Purchasing Services AOC 200 4202 East Fowler Avenue Tampa, Florida 33620 (813) 974-2481 Web Address: http://usfweb2.usf.edu/purchasing/purch2.htm June 11, 2015 Invitation to Negotiate No. Entitled: Opening Date: 15-32-MH Student Recuitment Services June 23, 2015 at 3:00 p.m. Addendum No. 1 Review the following changes/additions/clarifications to Invitation to Negotiate (ITN) No. 15-32-MH Student Recruitment Services to be addressed in submitted proposals: Below is a question we received from potential vendors related to ITN 15-32-MH, USF responses are in red. 1. There does not appear to be an Appendix IV to this ITN (referenced on page 18). Is this a mistake or a missing document? This was a typo, there is not an Appendix as part of the ITN. 2. Page 18 references a data security policy and questionnaire. Can the university share its data security policy and provide the referenced questionnaire for us to complete with our proposal? Depending on the solution proposed the vendors identified by the ITN Evaluation Committee as finalists for consideration may be required to complete the USF IT security questionnaire. 3. Regarding the Bidder s Affirmation and Declaration form on page 23, the data field provided for the notary references the year 2010. Can we manually update this with the current year when we sign, or will the university issue an updated form? Yes.
4. We currently have an in-force Services Agreement with the University of South Florida with negotiated terms for delivery of additional services. Will the university consider a proposal based on this existing arrangement and under the current agreed-upon terms and conditions? No, this is a separate solicitation and will require a stand-alone Agreement based on the Scope of Service described in the ITN. 5. Is it possible to revise the requirement regarding inclusion of every word of the ITN in a potential final contract? We would recommend including only those provisions of the ITN that are unambiguous, are unrelated to the ITN process itself, and are necessary for clarity on the services to be delivered or the terms and conditions of such delivery. USF has stated out terms and conditions, if a vendor has an exception to language in the ITN they should provide that information in their proposal for the evaluation committee s consideration. 6. While the university has requested vendors not to modify the ITN form, can vendors submit any requested exceptions for consideration during a possible contract negotiation process? Yes, refer to the answer to questions 5 and 7. 7. What percent of the proposal evaluation criteria is associated with compliance/acceptance of the ITN s terms and conditions? The proposal criteria is not weighted vendor exceptions to our terms and conditions will be considered on a case-by-case basis. 8. What are the university's enrollment goals for fall 2016 and beyond? Freshmen Year Summer Fall Spring Total 2016-2017 1,000 2,950 550 4,500 2017-2018 1,000 3,000 600 4,600 Transfer Year Summer Fall Spring Total 2016-2017 350 3,250 1,700 5,300 2017-2018 300 3,200 1,600 5,100 9. Does the university have a defined budget for this project? If so, can this be shared with vendors? There is not a defined budget for this project. 10. Can you provide the number of prospects the university purchased in 2013 and 2014? 2013: 108,000 (sophomore and junior prospects) and 50,000 seniors; 2014: 135,000 (sophomore and junior prospects) and 120,000 (seniors).
11. Can you provide the number of inquiries from all sources the university generated in 2013 and 2014? 2013: 26,287; 2014: 28,000 (est.) 12. Can you provide the number of applicants, completed applications, admitted students, and enrolled students at the university in 2013 and 2014? Note: Completed applications are not tracked in our current SIS or CRM. 13. What was the university's approximate net tuition revenue per student for the 2013-14 academic year? 14. Who has assisted the university in the past with similar student recruitment services? Royall and Company and Ruffalo Cody (2010 2012). 15. Is there an incumbent for this work? Yes. 16. If there is an incumbent, will they be able to bid on this work? This ITN is open to all potential vendors. 17. Which institutions does USF consider to be among its top 3-5 competitors? Within the State of Florida: UF, FSU, and UCF 18. What are the university's expectations for a project timeline? Application/Senior search would begin in early August. Search would begin in early November. 19. In the Experience and Qualifications of Proposer subsection there is reference to Section 1.1 above. There is no section 1.1 in the ITN. Can the UNIVERSITY OF SOUTH FLORIDA clarify to what section this statement is referring? This is a typo, it should read Item 5, page 16 Vendor Qualifications above. 20. In the Company s Financial Viability and Good Standing subsection, there is reference to Appendix IV. Is this appendix pertinent to our response? If so, please provide Appendix IV. This was a typo, there is not an Appendix as part of the ITN.
