SOLICITATION NOTICE
R -- Combined Federal Campaign - Past Performance Questionnaire
- Notice Date
- 7/24/2013
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 541613
— Marketing Consulting Services
- Contracting Office
- Department of Health and Human Services, Health Resources and Services Administration, Office of Acquisitions Management and Policy, 5600 Fisher Ln., Room 13A-19, Rockville, Maryland, 20857, United States
- ZIP Code
- 20857
- Solicitation Number
- 13-250-SOL-CFCCAMPAIGN
- Point of Contact
- Biji John, Phone: 3014430684
- E-Mail Address
-
bjohn@hrsa.gov
(bjohn@hrsa.gov)
- Small Business Set-Aside
- Total Small Business
- Description
- Past Performance Questionnaire THIS IS A COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL SERVICES PREPARED IN ACCORDANCE WITH THE FORMAT IN FAR SUBPART 13.5 and SUBPART 12.6 - STREAMLINED PROCEDURES FOR EVALUATION AND SOLICITATION FOR COMMERCIAL ITEMS-AS SUPPLEMENTED WITH ADDITIONAL INFORMATION INCLUDED IN THIS NOTICE. SIMPLIFIED ACQUISITION PROCEDURES ARE UTILIZED IN THIS PROCUREMENT. THIS ANNOUNCEMENT CONSTITUTES THE ONLY SOLICITATION; QUOTATIONS ARE BEING REQUESTED, AND A WRITTEN SOLICITATION DOCUMENT WILL NOT BE ISSUED. This solicitation is a Request for Quotation (RFQ). The solicitation number is 13- 250-SOL-CFC Campaign. The solicitation document and incorporated provisions and clauses are those in effect though Federal Acquisition Circular (FAC) 2005-33. The associated North American Industrial Classification System (NAICS) code for this procurement is 541613 with a small business size standard of $25M. The purpose of this procurement is to provide administrative support for the Combined Federal Campaign (CFC). BACKGROUND The Combined Federal Campaign (CFC) is a workplace charity campaign administered by the Office of Personnel Management (OPM), that promoting philanthropy and offers federal employees a chance to donate to charities. CFC is the world's largest and most successful annual workplace fundraising campaign, with almost 200 CFC campaigns throughout the country and overseas, raising millions of dollars each year. Each year a different operating division (OPDIV) within the Department of Health and Human Services (HHS) is responsible for coordinating the CFC for HHS. Historically, HHS has earned a reputation as the Department that raised the most funds for the Combined Federal Campaign of the National Capital Area. The 2012 HHS Campaign generated nearly $6M for more than 4,500 charities that are enrolled in the CFCNCA. In the 2012 campaign, HHS had a Department-wide participation rate of 45%, which included both civilian and members of the Uniformed Services (United States Public Health Service), both as donors and campaign workers. PURPOSE/GENERAL DESCRIPTION The purpose of this contract is to provide administrative support for the CFC. HHS is composed of 11 operating divisions and 16 staff divisions under the Office of the Secretary. HHS staff is located in over one hundred (100) sites in and around the Washington, DC area. HHS sites are also located in ten (10) Regional offices across the United States (Atlanta, Boston, New York, Philadelphia, Denver, Dallas, Seattle, San Francisco, Kansas City, and Chicago). HHS sites are also located in ten (10) Regional offices across the United States (Atlanta, Boston, New York, Philadelphia, Denver, Dallas, Seattle, San Francisco, Kansas City, and Chicago). For the 2013 campaign season, the Health Resources and Services Administration is the lead OPDIV to coordinate the HHS 2013 CFC campaign from September 1, 2013- December 15, 2013. PERIOD OF PERFORMANCE The period of performance is 12 months from the effective date of contract (EDOC). SPECIFIC TASKS The contractor shall furnish all personnel and materials to complete the following tasks: Task 1: Discuss Strategy with Host Agency 1.Discuss with the Campaign Manager and senior staff members the responsibilities concerning campaign requirements in accordance with the Federal Acquisition Regulations (FAR) and OMB M-12-12. 2.Submit revised timeline that identifies key milestones of the campaign, in consultation with the CFCNCA schedule, which may include the timing of special awareness events. Task 2: Facilitate Selection of Operating and Staff Division Campaign Managers (OPDIV/STAFFDIV) 1.Discuss institutional/traditional organizational reporting requirements with each OPDIV and staff division. 2.Contact HHS OPDIVs and staff divisions to identify Campaign Managers and Campaign Workers ("Key Workers"). THE COR will provide the contact information for the HHS OPDIVs. 3.Meet with HRSA's Senior Leadership to ensure commitment and discuss management's role in the campaign. 4.Provide strategic communication and program support for Agency Coordinators, team leads, and other essential Campaign Workers. Many of the Agencies and their individual reporting units (e.g.: Centers, Institutes, Bureaus, Offices) have employed Full Time Equivalents (FTEs) serving as the lead point of contact within their respective reporting units to provide team motivation, engage their colleagues in the campaign, provide donor recognition as appropriate, and plan special events to raise awareness of the campaign. 5.Facilitate the process to identify and establish across the HHS a network of Campaign Workers ("Key Workers") within each reporting unit. Historically, each Key Worker represents twenty (20) employees. Across HHS, there have been over 1,500 Key Workers who assisted the campaign. 