RFP Discussion

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RFP Discussion

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