Vermont Department of Health
Sealed Bid
Request for Proposals
Project Title: Vermont Behavioral Risk Factor Surveillance System
Contract Period: December 1, 2013 to February 28, 2015
Date RFP Issued: July 1, 2013
Date of Bid Closing: July 26, 2013
Single Point of Contact: Jessie Hammond
Contact Address: Vermont Department of Health
Division of Health Surveillance
PO Box 70, 108 Cherry Street
Burlington, Vermont 05402-0070
Phone: 802-863-7663 Email:
1. Overview
1.1 Requests for Proposals
The Vermont Department of Health (VDH), Division of Health Surveillance (HS) is seeking proposals to conduct the Vermont Behavioral Risk Factor Surveillance System (VTBRFSS). Anticipated contract period will be December 1, 2013 through February 28, 2015, with data collection occurring from January 1, 2014 through December 31, 2014. This extended contract period will allow for programming and survey development prior to the start of data collection and post-data collection data processing. There will be an option to renew the contract for two consecutive periods contingent upon available funding.
VDH estimates that the survey will take an average of 22 minutes to conduct. (The 2013 VTBRFSS survey can be found in Appendix A and the current DRAFT of the 2014 core is in Appendix B). The sample will need to include:
· Landline sample size:
· Cell phone sample size:
· Asthma callback sample size(s):
VDH is looking for a vendor with demonstrated experience relative to this project. Applicants must demonstrate the following minimum requirements:
1. Vendors MUST certify that calls to interviewees are made from the United States.
2. The vendor’s call center is capable of making the required outgoing calls, and the ability to collect the survey data via a computer assisted telephone interviewing (CATI) system.
3. Demonstrated experience in collection of surveys that involve the collection of health information data from a random digit dial (RDD) survey. Vendors who apply need to demonstrate that they have had at least five contracts that involve collecting Behavioral Risk Factor Surveillance System (BRFSS) data.
4. Demonstrated experience collecting health information data via both landline and cell phone samples.
5. Demonstrated ability to adhere to all Centers for Disease Control and Prevention (CDC) BRFSS procedures and protocols.
1.2 Background and Need Statement
Designed by the CDC, the BRFSS is conducted annually in all 50 states, the District of Columbia, and U.S. territories through collaboration with state and local departments of health (www.cdc.gov/brfss). Vermont has participated in the survey since 1990.
The VTBRFSS obtains information on individual behaviors that are related to the leading causes of morbidity and mortality and provides data that is not available from other sources in Vermont The 2014 VTBRFSS survey will include (CDC) provided core questions, selected optional modules and VDH provided state-added questions.
The VTBRFSS is funded each year through a cooperative agreement with CDC and funding from individual VDH programs.
VDH intends to complete telephone interviews with a total of 6,400 Vermont adults, including 4,800 via land line and 1,600 by cell phone. The expectation is that interviews will start January 1, 2014 and be completed by December 31, 2014.
The asthma callback survey is also designed by CDC and is an independent survey connected to the BRFSS. Adults who say they have asthma on the main BRFSS are surveyed as part of the adult asthma callback. Contingent upon CDC funding, VDH also intends to complete the adult asthma callback survey.
2. Scope of Work
The BRFSS is a random digit-dialed telephone survey of approximately 6,400 non-institutionalized Vermont adults (18 and older). The contractor will be responsible for drawing and managing the sample, sending advance notification letters, conducting all telephone interviews, data cleaning, data set delivery to CDC and VDH, and following all CDC BRFSS protocols. Potential bidders need to respond to the following sections of the scope of work:
The bidder must describe its ability and approach to provide the requested services by providing information in response to each section listed below.
2.1 Complete 6,400 telephone interviews among non-institutionalized Vermont adults (18 and older).
NOTE: A copy of the 2013 VTBRFSS survey can be found in Appendix A; Appendix B contains the current DRAFT 2014 BRFSS core. VTBRFSS 2014 survey will be similar in length to 2013.
2.1.1. Describe what procedures will be used to sample and conduct the main VTBRFSS, in accordance with the specifications supplied by CDC and VDH as listed below:
· Work with CDC to determine the amount of monthly sample CDC will provide, and, as needed, adjust the monthly throughout the fielding period.