6.The new OPM regulations proposed on April 9, 2013 would eliminate the ability to solicit for cash/check contributions during the 2013 campaign. If these new rules are implemented, this will create a changing role for the Key Worker. Task 3: Recommend and Establish Campaign Performance Goals for Reporting Units Recommend and provide a report of campaign performance goals (financial and participation) metrics for each HHS OPDIV/STAFFDIV based on past performance, present employee FTE strengths and organizational culture, and ways to make pledges (paper and paperless). Contractor shall discuss strategic models with each reporting unit campaign representatives to obtain concurrence on campaign goals. Task 4: Provide Central Executive Administrative Management to HHS CFC Executive Committee 1.Facilitate planning sessions with HHS CFC Executive Committee focused around new OPM regulations, campaign marketing, outreach, and targeted interventions to encourage and motivate campaign workers in reporting units who may be struggling to reach their reporting units goals, and other topics recommended by the contractor. 2. Represent HRSA at planning and other campaign training meetings sponsored by the CFCNCA and OPM. Contractor shall communicate timely updates with HHS CFC Executive Committee and Agency Campaign Managers. 3.Facilitate campaign manager progress meetings before the solicitation period begins, and during the solicitation period. The COR will provide teleconference technologies to connect staff virtually between Washington, DC and Rockville, MD. 4. Serve as primary liaison for charities engagement with the CFC Executive Committee. The contractor shall recommend and arrange for charity representation in consultation with the COR. 5. Ensure that every site and every Key Worker receive the CFCNCA Promotional Materials campaign supplies. The contractor shall facilitate the distribution of campaign materials provided by the CFCNCA. The contractor shall facilitate the distribution of additional resources, including printed marketing material. The COR will be responsible for printing materials. The contractor shall encourage campaign workers to maximize distribution of campaign materials and messages electronically, and to limit printing when possible. Task 5: Execution of Campaign 1.Facilitate HHS Secretary's Commitment Rally ("Department-wide kickoff event"). The contractor shall facilitate this event prior to Thanksgiving, including securing HHS Secretary and senior leadership's attendance. The event is held annually in the HHS Humphrey Building, Washington, DC, and shall be streamed via web for additional participation from employees located at other sites. The COR will arrange for webcasting the event, if web streaming is a requirement. The contractor shall provide evaluation feedback summary to CFC Executive Committee at conclusion of Department kick-off event. 2.HHS employees in the Washington DC Metro Area are primarily located in the following areas; Southwest DC (OS Staff Divisions), Bethesda, MD (NIH), Rockville, MD (AHRQ, SAMHSA, HRSA, FDA, Indian Health Services and some OS Staff Divisions) and Silver Spring, MD (FDA). The contractor shall assist in planning and providing guidance about best practices and suggestions for awareness events. 3.Provide technical guidance to HHS CFC Executive Committee, Agency Campaign Managers and Coordinators, and HHS Campaign Workers for the duration of the Campaign. The contractor shall have knowledge of the proper completion of paper and online pledges, financial reporting process, options for making contributions, best practices for encouraging participation, responding to questions about OPM regulations and answering other miscellaneous questions concerning the campaign. 4.Consolidate data from CFCNCA Web-based Online Donation/Reporting System to prepare financial summary reports. Distribute timely financial contribution summary reports by OPDIV /STAFFDIV every Friday during the collection phase of the campaign. Weekly reports shall state contributions within the previous 48 hours and include comparison graphs showing weekly progress with respect to last year's campaign. Review weekly summary reports of contributions and address areas of concern with the HHS Campaign Manager, and HHS CFC Executive Committee. Task 6: Campaign Close Out and Campaign Worker Recognition 1.At the end of the campaign, OPM, CFCNCA and HHS Senior Leadership recognize the reporting units as well as individual Campaign Managers and Workers who achieved their organizational goals. Historically, the HHS CFC campaign has included the arrangement of up to four recognition victory celebrations. The contractor shall recommend an approach to distribute awards to HHS staff engaged in the campaign. •If recognition ceremonies will be held in the same areas as the kick-off ceremonies, the contractor shall facilitate these events, which may include logistical support. 2.Prepare a file with all material pertinent to the campaign that may be useful to the next lead OPDIV in the planning and conducting of the campaign in the following year. Prepare a final summary report of total contributions compared to the campaign goal for each reporting unit. The Contractor shall include vital statistics such as participation and average gift. Report shall show a breakdown of campaign contributions by payroll deduction and by cash/checks. 