RFP YA1323-23-BSRT-0010 Commercial Data Files .pdf

Solicitation #: YA1323-23-BSRT-0010

(COMMERICAL DATA FILES FOR K-12 EDUCATIONAL INSTITUTIONS)

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 GENERAL

B.1.1 This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested at this time.

B.1.2 This solicitation is issued as Request for Proposal (RFP) Number YA1323-23-BSRT-

0010.

B.1.3 The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2022-07.

B.1.4 This is a notice that this contract is a total set aside for small business concerns. Only proposals submitted by Small Business concerns will be accepted by the Government. Any proposal that is submitted by a contractor that is not a Small Business concern will be immediately rejected and will not be considered for award

B.2 CONTRACT TYPE

The U. S. Census Bureau intends to award a Firm-Fixed Price (FFP) contract for Commercial

Data Files for K-12 Educational Institutions.

B.3 PRICE

The fixed price of the contract is TBD. The prices set forth shall apply for payment purposes for all items acquired under this contract.

B.3.1 CONTRACT LINE ITEMS

Contracts and Option Periods should be awarded for the Private School Facility Data described in Table 1, School Principal Data described in Table 2, and School Teacher and Principal Data described in Table 3 of this PWS.

Table 1: Private School Facility Commercial Data Pricing Options

CLIN ITEM DESCRIPTION PRICE

0001 Private School Facility File delivery for 2023 (C.1.4.1)

0002 Private School Facility File delivery for 2025 (C.1.4.2)

0003 Private School Facility File delivery for 2027 (C.1.4.3)

Table 2: School Principal Commercial Data Pricing Options

0004 Private School Principal Data for 2023 (C.2.4.1)

0005 School Principal Data for 2024-25 school year (C.2.4.2)

0006 Private School Principal Data for 2025 (C.2.4.3)

0007 Private School Principal Data for 2027 (C.2.4.4)

0008 School Principal Data for 2027-28 school year (C.2.4.5)

Table 3: School Teacher and Principal Commercial Data Pricing Options

Teacher Roster and Principal Data File for 2023-24 school year (base file plus 5 refreshes) (C.3.4.1)

Teacher Roster Data File for 2024-25 school year

(C.3.4.2)

0011 Teacher Roster and Principal Data File for 2026-27 school year (base file plus 5 refreshes) (C.3.4.3)

0012 Teacher Roster Data File for 2027-28 school year

(C.3.4.4)

(End of Section B)

SECTION C – PERFORMANCE WORK STATEMENT (PWS)

C. BACKGROUND

The U. S. Census Bureau is the primary source of basic statistics about the population and economy of the Nation. These statistics assist the Congress, the executive branch of the Federal

Government, state and local governments, the public, and the private sector in the development and evaluation of social and economic activities. Our major programs are the periodic censuses, current surveys, and a wide range of reimbursable work for other agencies. The programs cover a broad spectrum of demographic and economic statistics.

The Education Surveys Team within the Associate Director for Demographic Programs, Survey

Operations (ADDP-SO) is responsible for activities associated with the data collection, processing, dissemination, and analysis of several surveys for the National Center for Education

Statistics (NCES), within the Institute of Education Sciences (IES) of the U.S. Department of

Education (ED).

To supplement the frame information and data collection efforts for these surveys, ADDP-SO needs commercial data files containing information on Kindergarten through Twelfth Grade (K-

12) public (including charter) and private (including Catholic) educational institutions located in the United States, including American Indian Reservations, and Washington, D.C. The private school universe includes schools that are not supported primarily by public funds, provide classroom instruction for one or more of grades K-12 or comparable ungraded levels, and has one or more teachers. Organizations or institutions that provide support for home schooling without offering classroom instruction for students are not included. The U.S. Census Bureau and NCES consider private schools to include Catholic schools; therefore, all file deliveries from the contractor should include Catholic schools in addition to private schools according to the contractor’s definition.

The data needed is both school related (e.g., general information about the school) and faculty related (e.g., principal name and email address, lists of faculty members, faculty email addresses). The commercial data files are needed for the following academic years: 2022-23, 2023-24, 2024-25, 2025-26, 2026-27, 2027-28.

SCOPE OF WORK

The scope of work is separated for Private School Facility Data, School Principal Data, and

School Teacher Data, as each data type has different requirements.

C.1 Private School Facility Commercial Data Files

C.1.1 Private School Facility Universe

These commercial data files will be used to inform the frame creation for the Private School

Survey (PSS) in selected counties within the United States and Washington, D.C., including schools located on American Indian Reservations in the United States.

The Private School Facility Universe includes the complete set of schools that are:

• not supported primarily by public funds;

• provide classroom instruction for one or more of grades K-12 or comparable ungraded levels; and

• has one or more teachers.

The private school universe shall include Catholic schools, as both the Census Bureau and

NCES consider private schools to include Catholic schools.

The contractor shall exclude organizations or institutions that provide support for home schooling without offering classroom instruction for students.

The COR will provide a county list to the contractor two weeks prior to the deliverable date for each academic year in deliverable Section F.4 (Table 7) The county list will have no more than

200 counties located in the United States and Washington, D.C. The county list will change for each academic year’s deliverable.

C.1.2 Private School Facility Commercial Data File Contents

The contractor shall return the data elements in Table 4 for all private schools within each county.

