Response to Offeror's Questions document.docx

STATE OF SOUTH DAKOTA

OFFICE OF PROCUREMENT MANAGEMENT

523 EAST CAPITOL AVENUE

PIERRE, SOUTH DAKOTA 57501-3182

Child Care Workforce Study

Questions and Responses

PROPOSALS ARE DUE NO LATER THAN 06.08.2023 BY 5:00 PM (CST)

Division of Economic Assistance POC: Kirsten Smart Kirsten.Smart@state.sd.us

Q: What data on forecasted childhood workforce demand will be provided to assist with the analysis in 3.1.3?

A: The state will not provide data on the forecasted childhood workforce demand. The offeror’s proposal should detail how the offeror will produce this type of data.

Q: What contact information can DSS provide (i.e. emails, phone numbers, mailing addresses) to assist with surveying both state registered and non-state registered child care providers?

A: DSS can provide contact information, such as email, mailing address, and phone number, for state registered or licensed child care providers. The state does not have contact information for child care providers who are not registered with the state.

Q: Are there any age-related inclusion or exclusion criteria for the study's scope? Specifically, is the study's scope to be focused on early childhood only, or should it include school-age child care?

A: The study should focus on early childhood care, such as group family day care, day care centers or family day cares, and school-age care, such as before and after school care.

Q: Is there an opportunity to collaborate and coordinate activities for this study with DSS's next market rate survey? If so, can you share any information about when the next market rate survey will take place?

A: No, the scope of this study does not include the market rate survey.

Q: Are the following items allowable expenses under this contract?: indirect (any rate restrictions?), compensation to study participants (e.g., gift cards for survey respondents), travel expenses for research staff?

A: The examples listed may be allowable expenses. The offeror’s proposal must include a detailed breakdown of the proposed budget.

Typically, reimbursement for travel expenses is at the state rate. As of May 2023, the rates are $75/night for lodging; $0.51 per mile for travel and up to $40 per day for food. Details can be found here: https://sdlegislature.gov/api/Rules/Rule/05:01:02:14.html.

Please provide an estimated budget for flights per onsite engagements. Alternatively, provide a flat rate per day for onsite engagements.

Q: How will the state share and/or public study results?

A: Typically, DSS publishes study results on the Department website.

Q: The RFP makes reference to geography (e.g., in 3.1.2). What geographic units should be used (e.g., counties, metro areas, DSS child care licensing districts, other)?

A: Geographic units may include county, city, urban and rural, etc. The offeror’s proposal should detail geographic units the offeror proposes to use for this study.

Q: Section 3.1.7 makes reference to "a representative sample of South Dakota's population." Is the intent of this section that the childcare program employees who are surveyed for the study should be representative of (a) the total population of childcare program employees in SD or (b) the general population of the state? Or, is the intent that the study should also include a survey of the general population, in addition to the survey of childcare program employees?

A: DSS is interested in a representative sample of the South Dakota child care employee population.

Q: Section 3.1.8 requires case studies of successful workforce strategies. Is there a minimum number of case studies to be included? Or criteria for including or excluding potential case studies? And must all case studies be drawn from South Dakota communities, or could they come from other states?

A: There is not a minimum number of case studies. There are not criteria for including or excluding potential studies. South Dakota case studies are preferred; however, other state’s case studies may be considered.

Q: Regarding data and confidentiality: Must all raw survey data be provided directly to DSS? Would de-identified and/or summarized data be sufficient? In other words, will it be possible to promise participants confidential treatment of their survey responses?

A: All data and work product collected through this RFP is DSS-owned. Refer to sections #10 and #11 of the contract template. DSS follows strict data confidentiality policies and the selected vendor will be expected to adhere to those policies.

Q: Section 3.3.4 does not specify the date when the draft study project plan is due to DSS. Is that date determined and available?

A: The draft study project plan is due within 30 days of the award.

Q: Section 3.3.7 says that the final report should include "up to three infographic one-page briefs." Are infographics a required component of the final report? Is there a minimum number (less than three) that must be provided?

A: Infographics are requested; however, DSS is open to alternative proposals from offeror.

Q: Section 4.1 asks for information related to "at least three previous and current service/contracts." Does that mean three previous plus three current (total six) items? Or is it sufficient to provide information for three (which may be a mix of previous and current)?

