SOW - ARC Employer DataBase - OAA-25-00089.pdf

Statement of Work

For

Analyst Resource Center (ARC) Employer Database

C.1.1 Objectives

The Employment and Training Administration (ETA) Office of Workforce Investment (OWI) is requesting proposals for the Analyst Resource Center Employer Database (Database), which will be used by various agencies and the public workforce (Users). ETA will evaluate the Proposals and shall award a

Contract to a single Contractor. The Database will contain employer information for and be made available for use by all fifty (50) states, the District of Columbia, Puerto Rico, U.S. Virgin Islands, Guam, and ETA through an interface operated by the ETA Analyst Resource Center Grantee, which will receive the database securely from Contractor.

C.1.2 Scope

The ARC Employer Database shall function as a tool for Users for career exploration, job search, job development, employment support services, labor market research, related public workforce and public economic development system efforts. The Database shall contain the following on all business establishments in the United States: employer names, addresses, contact information, industry identifiers, employment, and other information related to each business establishment. The Database shall be made available through a variety of means and media, such as standalone PC’s, client-server systems, internet/intranet systems, etc. The information in the Database may be displayed, downloaded, printed, used to generate mailing lists, and other activities.

C.1.2.1 Period of Performance

The period of performance will be for one 12-month base period with four 12-month option periods as follows:

Performance Period Period of Performance

Base Period 4/1/2025 – 3/31/2026

Option Period 1 4/1/2026 – 3/31/2027

Option Period 2 4/1/2027 – 3/31/2028

Option Period 3 4/1/2028 – 3/31/2029

Option Period 4 4/1/2029 – 3/31/2030

C.1.3. Tasks

The Contractor shall address all requirements in this section and explain how it will comply with each requirement. Proposals must be fully responsive when addressing each requirement; merely repeating the requirements may be considered non-responsive and may result in disqualification. Proposals shall identify any deviations from the requirements or requirements the Contractor cannot satisfy. Any deviation or requirement that the Contractor cannot satisfy may result in disqualification. The Evaluation

Committee shall have the right to determine whether the supportive materials submitted by the Contractor demonstrate that the Contractor will be able to comply with the mandatory requirements. If the Evaluation

Committee determines the supportive materials do not demonstrate the Contractor will be able to comply with the mandatory requirements, the Evaluation Committee shall disqualify the proposal.

C.1.3.1. Mandatory General Requirements

a. All Proposals must demonstrate successful experience in the collection, compilation and delivery of an employer database of the size and scope identified in this RFP.

b. Contractors shall include a detailed business and project plan that describe how they will accomplish the requirements of this RFP.

i. The business plan must provide:

1. A detailed description of the process used by the Contractor to maintain and update the content of the database, including:

a. The frequencies of record updates, e.g., all firms in the database are contacted semi-annually, annually, etc.

b. A detailed description of the procedures for the identification and elimination of closed businesses as well as the schedule for deletion of these records, and

c. A detailed description of the procedures and schedule for the inclusion of ARC customer-provided updates.

2. An itemized description of all proposed components, materials, and services in their Proposal response.

ii. The project plan shall describe the project implementation process, including milestones expressed in the number of days required to complete each step/phase.

C.1.3.2 Mandatory Product Requirements

a. The Contractor shall deliver electronically to each State and the ETA one copy of the entire uncompressed Database, in the prescribed record layout and ASCII-delimited format. . The

Contractor shall provide all the Participating Agencies with the means to download the entire

Database or to selectively download data for one or more states.

i. The data retrieval and display facility shall provide a search mechanism through which multiple data elements (e.g., state, county, industry, employment, etc.) and multiple field values of a data element (e.g., two or more states, counties, industries, employment size ranges, etc.) can be searched simultaneously. Examples of search criteria include business name, phone number, state, county, minor civil division (e.g., city or, in New England, township), zip code, employment, industry and North

American Industry Classification System (NAICS) code, etc.

ii. The extract and download capability shall function in a manner to allow the User to selectively download data from the Database to the User’s computer. The extract system shall allow the User to download the entire record for each employer establishment or selected fields from the record for each establishment.

iii. The applications will be written to function as determined by the ETA Analyst

Resource Center Grantee and will be upgraded as mutually determined by the successful Contractor and the ETA Analyst Resource Center Grantee.

b. The Contractor shall provide for three (3) specifically defined levels of User access to the

Database: primary recipient, intermediate User, and client/end User.