The source of the commercial data file is not to be drawn solely from the NCES private school search site, or from third party sites that source from the private school search site

<http://nces.ed.gov/surveys/pss/privateschoolsearch>.

Table 4: Private School Facility Commercial File Data

Geography Data Elements

50 U.S.

States and

Washington, DC

• School Name

• Mailing address

Physical address (address information identified should be the full SITUS address and include county information.)

• Latitude/Longitude

• School Phone number

• School NCESID

• Grade range of school

• Principal or Head of School name

• Principal or Head of School email address

• School Religious Affiliation o Roman Catholic o African Methodist Episcopal o Amish o Assembly of God o Baptist o Brethren o Calvinist o Christian (no denomination specified) o Church of Christ

▪ Church of God

▪ Church of God in Christ

▪ Church of the Nazarene

▪ Disciples of Christ

▪ Episcopal

▪ Friends

▪ Greek Orthodox

▪ Islamic

▪ Jewish

▪ Latter Day Saints

▪ Lutheran Church – Missouri Synod

▪ Evangelical Lutheran Church in America

▪ Wisconsin Evangelical Lutheran Synod

▪ Other Lutheran

▪ Mennonite

▪ Methodist

▪ Pentecostal

▪ Presbyterian

▪ Seventh-Day Adventist o Other

• School Type o Regular elementary or secondary o Montessori o Special program emphasis o Special education

C.1.3 Academic Years

The Private School Facility Commercial Data Files are needed for the 2023-24, 2025-26, and

2027-28 academic years. The commercial data file is not needed for the 2024-25 or 2026-27 academic years as described below:

C.1.3.1 Academic Year 2023-24

The COR will provide the file containing the 2023-24 PSS counties for matching to the contractor by June 30, 2023. The contractor shall deliver the preliminary commercial data file by a date agreed upon at contract award. The contractor shall ensure the file contains the data elements defined in Table 4. The contractor shall ensure the most current information as of the time of delivery.

C.1.3.2 Academic Year 2025-26

The COR will provide the file containing the 2025-26 PSS counties for matching to the contractor by July 1, 2025. The contractor shall deliver the preliminary commercial data file by a date agreed upon at contract award. The contractor shall ensure the file contains the data

C.1.3.3 Academic Year 2027-28

The COR will provide the file containing the 2027-28 PSS counties for matching to the contractor by July 1, 2027. The contractor shall deliver the preliminary commercial data file by a date agreed upon at contract award. The contractor shall ensure the file contains the data o Career/technical/vocational o Alternative/other o Early childhood program or day care center

• Year school was established

• Last record update

In addition to all the fields requested, any additional data elements available for school principals are welcome.

C.2 School Principal Commercial Data Files

C.2.1 Commercial Data Files Universe

These commercial data files will be used to supplement the frame with principal contact information (name and email address) for the Private School Survey (PSS) and the Principal

Follow-up Survey (PFS) to the National Teacher and Principal Survey (NTPS). Specifically, Principal Names will be printed on letters and questionnaires mailed to principals of sampled schools in order to personalize materials, a practice known to improve the legitimacy of school-based surveys and increase survey response. Additionally, principals of sampled school will be contacted by email to complete their surveys electronically; therefore, Principal Names and

Email addresses are critical for conducting these email operations, proven to boost response for school-based surveys.

The universe for the Private School Principal Data Files (for the PSS) includes schools that are not supported primarily by public funds, provide classroom instruction for one or more of grades

K-12 or comparable ungraded levels, and has one or more teachers. The private school universe shall include private schools in the United States and Washington, D.C., including schools located on American Indian Reservations within the United States. The universe shall also include Catholic schools, as the Census Bureau and NCES consider private schools to include

Catholic schools. The contractor shall exclude organizations or institutions that provide support for home schooling without offering classroom instruction for students.

The universe for School Principal Data Files (for the PFS) includes public (including charter) and private1 elementary and secondary schools. The schools are limited to those located in the

United States, and Washington, D.C.

The COR will provide the contractor with a file that contains no more than 18,000 schools (along with school location information to assist with the precision of matching to the contractor’s database(s)) for matching two weeks prior to the deliverable date for each deliverable set forth in this contract. The school list will change for each deliverable.

C.2.2 School Principal Commercial Data File Contents

The contractor shall return the data elements in Table 5 for all schools matched to their database(s).

1 All references to “private” schools herein include Catholic schools. The U.S. Census Bureau considers private schools to include Catholic schools; therefore, all file deliveries from the contractor should include Catholic schools in addition to private schools.

Table 5: School Principal Commercial File Data

50 U.S.

States and

• Principal name

• Principal e-mail address

• School name

• School NCESID

• School Identifier (as provided on the delivered file for matching)

• Last Record Update

In addition to all the fields requested, any additional data elements available for school principals are welcome.

C.2.3 Academic Years

The School Principal Commercial Data Files are needed for the 2023-24, 2024-25, 2025-26, and

2027-28 (2 filed deliveries) academic years. The commercial data file is not needed for the 2026-

27 academic year.