· Conduct interviews during the period specified by CDC each month.
· Describe ability to complete 4,800 landline interviews using the following estimated distribution by county:
County / Estimated # Landline InterviewsAddison / 310
Bennington / 345
Caledonia / 300
Chittenden / 550
Essex / 170
Franklin / 340
Grand Isle / 170
Lamoille / 270
Orange / 280
Orleans / 300
Rutland / 480
Washington / 405
Windham / 400
Windsor / 480
· Propose method for collecting 1,600 cell phone interviews and how sample will be distributed (e.g. sub-strata) within Vermont to approximate the geographic distribution of the landline sample
· Describe how the landline survey will utilize disproportionate stratified sampling drawn from listed and unlisted 1+ block telephones.
· Propose how the cell phone survey will be completed with the target of 1,600 interviews.
o Cell phone sample must be random digit dialed and include numbers from cell phone exchanges and zero-blocks from mixed use (cell and landline) exchanges.
o Cell phone sample will be defined as “cell mostly” and include those who receive 90% or more of their calls on their cell phone.
o Cell phone sample will be limited to Vermont residents only; non-Vermont residents will be screened out.
2.1.2 Describe how the vendor will implement advanced notification letters.
2.1.3 Describe how the modified Behavioral Risk Factor Surveillance System disposition codes and callback procedures, including refusal conversion attempt procedures, will be implemented as part of this scope of work.
· Include description of vendor’s ability to use an adjusted refusal conversion attempt protocol for the land line survey, for example two refusals for all respondents, both selected and non-selected.
2.1.4 Describe how the vendor will attempt to achieve a 70% or greater response rate.
· Provide suggestions for improving response rates
2.1.5 Describe Vendor’s ability to complete the adult asthma callback surveys.
· The number of callback survey interviews completed annually is estimated at 450 adults with asthma.
· Describe how the Vendor will attempt to achieve rates of consent and completion that are at least 70% on adult asthma callback survey.
2.1.6 Describe quality assurance procedures for interviews and interviewers. Include internal monitoring and procedures as well as ability to accommodate VDH interview monitoring, both on and off site.
2.3 Provide monthly updates, data sets, final technical report, and technical support.
· Provide the monthly raw data set to CDC in text format and VDH in SPSS or SAS format by the 10th day of the month following data collection.
· Describe what will be provided in a monthly disposition report. At a minimum this will include the count and percent for each final disposition code.
o Reports are expected for both the main VTBRFSS and adult asthma callback survey.
o Reports must be provided to VDH approximately two weeks following the last day of CDC’s interviewing schedule.
o In addition, a complete call history for each phone number (number of attempts, date and disposition of each attempt) should be maintained and made available at VDH’s request.
· Describe how a technical report will be constructed.
· Upon receipt of edit reports from CDC, correct and verify files as needed, and submit updated files to CDC and VDH within two weeks.
· Describe staff availability throughout the survey fielding period to provide consultation and technical support to VDH staff.
3. General Provisions
3.1 Contract Terms
The selected contractor will sign a contract with the VDH to carry out the specifications and provide the activities detailed in the proposal. Terms and conditions from this RFP and contractor’s response will become part of the contract. This contract will be subject to review throughout its entire term. The VDH will consider cancellation upon discovery that a contractor is in violation of any portion of the agreement, including an inability by the contractor to provide the products, support and/or service offered in their response.
3.2 Contract Award
The VDH may award one or more contracts and reserves the right to make additional awards to the same vendor or other vendors who submitted proposals at any time during the first year of the contract if such award is deemed to be in the best interest of the VDH.
3.3 Ownership of Work Product and Intellectual Capital
Except for proprietary or commercial software, the VDH will have all ownership rights to the documentation designed, developed, and/or utilized for this contract. All data, technical information, materials gathered, originated, developed, prepared, used or obtained in the performance of the contract, including, but not limited to, all reports, surveys, plans, charts, literature, brochures, mailings, recordings (video and/or audio), pictures, drawings, analyses, graphic representations, notes and memoranda, and, written procedures and documents, regardless of the state of completion, which are custom developed and/or are the result of the services required under this contract, shall be and remain the property of the VDH and shall be delivered to the VDH upon 30 days notice by the VDH. A vendor shall not sell a work product or deliverable produced under a contract awarded as a result of bids without explicit permission from the VDH.
