MODIFICATION
D -- Web-based survey administrative services
- Notice Date
- 8/12/2002
- Notice Type
- Modification
- Contracting Office
- Department of the Interior, MINERALS MANAGEMENT SERVICE, Procurement Operations Branch, 381 ELDEN ST, MS2510, HERNDON, VA 20170
- ZIP Code
- 20170
- Solicitation Number
- 1435-04-02-RP-86887
- Response Due
- 8/26/2002
- Point of Contact
- JANE M. CARLSON, CONTRACT SPECIALIST, FAX 703-787-1009
- Description
- THIS IS AN AMENDMENT TO A PREVIOUS ANNOUNCEMENT. The response date has been changed from August 30th to August 26th. PLEASE READ THIS ENTIRE NOTICE CAREFULLY AS IT CONSTITUTES THE ONLY NOTICE THAT WILL BE ISSUED. This is a combined synopsis/solicitation for commercial items prepared under FAR Part 13.5 - Test Program for Certain Commercial Items. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. Contract period begins September 15, 2002, and ends no later than March 31, 2003. The Government estimates the cost of the program described herein to be no greater than $40,000. Solicitation Number 1435-04-02-RP-86887 applies; the solicitation is issued as a request for proposals (RFP). NAICS number for this solicitation is 541611. The United States Department of the Interior, U.S. Geological Survey (USGS), is seeking web-based survey administration services to conduct, analyze, maintain and report on a survey questionnaire to be sent to all USGS employees that has been designed to assess the quality of the organization's work environment. TECHNICAL REQUIREMENTS The Contractor shall have the technical knowledge and capability to set up, host and maintain a web-site that contains the USGS survey; the knowledge and ability to generate statistical survey reports in comprehensive yet user-friendly report formats; the ability to generate and produce graphic representations of quantifiable data, including multi-group comparisons that facilitate the interpretation of group comparisons; capability to host all reports on a secure web server, and to create varied levels of access to selected reports by selected individuals or groups; understanding of work climate surveys, their purposes, how they are utilized to implement organizational change, and how they differ from more functional types of internal surveys or external customer surveys. TASK 1: INTERNET SET-UP (a) The Contractor shall provide Internet set-up and programming, including plans for Internet administration, creating secure server, formatting and loading USGS survey into secure web-site, and QA testing. (b) The Contractor shall provide and host all IT infrastructure requirements for the conduct of the survey, including software, hardware (including web-based servers), connectivity, security and backups. TASK 2: PILOT SURVEY: (a) The Contractor shall provide the to USGS a fully-functioning, pilot-tested version of the survey for acceptance at least two weeks prior to survey administration. Pilot testing will be scheduled, communicated and overseen by the Contracting Officer's Technical Representative (COTR), the USGS Employee Survey Program Manager, and will include 30-40 USGS employees who will be identified by the COTR. (b) Conduct the pilot test one to two weeks prior to the actual survey administration to allow for any changes that need to be made. The Contractor will test the entire web-based administration of the survey to ensure that it meets pre-established USGS criteria, and to provide sample reports for headquarters, regions and selected cost centers to ensure that the format and information are clear and useful. (c) Provide pilot test results and reports within five days of test completion. (d) Make any changes to process, format or content that the COTR deems necessary based on the pilot test results. TASK 3: SURVEY ADMINISTRATION (a) The Contractor shall ensure that employee anonymity will be preserved through the inability of the system to link responses to any identifying employee information, including the distribution of passcodes or setting up secure reporting sites. (b) Web-hosting shall be the Contractor's responsibility, including: any technical issues such as connectivity, access or performance of the system; system security; distribution of email invitations; data collection and backup; maintaining response rate database for 24 x 7 access; and loading of data into reporting system. (c) The Contractor shall provide "real-time" tracking of the survey response rate throughout the entire survey administration period. (d) The Contractor shall submit one copy of the database of results within one week after the administration of the survey ends to the COTR . Once all reports have been generated, the Contractor Shall also deliver all html copies of reports generated to the COTR. At the conclusion of the contract, the Contractor shall destroy all copies of USGS data. The database remains the property of USGS only. TASK 4: REPORTING (a) Contractor shall work in partnership with the COTR to develop reporting requirements, specifications and timeliness. (b) Core survey shall be approximately 100 questions over 10 demographics with 6 write-ins. Each report shall show three comparison lines: bureau, region and cost center. (c) For a historical perspective and comparison, Contractor shall match current survey with prior 1999 survey response file for the overall bureau-level report. Approximately one-third of items will match. COTR will provide historical file. (d) Contractor shall provide: (i) one bureau report with historical comparisons and demographic breakouts; (ii) three regional and one headquarters report each with bureau comparisons and some demographic breakouts; (iii) 125 cost center reports with bureau/region comparisons with limited demographic breakouts where appropriate. (e) Contractor shall