should include all available packaged and (random- and fixed-weight) perishable food and beverage products at the product or subcategory level.

Regions and regional level shall be defined as the Census Bureau regions:

• Northeast

• South

• Midwest

• West

The geographies included shall be:

• Total U.S. Multi-Outlet + Convenience

• U.S. Multi-Outlet + Convenience Regions

• U.S. Multi-Outlet + Convenience States

Mandatory Task 5.1: Required Data

• Subcategory, and higher-level aggregation o Category o Aisle

• Total dollar sales o Current o Change versus year ago o Percentage change versus year ago

• Total unit sales (quantity sold) o Current o Change versus year ago o Percentage change versus year ago

• Total volume-equivalent unit sales (volume or weight-adjusted quantity sold) o Current o Change versus year ago o Percentage change versus year ago

• Region

• Geography

• Updated historical data when major revisions are made to the structure (e.g., changes to the hierarchy and classification of products) o Date of revised history should begin 10/6/2019 or 5 years prior to most recent available data, whichever is sooner

Mandatory Task 5.2: Required Documentation

• Explanation of how the estimates provided in Task 5.1 were derived o Methodology for deriving dollar sales and quantity sold.

o How the samples were constructed.

o How the samples were weighted to ensure representativeness at the national and regional level.

• Explanation of the accuracy of the estimates provided in Task 5.1.

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Optional Task 5.3: Stock-out data

Provide weekly data summarizing the levels at which food products are out of stock on retailer shelves. These data should be delivered weekly in accordance with the period of performance and match or closely follow delivery of the data in task 5.1. In particular, the data should summarize the percentage of food items within a given food item category and geography estimated to not be in stock in a given week. Food item categories and geographies should match or closely approximate those in task 5.1.

Optional Task 5.4: Online Portal

The vendor provides access to all data prescribed in task 5.1 and optional task 5.3 but via an online portal updated as close to “realtime” as possible. In addition to the data prescribed in task 5.1, the online portal should allow for customizability in information along the following dimensions.

• Product-level – e.g., examining products at a level below subcategory including UPC

• Channel – e.g., the ability to isolate grocery sales or dollar store sales, in-store versus online/ecommerce

• Geography – e.g. levels of geography below state

The vendor shall provide 5 accounts for select ERS users.

Optional Task 5.5: Additional Data

• Channel ID (i.e., type of retailer)

• Standard errors for dollars sales and units sold measures in 5.1

Task 6 – Real Time Data on Household-Based Food Purchase Data: Provide monthly data delivered monthly for the period of performance through that is an aggregate version of Task 3:

nationally representative food purchase data at the subcategory level (i.e., ‘product’ in the product dictionary acquired in Task 1) aggregated across household segments. The requested household segments include household income stratification that accounts for household size. The included food should include all available edible and perimeter subcategories.

Regions and regional level shall be defined as the Census Bureau regions:

• Northeast

• South

• Midwest

• West

The geographies included shall be:

• Total U.S. Multi-Outlet + Convenience

• U.S. Multi-Outlet + Convenience Regions

• U.S. Multi-Outlet + Convenience States

Mandatory Task 6.1: Required Data

• Subcategory, and higher-level aggregation o Category o Aisle

• Number of respondents making a purchase in a subcategory

• Percentage of respondents making a purchase in a subcategory

• Projected number of households making a purchase in a subcategory

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• Total subcategory sales per household

• Number of household trips per subcategory

• Total sales per subcategory trips

Mandatory Task 6.2: Required Documentation

• Explanation of the sample design for the responses and estimated Task 6.1, including o Weights, strata, and clusters used to assemble the data.

o How the samples were constructed.

o How the samples were weighted to ensure representativeness at the national and regional level.

o How responses were recorded.

o Other additional information necessary for interpreting the data and using it for statistical analysis.

• Explanation of the accuracy of the estimates (i.e. standard errors) provided in Task 6.1.