3.4 Penalties and/or Retainage
VDH may issue penalties should the following performance areas have indicators that fall below prescribed levels:
1. A total of 6,400 completed interviews by 12/31/2014.
2. A total of 1,600 completed cell phone interviews (defined as cell mostly or 90% or more of calls completed on cell phone) by 12/31/2014.
3.5 Subcontractors
Any subcontractors hired by the primary contractor must adhere to the same standards and contract provisions applicable to the primary contractor. The primary contractor retains overall responsibility for contract performance. The primary contractor must advise the VDH of intent to hire a subcontractor and provide the name of company, name of president/owner and location of company. The VDH reserves the right to reject the hiring of subcontractor during the term of contract.
3.6 Invoicing
All invoices are to be submitted by the Contractor on the Contractor's standard invoice. The invoice must include the following: a signed signature, name and address for remittance of payment by the state, the contract number, date of performance and a brief description of the service or product provided.
3.7 Contractor Performance Guidance
All bidders will be held to specific performance review criteria over the life of the contract to ensure that project deliverables as outlined in the RFP and attested to in the Scope of Work are being met. Review of project deliverables will occur at intervals agreed upon by both the State and the Contractor and designated in the contract.
DesiredOutcomes / Performance
Measures / Means of
Verification / Incentives /
Disincentives
Conduct the VT Behavioral Risk Factor Surveillance System Survey with Vermont residents in accordance with CDC BRFSS protocol.
Interview Vermonters on chronic conditions, demographics, risk behaviors, preventive behaviors, and health screening.
Deliver a dataset monthly to CDC and VDH. / 6,400 interviews with 1,600 completed via cell phone by 12/31/2014 / Monthly updates showing progress toward total interviews.
Final data file / Penalty of 10% of the total contract amount if 6,400 interviews are not completed by 12/31/14.
At least 1,600 interviews are completed with cell phone users / Monthly updates showing progress toward total interviews.
Final data file / Penalty of 5% of the total contract amount if there are fewer than 1,600 completed surveys of cell phone users.
Meet monthly quotas for landline and cell phone completes (e.g. 400 land line surveys per month) / Monthly updates showing progress toward total interviews / Incentive payment of 1% of the total contract amount if ALL monthly quotas for landline AND cell phone calls met.
Complete adult asthma callback surveys / Monthly updates showing progress toward total interviews.
Final data file / Incentive payment of 5% of the total asthma callback contract amount if yearly quotas for adult callback surveys are met.
60% of the sample responds to the survey using the American Association of Public Opinion Research (AAPOR) method / Final phone records / Incentive payment of 2% of the total contract amount if AAPOR #4 is greater than 60%.
3.8 Contractor Staffing
Key staff member(s) must be assigned to this contract for the full duration proposed. None of the key staff member(s) may be reassigned or otherwise removed early from this project without explicit written permission of the VDH.
The Contractor must identify staff member(s) who will remain on this project until completion, unless indicated otherwise in the Contractor’s proposal. The Contractor may propose other staff members as “key” if desired. The Contractor will make every reasonable effort to ensure that the early removal of a key staff member has no adverse impact on the successful completion of this project.
3.9 Key Contractor Responsibilities
The selected Contractor must assume primary responsibility for the implementation of the contract specifications and activities.
3.9.1 The Contractor will successfully implement the plan to accomplish the
tasks described and defined in the Scope of Work.
3.9.2 The Contractor must abide by all State policies, standards and protocols as
provided, and defined in this contract. Before commencing work on this Agreement the Party must provide certificates of insurance to show that the following minimum coverage is in effect. It is the responsibility of the Party to maintain current certificates of insurance on file with the state through the term of the Agreement. No warranty is made that the coverage and limits listed herein are adequate to cover and protect the interests of the Party for the Party’s operations. These are solely minimums that have been established to protect the interests of the State. Please see customary state contract provisions in Attachments C and F of contract template below (pages 15-24).