Request for Proposal: Aftermarket Labour Market Intelligence Survey Administration Services

Overview

The Automotive Industries Association of Canada (AIA) is seeking proposals from Market Research agencies to provide quality assurance in survey data administration and collection for its Aftermarket Labour Market Intelligence (ALMI) project. The required services include distributing and collecting data for four surveys across Canada. The service provider will be required to ensure that a representative provincial response rate is achieved for each survey.


Scope of Work

As part of the AIA’s Aftermarket Labour Market Intelligence project, four surveys will be launched to collect data from the automotive aftermarket employers and employees. The four surveys will include:

  1. Survey to employees in the collision sector.
  2. Survey to employers in the collision sector.
  3. Survey to employees in the mechanical sector.
  4. Survey to employers in the mechanical sector.

The following is required by the service provider:

  • The survey questionnaire will be provided by the AIA in both French and English. The service provider is to ensure that participants have the option to complete the survey in either language.
  • The survey questionnaire will include both multiple choice and open-ended questions (Approximately  50 survey questions). The service provider is to ensure that all required questions are answered.
  • The surveys will be ready for launch by end of May 2017 and the service provider will have until the end of July 2017 to collect provincial data for each survey.
  •  The service provider will be required to collect a minimum of 25 completed responses per survey and per province.
  • The service provider must have the capacity to collect data both online and by telephone.
  • The AIA will provide a list of contacts for the service provider to survey, however preference will be given to a service provider that can also research collision and mechanical shops and invite them to participate in the survey.
  • The AIA will provide an overview of the aftermarket industry and definitions for what is considered to be an employee or employer of the collision and mechanical sectors to the service provider. 
  • The service provider will be required provide the AIA with a bi-weekly email update on the data response rates.
  • The service provider will be required to conduct quality assurance of the data, meaning data cleansing and ensuring all required responses have been completed.
  • The service provider will be required to provide the AIA with the all the final data responses in the form of an Excel file.

Eligibility

Competencies and skills:

  • The service provider must have bilingual capacity to survey in both English and French.
  • Connection to automotive aftermarket service, repair, and collision facilities is an asset.
  • Experience with disseminating and collecting survey responses across Canada is an asset.

Proposal Submission Guidelines & Evaluation

The proposals will be evaluated by a formal committee using the following technical criteria with respective corresponding weights. It is strongly suggested that all submitted proposals adhere to the following format.

Please send proposals electronically. All RFP packages submissions must include the following:

Evaluation Weight

 

Professional experience: Refers to the service provider providing:

  • A brief summary of their company’s work experience related to market research, data collection and this RFP scope of work.
  • Information on the main contact (Name, address, e-mail and telephone number).
15%
Outreaching and Work Plan: Refers to the service provider demonstrating their: 

  • Approach in collecting data provincially, within the timeframe outlined.
  •  Employed strategies to leverage targeted response rate.
  • Methods of ensuring quality of collected data

Other criteria you consider as a key to reach the targeted response rate.

35%
CompensationRefers to cost associated with completing the scope of work described in this RFP. In order for the AIA Proposal Committee to effectively compare proposals. Please provide a cost breakdown for this scope of service. You may provide several cost options for reaching different response rates. For example:
Option 1: $X for 1500 responses.
Option 2: $X for 2500 responses.
Option 3: $X for 3500 responses. 
40%

References: Refers to providing 2 professional references, and their contact information (including: Name, Company, e-mail, telephone number and your role), of firms/individuals you have provided service for them on a project with a similar scope.

** Proposals will be evaluated based on best value for dollar.
***Proposals that do not adhere to the above submission format shall be rejected.

10%

Proposal Instructions & Timelines

Based on the review of proposals, a shortlist of potential service providers will be established, and service providers may be invited to participate in a formal meeting with the AIA either in person or over the telephone. Proposals are due by May 5, 2017.

  • INTENTION TO BID: Service providers that are interested in this project are required to provide us with their intention to bid and contact information, no later than 4:00pm (Eastern Standard Time), on April 26, 2017.
  • PROPOSAL QUESTIONS:  Please submit proposal questions pertaining to this RFP by email to Nermin.Ibrahim@aiacanada.com no later than 4:00 pm (Eastern Standard Time), on April 28, 2017. Please note that the AIA of Canada reserves the right to not consider any questions that are submitted after the proposal questions submission deadline.
  • PROPOSAL DELIVERY: Please submit project proposals by email to Nermin.Ibrahim@aiacanada.com no later than 4:00 pm (Eastern Standard Time), on May 5, 2016. Please note that the AIA of Canada reserves the right to not consider any proposals that are submitted after the proposal submission deadline.
  • FORMAL MEETING: Shortlisted service providers may be invited to the AIA of Canada for a formal meeting either in person or over the telephone on the week of May 8, 2017. During the meeting, AIA of Canada will offer an opportunity for both parties to discuss the project scope of work, and answer any questions pertaining to the project.