produce all reports and computer tabulations in .pdf format, ensuring quality and integrity of compilations, computations and translations; post reports on secure web-site; and notify each recipient via email of availability of report along with that person's unique access passcode. TASK 5: PROGRAM MANAGEMENT: Contractor shall provide on-going process coordination and facilitation with the USGS in their internal coordination of reporting activities. SUPPLEMENTAL INFORMATION: Within two weeks of contract award, the Contractor shall meet with the COTR and others to begin defining specific survey and reporting requirements and timeframes. USGS will provide survey questions to the Contractor at this initial meeting. Within 10 days the Contractor shall be ready to conduct the pilot test. Pre-identified reports for the pilot test will be made available to the COTR within 5 working days of the pilot test completion date. Contractor shall distribute emails to all USGS employees with survey access information on or before the first day of the survey administration. For the approximately 300 employees without email addresses, passcodes and survey access instructions will be provided to the COTR for distribution 10 days prior to the beginning of the survey administration period. Contractor shall provide bureau-level overall results report within 1 workday after the survey administration ends. Comparison and other pre-identified reports must be available as follows: bureau - 1 week after survey administration ends; regional - 2 weeks after survey administration ends; cost centers - 6 weeks after survey administration ends. Survey administration period is expected to last approximately 3 weeks. HOW TO RESPOND: In order to compete for this contract, interested parties must demonstrate that they are qualified to perform the work by providing, by Close of Business, AUGUST 26, 2002: (1) a CAPABILITIES STATEMENT detailing: (a) key personnel (those who would have primary responsibility for performing and/or managing the effort) with their qualifications and specific experience; (b) organizational experience and facilities; and (c) past performance including specific references (include contract number & project description, period of performance, dollar amount, client identification with the point of contact & telephone number) for previous work of this nature that your key personnel or organization has performed within the last two years (References will be checked). Your Capabilities Statement will be evaluated based on: (a) key personnel skills, abilities and experience; (b) your organization's experience and (c) past performance (including number, size, and complexity of similar projects), adherence to schedules and budgets, effectiveness of program management, willingness to cooperate when difficulties arise, general compliance with the terms of the contracts, and acceptability of delivered products. (2) a TECHNICAL PROPOSAL indicating proposed methods and procedures to be used in administering the survey; actions to be accomplished to ensure that all completeness and confidentiality requirements are satisfied regarding employee responses; a proposed timeline for satisfying the requirements of this RFQ; an outline of proposed process flow for communications, surveys, responses, analyses, storage and reports; and a sample report demonstrating the application of your organizational skills and abilities to the reporting requirements of this RFQ. (3) a COST PROPOSAL as a separate volume from the Capabilities Statement and the Technical Proposal. It shall provide a complete breakdown of labor categories, rates and anticipated hours, along with an estimate of other costs associated with: collection, storing and analyzing responses; creating, producing and distributing reports; materials; travel; file storage, etc. Submit an original and four (4) copies of each of the three documents. Proposals will be evaluated according to 7 factors, which will be considered roughly equal in importance: (1) demonstrated experience with administering a web-based, large organizational survey with large numbers of reports; (2) technical ability to host a survey with potentially 10,000 respondents; (3) technical ability to generate reports; (4) quality of reports; (5) demonstrated ability to meet timelines as described in statement of work; (6) ability to conduct pilot test and prepare reports within 1 week after test; (7) quality of proposed team. Contract award shall be made to the responsible Offeror whose offer, in conforming to this RFP, provides an overall best value to the Government, technical evaluation factors and cost considered. The Government objective is to obtain the highest technical quality considered necessary to achieve the program objectives, with a realistic and reasonable cost. Technical evaluation factors are more important than cost; however, between proposals that are evaluated as technically equal in quality, cost will become a major consideration in selecting the successful Offeror. Submit all proposal packages to Department of Interior, Minerals Management Service, 381 Elden Street, Procurement Operations Branch, MS-2510, Herndon, Virginia 20170-4817. Attention: Terry W. Carroll by COB Friday, August 26, 2002. Award of a contract is contingent upon appropriation of funds. Questions should be sent via fax as soon as possible to: Terry W. Carroll, Fax (703) 787-1009. Please include with your question(s) your full name, the RFP number & title, your organization, complete address with telephone, e-mail and fax numbers. TELEPHONIC AND E-MAIL QUESTIONS OR REQUESTS WILL NOT BE ACKNOWLEDGED OR ACCEPTED.
- Record
- SN00138767-W 20020814/020812213704 (fbodaily.com)
- Source
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