Responses_to_All_Commercial_Data_File_Questions.docx

RFP # RM-17-0003RT for Commercial Data Files for Educational Institutions

1. The sample database was due 1 February 2017... As the docs were not posted till the 7th, could an extension be offered through the date the proposal is due for the submission of the sample database?

Response: The true deadline for proposals is 27 February 2017 at 127am. You must request Attachment C and follow the instructions for requesting an account on the SFTP site by the close of the RFP, February 27, 2017. Data must follow within 2 days to be considered.

2. There are three databases outlined in the introduction: 1) private school info, 2) teacher and principals info, and 3) public and private schools info, but there are instructions on submitting pricing and samples for only the first two - does this mean that this solicitation is *not* to include the public schools data?

Response: There are only two databases desired, private school information (described in 6.2), and the teacher and principal’s information for both public and private schools (described in 6.3).

3. At any time, would you anticipate needing files of all remaining private schools and/or all teachers and principals? … Would you please confirm that you would only require a sample of 200 counties?

Response: We do not anticipate needing the entire universe file, only the sample that we selected for that year. We would anticipate the sample would change from base to option years. Additionally, we would like to clarify that there will be a sample of 200 counties for the Private School Facility Commercial Data Files (6.2) and a separate sample of 20,000 schools for the Commercial Data Files of Teachers and Principals (6.3).

4. Is your expectation that the religious data match your values exactly, and that the data would be more than 98% populated across all buildings?

Response: We will consider coverage and agreement with our data in the evaluation.

5. In Section 6.2.2, there is reference to K-12 private schools, and in Table 3 there is reference to a Data Element requirement for “Early childhood program or day care center.” Would you require only K-12 private schools with a flag if there are early childhood or day care programs offered in the school, or do you anticipate also needing data on stand-alone early childhood centers (such as KinderCare, Goddard School, etc.) as well?

Response: We are only looking for K-12 private schools with a flag if there are early childhood or day care programs offered in the school.

6. Do you have an estimated award date for the contract?

Response: We expect to award the contract in mid-April 2017.

7. Can you please provide clarification of “PERIOD OF PERFORMANCE”. Do the two 12 month options refer to the period after September 30, 2021? ) 6.2.4.3 Academic Year 2021-2022. Since this deliverable appears to be outside the original contract ending date of September 30, 2021, how would you like us to bid on that segment? Does that need to be included in the original bid or is that part of the 12-month option periods?

Response: No, the two 12 month options do not refer to the period after September 30, 2021. The period of performance for all five CLINs runs from the date of award to September 30, 2021. Please include pricing for the option periods in the original bid. The period of performance for each CLIN is listed in the subsections: 6.2.4.1 – 6.2.4.3 and 6.3.4.1 – 6.3.4.2. Please include pricing for each option period for which you wish to submit a proposal.

8. When will we receive the response to these questions?

Response: February 16, 2017.

9. Will we receive a copy of all questions submitted by other vendors in advance of submitting our proposal on February 20, 2017?

Response: Yes. The proposal dates have been extended. The new date is Monday, February 27, 2017, at 12:00 P.M.

10. First, does the Fixed Price ($250,000) clause on page 2 section 4 apply to both Private schools facility AND Principals and Teachers' data or just any one of them.

Response: The Fixed Price clause applies to the combined cost of both the Private schools facility AND Principals and Teachers' data.

11. On the Teacher and Principal file, will you accept generic titles like “Math Educator” OR do you need specific Like “geometry teacher”

Response: We will accept generic titles.

12. On Table 4, you do not list the school address, city and state, enrollment. Do you need this?

Response: School address, city and state, enrollment are not required data elements. However, we would be interested in any additional data elements available for teachers and principals.

13. On page 1 under Period of Performance, you indicate that the contract will be from the date of award to September 30 2021 with two twelve month option periods. Is the two twelve month options included in the set price?

Response: No, the two 12 month options do not refer to the period after September 30, 2021. The period of performance for all five CLINs runs from the date of award to September 30, 2021. Please include pricing for the option periods in the original bid. The period of performance for each CLIN is listed in the subsections: 6.2.4.1 – 6.2.4.3 and 6.3.4.1 – 6.3.4.2. Please include pricing for each option period for which you wish to submit a proposal.

14. On Page 20 number 4 you reference an Attachment C – Census Bureau Sample Data Transfer. We did not receive that. The date listed there is also Feb 1, 2017. Assuming that should be February 21?

Response: Attachment C – Census Bureau Sample Data Transfer is available upon request. Please ask for this document and follow the instructions for requesting an account on the SFTP site by the close of the RFP, February 27, 2017 (extended date). Data must follow within 2 days to be considered.

15. Please confirm you only need one sample submitted, either the teacher, principal file OR the Private institution file. If you need both, would we be able to receive the NCES numbers you are asking for via an excel spreadsheet?

Response: If you intend to submit a proposal for both, we would prefer a sample for both. The list of NCES numbers for the sample data is now posted as an excel spreadsheet.

16. On page two, you indicate that you want the pricing submitted separately however on page 15 you combine them together. Is it acceptable to use the chart on page 15?

Response: It is acceptable to use the chart on page 15.

17. You indicate you need the data file sent via Secure FTP site and encrypted. Will you be providing the secure site and encryption instructions?

Response: We will send these instructions to companies upon request.