C.2.3.1 Academic Year 2023-24

The COR will provide the file containing the 2023-24 PSS private (including Catholic) schools for matching to the contractor by May 11, 2023. The contractor shall deliver the commercial data file by a date agreed upon contract award. The contractor shall ensure the file contains the data elements defined in Table 5. The contractor shall ensure the most current information as of the

C.2.3.2 Academic Year 2024-25

The COR will provide the file containing the 2024-25 PFS public (including charter) and private

(including Catholic) schools for matching to the contractor by November 14, 2024. The contractor shall deliver the commercial data file by a date agreed upon contract award. The contractor shall ensure the file contains the data elements defined in Table 5. The contractor shall ensure the most current information as of the time of delivery.

C.2.3.3 Academic Year 2025-26

The COR will provide the file containing the 2025-26 PSS private (including Catholic) schools for matching to the contractor by May 15, 2025. The contractor shall deliver the commercial data file by a date agreed upon at contract award. The contractor shall ensure the file contains the data

C.2.3.4 Academic Year 2027-28 (1 of 2)

The COR will provide the file containing the 2027-28 PSS private (including Catholic) schools for matching to the contractor by May 13, 2027. The contractor shall deliver the commercial data file by a date agreed upon contract award. The contractor shall ensure the file contains the data

C.2.3.5 Academic Year 2027-28 (2 of 2)

The COR will provide the file containing the 2027-28 PFS public (including charter) and private

(including Catholic) schools for matching to the contractor by November 10, 2027. The contractor shall deliver the commercial data file by a date agreed upon contract award. The contractor shall ensure the file contains the data elements defined in Table 5. The contractor shall ensure the most current information as of the time of delivery.

C.3 School Teacher and Principal Commercial Data Files

C.3.1 Commercial Data Files Universe

One component of the National Teacher and Principal Survey (NTPS), the Teacher Listing Form

(TLF), serves as both a method of collecting school level information on the number and types of teachers and as a sampling frame for the Teacher Questionnaire, which collects more detailed information from a sample of teachers.

Given that the teacher roster data captured on the TLF serves as the frame for teacher sampling, it is crucial that the TLF be completed accurately. However, the burden on respondents associated with providing names and contact information for all teachers at a school is high, especially for large schools that employ many teachers. Alternative sources of information on who teaches at the schools selected for the NTPS, including commercial teacher roster data, help relieve that burden on schools if they are of sufficiently high quality. Additionally, the response rates of school-based surveys are decreasing over time, resulting in a need to supplement data from external sources in order to meet survey response goals.

This commercial data file will be used to supplement the teacher frame for the NTPS and the follow-up surveys to the NTPS. The Census Bureau will potentially select teachers from these lists and an invite them to complete a questionnaire. The universe includes public (including charter) and private2 elementary and secondary schools located in the United States, and

Washington, D.C.

The COR will provide the contractor with a file that contains no more than 20,000 schools (along with school location information to assist with the precision of matching to the contractor’s

2 All references to “private” schools herein include Catholic schools. The U.S. Census Bureau considers private schools to include Catholic schools; therefore, all file deliveries from the contractor should include Catholic schools in addition to private schools.

database(s)) for matching two weeks prior to the deliverable date for each deliverable set forth in this contract. The school list will change for each deliverable.

C.3.2 Teachers and Principals Commercial Data File Contents

The contractor shall provide data elements for the 50 U.S. States, Washington, D.C., found in

Table 6.

Table 6: Commercial File Data Elements for Teachers and Principals

50 U.S.

States and

• Principal name

• Principal e-mail address

• School name

• School NCESID

• School Identifier (as provided on the delivered file for matching)

• Last Record Update

• The following information for all teachers who work in the school, including:

o Teacher name o Grade taught o Subject taugh o Teacher email address o Years teaching (if available) o Last Record Update

In addition to all the fields requested, any additional data elements available for teachers and principals are welcome.

C.3.3 Academic Years

The contractor shall provide commercial data files for the 2023-24, 2024-25, 2026-27, and 2027-

28 academic years. The contractor will not deliver a file for the 2025-26 academic year.

C.3.3.1 Academic Year 2023-24

The COR will provide the file containing the 2023-24 NTPS public (including charter) and private (including Catholic) schools for matching to the contractor by May 11, 2023. The contractor shall deliver the preliminary “base” commercial data file by a date agreed upon contract award. The contractor shall ensure the file contains the data elements defined in Table

6. The contractor shall ensure the most current information for the 2023-2024 academic year.

The contractor shall provide five (5) updated files known as “refresh files” to the COR from

August 1, 2023 to September 30, 2024. These refresh files should include the same matched schools as the base file delivered in May 2023; however, the data should be pulled from the contractor’s most up-to-date database, yielding data files with updated information. The COR will submit the request to the contractor. The contractor shall deliver an updated file within ten

(10) business days of receipt of the request.

C.3.3.2 Academic Year 2024-25

The COR will provide the file containing the 2024-25 NTPS Follow-up Survey public (including charter) and private (including Catholic) schools for matching to the contractor by November 1, 2024. The contractor shall deliver the commercial data file by a date agreed upon at contract award. The contractor shall ensure the file contains the data elements defined in Table 6. The contractor shall ensure the most current information for the 2024-25 academic year. For this item, no refresh files are needed. The single matched file from November 2024 is the only deliverable.

