RFP 190000003135 - Vendor QA.pdf

Q # Document and Section

Page # Bidder Question MDOS Responses

1 Background & Scope 11

Background calls for "outside help to perform two random and one weighted selection of voters and applicants" while under the Scope only one random and one weighted selection are itemized. Is there a third?

Yes, there is a third selection, which will happen in August 2020 and select the 13 commissioners from the pool of 200 semi-finalists.

2 Scope 11

Is there an expectation of the geographic or demographic makeup of the initial mailed sample (10,000)? If so, what data will we receive in advanced to create the initial mailing list?

There will not be any geographic or demographic weighting in the initial mailed sample (at least 10,000) since that is not allowed by the constitution. The initial mailing will be purely random and will be drawn from Michigan's Qualified Voter File, which is maintained by the Bureau of Elections in the Michigan Department of State.

3 Scope 11 What information on the applicants will be available for the second sampling exercise (creating sample of 200)?

The information in the actual application (zip code, year of birth, sex, race and ethnicity). A draft of the application can be found at https://www.michigan.gov/sos/0,4670,7-127- 1633_91141_93804---,00.html

4 Scope 11 If 100 applications are from the mailing, where do the other 100 applicants come from (website)?

The other 100 applicants making up the semi-finalist pool of 200 will come from individuals who fill out an application (via website or in hard copy) on their own initiative--as opposed to randomly receiving one in the mail.

5 Scope 11

What are the specific geographic and demographic variables that will determine if the sample “mirrors, as closely as possible, the geographic and demographic makeup of the state.”

We will use an applicant's zip code to define geography. The demographic variables are: year of birth, sex, race and ethnicity. A draft of the application can be found at https://www.michigan.gov/sos/0,4670,7-127- 1633_91141_93804---,00.html

6 Scope 11 Will the attributes identified in Question 5 be available and attributable to the applicants?

The attributes identified in Question 5 will be supplied by the applicants themselves in their application. For purposes of the statistically weighted sampling, we are hoping that the applicants' information can be "de-identified" during the random selection process to remove any concern of bias.

7 Scope 11 Is the entire 200 applicant group expected to mirror the state makeup, or should each of the three political groups also individually mirror the makeup of the state?

The entire semi-finalist pool of 200 must mirror the state.

8 Scope 11 How will the data for the initial mailing be transferred?

The random selection of the initial mailing will be done from the Qualified Voter File (QVF), which is maintained by the Bureau of Elections. This information is regularly FOIA'ed and can be shared in various formats, depending on the needs and request of the selected vendor.

9 Scope 11 Who provides the data for the 2nd sampling exercise? Who enters the data from applications?

The Department of State will provide the data for the 2nd sampling exercise, data which is provided by each applicant as part of the application process.

10 Scope 11 How will the data for the second sampling exercise be transferred?

The data for the second sampling will be shared as needed and requested by the selected vendor.

11 Scope 11

If many variables need to be considered for mirroring the state makeup, will we be able to increase the number of random mailings to build a larger sample of applicants for the weighted sampling exercise if needed?

Yes, the constitution requires that we continue to conduct random mailings to Michigan registered voters selected at random until we have received applications from qualifying applicants who received a random mailing (at least 30 that affiliate with one major political party, 30 that affiliate with the other major political party, and 40 that not affiliate with either of the two major political parties). Additionally, our office will partner with community groups and others to raise awareness and encourage the public to apply.

12 Scope 11 How will applicants or registered voters that are not applicable to fill the commissioner role be identified?

Individuals who are not eligible to serve on the commission will be identified by their answers on the application. Per the Constitution, any registered and eligible voter in the state is able to apply; however, there are a few eligibility restrictions.

The application will walk applicants through these eligibility restrictions so that applicants can attest that they meet the qualifications and requirements of the constitution

13 SCHEDULE A

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WORK-SCOPE

Is 100 in this sentence correct? "until 100 are submitted and returned"

Yes, it is correct. The SOS must continue mailing applications until at least 100 are submitted and returned from applicants who received a mailing

Vendor Questions and answers for RFP 190000003135

Random Statistical Sampling Assistance and Expertise

14 SCHEDULE A

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Where will the 200 semi-finalists be selected from? Will they be from the returned applicants? But only 100 returned applicants are required in scope 1

The 200 semi-finalists will be selected from the entire pool of eligible applicants, with specific requirements in the constitution that 100 of the 200 come from individuals who received the random mailing and the other 100 of the 200 come from individuals who proactively seek out an application themselves. While any registered and eligible voter may apply to serve on the commission, the constitution requires that the SOS randomly mail at least 10,000 applications to Michigan registered voters and continue mailing until at least 100 applicants who received a mailing apply.

15 SCHEDULE A

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Regarding "the Department of State will provide the list of applicants to the firm", will mailing addresses be provided?

Mailing addresses could be provided if there was a need for it, though the plan has been to use applicants' zip code. Ideally, applicants will be de-identified before the list is shared with the firm

16 SCHEDULE A

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Regarding "The firm will be responsible for drawing the sample of the 200 semi-finalists and providing that list of selected applicants to the Department of State.", who will be responsible to mail the application letters to the selected applicants, the state to the firm?

The Dept of State will be responsible for all correspondence to any selected applicants.

17 SCHEDULE A

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The scope of this RFP appears to overlap with Request for Proposal # 190000002407 Statistical Assistance for Independent Redistricting Commission. Task 1 in the scope of both uses very similar language. Can you please clarify the difference?

A No Award was posted to SIGMA-VSS on 9/6/19 for RFP 190000002407. The current RFP has a more limited and specific scope in response to feedback from the vendor community that department also believes will be less cost prohbibitiv