SOLICITATION NOTICE
R -- Equal Employment Opportunity Commission (EEOC) Training and Out= reach Online Registration Operations
- Notice Date
- 3/5/2003
- Notice Type
- Solicitation Notice
- Contracting Office
- PROCUREMENT MANAGEMENT DIVISION US EQUAL EMPLOYMENT OPPORTUNITY COM= MISSION 1801 L STREET, NW, ROOM 2505 Washington DC 20507
- ZIP Code
- 20507
- Solicitation Number
- RFP0301
- Archive Date
- 3/4/2004
- Point of Contact
- Anthony R. Price Contracting Officer 2026634218 anthony.price= @eeoc.gov;
- E-Mail Address
-
Email your questions to Point of Contact above or IDEASEC HELP DESK
(EC_helpdesk@NBC.GOV)
- Small Business Set-Aside
- N/A
- Description
- General Objectives and Requirements This Statement of Work (SOW) is being issued on behalf of the U.S. Equal Em= ployment Opportunity Commission located at 1801 L Street NW, Washington, D.= C. 20507. EEOC is requesting qualified Offerors to provide a Fixed Price (= FP) response to the tasks described in this SOW. Notice: This is a summary= SOW for industry. It is not inclusive of all required task to complete t= he requirement. =20 Title of Project EEOC Training and Outreach Online Registration Operations Purpose of the Project The purpose of the SOW is to contract with a full service firm for registra= tion and payment processing services. It is the intent of EEOC to outsourc= e the following: Registration Payment processing=09=09 Electronic Marketing =09=09 The following tasks may be outsourced based on feasibility: Fulfillment/Mail Production/Lettershop Operations including warehousing and= distribution Training Site Logistics=20 =09=09 Background Current Revolving Fund Division Operation =20 The Revolving Fund Division (RFD) is responsible for operations relating to= training, event registration, direct sales orders, payment processing for = training events and direct sales, customer contact and service, and direct = marketing. These functions are currently being supported by numerous datab= ase applications performing a variety of functions. All RFD staff are full= -time and work at headquarters. Currently, the foremost methods of receipt of registration for seminars and= sign-up courses is through the US Postal Service (USPS) and fax. Registr= ation is handled through the manual input of data into a database within th= e Marketing, Sales and Registration System (MSRS), to include customer spec= ific information such as name, company name, company address, telephone num= bers, payment information, and various other data elements.=20 After the participants are registered and payment has been processed, field= office staff responsible for presenting the seminar generate the registrat= ion list and nametags via the MSRS web-based registration system and check = in registrants on the day of the seminar. It is RFD policy to only registe= r individuals who have provided payment, so there are only a small number o= f walk-in participants and pay-at-the -door registrants, usually less than= 10 per seminar. After each seminar is completed, the field office prepare= s a closeout package for each seminar, including walk-in registration infor= mation and payments collected on-site. The package is then sent to the Cus= tomer Service Representatives for final processing, updating of the MSRS re= cords, and seminar closeout. Field staff involved in supporting the regis= tration function are not RF staff and the cost of their time supporting the= registration function is reimbursed to the EEOC. The RFD currently contracts out fulfillment, mailing and letttershop operat= ions and internally does its own email marketing. Marketing, Sales and Registration System (MSRS) The MSRS system is a web-based application utilized by RFD operations to re= gister and track information for all seminar and sign-up course participant= s. MSRS is a developed application with maintenance support now being prov= ided to RFD through the Office of Information Technology (OIT). The MSRS w= as initially designed to coordinate the registration function between the R= FD headquarters management and the PAs in the field who manage the day-to-d= ay operations associated with Technical Assistance Program Seminar (TAPS). = At the time of implementation, the system allowed for improved management = of TAPS by allowing both RFD Headquarters and field offices to access MSRS = and view the registration of TAPS participants. In addition, it provided a= central source to store data on the type of payment, business information = and individual participant information. Both RFD Headquarters and field st= aff personnel can enter and retrieve information. Data is available from t= he system for each seminar/sign-up course and information is retrievable by= registrant or organization name. The system can produce class lists and n= ame tags. The MSRS uses Internet technology and a Wide Area Network with browser-base= d access by RFD Headquarters and field office staffs. The application was = built using ASP code and an Access database on the back-end. RFD Headquarte= rs and field office staff personnel can view and edit all information in th= e MSRS. Currently, the system does not allow any registration process to o= ccur directly from the Internet. While the registrant information is store= d on a web-based application, it does not allow for attendees to enter, vie= w or change any personal registration information without contacting RFD He= adquarters. This inefficiency therefore places a large burden on RFD staff= members to enter all of the data collected for registration via phone, fax= , email or mail. Financial Applications EEOC's Integrated Financial Management System (IFMS) utilizes the Departmen= t of Interior National Business Center's Federal Financial System (FFS) to = manage the general ledger, budget execution, receipt and payment, procureme= nt and reporting functions. FFS was originally designed and developed by A= merican Management Systems headquartered in Fairfax, VA. RFD personnel pro= cess all registrants' accounting information through this mainframe applica= tion. For payment processing between federal agencies, EEOC utilizes the Intra-Go= vernmental Payment and Collection system (IPAC). IPAC is the web-based int= eragency financial system designed and operated by the Department of Treasu= ry that serves to eliminate cash or check transactions between Government a= gencies.