C.3.3.3 Academic Year 2026-27

The COR will provide the file containing the 2026-27 NTPS public (including charter) and private (including Catholic) schools for matching to the contractor by May 14, 2026. The contractor shall deliver the preliminary “base” commercial data file by a date agreed upon contract award. The contractor shall ensure the file contains the data elements defined in Table

6. The contractor shall ensure the most current information for the 2026-2027 academic year.

The contractor shall provide five (5) updated files known as “refresh files” to the COR from

August 1, 2026 to September 30, 2027. These refresh files should include the same matched schools as the base file delivered in May 2026; however, the data should be pulled from the contractor’s most up-to-date database, yielding data files with updated information. The COR will submit the request to the contractor. The contractor shall deliver an updated file within ten

(10) business days of receipt of the request.

C.3.3.4 Academic Year 2027-28

The COR will provide the file containing the 2027-28 NTPS Follow-up Survey public (including charter) and private (including Catholic) schools for matching to the contractor by November 5, 2027. The contractor shall deliver the commercial data file by a date agreed upon at contract award. The contractor shall ensure the file contains the data elements defined in Table 6. The contractor shall ensure the most current information for the 2027-28 academic year. For this item, no refresh files are needed. The single matched file from November 2027 is the only deliverable.

C.4 Technical Support

The Contractor shall provide technical support regarding file structure and delivery, file contents and completeness, and data consistency over time. The contractor shall work to resolve technical issues within 48 business hours of being notified.

C.5 Intended Data Uses

The commercial data will meet Census Bureau Disclosure Avoidance standards. The Census

Bureau will not release any identifiable information obtained through this contract. The Census

Bureau will not use the data for marketing or compliance purposes. The Census Bureau will not resell the data.

The Census Bureau Disclosure Avoidance Methodology and Standards can be found at http://www.census.gov/econ/census/help/methodology_disclosure/disclosure.html

C.6 Data Usage Rights

The Census Bureau will commingle the commercial data obtained through this contract with existing Census Bureau data. The Census Bureau will not segregate vendors’ commercial data from Census Bureau or other data, so the data will in effect become the property of the Census

Bureau.

The contractor shall provide the Census Bureau the data usage rights to retain and use the purchased commercial data files indefinitely, with all financial consideration proposed as part of the initial pricing.

The contractor shall provide data usage rights to the data to allow the Census Bureau to share with other Federal Agencies and publish papers on topics that used the commercial data files in the course of research. Any other federal agencies with access to the commercial data files obtained through this contract will treat it just as the Census Bureau would – they will not release any identifiable information obtained through this contract, will not use the data for marketing or compliance purposes, resell the data, or publish or release comparisons of purchased data.

C.7 Data Retention

The Census Bureau will retain the commercial data under this contract indefinitely. By delivering the commercial database after contract award, the contractor gives the Census Bureau the right to retain and use the purchased data files indefinitely, with all financial consideration proposed as part of the initial pricing.

C.8 Licensing Agreements

The Census Bureau recognizes and accepts that each Offeror may wish to enter into licensing agreements with the Government to indicate the terms and conditions for use of their data.

However, consideration must be given to the following terms and conditions due to the nature of

Federal Contracting. The Offeror/Contractor accepts these limitations as part of entering into this contract:

(a) “Automatic Renewal” – The Government will not agree with this condition – due to the

Anti-Deficiency Act (31 U.S.C. §1341(a)).

(b) “Choice of Law” – The agreement between the Contractor and the Government shall be governed and construed with applicable federal law and regulations.

(c) “Indemnification” of vendor by Government – The Government will not agree to this condition – due to the Anti-Deficiency Act (31 U.S.C. §1341(a)).

(d) Vendor’s assertion of right to control litigation in defense of claim of patent infringement

– The following language is acceptable:

“In the event of a claim or suit is brought against LICENSOR or LISENCEE [or similarly defined party designations] for any patent or copyright infringement relating to this license in which the United States is named as a party, the LICENSEE shall be represented by the U.S. Department of Justice which shall control the litigation or any settlement agreement; however, the LICENSOR shall be allowed reasonable participation in the defense or settlement of such claim or suit.”

(e) Payment terms and late fees/penalties – These terms must be in compliance with FAR

52.232-25 – Prompt Payment (JAN 2017).

(f) Requirement for Binding Arbitration of Disputes – The Government will not agree with this condition, disputes will be settled in accordance with FAR processes and guidelines.

(g) Audit terms that require vendor access to Government information, documentation, or systems – This requirement must be conditioned as follows: “…to the maximum extent permissible under federal law and regulation.”

(End of Section C)

SECTION D – PACKAGING AND MARKING

D.1 PAYMENT OF POSTAGE AND FEES

All postage and fees related to the submission of information, including forms, reports, to the

Contracting Officer, the COR, or the person(s) designated to receive, shall be the responsibility of the Contractor.

D.2 PACKING FOR DOMESTIC SHIPMENT

Material shall be packed for shipment in such a manner that will ensure acceptance by common carriers and safe delivery at destination. Containers and closures shall comply with the Interstate

Commerce Commission regulations, Uniform Freight Classification rules, or regulations of other carriers as applicable to the mode of transportation.

D.3 MARKING DELIVERABLES

The contract number shall be placed on or adjacent to all exterior mailing or shipping labels of deliverable items called for by the contract, except for reports.

