CSM_Spanish_recruitment_RFI.pdf

June 1, 2017 YA1323-17-HK-0001

REQUEST FOR INFORMATION (RFI) FOR CENSUS BUREAU’S

CENTER FOR SURVEY MEASUREMENT

PURCHASE OF RESPONDENT RECRUITMENT SERVICES

PURPOSE:

This Request for Information (RFI) is issued solely for market research purposes to obtain contractor services for the Center for Survey Measurement (CSM) to recruit Spanish-or English speaking participants to participate in qualitative research studies.

The RFI has the proposed requirements and questions intended to assist the U.S. Census Bureau in obtaining contractor services to recruit Spanish-or English speaking participants for cognitive interviews, focus groups and other qualitative survey pretesting methods.

Although feedback to the proposed requirements and answers to the following questions are optional, the U.S. Census Bureau appreciates and encourages companies to submit responses based on their knowledge and experience in the field of recruiting, specifically, Spanish-dominant, monolingual, Spanish-speaking participants as well as Spanish-dominant, bilingual, Spanish/English-speakers or English-speakers. Based on the information provided, and as part of its ongoing market research, the U.S. Census Bureau may contact individual respondents for additional information or clarification if needed.

All information provided will be kept confidential and will be utilized for market research purposes directly related to the acquisition of respondent recruitment services.

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 Center for Survey Measurement (CSM) employs a variety of qualitative research methods, including cognitive interviews, usability testing and focus groups to test new materials and methods as well as to understand public perceptions of the work the Census Bureau is doing. CSM needs a contractor to recruit participants for cognitive interviews, usability testing, focus groups and other qualitative research projects. CSM conducts pretesting research in Spanish and English. CSM needs support in recruiting Spanish- or English- speaking participants to participate in cognitive interviews, focus groups and other qualitative survey pretesting methods.

HOW TO RESPOND:

The following information shall be provided in response to this Request for Information:

Section I – Market Research Response Formatting

1. A response to each of the market research questions (see below) and proposed requirements in this Request for Information. Each individual response to a question shall not exceed five hundred (500) words per question using 8.5” x 11” pages, 12-pitch font size in Times New Roman, and single-spaced.

2. Companies shall only provide responses to questions where they have direct knowledge and experience to convey to the Government that is pertinent to the specific question.

Section II – Capabilities Statement

1. A brief summary of the company’s capabilities and experience with recruitment services for Spanish or English speaking participants for qualitative survey pretesting methods, specifically for Spanish-speaking languages. This summary shall not exceed seven hundred (700) words using 8.5” x 11” pages, 12-pitch font size in Times New Roman, and single-spaced.

2. This summary shall include, but is not limited to, services provided, principal markets, and geographic areas served.

Section III – Business Information

This section shall not exceed two hundred and fifty (250) words using 8.5” x 11” pages, 12-pitch font size in Times New Roman, and single-spaced.

1. Company name, mailing address, and website address

2. Contact person’s name, position, e-mail address, and telephone number

3. Brief description of the company to include:

a. Business size (i.e., large, small, SBA certified small disadvantaged, SBA certified 8(a), SBA certified HUB Zone)

b. Ownership (i.e., woman-owned, veteran-owned, service disabled veteran-owned)

c. DUNS number

d. North American Industry Classification System (NAICS) codes

e. Federal contract vehicles (e.g., GSA schedules [number and name], Government-wide acquisition contracts (GWACs), agency-specific acquisition contracts)

Responses to this Request for Information shall be sent as one (1) attachment (Microsoft Word or Adobe Acrobat formats only) to the Government representatives listed below.

That is, responses to the three (3) sections shall be in one (1) document and included as an attachment to the e-mail. The subject line shall read, “Response to RFI for the Center for Survey Measurement Purchase of Respondent Recruitment Services provided by (enter name of your company.)” No other information other than what is specifically outlined under Sections I, II, and III shall be submitted.

• Harjot Kaur, Contracting Specialist at harjot.kaur@census.gov

• Kelly Bannister, Contracting Specialist at kelly.a.bannister@census.gov

Responses shall be submitted to the above Government representatives at the indicated e-mail addresses no later than 4:00 p.m. (EDT) on June 15, 2017. No late submissions will be reviewed.

PROPOSED REQUIREMENTS:

2.3. Deliverables/Delivery Schedule

CSM conducts cognitive interview, usability testing and focus group projects on a regular basis. Recruitment activities typically start one to two weeks prior to the interviewing phase on a given project after OMB approval for the project is granted. General recruiting can also be done that is not on a project specific basis.

Recruiting work will need to be carried out in Spanish and English. The contractor must have the ability to work fluently in both languages, and must have strong written and verbal communication skills in both languages.

The recruiter will do two types of work: 1) recruiting and scheduling participants for a particular study; 2) updating the recruitment database with new potential participants for future studies.

The contractor can anticipate working approximately 80 hours per month. The contractor can expect to work more hours when studies requiring active recruitment are underway.

