Answers to questions received by the 5:00 p.m., July 5, 2017 deadline pursuant to the Request for Proposals (all questions shown verbatim as received):
Q1. Would the Band be willing to discuss shortening the length of form to increase response rate? (We often apply a “state which program needs this specific information and for what specific purpose” test to narrow the list of questions to the essential information.)
A1. Yes, the Band would be willing to discuss.
Q2. Would the Band be interested in discussing a slightly abbreviated survey for members who live outside of the Band’s service areas to limit the burden and increase response rates for members who do not directly receive many of the Band’s services?
A2. No.
Q3. Does the Band possess any more email addresses for its members than the 1250 provided by respondents in the previous survey? If so, approximately how many or what percent of the membership has provided email addresses?
A3. Approximately 1,980 or 36.7 percent of the membership has provided email addresses.
Q4. Does the Band have phone numbers for its members? If yes, what percent of the membership has provided phone numbers?
A4. Approximately 5,360 or 99.4 percent of the membership has provided phone numbers.
Q5. In terms of follow-up with nonresponding members, would the Band be interested in:
Q5A. In-person follow-up at member households within a prescribed geographic area (southern Michigan/northern Indiana)?
A5A. Possibly, respondents may wish to discuss this in their proposals.
Q5B. Phone follow-up with members who have provided phone numbers?
A5B. Yes.
Q6. With respect to the one month timeframe for processing, analyzing and reporting the data, would the Band be willing to receive the response totals and percent for each question within the one month timeline specified, then the relational/cross-tabulation data (e.g., the number and percent of people within specific subpopulations, such as elderly or children, who are experiencing specific issues such as disability or overcrowding) one month after that date (February 28)?
A6. Possibly, respondents may wish to discuss this in their proposals.
Q7. If the entire data set and analysis must be produced by the January 31st deadline, could the selected contractor begin the survey earlier to provide sufficient time for in-depth analysis between the end of the data collection period and the deadline for delivery of the final reports?
A7. Possibly, respondents may wish to discuss this in their proposals.
Q8. Has the Band budgeted to provide incentives or drawing prizes to respondents to encourage their response to the survey, or is the survey connected to distribution of per capita payments? If incentives will be provided, what will be the approximate value of each incentive or of the prizes?
A8. The Band has not specifically budgeted to provide incentives or drawing prizes, however respondents may wish to discuss incentives in their proposals, including drawings or other methods to control incentive costs while improving response rates. The survey is not connected to the distribution of per capita payments.
Q9. Does the Band have communications or marketing staff who would prepare public relations materials for the Census or would that be part of the contractor/consultant’s scope of work?
A9. The Band has a Department of Communications that will be reviewing and approving all public relations materials prior to distribution to Band members and that can provide assistance with the preparation of these materials; however, the contractor/consultant should include the preparation and layout of these materials within its scope of work.
Q10. Are there any tribal events, such as a General Council, between the contract award date and the end of data collection in December at which a large number of tribal members could be surveyed or contacted in one event or venue?
A10. There will be several opportunities where this could occur with moderate numbers of tribal members expected to attend, as well as potential ongoing opportunities, for example when tribal members access services on the Rodgers Lake Campus.
Q11. In addition to hiring a contractor/consultant to help the Band complete the primary Census data collection project, is the Band interested in receiving capacity-building training concerning GIS (mapping) software, data collection and/or data analysis?
A11. Not at this time.
Q12. Could you provide a copy of the 2012 Census survey instrument and results mentioned in the RFP?
A12. Yes, subject to confidentially for the purposes of developing a response to this RFP only, these can be provided. Please contact with such requests.
Q13. In 2012 Census, did you offer respondents any kind of incentive for responding? If yes, what was it?
A13. Yes, a gift card was offered. Please see A8.
Q14. What was the extent of your promotions and marketing in 2012 to increase response rates?
A14. A moderate amount of promotions and marketing were undertaken using tribal media, monthly newsletters, and mail-outs. Consultants are encouraged to describe potential marketing and promotions for the 2017 census.
Q15. Do you have any interest in using this data to challenge the data used for your Indian Housing Block Grant, MAP21 or any other formula funding?
A15. Possibly, but a determination has not been made at this time.
Q16. What is the anticipated start and end date of the contract?
A16. Anticipated start: as soon as possible following consultant selection. End: March 31, 2018.
Q17. Under Required Factors, “Provide Telephone Support” is listed. Please clarify what is required.
A17. Minimally, a toll-free telephone number where prospective respondents could call for assistance in filling out the survey is required.
Q18. Section II. Scope of Work, Desired Features: What specifically is required under “Summary dashboard for Government Manager, Tribal Council, Land Use Board, and other key staff?”
A18. A user-friendly means for non-technical decision makers to access and understand important census results through a point and click interface.
Q19. What is the expected page range for a final report?
A19. This will depend on the format of the report and the type and amount of graphics included. The 2012 Census Results report was 110 pages, including many charts and graphics and some discussion text.
Q20. Is there is a tribal IRB process?
A20. The Band does not intend to utilize an Institutional Review Board for this survey. However, the scope of work will include working with department heads and others to vet the questions. It is expected that this vetting will require two to three weeks to complete.
Q21. If so, approximately how long should the contractor anticipate for completion of the process?
A21. Please see A20, above.
Q22. Is the Tribe looking for descriptive or advanced statistical results from the survey?
A22. It is expected that descriptive statistics will be sufficient, however if advanced statistical results will add value to the survey consultants may wish to consider limited application of the associated techniques in their proposal.
Q23. If the answer to this question is unknown, will there be an opportunity to discuss this?
A23. Yes.
Q24. Does the Tribe have a file with assigned unique identifiers for purposes of the census?
A24. Not at this time. Consultants may wish to discuss how they would accomplish this task.
Q25. Or is the Consultant expected to create this file for use in census survey implementation?
A25. Consultants may wish to discuss how they would accomplish this task in their proposals.
Q26. What types of recommendations are expected from the data analysis for presentation to the Tribal Council?
A26. These will depend on the results of the data analysis as well as the content of the survey.
Q27. Does this contract have a maximum dollar value?
A27. None has been set at this time.
Q28. If so what is it?
A28. None has been set at this time.
Q29. What type of contract will this be, i.e. firm fixed, time and materials?
A29. Pursuant to the RFP, proposals must include a cost estimate to perform the work and a project budget including the total cost as well as an itemized breakdown of the compensation required to accomplish each phase outlined in the proposal. This should include a firm fixed cost.
Q30. Is the contractor to print copies of the final report for the annual meeting?
A30. This is to be determined, consultants may wish to include this as an optional, fixed-cost, component to the work (fixed-price per copy).
Q31. If so, should they be printed in color?
A31. Please see A30, above.
Q32. If so, how many sets should be printed?
A32. Please see A30, above.
Q33. Is the contractor to budget travel expenses for staff to attend the annual meeting?
A33. No.
Q34. If yes, how many days would the contractor staff be needed?
A34. Please see A33, above.
Q35. Is the contractor to budget for progress meeting conference call lines during the period of performance?
A35. Please see A35A, below.
Q35A. If so, how many phone lines will be needed?
A35A. This has not been determined. However, it is expected that arrangements can be made by the Band to allow incoming progress meeting conference calls as needed.