3.Respond within 48 hours to inquiries via email, to address any outstanding campaign issues related to transition or close out of the current season. OPTIONAL TASKS Each option task may be exercised two (2) times during the base period. Optional Task 1 The contractor shall be responsible for engaging staff in the 10 Regional offices with the 2013 CFC campaign. Optional Task 2 The contractor shall set up collection criteria for FDA and NIH sites remote to the Parklawn Building and NIH Campus. Pick up pledges weekly from designated point persons at these remote sites for large Agencies. Optional Task 3 The contractor shall provide up to four (4) web based e-training sessions tailored for different audiences. These shall include separate sessions for the HHS Campaign Workers, and sessions focused on generating interest from different types of donors with question and answer sessions that are also available through archives. Campaign Workers shall be encouraged to view in groups, where possible. Sessions will be recorded at 5600 Fishers Lane, Rockville, MD 20857 utilizing Adobe Connect. The contractor shall provide training material distributed by OPM and/or CFCNCA Principle Combined Fund Organization, prior to web-based sessions. Sessions must be delivered 508 compliant. Contractor shall collect feedback and develop FAQs based on sessions. SCHEDULE OF DELIVERABLES Agendas and minutes from the HHS CFC Executive Committee Sessions and Campaign Worker meetings Due: weekly Up to four (4) 508-compliant Web-Based E-learning trainings with evaluation summary report Due: October 30th Weekly Financial and Progress Reports Due: Weekly Final HHS CFC campaign summary report Due: 45 days from end of campaign PAYMENT SCHEDULE Acceptable project management work plan; established Goals (Tasks 1-3)25% of total award amount Timely weekly status of funds campaign progress reports (Tasks 4) 25% of total award amount Central executive administrative management to HHS CFC Executive Committee (Task 5)25% of total award amount Campaign Close Out and Campaign Worker Recognition (Task 6)25% of total award amount TECHNICAL PROPOSAL INSTRUCTIONS To facilitate the evaluation of its proposal, the offeror shall submit its materials in two separate physical documents: (1) the technical quote and (2) the price quote. The technical quote shall provide unpriced detail of labor hours and other direct costs but should not contain prices. Quotes which merely offer to conduct a program in accordance with the requirements of the Government's scope of work will be considered nonresponsive to this request and will not be eligible for award. The content of the technical proposal shall include the following: A. Organizational Experience (25 points) Offeror shall demonstrate at least five (5) years of organizational experience with the Combined Federal Campaign (CFC) or with workplace giving campaigns executed at organizations similar in size and structure as HHS. The technical proposal shall describe how the Offeror will realign the competencies and selection of Key Workers and training needs, as the CFC moves toward encouraging donors to give solely online. Offeror shall include sample e-learning delivered for past clients, in form of PowerPoint slides or archived web-based videos in a format that is 508 compliant. B. Key Personnel (25 Points) The Offeror's proposal shall provide resumes of proposed key personnel. The resumes shall demonstrate key personnel's proficiency at understanding new media technologies, such as "crowd sourcing" and familiarity with implementing online donation campaign techniques such as e-giving, as well as conducting web-based training. C. Technical Approach (25 points) The Offeror's proposal shall fully describe the proposed technical approach to performing the tasks and adhering to deliverable schedule. The proposal shall demonstrate compliance with all requirements specified in the Statement of Work. The proposal shall address the Offeror's approach to increase participation in online giving; increase payroll giving; and approach to meet the targeted overall CFC fundraising goal of at least $5M. D. Sample Materials (20 points) The Offeror's proposal shall provide samples of the following: volunteer trainings; email messages that include what different giving levels can mean to the organizations benefiting from the campaign (impact statements) marketing messages used to motivate campaign workers; promotional items used to generate donor and campaign volunteer participation for other workplace giving/volunteer campaigns that led to goals attained; reports/dashboard indicators or other visuals used to track progress towards achieving campaign goals; and e-learning web based trainings. E. Past Performance (5 points) The Offeror shall be responsible for requesting three (3) references, one of which must be from a federal Government entity, to submit the Past Performance Information Survey Questionnaire (Attachment C) to the Contract Specialist by no later than August 23, 2013, 10:00 am, EST by email to bjohn@hrsa.gov. No Exceptions. The Government reserves the right to obtain past performance information from any source. The Offeror's past performance