Mark deliverables for:

Denise M. Flanagan-Doyle (COR)

Name: US Census Bureau, Reasonable Accommodation Branch

Email: denise.m.flanagan.doyle@census.gov

Address: 4600 Silver Hill Rd, Suitland, MD 20746

Phone: 301-763-3060

Delivery locations for deliverables specified in this contract (such as reports, papers, and documentation) will be communicated to the Contractor as needed by the COR.

(End of Section D)

SECTION E - INSPECTION AND ACCEPTANCE

E.1 CAR 1352.246-70 PLACE OF ACCEPTANCE (APR 2010)

(a) The COR or duly authorized representative will accept supplies and services to be provided under this contract.

(b) The place of acceptance will be:

U.S. Census Bureau

4600 Silver Hill Road

Suitland, MD 20746

E.2 RESPONSIBILITY FOR INSPECTION AND ACCEPTANCE

Inspection and acceptance of all items and services under this contract will be accomplished by the Government’s designated COR or his/her designee. The COR or his/her designee will inspect and be responsible for the review and acceptance of all deliverables under the contract.

Acceptance testing will be specified, if required.

The standards listed in Section F.6 – Quality Standards must be met or exceeded by the contractor. To ensure that the minimum performance levels are met, the COR or his/her designee will monitor performance and review the required status reports. Any deviations from the stated objectives must be fully documented and explained by the contractor.

It is the Government’s intent to, at minimum, to conduct monthly performance evaluations for each period of performance of the contract. Spot and unscheduled inspections may also be performed. The COR or his/her designee will do a final evaluation at the completion of the contract. Performance evaluations shall be submitted to the Contractor and the CO by the COR or his/her designee.

(End of Section E)

SECTION F- DELIVERIES OR PERFORMANCE

F.1 CAR 1352.270-70 PERIOD OF PERFORMANCE (APR 2010)

The base period of performance of this contract is from Date of Award (estimated May 1, 2023) through April 30, 2024. If an option is exercised, the period of performance shall be extended through the end of that option period.

The option periods that may be exercised are as follows:

Option Period 1 5/01/2024 – 4/030/2025

Option Period 2 5/01/2025 – 4/30/2026

Option Period 3 5/01/2026 – 4/30/2027

Option Period 4 5/01/2027 – 4/30/2028

The notice requirements for unilateral exercise of option periods are set out in FAR 52.217-9.

(End of clause)

F.2 PLACE OF PERFORMANCE

All required work shall be performed from the contractor’s facility.

F.3 DELIVERABLES AND MILESTONE SCHEDULE

Delivery Dates:

As part of the written proposal, the Offeror shall provide information as to when the best and most complete information will be available for delivery to the Census Bureau.

Items acquired under this contract shall be delivered in accordance with the following schedule:

Table 7: Commercial Data File Delivery Dates

Contract

Year

Item Private School

Facility

Commercial

Data (C.1)

School Principal

Commercial

Data (C.2)

School Teacher and Principal

Commercial Data (C.3) Initial Delivery Subsequent

Deliveries

Base Year 2023-24

Academic

Year

(C.1.3.1, C.2.3.1, C.3.3.1)

Census to provide county file for matching by June

30, 2023.

Contractor must deliver commercial data to Census within 10 business days.

Census to provide school file for matching by May

11, 2023.

data to Census within 10 business days.

Census to provide school files for

11, 2023.

data to Census within 10 business days.

5 updated “refresh” files for the academic year from

August 1, 2023 to

September 30, 2024 (exact dates

TBD)

Option 1 2024-25

Academic

Year

(C.2.3.2, C.3.3.2)

Census to provide school file for matching by

November 14, 2024.

data to Census within 10 business days.

Census to provide school file for

November 1, 2024.

data to Census within 10 business days.

None

Option 2 2025-26

Academic

Year

(C.1.3.2, C.2.3.3)

Census to provide county file for matching by July 1, 2025.

data to Census within 10 business days.

Census to provide school file for

15, 2025.

data to Census within 10 business days.

Option 3 2026-27

Academic

Year

(C.3.4.3)

Census to provide school files for

14, 2026.

data to Census within 10 business days.

5 updated “refresh” files for the academic year from

August 1, 2026 to

September 30, 2027 (exact dates

TBD)

Contract

Year

Item Private School

Facility

Commercial

Data (C.1)

School Principal

Commercial

Data (C.2)

School Teacher and Principal

Commercial Data (C.3) Initial Delivery Subsequent

Deliveries

Option 4 2027-28

Academic

Year

(C.1.4.3, C.2.4.4, C.2.4.5, C.3.4.4)

Census to provide county file for matching by July 1, 2027.

data to Census within 10 business days.

Deliverable 1:

Census to provide school file for

13, 2027.

Deliverable 2:

Census to provide school file for

November 10, 2027.

For both deliverables, contractor must deliver commercial data to Census within 10 business days.

Census to provide school file for

November 5, 2027.

data to Census within 10 business days.

None

F.4 METADATA AND FORMAT

Separate deliverables are required for each CLIN.

The contractor shall provide metadata and vintage information for all commercial data files delivered under this contract. The contractor shall deliver a data dictionary or description of data fields with valid values with each file delivery. The data dictionary shall denote how often each value for each variable is populated along with any other relevant information.