i. The Primary Recipient, usually the state employment security/workforce agency, shall be able to download the entire Database to a PC or server. The Primary Recipient shall have the right to use all or any part of the Database for the identified Uses and Users, in any and all formats, media and means of delivery, including the Internet. This includes the right to incorporate all or any part of the Database into information delivery systems for the identified Uses and Users. Access to the Database provided by the Primary Recipient shall be governed by the access levels specified for intermediate and end Users.

ii. The intermediate User, a local one-stop career center, public economic development entity or other User, shall be able to search the entire Database and return an unlimited number of records for display in a list or on a map. The Contractor shall identify the number of these records, which shall be 100+, that may be selected at one time for download and/or printing.

iii. The client/end User, e.g., an individual engaged in job search or career exploration, shall be able to search the entire Database. The Contractor shall identify the number of records, which shall be 100+, that may be returned at one time for display, download and/or printing. Display shall include viewing in a list or on a map.

c. The Contractor shall represent and warrant that the Database and software applications provided will work without defect. In the case of problems, the Contractor shall be responsible for providing a service contact telephone number, email address and assistance in the correction of any problem directly related to the product(s) supplied by the Contractor. The Contractor shall respond via telephone assistance or via the same medium in which the problem was reported within 24 hours. The Contractor shall keep a record of summary information on trouble calls and provide a listing as requested by the ETA Analyst Resource Center Grantee.

Damaged or infected media will be replaced at no cost to the ETA Analyst Resource Center

Grantee or any recipient of the media. The Contractor shall exercise due diligence to prevent the transmittal of viruses or other potentially damaging computer code via the products provided by the Contractor. Failure of the Contractor to exercise due diligence shall make the

Contractor liable for all costs of resultant damage.

d. The right to use the Database for the identified Uses and Users shall be for a period of fifteen

(15) months from and after the issuance of each updated Database. This right shall survive the termination or expiration of the Contract.

C.1.3.3 Mandatory Data Requirements

a. Contractor shall provide a document detailing the record format for all employer data elements contained in their database, including field names, formats and descriptions. Contractors shall provide a sample of the data proposed to be supplied in response to this RFP for evaluation purposes. It is required that separate files be supplied for employer establishments located in

Connecticut, Florida, Minnesota, Nevada, and Oregon, with each state’s name clearly identified. These files shall be provided in pipe-delimited ASCII text format and in the record layout as shown in Section C.1.3.5.

b. The Database shall include data for all fifty (50) U.S. states, the District of Columbia, Puerto

Rico, the Virgin Islands and, if available, Guam. The Database shall include all types and sizes of public and private sector employer establishments for the United States. It is estimated that this will be approximately ten (10) million employer establishments.

c. Multiple records for a single establishment (e.g., individual lawyers within a single law firm, individual health professionals in a clinic, etc.) shall not exist in the Database. Incidences of multiple records for a single establishment shall be reduced to one business listing in the

Database.

d. The Database shall contain all mandatory data elements identified in Section C.1.3.5 with the letter “M”. Failure to provide any mandatory data element in Section C.1.3.5, Table 1 shall result in disqualification. Proposals should offer more than the mandatory data elements and provide accurately populated employer records. The Database shall be supplied using the ARC layout, field names and designated field values identified in Table 1. Failure to do so shall result in disqualification. Proposals that include data elements that do not appear in Table 1 should list the additional proposed data elements in Table 2 of Section C.1.3.5 and include the data elements at the end of the sample data files.

e. For each data element identified in Section C.1.3.5, the Contractor shall provide the name and format (e.g., char (9); number (5.2); etc.) of the field in which the data element is stored in their database, and the percentage of all their employer records that contain the data element.

Contractors shall use the form provided in Section C.1.3.5, or an exact reproduction, for this purpose.

f. Where field values are specified in Section C.1.3.5, they are required to be used. Additional field values should be assigned and identified by the Contractor.

g. The Contractor must provide geographic latitude and longitude coordinates for each establishment at the precision level that identifies the site/street address for that establishment whenever a physical address is available. The geographic coordinates may not be less precise than ZIP+4 Centroid.

h. U.S. Postal Service standards (e.g., two-character state identifiers, no use of periods) shall be used in populating the address fields. The following address types have been identified:

physical, mailing, and landmark; the Contractor shall provide a minimum of one (1) of these addresses per record and shall provide other addresses as available.

i. Data for one employer contact is mandatory, and it must be that of the Human

Resource/Personnel officer or comparable position, if such contact is available.

j. Industry classification codes are mandatory for each business and shall be from the most current version of the North American Industrial Classification System (currently NAICS 2017). Direct assignment of NAICS codes, rather than automated cross-matches from other code assignments, is preferred. All codes assigned to each business shall be provided.

k. The ARC will supply the successful Contractor the Federal Information Processing Standards

(FIPS) township codes for the New England states for inclusion in the Database and use in the associated software applications. The successful Contractor shall be required to assign these codes to the records in the Database.