The contractor shall propose key personnel for this contract. The key personnel shall have the following qualifications:

- Demonstrate strong communication skills both written and verbal in English and Spanish.

- Fully fluent in English and Spanish.

mailto:harjot.kaur@census.gov mailto:kelly.a.bannister@census.gov

- Demonstrate experience and expertise in cultural awareness and sensitivity regarding Spanish-speaking populations.

- At least 5 years of experience with survey research or social sciences research with Spanish speaking populations including experience and knowledge of the types of participants required for survey pretesting.

- Demonstrate experience with recruiting for hard-to-reach Spanish-speaking populations, particularly monolingual Spanish-speakers with a variety of characteristics.

- Existing contacts with local (DC Metro area) community organizations servicing the Spanish-speaking community with the existing relationships being in place for at least 5 years.

- Proficient in using Access databases.

2.4 Recruiting and Scheduling Participants for Particular Studies

The contractor shall recruit, screen and schedule the required number and types of participants for particular research projects. The contractor is not responsible for incurring incidental costs such as incentive fees, professional facility rentals, and any other incidentals for research projects. The contractor shall secure no cost facilities in which to conduct interviews, such as a room in a community center through which participants have been recruited or a room in a nearby public library. The Census Bureau will use government-owned equipment for conducting all research studies under this contract.

2.4.1 Recruitment of Participants

CSM will provide the contractor with a list of respondent characteristics sought for a particular research project. Respondent characteristics vary depending on the research project’s objectives, but the typical types of characteristics are:

- Monolingual Spanish-speaking participants from a variety of national origins in Central and South America, Mexico and the Caribbean;

- Vary by gender, age and educational level

- Ownership of particular types of devices such as smartphones or laptops or

- Specific characteristics such as having children, being more recent immigrants, or having experience using the internet.

The contractor shall recruit the required number of participants for each individual research project by the agreed to schedule. A typical research project requires 10-30 participants and recruitment quotas can be provided to the contractor 5 business days prior to the start of recruitment. The contractor shall over recruit to account for possible no-shows to interviews. The contractor shall over recruit between 10% to 50% based on the recruiting characteristics for each research study.

The contractor will complete an Excel tracking spreadsheet including information on the number of screened and scheduled participants for a specific study as well as the no cost location for each scheduled interview. The tracking spreadsheet shall be updated daily during recruitment for a research study. The format may change for each research study depending on the requirements.

The contractor shall recruit in the Washington, D.C., Metro area (Virginia and Maryland) primarily. The contractor may propose recruiting in adjoining states such as West Virginia and Pennsylvania in the event that there is difficulty finding enough participants of the desired characteristics in the local areas, subject to US Census Bureau approval.

Local travel in DC, Virginia, Maryland, West Virginia, and Pennsylvania may be required to establish contacts at community organizations. The majority of local travel will occur in the DC metro area, which is Census Bureau’s preferred location for conducting research studies. The contractor shall engage in recruitment activities such as advertising such as posting flyers, announcements in social media to meet recruitment goals.

2.4.2 Recruitment Database

CSM has an existing database with approximately 100 Spanish-speaking participants who were screened for or have participated in recent Census Bureau studies. The contractor will have access to the database to recruit and schedule participants for census research studies.

The contractor shall have access to the Recruitment Database and is able to use to the maximum extent possible, with the caveat that participants in the Recruitment Database may only participate in one Census Bureau study every three months, may participate in a maximum of three studies, and may not participate in more than one study on the same research topic. However, the recruitment database may not have all the participants needed for a research study. Therefore, the contractor shall actively recruit for new participants in order to meet a particular research study’s goals and objectives.

2.4.3 Scheduling Participants

The contractor shall identify and arrange for the interview location for the research study.

CSM prefers to secure locations that are no cost in places such as libraries or community centers convenient to participants. In the event that it is necessary to secure a location for a cost, the contractor may propose the usage of a facility for a cost, subject to US Census Bureau approval, and Census bureau shall pay the facility directly.

Infrequently Spanish-language interviews could be scheduled at Census Headquarters in Suitland, MD, however most Spanish-language interviews are conducted offsite.

The contractor shall identify and secure space to conduct interviews. The contractor shall locate space that are large enough for the number of people to participate and allow for privacy since participants may be discussing PII and data collection will fall under Title

13. The number of people may range from 1 to 10 people, but will not exceed 10 people.

CSM will identify the number of people required for each research study.

The contractor shall coordinate interview scheduling with Census Bureau researchers’ availability and shall schedule appointments with participants. This work shall include providing directions and calling participants to confirm their participation one day prior to the interview. The contractor shall call participants to schedule and confirm their attendance. The contractor shall coordinate a schedule between CSM staff, participants, and the secured locations.

The contractor is not required to travel to or participate in interviews.

2.5 Updating the Recruitment Database with New Potential Participants for Future Studies

CSM has an Access database that has approximately 100 Spanish-speaking participants for future research studies. The participants were screened for or have participated in recent Census Bureau studies. The recruitment database is running the risk of overusing some contacts, which places future research studies at risk of not having enough participants. There is a need to establish new contacts with community centers and local organizations to increase the potential pool of participants in the recruitment database.