will be evaluated in conjunction with the technical review. The overall total score for the past performance rating for each offeror will be determined by calculating the average of the surveys received. The overall total score will be rounded to the nearest whole number to assign an appropriate adjectival rating (0 = Unsatisfactory, 1 = Poor, 2 = Fair, 3 = Good, 4 = Excellent, 5 = Outstanding). The elements being rates are as follows: Quality of Product or Service - Unsatisfactory- Non-conformances is jeopardizing the achievement of contract requirements, despite use of Agency resources. Recovery is not likely. If performance cannot be substantially corrected, it constitutes a significant impediment in consideration for future awards containing similar requirements. Poor - Overall compliance requires significant Agency resources to ensure achievement of contract requirements. Fair - Overall compliance requires minor Agency resources to ensure achievement of contract requirements. Good - There are no, or very minimal, quality problems, and the Contractor has met the contract requirements. Excellent - There are no quality issues, and the Contractor has substantially exceeded the contract performance requirements without commensurate additional costs to the Government. Outstanding - The contractor has demonstrated an outstanding performance level that was significantly in excess of anticipated achievements and is commendable as an example for others, so that it justifies adding a point to the score. It is expected that this rating will be used in those rare circumstances where contractor performance clearly exceeds the performance levels described as "Excellent". Cost Control Unsatisfactory - Ability to manage cost issues is jeopardizing performance of contract requirements, despite use of Agency resources. Recovery is not likely. If performance cannot be substantially corrected, this level of ability to manage cost issues constitutes a significant impediment in consideration for future awards. Poor - Ability to manage cost issues requires significant Agency resources to ensure achievement of contract requirements. Fair - Ability to control cost issues requires minor Agency resources to ensure achievement of contract requirements. Good - There are no, or very minimal, cost management issues and the Contractor has met the contract requirements. Excellent - There are no cost management issues and the Contractor has exceeded the contract requirements, achieving cost savings to the Government. Outstanding - The contractor has demonstrated an outstanding performance level that justifies adding a point to the score. It is expected that this rating will be used in those rare circumstances where the contractor achieved cost savings and performance clearly exceeds the performance levels described as "Excellent". Timeliness of Performance Unsatisfactory - Delays are jeopardizing the achievement of contract requirements, despite use of Agency resources. Recovery is not likely. If performance cannot be substantially corrected, it constitutes a significant impediment in consideration for future awards. Poor - Delays require significant Agency resources to ensure achievement of contract requirements. Fair - Delays require minor Agency resources to ensure achievement of contract requirements. Good - There are no, or minimal, delays that impact achievement of contract requirements. Excellent - There are no delays and the contractor has exceeded the agreed upon time schedule. Outstanding - The contractor has demonstrated an outstanding performance level that justifies adding a point to the score. It is expected that this rating will be used in those rare circumstances where contractor performance clearly exceeds the performance levels described as "Excellent". Business Relations Unsatisfactory - Response to inquiries and/or technical, service, administrative issues is not effective. If not substantially mitigated or corrected it should constitute a significant impediment in considerations for future awards. Poor - Response to inquiries and/or technical, service, administrative issues is marginally effective. Fair - Response to inquiries and/or technical, service, administrative issues is somewhat effective. Good - Response to inquiries and/or technical, service, administrative issues is consistently effective. Excellent - Response to inquiries and/or technical, service, administrative issues exceeds Government expectation. Outstanding - The contractor has demonstrated an outstanding performance level that justifies adding a point to the score. It is expected that this rating will be used in those rare circumstances where contractor performance clearly exceeds the performance levels described as "Excellent". PRICE QUOTE INSTRUCTIONS The Offeror shall submit a price quote, fully supported by cost and pricing data, in sufficient detail to allow for cost analysis that will be utilized to establish the reasonableness of the proposed costs. The Offeror's price quote shall consist of the following sections: A. Standard Form 18, Request for Quotations The contractor must complete the following Blocks: BLOCK 8 State the Name and Address of your organization. BLOCK 11 Enter the organization's Tax ID Number or Federal Identification Number; Enter the organization's DUNS (Digital Universal Numbering System) number. This