=20 Training Events RFD is responsible for many different types of training seminars. Training= events that require participant information collection are entered into M= SRS. These include all Technical Assistance Program Seminars (TAPS) and si= gn-up courses. MSRS does not contain information on product sales or custo= mer-specific training. The following outlines the types of training offere= d by RFD: Technical Assistance Program Seminar (TAPS)=BF Seminars are conducted at o= ff-site locations, usually hotels or conference centers. Between 50 and 60= such seminars are held annually. These seminars are one or two full days i= n length and meals are provided, such as lunch, and snacks during mid-morni= ng and mid-afternoon breaks. Breakout sessions are held during these meeti= ngs requiring between one and three extra rooms for these sessions. The ma= jority of speakers are EEOC district or headquarters employees, but outside= speakers are also utilized, usually on a no-fee basis. EEOC employees fro= m district offices located nearby handle on-site logistics support. TAPS s= eminars historically average approximately 160 people per seminar. (For spe= cific information on locations, see Appendix A - TAPS Locations). Half-day TAPS: These seminars are similar in nature to the above, however = they are conducted in only half-day sessions, therefore do not require meal= s to be provided. Average attendance is approximately 30 people. The numbe= r held each year ranges from none to as many as six. =20 EXCEL TAPS:This multi-day seminar occurs only once per year, and is always = held at an off-site location to accommodate its size (recent ones have been= held at Atlantic City). This seminar is generally one week in length wit= h registration beginning Monday afternoon, and the final sessions closing F= riday morning. Again, this seminar is modeled after the standard TAPS sem= inar, however because of its length requires greater planning. It is also = much larger in scale attracting over 500 attendees last year. In the futur= e, additional multi-day TAPS may be scheduled.=20 =09=09 Sign-up Courses:Currently the only sign-up courses offered are those delive= red to Federal employees at the EEOC headquarters training site and EEOC o= ffice sites in 5 regional federal centers (Chicago, Dallas, Denver, San Fra= ncisco and Atlanta) and do not require on-site logistics. Sign-up courses = are either full day or multi-day, and training is delivered by EEOC trainer= s. Attendance averages approximately 30 people per session. Approximately= 30 of these courses are taught each year. Additional sign-up courses are p= lanned for the future for private sector employees and these also will be h= eld in EEOC training facilities.=20 Customer Specific Training (CST):These courses are designed to deliver EEO = information on-site at corporate or federal, state or local agency locatio= ns. The registration system (MSRS) is not used for these courses and CST's= require no on-site logistics support. An agreement is made between EEOC a= nd the customer to deliver training at a certain price and one payment is g= enerated. A limited amount of information on the company /organization i= s obtained from the agreement and tracking of payments for on-site training= is done through a WordPerfect table. EEOC employees located in regional o= ffices throughout the country perform this training. About 200 agreements= are entered into yearly covering about 400 training events (some contracts= are for more than one session). Attendance per session is approximately 3= 5 people. =09=09 For specific information on the EEOC or the RFD, please see our website at = www.eeoc.gov .=20 Current Functions & Operations The RFD staff presently perform the following functions and operations: Process training requests (submitted on registration forms received by mai= l and through direct customer contact by telephone and electronic mail) fro= m individuals who will attend Revolving Fund training events (TAPS and Sign= -Up Courses) and maintaining a database of key registrant data (MSRS).=20 Take orders (submitted on order forms received by mail and through direct c= ustomer contact by telephone and electronic mail) from customers for direct= sales items and maintaining a database of key customer data. =09=09 Receive copies of training agreements for customer-specific training and ma= intain tracking system for collection of payment. Collect training fees and direct sales payments in the form of checks, cred= it cards, and electronic payments, entering collection data into an automat= ed accounting system, and issuing invoices when applicable. Notify customers to confirm reservations for training events. Deliver training event material to registrants and direct sales items to cu= stomers through fulfillment. Maintain and update mailing files derived from database of key registrant a= nd customer data. Manage accounts receivable through collection and write-off consistent with= Federal practices. Market programs through mail and electronic means. Perform all financial management, account reconciliation and reporting serv= ices using the IFMS.=20 =09 Staff in field office presently perform the following on-site logistics sup= port for RF events: For TAPS Prepare statement of work for seminar location (hotel or other meeting spac= e) to include meeting rooms, food and audio-visuals. Review bids from hotels/other meetings spaces, visit and view sites and neg= otiate contract. Design program agenda, create slide shows and handout materials and invite = outside speakers, as appropriate, and deliver all or most of the sessions. Arrange for duplication of handout materials.=20 Coordinate and trouble-shoot day of seminar on-site logistics with hotel (A= V, meeting rooms, food service and signage).=20 Check in participants and provide handout materials to attendees and handle= a limited number of new registrations/pay at the door payments.