The contractor shall deliver the commercial data file in a single fixed-length American Standard

Code for Information Interchange (ACSII) format via a secure file transfer protocol (SFTP). The

Census Bureau has a secure file transfer system in place to receive this type of file where the contractor will log in using their secure login information (provided by Census), upload the data file, and send it to the designated Census contact person.

The contractor shall ensure that all file deliveries and content provided to the Contracting

Officer’s Representative (COR) reflects the most current information available in the contractor’s commercial files at the time of delivery.

The Census Bureau should be able to use each commercial data file upon receipt without additional processing at Census.

All written deliverables shall be delivered via e-mail in Microsoft Word format.

F.5 QUALITY STANDARDS

The Contractor shall provide products and deliverables that meet the following criteria:

▪ Quality Assurance/Acceptance – Quality measures, as set forth below, will be applied to each Work Product and Deliverable:

▪ Accuracy – Work products and deliverables shall be accurate in presentation and technical content and be developed in accordance with “Census Bureau Statistical

Quality Standard B2: Acquiring and Using Administrative Records” found at http://www.census.gov/quality/standards/standardb2.html.

▪ Completeness – Work products and deliverables shall be comprehensive and entirely developed.

▪ Clarity – Work products and deliverables shall be clear and concise.

▪ Timeliness – Work products and deliverables shall be generated on or before specified and/or mutually agreed to due dates or in accordance with a later scheduled date, should a later scheduled date be mutually agreed to by the Contractor and the Contracting Officer’

Representative (COR) and/or Task Manager.

▪ Format – Work products and deliverables shall be submitted in the format specified in the contract.

▪ Inspection and Acceptance Criteria – Final inspection and acceptance of all work products will be performed on-site. Final inspection and acceptance of all work performed and deliverables will occur upon CO signature.

F.6 PERFORMANCE MEASURES AND REPORTING

The Contractor shall meet or exceed the requirements stated above. The COR will measure performance through close monitoring. The Contractor must fully document and explain any deviations from the stated objectives. The Contractor’s services shall be considered successful if performance provides the expected outcomes within the performance standards:

http://www.census.gov/quality/standards/standardb2.html

Table 8: Performance Measures

Performance

Requirement

Expected Outcome Performance

Standard

Method of

Surveillance

Private School

Facility

Commercial Data

Files

Private School Facility

Commercial Data File only:

Contractor delivers commercial data files that are not solely derived from the NCES private school search site, or from third party sites that source from the private school search site

<http://nces.ed.gov/surveys/ pss/privateschoolsearch>.

The contractor shall deliver the commercial data as a single file and on schedule

Commercial data file(s) contain private schools that are not found on the NCES private school search site.

This will include private schools that have come into existence in the two years prior to delivery.

Commercial data file(s) consist of no errors 98% of the time.

COR will solicit and/or receive feedback from program managers.

School Principal

Commercial Data

Files

Contractor delivers commercial data files on schedule and with accurate data elements.

the commercial data as a single file and on schedule.

Commercial data file(s) consist of no errors 98% of the time.

COR will solicit and/or

School Teacher

Commercial Data

Files

Contractor delivers commercial data files on schedule and with accurate data elements.

each commercial data file deliverable as a single file and on schedule.

Contractor deliveries updated “refresh” files, as applicable, on the agreed to schedule.

Commercial data file(s) consist of no errors 98% of the time.

COR will solicit and/or

Technical

Support

Contractor provides technical support to Census, as needed. This applies to all three Performance

Requirements outlined above.

The contractor shall work to resolve technical issues within 48 business hours of being notified.

COR will solicit and/or

F.7 SPECIAL INSTRUCTIONS

The Contractor shall agree that upon termination of the contract, the Contractor shall have no property or possessive right to any of the correspondence, files or materials of whatever kind or description, or any copies or duplicates of such, whether developed or prepared by them or furnished to them by the Government in connection with the performance of the task and that, upon demand, they shall surrender immediately to the Government such items, matters, materials and copies.

In addition to the provisions, terms, and conditions relating to the deliverables stated in this

Performance Work Statement the United States Government has rights set forth in FAR 52.227-

17 Rights in Data--Special Works.

F.8 NOTICE REGARDING LATE DELIVERY

In the event the Contractor anticipates that it will not meet the schedule as specified in the

Milestones/Deliverables listing and/or performance requirements identified in the contract, the

Contractor shall immediately notify the Contracting Officer, and the COR orally and in writing giving pertinent rationale and proposed corrective action(s) and adequate consideration. This data shall not be construed as a waiver by the Government of any of its rights or remedies available under the contract including termination.

(End of Section F)

SECTION G – CONTRACT ADMINISTRATION

G.1 CONTRACTING OFFICER

Bryan Shearer is hereby designated as the Contracting Officer (CO). The CO is located at:

USCB / Acquisition Division

4600 Silver Hill Rd

Suitland Maryland, 20746

Phone: (301) 763-4909

Email: Bryan.allan.shearer@census.gov

G.1.1 CAR 1352.201-70 CONTRACTING OFFICER’S AUTHORITY (APR 2010)

The Contracting Officer is the only person authorized to make or approve any changes in any of the requirements of this contract, and, notwithstanding any provisions contained elsewhere in this contract, the said authority remains solely in the Contracting Officer. In the event the

Contractor makes any changes at the direction of any person other than the Contracting Officer, the change will be considered to have been made without authority and no adjustment will be made in the contract terms and conditions, including price.