C.1.3.4 Business Plan

a. The Proposal shall include comprehensive and concise statements that address and demonstrate an understanding of each of the following:

i. The services and deliverables required under the RFP;

ii. Knowledge of relevant federal and state laws and regulations;

iii. The expertise of its personnel who will render the requested services, in sufficient detail to allow the evaluators to determine whether a Contractor is a Responsible

Contractor. List the resources that will be devoted to each of the activities required under the RFP.

iv. The Contractor must attach the resumes of the personnel who will manage, develop, maintain, etc. the key functions for this project.

v. Provide examples that illustrate the ability to logically plan and complete the stated objectives.

vi. A project plan illustrating how the requirements of this RFP will be accomplished, including the timelines in days and the party responsible to complete each task for implementation of the products and services, the expected period of time needed to implement the products and services, and a description of any transition matters that may impact the implementation, (e.g. initial analysis – 5 days - Contractor).

vii. A detailed description of the process that is used by the Contractor to maintain and update the content of the Database, including the frequency of record updates, the procedures, schedule for the elimination of closed businesses, and the procedures and schedule for the inclusion of customer-provided updates. Include a description of the procedures used to assign NAICS codes to each business establishment, and a description of any other procedures notable for assigning values to other data elements in the Database.

viii. A detailed distribution/delivery plan for the products and services to be delivered, including a description of the method of and proposed schedule for distribution/delivery.

C.1.3.5 Data Elements Requirements

Table 1 includes the data elements that must be provided to meet the mandatory requirements for the

ARC Employer Database and also includes non-mandatory data elements.

a) Data elements marked as “M” must be provided both in the sample data submitted with a

Proposal and in the Database delivered as specified in this RFP subsequent to award of a

Contract. Failure to do so shall result in disqualification and Contract termination. For purposes of meeting this requirement, the ARC will supply the Contractor with the township codes for the New England states for inclusion in the Database and use in the associated software applications.

b) Data items not marked “M” will be similarly evaluated for quantity and quality. Failure to provide any element not marked “M” shall not result in disqualification. However, in general, Proposals will benefit by offering more of these data elements and having more employer records for which each data element is accurately populated.

c) The sample and contracted databases must be supplied using the ARC Employer Database record format, field names and designated field values identified in Table 1. Failure to do so shall result in disqualification and Contract termination. Further, for each data element the

Contractor must provide information on:

d) The name and field format in which the data element is stored in the Contractor’s Database

(e.g., char(9); number(5.2); etc.), and e) The number and percentage of the Contractor’s employer records for which the data element is available. Additional counts are required to be supplied for selected fields identified in Table 1A.

In addition, the Contractor must separately provide the record format for all employer data contained in their database, including field names, formats and descriptions. This will be used to better understand the suitability of the data for the purposes specified in this RFP.

Table 1A is to be used by the Contractor to provide population details for selected field values used for data elements in Table 1.

Table 2 is to be used to identify any additional data elements that are included in the Proposal.

Table 1. Data Elements Total Employer Records in Contractor Database:

Req ARC Column

Name

ARC Description ARC Data

Type

Contractor

Column

Name

Contract or Data

Type

Records

Populated

Number %

M stfips State FIPS code of employer’s physical location.

char(2)

M areatype Always township code ‘14’ for

New England states; always county code ‘04’ for all other states.

char(2)

M area Three-digit code assigned to county (FIPS) or township** where business is located, front filled with zeroes.

char(6)

M uniqueid Employer’s unique id assigned by Contractor.

char(9)

M fein Federal Employer Identification

Number char(9)

M lastupdate Date of record’s most recent update or verification char(6)

M name Name by which the business is known or under which it conducts business.

varchar(35)

M addressP Employer’s physical location – street address varchar(40)

M cityP Employer’s physical location – city varchar(30)

M stateP Employer’s physical location – state char(2)

M zipcodeP Employer’s physical char(5)

M zipplusP location – zip code char(4)

M latitude Employer’s physical location – zip + 4 numeric(11, 6)

M longitude Employer’s physical location – latitude numeric(11, 6)

M geopcode Employer’s physical location – geocode precision level code.