Optional Task 6.3: Online Portal

The vendor provides access to all data prescribed in task 6.1 but via an online portal updated as close to “realtime” as possible. In addition to the data prescribed in task 6.1, the online portal should allow for customizability in information along the following dimensions.

• Product-level – e.g., examining products at a level below subcategory including UPC

• Channel – e.g., the ability to isolate grocery sales or dollar store sales, in-store versus online/ecommerce

• Geography – e.g. levels of geography below state

Key Personnel: The contractor shall provide the following key personnel.

Project Manager

The contractor shall designate a single employee to serve as the project manager and primary point-of-contact between ERS staff and other contractor employees.

The project manager shall have no less than five (5) years of previous experience working with the data described in Tasks 1 through 4. Duties of the project manager shall include:

• Coordinating the work of other contractor employees

• Providing routine communication to ERS, such as providing updates regarding the contractor’s progress in completing the tasks

• Managing the investigation and resolution of data inconsistencies and errors found by ERS staff after delivery

• Answering technical questions from ERS staff regarding the data, consulting with other contractor technical experts to provide answers.

• Participating in a weekly conference call with ERS staff and the staff of the third-party data center used by ERS to host the data delivered to ERS by the contractor

Delivery I. The proposal shall be based on all the stores present in the defined universe of retailers. The vendor shall provide information on the comprehensiveness of the stores used to base the

ATTACHMENT I: STATEMENT OF WORK Page 10 of 13 proposal on.

Vendors are asked to provide the data for the following table based on their data availability.

For columns of Table 1, USDA prefers the retail categories and definitions provided in

Appendix A. However, vendors may use their own categories, provided that definitions of the categories are specified clearly.

Table 1

Name of

Market area

Group Retail category 1 in the defined universe

Retail category

2 in the defined universe

Retail category

3 in the defined universe

1 Total ## ##

Group 1

Group 2

Group 3

2 Total ## ##

Group 1

Group 2

Group 3

1 Total ## ##

Group 1

Group 2

Group 3

1 Total ## ##

Group 1

Group 2

Group 3

II. Provide the list of available product attributes.

III. All data prescribed herein should be made available to USDA via a secure FTP or an online portal designed to provide data in realtime.

Period of Performance

Period of Performance

Base Period: September 30, 2022 – September 29, 2023

Option Period 1: September 30, 2023 – September 29, 2024

Option Period 2: September 30, 2023 – September 29, 2025

Option Period 3: September 30, 2024 – September 29, 2026

Option Period 4: September 30, 2025 – September 29, 2027

Deliverable Schedule

Tasks 1 - 4

Task Deliverable Due Date

Base year 2022 Calendar Data April 30, 2023

Option year 1 2023 Calendar Data April 30, 2024

Option year 2 2024 Calendar Data April 30, 2025

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Option year 3 2025 Calendar Data April 30, 2026

Option year 4 2026 Calendar Data April 30, 2027

Tasks 5 – 6

Appendix A:

Definitions

Foodstores and Other

Stores that Sell Retail

Food Products

Foodstore: A retail outlet having at least 50 percent of sales in food products intended for off- premise preparation and consumption. Foodstores include Grocery Stores and Specialized Foodstores.

Grocery Store: A foodstore that sells a general line of food products, such as canned and frozen foods; fresh fruits and vegetables; fresh and prepared meats, fish, and poultry; and nonfood grocery products. Included are supermarkets, superettes and small grocery stores, and convenience stores.

Supermarket: A grocery store, primarily self-service, that provides a full range of food and non-food grocery products, with total annual sales of $ 2 million or more in annual sales. A number of supermarket formats have evolved:

Sub-channels:

• Combination Food and Drug. A supermarket containing a pharmacy, nonprescription medicines, and personal care products, combined with the larger variety and size of a superstore format. General merchandise and personal care products account for about 15 percent of store sales.

• Conventional. The original supermarket format containing all major food departments, nonfood grocery, and limited general merchandise products. The conventional supermarket carries approximately 15,000 unique items and may offer service deli and bakery departments.