G.2 CAR 1352.201-72 Contracting Officer’s Representative (COR) (APR 2010)

a. Denise M. Flanagan-Doyle is hereby designated as the Contracting Officer’s

Representative (COR). The COR may be changed at any time by the Government without prior notice to the Contractor by written unilateral modification to the contract.

The COR is located at:

Name: US Census Bureau, Reasonable Accommodation Branch

Email: denise.m.flanagan.doyle@census.gov

Address: 4600 Silver Hill Rd, Suitland, MD 20746

Phone: 301-763-3060

b. The responsibilities and limitations of the COR are as follows:

1. The COR is responsible for the technical aspects of the task order and serves as a technical liaison with the Contractor. The COR is also responsible for the final inspection and acceptance of all deliverables and such other responsibilities as may be specified in the task order.

2. The COR is not authorized to make any commitments or otherwise obligate the Government or authorize any changes which affect the contract price, terms, or conditions. Any Contractor request for changes shall be referred to the Contracting Officer directly or through the COR. No such final changes shall be made without the express written prior authorization of the

Contracting Officer. The Contracting Officer by designate Assistance or Alternate CORs

(ACOR) to act for the COR by naming such ACOR in writing and transmitting a copy of such designation to the Contractor.

G.3 GOVERNMENT FURNISHED EQUIPMENT, DATA AND RESOURCES

For Contractor personnel located at the USCB Headquarters, the Government shall provide basic supplies and materials normally available to Government employees, including personal computers and applications software, as required for performance under this contract.

For certain assigned tasks or to facilitate off-site work, the COR may choose to provide special supplies, tools, or equipment to the Contractor. All Government provided equipment will be maintained by the Government. The Contractor shall determine operational status of all equipment. It shall be the Contractor’s responsibility to immediately notify the COR in writing of any malfunctions or suspected improper equipment performance.

The Government will provide all working space, furniture, office supplies, and telephones for

Contractor personnel located in a Government facility, and as required for performance under this contract.

The Government will also provide the following:

• Identifications and passwords to access all necessary computers, official email addresses to send and receive email and electronic attachments, information about and access to computer and non-computer storage space used to create, store, and backup electronic files, program codes, graphics, data, and other information, personnel identification badges for access to all necessary Government buildings

• Official email addresses to send and receive email and electronic attachments

Certain assigned tasks may require special supplies, tools or other equipment. The COR may choose to provide these items.

G.4 PROCEDURES FOR INVOICING

FAR Subpart 32.905 requires that payment will be made based on the receipt of a proper invoice and satisfactory contract performance. FAR 32.905(b) specifically states the minimum information an invoice must include to be considered a “proper” invoice for payment. In accordance with FAR 32.903(a)(3), the U.S. Census Bureau has supplemented these requirements. Contractors may use Standard Form 1034 – Public Voucher for Purchases and

Services Other than Personal (FAR 53-301-1034) or a company-generated invoice. The invoice document submitted to Fin.finance.invoice.claim.submission@census.gov (courtesy copy to the

COR) must contain the following information:

PROPER INVOICE INFORMATION

• Government Contract Number

• Government Contract Name/Title

• Name and Address of Contractor mailto:Fin.finance.invoice.claim.submission@census.gov

• Contact Name, Title and Telephone Number of Contractor

• Contractor’s DUNS number

• Date of the Invoice

• Unique Invoice Number, Account Number, and/or any other identifying payment request number. (The final invoice shall be identified as “FINAL.”) Final Invoices shall be sent to Contracting Officer, COR, and Fin.finance.invoice.claim.submission@census.gov.

• Actual date services were performed and completed.

• Current Contract Period of Performance on all invoices.

• Description of goods or services for which payment is requested – (for example, contract line/sub line number, price, and quantity of goods and services rendered.)

• Care should be taken by the Contractor to assure invoices are submitted for items/services and related prices, Contract Line Item Numbers (CLINS), as detailed in Section B of the contract.

• Other supporting or substantiating documentation or information required by the contract

(i.e. travel or direct material reimbursement, when authorized in the contract terms).

• Invoice total for the current month

• Total amount invoiced to date under the contract

• Total funds remaining for respective period of performance.

• Percent of Allocated Funds Invoiced to Date

• Percent of Funds Remaining for the respective period of performance.

• Payment discount terms.

• Other Substantiating Documentation or Information as required by the contract

Each voucher/invoice shall include the following statements and signature lines:

I hereby certify to the best of my knowledge and belief, that the services set forth herein were performed during the period stated above are current, accurate and complete.

Date Name and Title of Contractor Representative Signature

(The above statement will be signed by a representative of the Contractor.)

I certify, that to the best of my knowledge and belief that the services/supplies shown on the voucher/invoice have been performed and/or furnished and are accepted. Further, I certify that this voucher/invoice is correct and proper for payment.

Date Name of Designated COR Signature

(The above statement will be signed by the designated COR.)

Vouchers/invoices shall be submitted electronically to U.S. Census Bureau, Finance Division, the designated payment office, at Fin.finance.invoice.claim.submission@census.gov.

