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RFP Discussion

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  • 1. REQUEST FOR PROPOSAL DISCUSSION WILLIAM RUSSELL Contracting Officer
  • 2. WHAT ARE WE LOOKING FOR?
    • We are looking to award a contract to create, develop and implement a national integrated communications campaign in support of the 2010 decennial census.
  • 3. CAMPAIGN GOALS
    • Increase mail response
    • Improve cooperation with enumerators
    • Improve overall accuracy and reduce the differential undercount
    • Upon completion of Task Order No. 1, the Census Bureau will work with the contractor to develop an incentive plan linked to these three goals.
  • 4. CONTRACT OVERVIEW
    • Full and open competition
    • One single contract to be awarded
    • Period of Performance: 1 base year and 3 option years
    • Aggressive subcontracting goals with plenty of opportunity for small businesses
  • 5. RFP FORMAT
    • Divided by sections:
      • A – Solicitation, Offer & Award (SF 33)
      • B – Supplies/Services and Prices/Cost
      • C – Contract Description/Specifications/SOW
      • D – Packaging and Marking
      • E – Inspection and Acceptance
      • F – Deliveries or Performance
      • G – Contract Administration Data
      • H – Special Contract Requirements
      • I – Contract Clauses
      • J – Attachments
      • K – Representations, Certifications & Other Statements of Offerors
      • L – Instructions, Conditions and Notices to Offerors
      • M – Evaluation Factors for Award
  • 6. B. Supplies/Services and Prices/Cost
    • Price information for the contract
    • Price tables:
      • B.1 - FFP Task Order No.1
      • B.2 - Fees and Other Cost Provisions
      • B.3 - Labor categories and rates for Task Order No.1
      • B.4 - Travel Cost for Task Order No.1
      • B.5 – Small Business (SB) Subcontracting Incentive Percentage
  • 7. C. Description/ Specifications/ SOW
    • Background information about decennial census and 2010 Communications Campaign
    • Performance-based statement of work - description of required services
    • Information regarding measuring contractor’s performance and small business subcontracting
  • 8. C. Statement of Work
    • Tasks may include:
      • Conducting and evaluating market research
      • Developing and implementing national communications strategy
      • Advertising and media
      • Developing communications materials
      • Public relations, promotional activities
      • Fulfillment system for promotional materials
      • Developing brand identity guidelines
      • Creative development of recruitment advertising
  • 9.
    • Instructions, Conditions and Notices to Offerors
    • Provide guidelines on the acquisition process, how proposals shall be submitted and what shall be included in the proposal to be evaluated under Section M.
  • 10. Vol. I – Similar Experience, Past Performance and Key Personnel
    • Similar Experience
      • Up to 5 similar campaigns performed in the past 5 years.
      • Similar in scope and complexity to our campaign
    • Past Performance
      • Minimum 1 questionnaire for each project cited in Similar Experience.
    • Key Personnel
      • Resumes and letters of commitment
  • 11. Vol. II – Technical, Management & SB Subcontracting Approaches
    • Technical Approach:
      • Overall technical approach for satisfying Census requirements
      • Response to Target Segment Exercise
      • Response and proposal for Task Order No.1
  • 12. Target Segment Exercise
    • Offerors shall develop a strategy for how to reach and motivate the best prospects to be converted to mail responders (“fence-sitters”).
    • Response shall include:
      • Segmentation model
      • Research to be performed
      • Modes of communications
      • Strategies and tactics to be used
      • Messages to be used
      • Creative samples
  • 13. Task Order No. 1 – Development of National Communications Plan
    • Offerors shall propose and price their approach to developing the national communications plan to be implemented, upon approval, for the campaign.
    • The plan is the deliverable to Task Order No. 1. It is not required in response to the RFP.
    • Price proposal shall be Firm Fixed Price (FFP) and shall include the basis of the proposed price.
  • 14. Vol. II – Continued
    • Management Approach :
      • Offeror’s plan for managing the contract, including:
        • Team organizational structure
        • Processes and policies for integrating staff
        • Process for submitting deliverables to Census Bureau
        • Offeror’s quality standards
        • Risk management
  • 15. Vol. II – Continued
    • Small Business Subcontracting Approach :
      • Small Business Subcontracting Plan – Small business subcontracting goals in terms of percent of total contract value. A template for the plan can be found as Attachment J.6.
      • Small Business Participation Plan - How Small business subcontractors will be mentored and involved during the performance of the contract.
    • Both plans will be evaluated in conjunction with the Office of Small & Disadvantaged Business Utilization (OSDBU).
  • 16. Vol. III – Price Proposal
    • Offerors shall complete Tables B.1 through B.5 and provide basis for the proposed price and fees.
    • No price information shall be included anywhere in the proposal.
  • 17.
    • Provides the manner in which we will evaluate the information provided in response to Section L.
    M. Evaluation Factors for Award
  • 18. M. Evaluation Factors for Award
    • TECHNICAL FACTORS - all equal in importance.
    • Similar Experience
      • Similar experiences the offeror has performed and the relevance of the experience proposed.
    • Past Performance
      • How well the offeror performed in the past, as described by the Past Performance Questionnaires.
    • Key Personnel
      • Mix of Key Personnel proposed; experience and relevance of their experience.
  • 19.
    • Technical Approach
      • Overall technical approach for the campaign and understanding of the size, scope, challenges and complexity of the project.
      • Response to Target Segment Exercise.
      • Response to Task Order No. 1.
    • Management & Small Business Subcontracting Approaches
      • Comprehensiveness of proposed Project Management Plan.
      • Small business subcontracting plan & small business participation plan.
    M. Evaluation Factors for Award
  • 20.
    • Price
    • Price comparison will be conducted based solely on the firm fixed price proposed for Task Order No.1.
    • Other price information required (fees & other cost provisions*, labor rates) will be used to assess risk and reasonableness.
    • Award Fee Plan for Task Order No. 1, as proposed by the Contractor, will be used to assess risk and reasonableness.
    • * Subcontracting fees, fringe benefits, G&A, O/H, and profit.
    M. Evaluation Factors for Award
  • 21. MILESTONE SCHEDULE – ACQUISTION PROCESS January 25, 2007 Deadline to Receive Questions from Vendors January 16, 2007 RFP Issued August 7, 2007 Discussion / Negotiations closed June 25 – August 7, 2007 Evaluation / Further Discussions (if nec.) August 31, 2007 Source Selection Announcement / Award June 21 – July 6, 2007 Proposal Revisions from Offerors August 8 – 24, 2007 Final Evaluations & Consensus June 5 – 22, 2007 Oral Presentations & Discussions May 16, 2007 Competitive Range Determination Announcement March 1- May 15, 2007 Initial Evaluation February 28, 2007 Written Proposals Received

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