Awarded Contract

The award of the contract is conditional upon both the successful service provider and the AIA of Canada agreeing to the terms and conditions of the project. A formal Independent Contract Agreement will be issued. The announcement of the successful service provider will be on the week of May 15, 2017.


Questions & Proposals Delivery

All inquiries relating to this RFP should be directed to: Nermin Ibrahim, ALMI project Coordinator

E-mail:  Nermin.Ibrahim@aiacanada.com


FAQ

Q: Are there going to be 4 unique surveys per each audience (for Collision sector employees and employers, and for Mechanical sector employees and employers)?
If the surveys will be similar, what is percentage of similarity between the surveys?
A: There will be 1 survey per audience (totalling 4 surveys). For the 2 surveys targeting employees they will be 90% similar if not the same. For the 2 surveys targeting employers they will be 90% similar, if not the same.

Q: Is there a sample questionnaire available to gauge at the programming complexity? Or could you please elaborate on the level of programming complexity required?
A: There is no sample yet. Most questions will be multiple choice, with some questions left open ended for comment boxes. There may be 5 questions that will require a logic programming (i.e. if the respondent says “yes”, it will take them to a path, if the respondent says “no” it’ll skip the question).

Q: Have you conducted this type of research in the past? If so, what was the incidence rate and response rate in previous projects? If incidence rate is not known, what are the qualification criteria for participation?
A: Yes we have conducted a similar research project in the past. Using an online survey approach, we were able to yield approximately 800 responses nationwide for a survey that was open for 1 month and that was sent to approximately 2500 people. The qualifications to participate: they must work in the  automotive aftermarket (mechanical or collision) either in an employer or employee capacity.

Q: “The AIA will provide an overview of the aftermarket industry and definitions for what is considered to be an employee or employer of the collision and mechanical sectors to the service provider.” Could you please send us the overview?  For the AIA list of contacts to be provided, what is the number of contacts that we will be provided?
A: At minimum, 5000 contacts.

Q: Is there going to be one list per each survey (one list for Collision Sector including both employees and employers, and another list for Mechanical sector employees and employers)?
A: Yes.

Q: Is the sample flagged by province?
A: The list may not be organized by province. The survey however will capture the respondent’s location.

Q: “The service provider must have the capacity to collect data both online and by telephone. ” Will there be telephone number available in the list of contracts provided by the AIA?  If not, how many completes are anticipated to be required via telephone interviewing?
A: Telephone numbers and emails will be provided. We anticipate most will respond by email, but would like to have telephone follow ups as a backup to ensure responses are received.

Q: Will survey respondents be provided with an incentive for completion?
A: No incentives will be provided.

Q: If the incentive is in the form of a contents (i.e., chance to win a draw), do you require us to manage the contest and also register the contest in Quebec?
A: N/A

Q: If contents registration in Quebec is required, please let us know the prize value as this is an important piece for contest registration in Quebec. For more information on rules for contest that include Quebec please see: https://www.racj.gouv.qc.ca/fileadmin/documents/Accueil/Formulaires_et_publications/Formulaires/Jeux/Anglais/RACJ-8002.ang-D.pdf
A: N/A

Q: What is AIA definition of what is considered to be an employee or employer of the collision and mechanical sectors?
A: Employee: refers to front-line jobs e.g.: Technician, painter, customer service, etc., Employer: refers to executive / managerial level jobs e.g.: Store manager, HR manager, etc.

Q: Will there be any other defining qualification criteria for employees or employers such as years of experience, etc.?
A: There are no other requirements as long as they fall in one of these categories (Employee or Employer) and employed in a specific occupation– Please note the list of occupations to target will be provided at the beginning of the project.

Q: Regarding the incidence rate, can we assume 100% incidence rate? This would assume that there are no termination points in the survey and everyone from the client list (and from the additionally sourced CATI and Online samples) would qualify, correct?
A: Yes as long as they fall in the employee or employer categories and are occupied in a position from the list of job titles that will be provided with the four surveys.

Q: What is the length of interview? With a maximum of 50 questions in the survey, is the interview going to be longer than 15 minutes?
A: Yes to a max of 30 min since the questions will follow logic programing so participants will have to fill in specific questions depending on their selection at the beginning of the survey.

Q: Will we need to terminate respondents once we hit the minimum provincial quotas?
A: The more responses you can get the better as stated in the RFP under the compensation section. The compensation level will depend on the number of responses you can achieve.

Q:  Is there a specific project launch date and deadline for analysis and reporting?
A: As stated in the RFP ‘end of July’ – July 31st, 2017.

Q: Will it be acceptable to complete more than 1 survey per business?  E.g. a survey with an employer as well as a survey with an employee?
A: Absolutely as long as their job title is on the list of occupations to target. The list of job titles will be provided a long with the surveys at the beginning of the project.

Q: Can we ask for referrals from respondents to other individuals who may qualify to complete the survey?
A: Yes.

Q: If a respondent is involved in both collision and mechanical, will we be able to ask them both sets of applicable questions and have them counted to both quotas?
A: Although not very common, if a respondent is involved in both sectors, then both sets of applicable questions will have to be completed.

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