RFP Final Q&A_University Program ROI Study.pdf

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Florida Agricultural and Mechanical University | Florida Atlantic University | Florida Gulf Coast University | Florida International University

Florida Polytechnic University | Florida State University | New College of Florida | University of Central Florida

University of Florida | University of North Florida | University of South Florida | University of West Florida

Request for Proposal (RFP) for

University Degree Program ROI Study

No. BOG 24-003

Questions and Answers and

Addendum No. 1

January 13, 2025

Questions and Answers

Q1) Scope of Work item 2 states the Board will provide staff data. For Scope of Work item 3, will the Board also provide all of this information? If not, how much time does the Board anticipate taking the awarded contractor to gather this information?

A1) The data for Task 3 in Section B of Attachment A, Scope of Services, should be provided by the universities. The time frame for this will depend on the university, however, we do not expect this to take longer than 1-2 weeks for each university to provide.

Q2) The contractor believes all work can be conducted remotely without physical visits to any location. Does the Board anticipate any physical meeting requirements? Such as the final presentation of the report? Item 9 only speaks to bi-weekly meeting requirements.

A2) The bi-weekly meetings will be done virtually. If the Board decides they would like an in-person presentation of the final report, travel expenses with be reimbursed by the Board office in accordance with Section E of Attachment A, Scope of Services.

Q3) Under Scope of Work, item 5, "a detailed ROI for each program". How does the Board identify ROI for educational programs? Is this a monetary number, graduation rate, student success, etc?

A3) At a minimum for Task 5 in Section B of Attachment A, Scope of Services, the study should estimate the lifetime earnings minus the cost of attendance to the university for the students in the specific programs identified in the RFP.

Q4) What financial data do you have available for each of the programs referenced in the RFP?

A4) Financial data, such as total staff compensation and benefits, facility costs, and any other related expenses, including overhead, should be provided by the universities in accordance with Section A of Attachment A, Scope of Services.

Q5) Is there a central repository of program and related data (e.g., tuition and fees, state funding, discounts, enrollment, graduates, faculty and faculty wages, courses by student, courses by faculty, etc.) available to the vendor for this project for all public universities with consistent metrics across each institution?

A5) Yes, as stated in Section B of Attachment A, Scope of Services, the Board will provide as much relevant information as possible. The universities will be able to provide additional data.

Q6) Is this a correct reading -- you want a paper and electronic copy of the RFP and the Cost Proposal is electronic/email only.

A6) Only electronic copies emailed to the Procurement Officer in accordance with Section 3 of the RFP are acceptable.

Q7) Regarding the task list on pages 21-22 -- Item 2 - you mention numbers of staff but not salaries and total compensation, is that correct?

A7) Yes, Task 2 in Section B of Attachment A, Scope of Services, does not require staff salaries nor compensation. However, if the Provider would like to include salaries and/or total compensation, that is allowed.

Q8) Regarding the task list on pages 21-22 -- Item 3 - data are to be generated by our models without data from the board on facilities costs, etc.?

A8) The Provider may use data provided by the universities. See A1 of this document.

Q9) Regarding the task list on pages 21-22 -- Item 4 - state data on student outcomes will not be available from your alum surveys, etc., but needs to be based on extrapolated data outside of Florida?

A9) The Board will provide the data as is available and necessary, in accordance with Section B of Attachment A, Scope of Services.

Q10) Scope of Work and Deliverables - Can you clarify the expected depth of analysis for each program listed in the scope, such as the granularity of cost modeling and ROI analysis?

A10) In accordance with Section B of Attachment A, Scope of Services, and at a minimum, the study should estimate the lifetime earnings minus the cost of attendance to the university for the students in the specific programs identified in the RFP.

Q11) Scope of Work and Deliverables - Are there specific methodologies or tools the Board prefers for this study?

A11) The Provider may use their own specific methodologies or tools to estimate the ROI for each program as they see fit and in accordance with Section B of Attachment A, Scope of Services.

Q12) Timeline and Milestones - Is the two-month performance period flexible if unforeseen challenges arise, and are there mechanisms to request extensions for the draft or final report submission?

A12) Extensions cannot be granted for this report deadline. Respondents should consider the dates in Section 2.3 of the RFP firm, and the Provider will be expected to provide the services in the time and manner stated in Attachment A, Scope of Services.

Q13) Timeline and Milestones - Could you clarify the level of detail expected in the weekly status updates and bi-weekly meetings?

A13) A brief weekly update via email on the progress the Provider has made each week is acceptable. The bi-weekly meetings, referenced in Attachment A, Scope of Services, should be half an hour to an hour long in duration to provide a more detailed update of progress. This time can be used for the Provider to ask questions and for the Board to provide feedback on the direction of the research.

Q14) Staffing and Resource Allocation - What level of expertise or credentials is expected from personnel performing the analysis?

A14) It is expected that at least one staff member assigned to the project meets the requirements in Section 3.3.1.1 Minimum Experience and Qualifications of the RFP.

Q15) Staffing and Resource Allocation - Will the Board provide direct contact points within the universities or programs to facilitate data collection?