21. In the Data Security subsection the ITN states that the proposer must complete questionnaire associated with this policy. Is this a requirement? If so, please provide the questionnaire. Depending on the solution proposed the vendors identified by the ITN Evaluation Committee as finalists for consideration may be required to complete the USF IT security questionnaire. 22. The ITN states that the respondent must number and label all parts, pages, figures, and tables in its negotiation. We will be submitting some pre-existing documents (e.g., financial reports) that have existing page numbering and some pages may not be numbered. Because these are long and complex documents, may we leave them unaltered? Yes, please make notes, which highlight or indicate the unaltered page numbers. 23. The ITN states that all proposals shall be submitted using the University of South Florida Invitation to Negotiate form as a cover to be considered for an award of the proposal. Please clarify if the ITN Form should be in the front cover of the binder are as the first page within the binder. Place the ITN cover page with all other required forms as listed in the Proposal Format section of the ITN. 24. Will UNIVERSITY OF SOUTH FLORIDA provide a profile for the target student? (i.e. median SAT/ACT, geographic location etc.) The targeted population will be an incoming class of 4100 4200 students for Summer and Fall terms. The targeted test score an 1180 SAT or 27 ACT. Targeted GPA >=4.0. Targeted geography breakdown 10% - 12% of the entering FTIC class international and out of state students. Maintain 40% of new student population representing under-represented populations. 25. Once the vendor acquires student data from College Board, will the UNIVERSITY OF SOUTH FLORIDA have any prospective student data that needs to be added to this list? Yes, additional sources such as ACT, NRCCUA, CBSS will be added. 26. Will the vendor be responsible for all of the graphic design for mail pieces? Will the UNIVERSITY OF SOUTH FLORIDA provide artwork or assets? The University s Marketing and Communications office will influence and provide all graphic design for print and electronic communications. 27. What is the approval process for the creative design and communication process that we will need to work within? The Office of Admissions will review and collaborate with University Communications and Marketing before moving forward with creative work to confirm consistency with branding efforts. 28. Will the vendor need to integrate with any of the UNIVERSITY OF SOUTH FLORIDA IT systems? Data files will be required to follow the data format layout for the CRM import process.
29. Will the vendor need to incorporate any UNIVERSITY OF SOUTH FLORIDA opt-in or opt-out data? The vendor will be required to provide data related to opt-in or opt-out data, the university will add the data to the university s CRM. 30. How does UNIVERSITY OF SOUTH FLORIDA define or measure a response (i.e. 10-20%)? The portion of student s responding (i.e. requesting information or applying) to the search. 31. What is the desired call to action for the prospective student? Depending on the student s place in the college selection process, the student will request for more information or apply to USF. Either way, once a response is received the student will continue to receive communications from USF. 32. What measurement will UNIVERSITY OF SOUTH FLORIDA use to defined the success of the program? The number of applications, admitted students, and enrolled students for the Summer and Fall term. In addition to the number of students meeting the profile and geographic targets. 33. Can the vendor the utilize the UNIVERSITY OF SOUTH FLORIDA postage account for mailings, thereby leveraging Non-Profit rates? No. 34. Who is the intended target audience for these services? a. Juniors: strong GPA (high ability); national merit; strong PSAT and PACT scores; strong SAT and ACT scores; out of state, international; cultural and ethnic diversity; academic interest b. Sophomores: strong GPA (high ability); national merit; strong PSAT and PACT scores; strong SAT and ACT scores; out of state, international; cultural and ethnic diversity; academic interest c. Seniors: strong GPA (high ability); national merit; strong PSAT and PACT scores; strong SAT and ACT scores; out of state, international; cultural and ethnic diversity; academic interest d. Other (if other, please elaborate): Transfer and Graduate students; academic interest and test score (GMAT and GRE) 35. What percentage of the 100,000 records will be Junior records (if any)? 35% 36. What percentage of the 100,000 records will be Sophomore records (if any)? 45% 37. What percentage of the 100,000 records will be Senior records (if any)? 20% 38. If the audience includes Seniors, are you interested in driving students to a customized application created by the Search vendor, the Common Application, or another type of
application? The student will be driven to the University s specified application, currently USF s application. 39. If the audience includes Juniors and/or Sophomores, would you like us to provide you with an option that includes print fulfillment? Yes, more samples provide a clearer picture of the vendor s innovative and creative abilities. 40. Please clarify the USF definition of "fulfillment."? Providing the student with direction related to the next step in the admissions process leading the student to eventually visit or apply to the university. Fulfillment provides the student with the incentive to respond to the initial inquiry. 41. Please clarify the USF definition of "yield."? Converting a student from prospect to inquiry or from inquiry to applicant. 42. Is the 10-20% rate of return from the initial 100,000 student records, or from a subset of responses to the Student Search Program (e.g., 10k-20k responses or 5k)? )? From the subset of responses, each population responds at a different rate. USF experiences higher response rates for sophomores compared to seniors. 43. If the rate of return comes from responses to the Fulfillment Campaign, how is a response defined? A response is defined by requesting for more information and/or applying to USF. 44. Would you like students targeted in the Fulfillment Campaign to be driven to a pre-populated Web form, a customized landing page, a page within your website, or another location? Prepopulated web form or page within the university site i.e. the application site. 45. Should the Fulfillment Campaign contain electronic components, print components, or a combination of both? Yes, all forms of components important to note that the electronic forms should be mobile and social media compatible Note: Please note receipt of this addendum by signing and returning with your proposal response Authorized Signature & Date Print Name Company Name