information can be obtained from your accounting office; however, if your organization does not have a DUNS number, please call Duns & Bradstreet at 1-800-333-0505 to obtain a DUNS number. BLOCK 13State the name and address of the individual providing the price quote BLOCK 14Signature of the person authorized to commit your organization to the contract. BLOCK 16Print or type the name and title of the person authorized to commit your organization to the contract. B. Supporting Documentation The Contractor shall furnish a price breakdown in support of the statement of work. EVALUATION CRITERIA The technical quote will receive paramount consideration in the selection of the contractor for this acquisition. In the event that the technical evaluation reveals that two (2) or more offers are approximately equal in technical ability, then the price quote will become paramount. In any event, the Government reserves the right to make an award to the best advantage of the Government, cost, and other factors considered. The evaluation will be based on the demonstrated capabilities of the prospective contractor in relation to the needs of the project as set forth in the RFQ. The merits of the quote will be evaluated carefully. The following criteria and assigned weight for each criterion will be applied in the evaluation of your technical quote: Evaluation Criteria Points a.Organizational Experience25 b.Key Personnel 25 c.Technical Approach 25 d.Sample Materials 20 e.Past Performance 5 Total 100 Note: The Government reserves the right to make a single award, multiple awards, or no award as a result of this RFQ. In addition, the RFQ may be amended if determined to be in the best interest of the Government. The resulting purchase order shall be negotiated on a fixed price basis. *** The following provisions apply to this acquisition: 52.212-1 Instructions to Offerors-Commercial Items; 52.212-3 Offerors Representations and Certifications- Commercial Items. *** *** Offerors must complete annual representations and certifications on-line at http://orca.bpn.gov in accordance with FAR 52.212-3 Offerors Representations and Certifications- Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required. ***The following clauses apply to this acquisition: 52.204-7 Central Contractor's Registration (CCR) Database; 52.204-9 Personal Identity Verification of Contractor Personnel; 52.217-8 Option to Extend Services; 52.217-9 Option to Extend the Term of the Contract; 52.212-4 Contract Terms and Conditions Commercial Items; 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items including subparagraphs: 52.222-3, Convict Labor; 52.222-19 Child Labor - Cooperation With Authorities And Remedies; 52.222-21, Prohibition of Segregated Facilities; 52-222-26, Equal Opportunity; 52.222-36, Affirmative Action for Workers with Disabilities; 52.232-33, Payment by Electronic Funds Transfer-Central Contractor Registration. Department of Commerce Agency-Level Protest Procedures Level above the Contracting Officer is also incorporated. Offerors shall submit their quote in accordance with FAR 52.212-1(b). EACH SUBMITTED QUOTE SHALL ADDRESS ITEMS (1) THROUGH (11) OF FAR 52.212-1(b) as follows: As a minimum, offers must show- (1) The solicitation number; (2) The time specified in the solicitation for receipt of offers; (3) The name, address, and telephone number of the Offeror; (4) A technical description of the services being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include service literature, or other documents, if necessary; (5) Complete breakdown of price and applicable discounts; (7) "Remit to" address, if different than mailing address; (8) A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the offeror shall complete electronically); (9) Acknowledgment of Solicitation Amendments; (10) Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items, Contract dollar amount, and other references (including contract numbers, points of contact with telephone numbers and other relevant information); and (11) If the offer is not submitted on the SF 1449, include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representations or information, or reject the terms and conditions of the solicitation may be excluded from consideration. PRICING SHOULD BE INCLUDED AS A SEPARATE DOCUMENT FROM ALL OTHER QUOTATION DOCUMENTS. ** No Appropriated funds shall be authorized for food for this requirement. ** All questions regarding this Request for Quote shall be submitted in writing via e-mail to the Contract Specialist, Biji John at bjohn@hrsa.gov no later than July 31, 2013. The due date and time for quotations is August 23, 2013 at 10:00 am EST. Offerors shall email their quote to bjohn@hrsa.gov so that it is received by the response date for this RFQ. The quotation may be submitted in one or more of the following formats: Microsoft Word, and/or Microsoft Excel. It is the responsibility of the contractor to confirm HRSA's receipt of quote. Each quote shall include sufficient data to allow the Government to determine the amount, realism and consistency of the quoted fixed price. Award shall be made to the responsible contractor that offers the best value to the Government. The Government shall not be liable for any costs incurred in response to this request. FAXED QUOTES WILL NOT BE ACCEPTED.
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