Concurrently, provide a courtesy copy of the voucher/invoice to the designated COR. The contractor is notified that it is their responsibility for ensuring the vouchers/invoices are delivered and received by the Finance Division. CORs and/or Task Managers are not responsible for providing copies of the vouchers/invoices are provided to the Finance Division.

Invoices, which are submitted to an incorrect office, or which do not contain the information specified herein, will be returned to the Contractor for corrections.

G.6 METHOD OF PAYMENT

Payments under this contract will be made in accordance FAR 52.232-33 Payment by Electronic

Funds Transfer – System for Award Management (OCT 2018).

(End of Section G)

SECTION H - SPECIAL CONTRACT REQUIREMENTS

H. 1 CAR 1352.209-74 ORGANIZATIONAL CONFLICT OF INTEREST (APR 2010)

(a) Purpose. The purpose of this clause is to ensure that the Contractor and its

Subcontractors:

(1) Are not biased because of their financial, contractual, organizational, or other interests which relate to the work under this contract, and

(2) Do not obtain any unfair competitive advantage over other parties by virtue of their performance of this contract.

(b) Scope. The restrictions described herein shall apply to performance or participation by the Contractor, its parents, affiliates, divisions and subsidiaries, and successors in interest

(hereinafter collectively referred to as “Contractor”) in the activities covered by this clause as a prime contractor, subcontractor, co-sponsor, joint venture, consultant, or in any similar capacity. For the purpose of this clause, affiliation occurs when a business concern is controlled by or has the power to control another or when a third party has the power to control both.

(c) Warrant and Disclosure. The warrant and disclosure requirements of this paragraph apply with full force to both the Contractor and all Subcontractors. The Contractor warrants that, to the best of the Contractor’s knowledge and belief, there are no relevant facts or circumstances which would give rise to an organizational conflict of interest, as defined in FAR Subpart 9.5, and that the Contractor has disclosed all relevant information regarding any actual or potential conflict. The Contractor agrees it shall make an immediate and full disclosure, in writing, to the

Contracting Officer of any potential or actual organizational conflict of interest or the existence of any facts that may cause a reasonably prudent person to question the Contractor’s impartiality because of the appearance or existence of bias or an unfair competitive advantage. Such disclosure shall include a description of the actions the Contractor has taken or proposes to take in contract to avoid, neutralize, or mitigate any resulting conflict of interest.

(d) Remedies. The Contracting Officer may terminate this contract for convenience, in whole or in part, if the Contracting Officer deems such termination necessary to avoid, neutralize or mitigate an actual or apparent organizational conflict of interest. If the Contractor fails to disclose facts pertaining to the existence of a potential or actual organizational conflict of interest or misrepresents relevant information to the Contracting Officer, the Government may terminate the contract for default, suspend or debar the Contractor from Government contracting, or pursue such other remedies as may be permitted by law or this contract.

(e) Subcontracts. The Contractor shall include a clause substantially similar to this clause, including paragraphs (f) and (g), in any subcontract or consultant agreement at any tier expected to exceed the simplified acquisition threshold. The terms “contract,” “Contractor,” and

“Contracting Officer” shall be appropriately modified to preserve the Government’s rights.

(f) Prime Contractor Responsibilities. The Contractor shall obtain from its Subcontractors or consultants the disclosure required in FAR Part 9.507-1, and shall determine in writing whether the interests disclosed present an actual, or significant potential for, an organizational conflict of interest. The Contractor shall identify and avoid, neutralize, or mitigate any subcontractor organizational conflict prior to award of the contract to the satisfaction of the Contracting

Officer. If the subcontractor’s organizational conflict cannot be avoided, neutralized, or mitigated, the Contractor must obtain the written approval of the Contracting Officer prior to entering into the subcontract. If the Contractor becomes aware of a subcontractor’s potential or actual organizational conflict of interest after contract award, the Contractor agrees that the

Contractor may be required to eliminate the subcontractor from its team, at the Contractor’s own risk.

(g) Waiver. The parties recognize that this clause has potential effects which will survive the performance of this contract and that it is impossible to foresee each circumstance to which it might be applied in the future. Accordingly, the Contractor may at any time seek a waiver from the Head of the Contracting Activity by submitting such waiver request to the Contracting

Officer, including a full written description of the requested waiver and the reasons in support thereof.

H.2 CAR 1352.209-73 COMPLIANCE WITH LAWS (APR 2010)

The Contractor shall comply with all applicable laws, rules and regulations which deal with or relate to performance in accord with the terms of the contract.

H.3 CAR 1352.231-71 DUPLICATION OF EFFORT (APR 2010)

The Contractor hereby certifies that costs for work to be performed under this contract and any subcontracts hereunder are not duplicative of any cost charged against any other Government contract, subcontract, or other Government source. The Contractor agrees to advise the

Contracting Officer, in writing, of any other Government contract or subcontract it has performed or is performing which involves work directly related to the purpose of this contract.

The Contractor also certifies and agrees that any and all work performed under this contract shall be directly and exclusively for the use and benefit of the Government, and not incidental to any other work, pursuit, research, or purpose of the Contractor, whose responsibility it will be to account for it accordingly.

H.4 CONFIDENTIAL INFORMATION

Any designs, equipment, software and processes, and concepts that evolve from performance hereunder shall…