The contractor shall leverage the existing and new relationships to expand the recruitment database to increase the number of contacts for use on future research studies. The contractor shall add 15 screened monolingual, Spanish-speaking participants per month to the recruitment database and will record the number of screened, non-study specific participants in the tracking spreadsheet. These 15 participants will be in addition to recruiting any participants for specific studies.

The contractor shall keep the database up-to-date by indicating when participants have participated in a study, updating respondent contact information that is no longer valid, and flagging participants who no longer wish to participate in studies.

The contractor shall use a Census Bureau-provided screener to determine if someone is to be added to the recruitment database.

CSM’s recruitment database is in MS Office Access. The contractor shall have knowledge and experience using MS Office Access.

2.5.1 General Outreach

General Outreach work will include using existing contacts with community centers and organizations or establishing new contacts to gain trust with the hard-to-reach population of Spanish speakers. Establishing new contacts consists of visiting community organizations, explaining the US Census Bureau’s research projects, and gaining buy-in from a trusted member of the community organization who is willing to talk to community members on Census Bureau’s behalf to encourage them to participate in our studies. Once a contact has been established, the contractor will set up a meeting between the community organization contact and a staff member from the US Census Bureau so that the Census staff member can answer any further questions they may have about our research and to facilitate working with this organization in the future to recruit participants. This task does not consist solely of identifying the name and phone number of a person at the organization and setting up a meeting. The contractor will be required to meet with this contact person in advance and make sure that they are willing to assist us with recruiting before any meetings with Census staff will be scheduled.

The contractor shall conduct outreach work to identify and establish contacts with community centers and local organizations that are actively involved in the Spanish-speaking communities. The contractor shall contact two (2) new community organizations per month. The contractor shall work with the community organizations to gain buy-in for the purpose of identifying and accessing participants for future studies.

The contractor shall schedule and facilitate meetings between the Census Bureau and the respective community organizations to establish a relationship, and these meetings will be recorded in the recruitment tracking spreadsheet for US Census Bureau records. The contractor shall travel as needed to conduct outreach work in the local Washington, D.C.

metro area. The contractor may need to travel up to four times per month.

The contractor shall use a Census-Bureau provided screener to screen Spanish-speaking participants to add to the recruitment database.

CSM conducts outreach efforts using advertising via social media and other avenues.

The contractor can use these forms of outreach or propose other methods of advertising.

The COR and CSM must approve all avenues and actual advertisements prior to their use.

All information will be added to the Census Bureau database via Virtual Desktop Interface (VDI).

MARKET RESEARCH QUESTIONS:

Key Personnel

1. The proposal requests personnel who are experienced in doing bilingual recruitment.

Please describe how you assess the language proficiency of your recruiters, and how your process ensures that you have hired qualified people to do bilingual Spanish/English recruitment.

Challenges of Recruitment

2. What do you see as the top challenge with the proposed work? Based on your experience, how would you tackle these challenge(s)?

3. What type of challenges does your company see with recruitment in general?

4. What do you think are the biggest challenges recruiting Spanish speaking research participants, and how do you handle these challenge(s)?

Outreach

5. Participant recruitment requires interaction with community organizations and individuals who may be reluctant to engage with large organizations or researchers.

What do you think are the most important characteristics of a recruiter that can succeed in these interactions, culturally and linguistically?

Recruiter

6. Tell us about how you learned both English and Spanish, and your professional experiences working on both of these languages.

7. Please tell us about your experience working with community organizations, and the strategies you used to gain trust and cooperation.

8. Please tell us something about the formal education for recruiters conducting work in Spanish that your company requires. What kinds of Spanish classes or degrees have your Spanish-speaking recruiters completed?

Requirements

9. Do you have any feedback on the proposed requirements?

Similar Work

10. The U.S. Census Bureau is interested in communicating with your other clients.

Please provide projects your company believes are similar in size, scope, and complexity to the proposed requirements. Provide the name of the client, name of the project, name of the point of contact, and contact information (e-mail address and telephone number.)

POINTS OF CONTACT: The following Government representatives are available to respond to questions only for purposes of clarifying information in this Request for Information. Any questions regarding this Request for Information shall be directed to the e-mail addresses provided below. These individuals shall not be contacted for any other purpose. No information will be accepted or provided by telephone or mail.

• Harjot Kaur, Contracting Specialist at harjot.kaur@census.gov

• Kelly Bannister, Contracting Specialist at kelly.a.bannister@census.gov

• Stacey Jordan, Contracting Officer Representative at stacey.j.jordan@census.gov

DISCLAIMER: This Request for Information is issued solely for information and planning purposes. It does not constitute a solicitation. In accordance with FAR 15.201 (e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Respondents are solely responsible for all expenses associated with responding to this Request for Information. Responses to this Request for Information will not be returned. Respondents will not be notified of the results of the review.

mailto:harjot.kaur@census.gov mailto:kelly.a.bannister@census.gov mailto:stacey.j.jordan@census.gov