SOLICITATION NOTICE
R -- Equal Employment Opportunity Commission (EEOC) Training and Outreach Online Registration Operations
- Notice Date
- 3/7/2003
- Notice Type
- Solicitation Notice
- Contracting Office
- PROCUREMENT MANAGEMENT DIVISION US EQUAL EMPLOYMENT OPPORTUNITY COMMISSION 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 Employment 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 the requirement. 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 registration and payment processing services. It is the intent of EEOC to outsource the following: Registration Payment processing Electronic Marketing The following tasks may be outsourced based on feasibility: Fulfillment/Mail Production/Lettershop Operations including warehousing and distribution Training Site Logistics Background Current Revolving Fund Division Operation 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 database 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. Registration is handled through the manual input of data into a database within the Marketing, Sales and Registration System (MSRS), to include customer specific information such as name, company name, company address, telephone numbers, payment information, and various other data elements. After the participants are registered and payment has been processed, field office staff responsible for presenting the seminar generate the registration 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 register individuals who have provided payment, so there are only a small number of walk-in participants and pay-at-the -door registrants, usually less than 10 per seminar. After each seminar is completed, the field office prepares a closeout package for each seminar, including walk-in registration information and payments collected on-site. The package is then sent to the Customer Service Representatives for final processing, updating of the MSRS records, and seminar closeout. Field staff involved in supporting the registration 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 operations 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 register and track information for all seminar and sign-up course participants. MSRS is a developed application with maintenance support now being provided to RFD through the Office of Information Technology (OIT). The MSRS was initially designed to coordinate the registration function between the RFD headquarters management and the PAs in the field who manage the day-to-day 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 staff personnel can enter and retrieve information. Data is available from the system for each seminar/sign-up course and information is retrievable by registrant or organization name. The system can produce class lists and name tags. The MSRS uses Internet technology and a Wide Area Network with browser-based access by RFD Headquarters and field office staffs. The application was built using ASP code and an Access database on the back-end. RFD Headquarters and field office staff personnel can view and edit all information in the MSRS. Currently, the system does not allow any registration process to occur directly from the Internet. While the registrant information is stored on a web-based application, it does not allow for attendees to enter, view or change any personal registration information without contacting RFD Headquarters. 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 Department of Interior National Business Center's Federal Financial System (FFS) to manage the general ledger, budget execution, receipt and payment, procurement and reporting functions. FFS was originally designed and developed by American Management Systems headquartered in Fairfax, VA. RFD personnel process all registrants' accounting information through this mainframe application. For payment processing between federal agencies, EEOC utilizes the Intra-Governmental Payment and Collection system (IPAC). IPAC is the web-based interagency financial system designed and operated by the Department of Treasury that serves to eliminate cash or check transactions between Government agencies. Training Events RFD is responsible for many different types of training seminars. Training events that require participant information collection are entered into MSRS. These include all Technical Assistance Program Seminars (TAPS) and sign-up courses. MSRS does not contain information on product sales or customer-specific training. The following outlines the types of training offered by RFD: Technical Assistance Program Seminar (TAPS)? Seminars are conducted at off-site locations, usually hotels or conference centers. Between 50 and 60 such seminars are held annually. These seminars are one or two full days in length and meals are provided, such as lunch, and snacks during mid-morning and mid-afternoon breaks. Breakout sessions are held during these meetings requiring between one and three extra rooms for these sessions. The majority of speakers are EEOC district or headquarters employees, but outside speakers are also utilized, usually on a no-fee basis. EEOC employees from district offices located nearby handle on-site logistics support. TAPS seminars historically average approximately 160 people per seminar. (For specific 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 meals to be provided. Average attendance is approximately 30 people. The number held each year ranges from none to as many as six. 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 with registration beginning Monday afternoon, and the final sessions closing Friday morning. Again, this seminar is modeled after the standard TAPS seminar, however because of its length requires greater planning. It is also much larger in scale attracting over 500 attendees last year. In the future, additional multi-day TAPS may be scheduled. Sign-up Courses:Currently the only sign-up courses offered are those delivered to Federal employees at the EEOC headquarters training site and EEOC office sites in 5 regional federal centers (Chicago, Dallas, Denver, San Francisco 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 trainers. Attendance averages approximately 30 people per session. Approximately 30 of these courses are taught each year. Additional sign-up courses are planned for the future for private sector employees and these also will be held in EEOC training facilities. Customer Specific Training (CST):These courses are designed to deliver EEO information on-site at corporate or federal, state or local agency locations. 