• Limited-assortment. A warehouse-style supermarket that provides very limited instore services and carries fewer than 2,000 items with limited perishable products. High turnover and low prices are emphasized.

• Superstore. A larger version of the conventional supermarket, with at least 40,000 square feet in total selling area and 25,000 items. Superstores offer an expanded selection of nonfood items, including health and beauty products and general merchandise.

• Super Warehouse. A high-volume, hybrid format of a superstore and a warehouse store.

Task Deliverable Due Date

Task 5 Real Time Data on Item-

Level Food Price and

Sales Aggregated Across

Stores

Every week of period of performance, 2 weeks after the fact (e.g., data covering the week ending

3/5/2023 should be delivered by 3/19/2023)

Task 6 Real Time Data on

Household-Based Food

Purchase Data

Every month of period of performance, 2 weeks after the fact (e.g., data covering the month ending 3/5/2023 should be delivered by

3/19/2023)

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Super warehouse stores typically offer a full range of service departments, perishables, and competitive prices.

• Warehouse. A “no frills” supermarket with limited product variety and fewer services than a conventional supermarket, incorporating case-lot stocking and shelving practices in a “bare bones” store environment. High turnover and low prices are emphasized.

Convenience store (without gasoline): A small grocery store or food mart, selling a limited a limited line of goods that generally includes milk, bread, soda, and snacks, as well as non-food grocery products, typically open extended hours.

Superette and Large Grocery Store: A grocery store smaller in size than a supermarket, primarily self-service, and offering a full line of grocery food and non-foods products.

Annual sales are $1-2 million.

Medium and Small grocery store: A “neighborhood” or “mom and pop” grocery store offering limited staple and snack foods, and nonfood items with annual sales less than $1 million. Corner stores, Delis, and Bodega’s are included in this category.

Specialized Foodstore: A foodstore primarily engaged in the retail sale of a single food category, such as meat and seafood, fresh fruit and vegetables (produce), dairy stores, candy and nut stores, and retail bakeries. A single such food category accounts for 50 percent or more of total annual sales.

Military Commissary: A grocery store operated by the U.S. Department of Defense, U.S.

Defense Commissary Agency. Commissaries are typically located on a military installation and limited to active-duty personnel.

Other Retail Stores with Food Sales:

Convenience Store (with gasoline sales): Stores engaged in retailing automotive fuels (e.g., diesel fuel, gasohol, gasoline) in combination with convenience store or food mart food and non-food grocery items. These establishments can either be in a convenience store (i.e., food mart) setting or a gasoline station setting.

Warehouse Club Stores: A membership-based wholesale-retail hybrid outlet, serving both small businesses and individual consumers, housed in a large, warehouse-style environment. Grocery products (in large and multi-pack sizes) account for about 30 percent of sales. General merchandise, including clothing, electronics, small appliances, and automotive products account for 70 percent of sales.

Dollar store: A small variety store that sells general merchandise and, increasingly, food products. These stores offer a wide assortment of basic household goods at very low prices.

Mass-merchandise store: A large store that primarily sells household items, electronic goods, sporting goods, and apparel, but also offers high-volume packaged and perishable food products, typically at discount prices.

Supercenter: A large combination supermarket and discount general merchandise store, typically

100,000 square feet of floor space or more in size. Grocery products are typically separated from other products sold and accounts for up to 40 percent of the total floor space.

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Drugstore: A retail outlet primarily engaged in the sale of prescription and non-prescription medicines and personal care products. Sales may also include groceries and general merchandise.

Food (Health) Supplement Stores: Establishments primarily engaged in retailing food supplement products, such as vitamins, nutrition supplements, and body enhancing supplements.

Average food sales are less than 10 percent of total sales.

Beer, Wine, and Liquor Stores: Establishments primarily engaged in retailing packaged alcoholic beverages, such as ale, beer, wine, and liquor. Average food sales are less than 10 percent of total sales.