A15) In accordance with Attachment A, Scope of Services, the Board will provide one point of contact for each university. Each university’s point of contact may manage communications at their discretion. The Board will oversee communications to ensure collaboration and data is provided from the universities.

Q16) Data Availability and Access - Will the Board provide all necessary data points (e.g., student enrollment, faculty employment, and cost data), or will additional independent collection be required?

A16) In accordance with Attachment A, Scope of Services, the Board will provide as much relevant data as available and as necessary such as student enrollment and faculty employment. However, the universities will provide the more specific data required such as cost data.

Q17) Evaluation and Success Metrics - How will the Board evaluate the adequacy and accuracy of ROI calculations and the final deliverables?

A17) ROI calculations should, at a minimum, estimate the lifetime earnings minus the cost of attendance to the university for the students in the specific programs identified in the RFP. The report should explain the methodology and tools used to calculate the estimates in a way that is easy for the reader to understand and follow.

The final deliverables are detailed in Attachment A, Scope of Services.

Q18) Past Performance - Would the Board consider experience in related fields, such as government consulting or project management, sufficient to demonstrate relevant past performance for this requirement?

A18) Yes, if the Provider can demonstrate how the consulting or project management was related to the requirements listed in 3.3.1.1 Minimum Experience and Qualifications of the RFP.

Q19) Taking into account SUSF’s desired timeline, will SUSF have the ability to provide the necessary student, financial, and HR data – understanding that some of that data may include PII – by the first day of the project?

A19) The Board will provide the available and necessary data in a time frame to be agreed upon so the Provider may meet deliverables in the time and manner specified in Attachment A, Scope of Services.

Q20) What is the level of expected or desired involvement of stakeholders from each institution/campus involved in the study?

A20) University contacts are to provide information in the time and manner specified in Attachment A, Scope of Services.

Q21) Is the use of offshore resources allowed?

A21) The Board will consider allowing offshore resources.

Q22) Will student-level source data from MyFloridaFuture be available and, if so, would it be available at the start of the engagement?

A22) The Board will provide data as available and as necessary in the time and manner specified in Attachment A, Scope of Services.

Q23) Is there a standard chart of accounts across institutions for those categories relevant to the cost of education component of this study?

A23) Yes.

Q24) Across the SUSF institutions, are there common and adhered to definitions around direct cost of education, indirect cost of education delivery, and academic administrative overhead?

A24) Yes.

Q25) Are there any prior SUSF efforts or external data sources (e.g. Delaware Study) that can be utilized to estimate the cost of educational delivery in the context of this report and analysis?

A25) There are no prior efforts specific to Florida. The Provider may utilize other state ROI studies if they prove to be useful.

Q26) Can the Board provide detailed data specifications for student outcomes, such as formats, historical depth, and granularity of data?

A26) The Board will provide data if available and as necessary in accordance with Attachment A, Scope of Services.

Q27) What are the acceptable methodologies for modeling operational costs and ROI (e.g., net present value, payback period)?

A27) See A10, A11, and A17 of this document.

Q28) Does the Board have a preferred analytical software or platform for the ROI study? Are there specific benchmarks or comparable studies the Board expects to be used for this evaluation?

A28) No. See A11 and A25 of this document.

Q29) What level of access will be provided to institutional data systems to facilitate the research?

A29) The Board will provide the level of access and data as is available and necessary.

Q30) Are there specific templates or formats for weekly status updates, the draft report, and the final report?

A30) No, it will be up to the Provider.

Q31) Should the final report include visualizations such as dashboards or interactive tools for better stakeholder understanding?

A31) Visualizations (charts, graphics, etc.) in the final report that will allow the reader to better understand the outcomes are encouraged. Dashboards or interactive tools are allowed but not required.

Q32) What are the exact evaluation criteria for determining the quality of deliverables?

A32) The deliverables should be submitted in accordance with Attachment A, Scope of Services.

Q33) Could you elaborate on the expectations for bi-weekly meetings? Are they expected to be presentation-based or open discussions?

A33) See A13 of this document. Informal meetings. Presentations are not required.

Q34) Will the Board assign a dedicated liaison or team to facilitate data access and answer operational queries during the study?

A34) Yes.

Q35) What is the expected balance between quantitative analysis and qualitative insights in the final report?

A35) Please refer to the deliverables in Attachment A, Scope of Services.

Q36) Are there any supplementary objectives beyond those listed in the Scope of Services?

A36) No.

Q37) For the five degree programs mentioned, will all program data be provided by the Board, or will the contractor need to collect additional data from universities?

A37) The Provider will need to collect additional data from the universities. The Board will provide contact information for each university and oversight of collaboration.

Q38) Are there specific state or federal regulations that must be adhered to when handling sensitive student data?

A38) No sensitive student data will be provided.

Q39) What security protocols are expected for data transfer, storage, and analysis?

A39) Security protocols will be communicated with the Provider upon award.

Q40) Given the tight timeline, are there any contingency plans if deliverables are delayed due to external factors (e.g., delayed data access)?

A40) No. See A12 of this document.

Q41) What percentage of the total project cost should be allocated to unforeseen expenses or changes in project scope?

A41) The percentage should be determined by the provider.