The precision of the longitude and latitude coordinates. (see

Table 1A)* char(1)

M censustract Census tract – a statistical subdivision of a county char(6)

M censusblockgrp Census block group – a combination of census blocks within a census tract char(1) addressM Employer’s mailing address – street address varchar(40) cityM Employer’s mailing address – city varchar(30) stateM Employer’s mailing address – state char(2) zipcodeM Employer’s mailing address – zip code char(5) zipplusM Employer’s mailing address – zip + 4 char(4) addressL Employer’s landmark address – landmark varchar(40) cityL Employer’s landmark address – city varchar(30)

ARC Description ARC Data

Type

Contractor

Column

Name

Contract or Data

Type

Records

Populated

Number % stateL Employer’s landmark address – state char(2) zipcodeL Employer’s landmark address – zip code char(5) zipplusL Employer’s landmark address – zip + 4 char(4)

M telenum Employer’s telephone number with area code char(10)

M cntctlname Contact’s last name Contact’s first name varchar(30)

M cntctfname Employer’s physical location – geocode precision level code.

The precision of the longitude and latitude coordinates. (see

Table 1A)* varchar(30)

M cntcttitle Contact’s title (e.g., HR director, owner, president) varchar(35)

M contacttitlecod e

Contact’s title code (see Table

1A)* Contact’s professional title

(see Table 1A)* char(1)

M contactprotitle Contact’s gender code

(F=female; M=male;

blank=unknown)* char(3) contactgender Contact’s email address char(1)

M contactemail Employer’s toll-free telephone number varchar(60)

M tollfreetele Employer’s fax number char(10)

M faxnumber Employer’s website address

(URL)

char(10)

M weburl Business description (a one-line

‘line of business’ identifier) varchar(40)

M busdesc Employer’s primary SIC code varchar(45) primarysic Employer’s SIC code #2 char(6) sic2 Employer’s SIC code #3 char(6) sic3 Employer’s SIC code #4 char(6) sic4 Employer’s SIC code #5 char(6) sic5 Employer’s primary NAICS code char(6)

M primnaics Employer's NAICS code #2 char(8)

M naics2 Employer's NAICS code #3 char(8)

M naics3 Contact’s title (e.g., HR director, owner, president) char(8)

M naics4 Employer's NAICS code #4 char(8)

M naics5 Employer's NAICS code #5 char(8) privgovsta Identifies whether the business is a government or private sector entity. (see Table 1A)* char(1)

M locstat Identifies the business location status (see Table 1A)* char(1) stockexchcode Stock exchange code identifies the Stock Exchange where the business conducts trading activity. (see Table 1A)* char(1) stockticker Stock "TICKER" symbol is shown for companies that are traded on any public stock exchange or listed in the

NASDAQ "over the counter" quotation system or other small char(6)

ARC Description ARC Data

Type

Contractor

Column

Name

Contract or Data

Type

Records

Populated

Number % exchanges (i.e., Chicago

Mercantile).

whitecollarpct Percentage of white-collar employment numeric(4,1) whitecollarind White collar indicator (1 = Over

50% white collar employment;

otherwise blank) char(1)

M empsizrng Code for the number of employees that work at this business location, by range. (see

Table 1A)* char(2)

M empsizval Number of employees who work at this location of the business.

numeric(9) empsizflg Code identifying how the employment (empsizval) was derived. (see Table 1A)* char(1) annsalrng Code for the estimated sales of the business at this location, in thousands, by range. (see Table

1A)* char(2) annsalval Estimated annual sales volume of the business at this location.

varchar(15) annsalflg Code identifying how the annual sales volume was derived. (see

Table 1A)* char(1)

M yearest Year the business at this location was established or identified and added to the database.

char(4) creditcd Credit rating code: an indicator of a business’ financial status, or probable ability to pay. (see

Table 1A)* char(1)

M hdqtrsid The uniqueid of the regional or subsidiary headquarters of the business to which this record pertains.

char(9)

M parentid The uniqueid of the corporate parent of the business to which this record pertains. This may be the immediate or a higher level

U.S. corporate parent of the business.

char(9)

M ultimateparenti d

The uniqueid of the ultimate corporate parent to which this record pertains. This may be a higher level U.S. or foreign corporate parent of the business.