A: It is sufficient to provide a total of three previous and current service/contracts.

Q: Are there any guidelines or restrictions on the length, layout, or format of the proposal response, aside from those listed in section 5.0 (e.g., spacing, font, maximum number of pages, margins, etc.)?

A: No.

Q: Section 5.1.4 says offerors may submit multiple cost proposals. Are these meant to be multiple cost proposals for different versions of a proposed project? Or multiple sub-proposals that sum to a total cost proposal? Can you give an example of a circumstance where an offeror might submit multiple cost proposals?

A: If an offeror’s proposal includes variations in the scope of services or differences in the study’s methodology, the offeror may include multiple cost proposals. Each cost proposal should clearly identify the differences between each proposal.

Q: Are you able to share any information about the level of funding available for this study?

A: Budget and funding information will not be provided.

Q: The contract template section 15 gives the state ownership of work products and data. Would the state be amenable to revising the contract to allow for future research or academic publication using data collected for this study?

A: Section 11 of the contract template provides for potential future use of the data with written consent of the State. The chosen vendor can request to use the data and the State will consider requests on a case-by-case basis.

Q: Would the state be amenable to adding a reciprocal indemnification clause to the contract (section 23)?

A: No. Please refer to South Dakota Codified Law 3-21-13.

Q: Would South Dakota Department of Social Services (DSS) consider extending the deadline for proposal submission so that offerors can incorporate the answers to questions provided on 5/23/2023?

A: The proposal submission deadline will not be extended.

Q: Could DSS disclose the source(s) of funding used to support this project, and if the offeror can propose optional tasks that might extend beyond the contract end date of 9/30/2024?

A: Budget and funding information will not be provided. The contract end date will not be extended beyond 9/30/2024.

Q: Does DSS want the analyses for Objectives 3.1.1 through 3.1.8 to be specifically on just the child care workforce (in centers and family child care), or also inclusive of preschool, Head Start, and other programs that may not be covered by state license requirements?

A: The analyses should focus on state registered and licensed child care providers, such as group family day care, day care centers, before and after school care, and family day cares and non-state registered child care providers, such as family day cares who are not registered with the state.

Q: Does DSS want the analyses for Objectives 3.1.1 through 3.1.6 conducted at a state-wide level or sub-state level? If at a sub-state level, how many different regions of the state are desired?

A: The analysis should include a state-wide level and levels broken down by geographic units. Geographic units may include county, city, urban and rural, etc. The offeror’s proposal should detail geographic units they propose to use for this study.

Q: The RFP requires extensive collection of data on the workforce in both registered and non-state registered child care settings. What types of administrative data will DSS be able to share to facilitate data collection – e.g., provider type, provider address, email, phone number, license or other ID number, provider capacity?

A: DSS can provide administrative data and contact information, such as email, mailing address, and phone number, for state registered child care providers. The state does not have contact information for child care providers who are not registered with the state.

Q: The RFP requires collection of data on the workforce in non-state registered child care settings. Can DSS confirm which types of providers are included in this group, only those who are serving children through the Child Care Assistance Program (CCAP) or any non-registered provider who may be serving children in the state, including those who may be serving only children who are private paying?

A: Non-state registered child care providers means family day cares that are not registered with the state; however, the child care provider may be registered or licensed with a city. This does not include providers who are providing care in a child’s home.

Q: The RFP requires collection of data on the workforce in non-state registered child care settings. Can DSS confirm whether this group includes nannies, au pairs or other providers who may provide care in a child’s home?

A: Non-state registered child care providers means family day cares that are not registered with the state; however, the child care provider may be registered or licensed with a city. This does not include providers who are providing care in a child’s home.

Q: The RFP requires the collection of workforce demographic data and estimates of the size of the workforce by position but does not specify whether a statewide survey is required or preferred. Can DSS clarify whether it expects the proposed study to use a workforce survey to collect the data that are not available from extant sources?

A: Refer to section 3.1.7 of the RFP.

Q: The RFP calls for the exploration of the impacts of the child care workforce shortages on the South Dakota economy. Does DSS expect the offeror to conduct an independent economic impact analysis that is specific to South Dakota during the study period, or does DSS expect the offeror to extrapolate from findings of other similar economic impact analyses conducted nationally or in other states in recent years?

A: The offeror’s proposal should detail how the offeror will collect this data for the State of South Dakota.