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 and the customer to deliver training at a certain price and one payment is generated. A limited amount of information on the company /organization is obtained from the agreement and tracking of payments for on-site training is done through a WordPerfect table. EEOC employees located in regional offices 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 35 people. For specific information on the EEOC or the RFD, please see our website at www.eeoc.gov . Current Functions & Operations The RFD staff presently perform the following functions and operations: Process training requests (submitted on registration forms received by mail and through direct customer contact by telephone and electronic mail) from individuals who will attend Revolving Fund training events (TAPS and Sign-Up Courses) and maintaining a database of key registrant data (MSRS). Take orders (submitted on order forms received by mail and through direct customer contact by telephone and electronic mail) from customers for direct sales items and maintaining a database of key customer data. Receive copies of training agreements for customer-specific training and maintain tracking system for collection of payment. Collect training fees and direct sales payments in the form of checks, credit cards, and electronic payments, entering collection data into an automated 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 customers through fulfillment. Maintain and update mailing files derived from database of key registrant and 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 services using the IFMS. Staff in field office presently perform the following on-site logistics support for RF events: For TAPS Prepare statement of work for seminar location (hotel or other meeting space) to include meeting rooms, food and audio-visuals. Review bids from hotels/other meetings spaces, visit and view sites and negotiate 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. Coordinate and trouble-shoot day of seminar on-site logistics with hotel (AV, meeting rooms, food service and signage). Check in participants and provide handout materials to attendees and handle a limited number of new registrations/pay at the door payments. Distribute and collect evaluations. For CST Prepare agreement with company or organization client for delivery of on-site training course(s) and send copy of agreement to RFD. Deliver training at client's site. 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 Distribution Center. 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 Contractor must propose a solution that replaces MSRS and includes any alternatives to the execution of current Revolving Fund functions and operations (Section 1.4). The goal is to increase the effectiveness and efficiency of both manual and computer-based operations, incorporating best business practices. The solution recommended by the Contractor must include the ability for on-line (Web-based) registration with electronic payment (including credit cards, invoicing, and cash reconciliation) by RFD customers. The system solution must include seamless and integrated registration, sales and payment data processing with maximum use of computer technology interfacing with EEOC's financial system, delivery of confirmation notices to customers upon payment verification; recording of payments through Treasury accounts, i.e., contracting using Department of Treasury for electronic lockbox access; and, integrating with current EEOC IFMS and computer systems (see Appendix B). In addition, the RFD currently has an interagency agreement for its fulfillment operation and has a separate contract for the lettershop mailing operations. RFD wants to explore the possible integration of the mailing (postal and email) and fulfillment operations with the registration function; whereby, minimizing cost associated with data processing/mail list management and contract administration of a single contract verse multiple contracts. The recommended system solution must also include electronic marketing as well as conference room scheduling and logistics planning with hotels or conference facilities for multi-day seminars. A list of seminar locations is outlined in Appendix A - TAPS :locations Description of Tasks The Contractor must complete the following proposed tasks or equivalent steps 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: Project Planning Transition to Outsourced Registration Services including direct sales Full Implementation of Registration Outsourcing Fulfillment/ Lettershop Operations (Optional) and Site Logistic Support (Optional) Task 1:Project Planning Coordinate and Facilitate Project Kick-Off Meeting The Contractor will coordinate a kickoff meeting with EEOC representatives. This initial meeting will provide a forum for all involved parties to address any potential issues and concerns that could impact future work activities or the delivery of required services. This initial meeting also will provide an opportunity to confirm project priorities, address proposed approaches and supporting rationale, and review the requirements of all deliverables 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 will 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 activities for replacing the current system within EEOC's RFD operations. The plan should include key milestones and expected end products or outcomes associated with each task. The plan should clearly delineate anticipated levels of both Contractor and EEOC involvement. Review Current RFD Operations 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 activities. This information will be necessary to guarantee complete understanding of RFD operations and ensure that Contractor participation does not decrease overall customer satisfaction. Prepare and Submit Periodic Status Reports The Contractor will prepare written progress reports summarizing key project accomplishments, anticipated plans for upcoming reporting periods, and any issues where contingency measures may be warranted. These written reports 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 formalized status meetings and/or conference calls, which will be coordinated with EEOC in advance. Interim project status updates will be delivered via e-mail on an as needed basis to keep EEOC apprized of project status between formal, periodic status reports. Duration of contract from date of award through September 30, 2003, with options to extend annually up to a total of 60 months. Telephone or email requests for this solicitation will not be honored. RFP availability is limited 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 writing to the attention of Mr. Anthony R. Price, U.S. Equal Employment Opportunity Commision, Procurement Management Division, 1801 L Street, N.W., Room 2505, 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.
- Web Link
-
Please click here to view more details.
(http://ideasec.nbc.gov/ecprod/owa/ec$cbd.sypfirstcount?P_SERVER_ID3=EE450001&P_OBJ_ID1=20940)
- Record
- SN00274138-W 20030309/030307213821 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
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