Since all locations of a business have the same ultimate parent number, this field provides

'corporate ownership' linkage information.

char(9) foreignparentid Foreign parent indicator (1 = foreign affiliation; otherwise blank) char(1) exportimportid Export Import indicator code indicates the type of services provided. (see Table 1A)* char(1)

ARC Description ARC Data

Type

Contractor

Column

Name

Contract or Data

Type

Records

Populated

Number % businesstype Identifies if the record represents a professional individual versus a firm. (see Table 1A)* char(1) workathome Work-at-home business (1 = home business; otherwise blank) char(1)

Table 1A: Field Values for Selected Data Elements

ARC Column

Field Value Records Populated

Number % geopcode 0 = Address

4 = Zip+4 centroid

2 = Zip+2 centroid

X = ZIP code centroid

If others are assigned, please identify them.

contacttitlecode 1 = Owner

2 = President

3 = Manager

4 = Executive Director

5 = Principal

6 = Publisher

7 = Administrator

8 = Religious Leader

9 = Partner

A = Chairman

C = Chief Executive Officer

D = Board Member

E = Chief Operating Officer (COO)

F = Chief Financial Officer (CFO)

G = Treasurer

H = Controller

I = Executive Vice President

J = Senior Vice President

K = Vice President

L = Administration Executive

M = Corporate Communications

Executive

N = IT Executive

O = Finance Executive

P = Human Resources Executive

Q = Telecommunications Executive

R = Marketing Executive

S = Operations Executive

T = Sales Executive

V = Legal

W = Executive Officer

X = Manufacturing Executive

Field Value Records Populated

Number %

Y = Purchasing Agent

‐ = Sales

! = IT

# = Finance

$ = Chief Administrative Officer (CAO)

% = Chief Marketing Office (CMO)

& = Business Development

( = Director

) = Executive

. = International

/ = Manufacturing

: = Educator

? = Office Manager

@ = CIO / CTO

[ = Operations

\ = Marketing

] = Other

^ = Human Resources

_ = Site Manager

{ = Regional Manager

+ = Facilities contacttitlecode

(cont.)

= = Engineering/Technical

> = General Manager contactprotitle CPA ‐ Certified Public Accountant

DC ‐ Doctor of Chiropractic Medicine

DDS ‐ Doctor of Dental Surgery

DO ‐ Doctor of Osteopathic Medicine

DPM ‐ Doctor of Podiatry

DVM ‐ Doctor of Veterinary Medicine

MD ‐ Doctor of Medicine

OD ‐ Doctor of Optometry

PE ‐ Professional Engineer

PHD ‐ Doctor of Philosophy contactgender F = Female

M = Male

Blank = Unknown privgovsta 1 = Federal

2 = State

3 = County

4 = Municipal

5 = Private locstat 0 = Single location firm

1 = Headquarters/home office

Field Value Records Populated

Number %

2 = Branch office

3 = Subsidiary headquarters stockexchcode 1 = NYSE

2 = ASE

3 = NASDAQ

9 = other empsizrng A = 1‐4

B = 5‐9

C = 10‐19

D = 20‐49

E = 50‐99

F = 100‐249

G = 250‐499

H = 500‐999

I = 1,000‐4,999

J = 5,000‐9,999

K = 10,000+ empsizflg 1 = Collected from business source

2 = Estimated by Contractor annlsalrng A = 1 – 499 (all ranges in thousands)

B = 500 – 999

C = 1000 – 2499

D = 2500 – 4999

E = 5000 – 9999

F = 10,000 ‐ 19,999

G = 20,000 ‐ 49,999

H = 50,000 ‐ 99,999

I = 100,000 ‐ 499,999

J = 500,000 ‐ 999,999

K = 1,000,000+ annlsalflg 1 = Collected from business source

2 = Estimated by Contractor creditcd A = Excellent

B = Very Good

C = Good

U = Unknown

I = Institution or government exportimportind E = Export Services

I = Import Services

B = Both

Field Value Records Populated

Number % businesstype 1 = Individual

2 = Firm

Table 2. Additional Data Elements Proposed

Column Name Description Data Type Records Populated

Number %

C.1.4 Deliverables

a. The initial full Database and associated products and services are due to ETA Analyst Resource

Center Grantee on April 1, 2020.

b. The Database shall be updated and delivered at six (6) month or more frequent intervals subsequent to the initial delivery of the Database. Each update shall include the complete employer listing, not just records which have changed since the last update.

c. With each delivery of the Database during the period of the Contract, the Contractor shall provide to the ETA Analyst Resource Center Grantee counts, by state and for the United States

(the entire Database), of (i) the total number of establishments, (ii) the number of establishments added to and removed from the Database since the last delivery, and (iii) the total number of records and fields updated in the Database since the last delivery.

d. The Database, uncompressed and in the prescribed record layout and ASCII delimited format, shall be delivered to Primary Recipients electronically. Additional electronic media or delivery methods may be proposed and shall be described in detail.

e. All distributions are the responsibility of the Contractor, and all distribution expenses shall be included in the Proposal.