Q: The RFP calls for the identification of successful strategies that address the persistent child care workforce issues. Is DSS only interested in learning about strategies already used in South Dakota or is there also interest in strategies used in peer states? Are there specific states that DSS would like the offeror to examine or specific types of strategies DSS would like the offeror to examine?

A: South Dakota case studies are preferred; however, other state’s case studies may be considered.

Q: The RFP requires a review of existing studies and reports that may have information that can be used to support the study objectives. Can DSS provide a list of any recent state-level studies that would provide relevant information on the child care workforce in South Dakota for this study?

A: This will be the first contract for this scope of work. The State’s Market Rate Report and Child Care Cost of Care Analysis can be found on the DSS website here.

Q: Have contractors performed similar studies or analyses for DSS that could be relevant to this study of the child care workforce? If so, can DSS provide the names of the contractors and copies of the studies they have produced?

A: This will be the first contract for this scope of work. The State’s Market Rate Report and Child Care Cost of Care Analysis can be found on the DSS website here.

Q: What type of contract (firm fixed price, time and materials, cost plus fixed fee, etc.) does DSS anticipate awarding to the successful offeror?

A: DSS will evaluate the cost proposal(s) as submitted by the offeror. All proposals must provide a detailed cost proposal. Refer to section 7.0 of the RFP.

Q: If an offeror proposes a Firm Fixed Price, do they still need to provide labor rates?

A: All proposals must provide a detailed cost proposal. Refer to section 7.0 of the RFP.

Q: Will DSS allow, and fund, cost proposals that include incentives for study participants – e.g., small cash incentives for survey participants, stipends for participants in interviews or focus groups?

A: The examples listed may be allowable expenses. The offeror’s proposal must include a detailed breakdown of the proposed budget for the project.

Q: Could DSS provide a funding range for this study? This would help offerors design a study approach that is appropriate for the funding level.

A: Budget and funding information will not be provided.

Q: What assistance will DSS provide the offeror to support data collection – e.g., contact information, access to administrative data, introductions to stakeholders, space for primary data collection, outreach to encourage participation in data collection, etc.?

A: DSS can provide administrative data and contact information, such as email, mailing address, phone number, etc. for state registered child care providers. The state does not have contact information for non-state registered child care providers. If additional assistance is requested from DSS, the offeror should detail the request in the proposal.

Q: Does the department currently have a survey tool? Or a preference for one?

A: No.

Q: Can the work outlined in this RFP be completed remotely?

A: Completing the work on-site is not a requirement of the RFP. In the proposal, the offeror should detail what work will be completed on-site and what work will be completed remote/virtual.

Q: This event is invitation only- just clarifying is there a special bid list or do we just need to submit a letter of intent?

A: This RFP is open to all interested parties and is published on Open SD and DSS websites. Please refer to section 1.3 and 1.4 of the RFP regarding the Letter of Intent and Schedule of Activities.

Q: Item 3.1.7. cites the need for the selected firm “to interview, survey, and consult with childcare program employees, with a representative sample of South Dakota’s population by demographics and geographic areas.” As two populations are mentioned (childcare program employees and South Dakota’s population), is DSS interested in collecting data from both populations?

A: DSS is interested in collecting data from the South Dakota child care employee population.

Q: Related, per the reference to a “representative sample” in item 3.1.7, is DSS seeking a statistically rigorous representative sample of both populations, one of those populations, or none (that is, would a non-representative sample be acceptable in one or both cases if access or cost prohibits representativeness)?

A: DSS is interested in a representative sample of the South Dakota child care employee population.

Q: Per item 3.3.4., by what date is DSS seeking the draft study project plan?

A: The draft study project plan is due within 30 days of the award.

Q: What is the anticipated or not-to-exceed budget for this study?

A: Budget and funding information will not be provided.

Q: What is DSS’s preference regarding virtual vs. in-person for project management meetings? What is DSS’s preference regarding virtual vs. in-person for stakeholder engagement?

A: In the proposal, the offeror should detail what work will be completed on-site and what work will be completed remote/virtual.

Q: Item 4.3 references “special project constraints.” Could you provide an example of what is meant by special project constraints?

A: Offerors should provide specific examples of their history in handling project challenges and/or constraints.

RFP 1234 Sample Questions and Responses Page 1 of 24