=20 =09=09 Distribute and collect evaluations. =20 =09 =09 For CST Prepare agreement with company or organization client for delivery of on-si= te training course(s) and send copy of agreement to RFD. Deliver training at client's site. =20 For Sign-Up Courses Arrange for use of EEOC space or other free or low fee space for course. Order copies of handout materials from RFD or EEOC's Publications Distribut= ion Center.=20 Set-up AV equipment owned by EEOC and deliver training. Project Tasks and Associated Deliverables Using a Commercial Off-the-Shelf (COTS) or equivalent application, the Cont= ractor must propose a solution that replaces MSRS and includes any alternat= ives to the execution of current Revolving Fund functions and operations (S= ection 1.4). The goal is to increase the effectiveness and efficiency of b= oth manual and computer-based operations, incorporating best business pract= ices. The solution recommended by the Contractor must include the ability f= or on-line (Web-based) registration with electronic payment (including cred= it cards, invoicing, and cash reconciliation) by RFD customers. The system= solution must include seamless and integrated registration, sales and paym= ent data processing with maximum use of computer technology interfacing wit= h EEOC's financial system, delivery of confirmation notices to customers up= on payment verification; recording of payments through Treasury accounts, = i.e., contracting using Department of Treasury for electronic lockbox acce= ss; and, integrating with current EEOC IFMS and computer systems (see Appen= dix B). In addition, the RFD currently has an interagency agreement for it= s fulfillment operation and has a separate contract for the lettershop mail= ing operations. RFD wants to explore the possible integration of the mailin= g (postal and email) and fulfillment operations with the registration funct= ion; whereby, minimizing cost associated with data processing/mail list man= agement and contract administration of a single contract verse multiple con= tracts. The recommended system solution must also include electronic market= ing as well as conference room scheduling and logistics planning with hotel= s or conference facilities for multi-day seminars. A list of seminar locat= ions is outlined in Appendix A - TAPS :locations Description of Tasks The Contractor must complete the following proposed tasks or equivalent ste= ps to meet the objective of this statement of work and provide the project = management with the appropriate documentation to support the completion of = the project:=20 Project Planning Transition to Outsourced Registration Services including direct sales Full Implementation of Registration Outsourcing Fulfillment/ Lettershop Operations (Optional) and Site Logistic Support (Op= tional) Task 1:Project Planning Coordinate and Facilitate Project Kick-Off Meeting=20 The Contractor will coordinate a kickoff meeting with EEOC representatives.= This initial meeting will provide a forum for all involved parties to add= ress any potential issues and concerns that could impact future work activi= ties or the delivery of required services. This initial meeting also will = provide an opportunity to confirm project priorities, address proposed appr= oaches and supporting rationale, and review the requirements of all deliver= ables and services to be provided during project performance. This meeting= will provide the basis for developing the detailed Project Management Plan= and Timeline that will be delivered by the Contractor. The Contractor wil= l document all discussions, action items, and issues before submission for = EEOC's review and approval. Prepare Project Management Plan and Timeline The Contractor will develop a project management plan that outlines key act= ivities for replacing the current system within EEOC's RFD operations. The= plan should include key milestones and expected end products or outcomes a= ssociated with each task. The plan should clearly delineate anticipated le= vels of both Contractor and EEOC involvement.=20 Review Current RFD Operations =09=09=09 This task will require the Contractor to familiarize themselves with RFD's = current processes and procedures with a focus on what will be necessary to = transition these tasks to the Contractor. The Contractor will be expected = to review all pertinent documentation provided by EEOC as well as to shadow= RFD personnel as they perform registration and payment processing activiti= es. This information will be necessary to guarantee complete understanding= of RFD operations and ensure that Contractor participation does not decrea= se overall customer satisfaction.=20 Prepare and Submit Periodic Status Reports The Contractor will prepare written progress reports summarizing key projec= t accomplishments, anticipated plans for upcoming reporting periods, and an= y issues where contingency measures may be warranted. These written report= s will be submitted on a periodic basis as specified by EEOC. All written = reports will be submitted for EEOC's review prior to the conduct of more fo= rmalized status meetings and/or conference calls, which will be coordinated= with EEOC in advance. Interim project status updates will be delivered vi= a e-mail on an as needed basis to keep EEOC apprized of project status betw= een formal, periodic status reports. Duration of contract from date of award through September 30, 2003, with op= tions to extend annually up to a total of 60 months. Telephone or email re= quests for this solicitation will not be honored. RFP availability is limi= ted and will be furnished on a first received, first served basis until the= supply is exhausted. All request for RFP 0301 must be submitted in writin= g to the attention of Mr. Anthony R. Price, U.S. Equal Employment Opportuni= ty Commision, Procurement Management Division, 1801 L Street, N.W., Room 25= 05, Washington, D.C. 20507. RFP closing date 30 days after issuance. All = responsible sources may submit a proposal which shall be considered by the = agency.
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- Record
- SN00271308-W 20030307/030305213901 (fbodaily.com)
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