SOLICITATION NOTICE
R -- Process Mapping
- Notice Date
- 7/17/2007
- Notice Type
- Solicitation Notice
- NAICS
- 541611
— Administrative Management and General Management Consulting Services
- Contracting Office
- U.S. Commission on Civil Rights, U.S. Commission on Civil Rights, U.S. Commission on Civil Rights, 624 Ninth Street, NW, Suite 550, Washington, DC, 20425, UNITED STATES
- ZIP Code
- 00000
- Solicitation Number
- CCR-07-0002
- Response Due
- 8/17/2007
- Archive Date
- 9/17/2007
- Description
- Letter Solicitation CCR-07-0002 Proposals will be accepted for the period of July 17, 2007 thru August 17, 2007. Any questions or request for additional information shall be sent via email to pdunston@usccr.gov. Please reference the Solicitation Number in your email. This is a letter solicitation for commercial services prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this solicitation. Proposals are being requested. Solicitation will be awarded as a firm fixed-price contract. SUPPLIES OR SERVICES AND PRICES/COSTS ITEM DESCRIPTION QTY U/I UNIT PRICE AMOUNT Base Period of Performance 0001. Provide an expert in 1 Job $___________ $___________ process mapping and improvement methodologies; specifically, Lean and Six Sigma (DMAIC, DMADV, and DFSS) in accordance with the Statement of Work (SOW) Labor Category Labor Rate* Estimated Hrs Total Labor Cost Total Labor Cost $____________ *List labor categories that will be used under the proposed contract. STATEMENT OF WORK FOR LEAN SIX SIGMA (LSS) PROCESS IMPROVEMENT A. Purpose: The United States Commission on Civil Rights, hereafter referred to as the ?Commission,? requires an expert in process mapping and improvement methodologies; specifically, Lean and Six Sigma (DMAIC, DMADV, and DFSS). The expert consultant must have prior experience working with the public sector entities, reviewing agency processes, making concrete recommendations for improvement, and implementing recommendations and evaluating the results. The expert will use Lean Six Sigma methodologies to: ? optimize the Commission?s process flow (e.g., improve an existing process by identifying and removing wasteful and non-value added steps/activities, and creating and/or formalizing agency processes in two key areas), ? increase consistency of output by minimizing variation within the process, and ? increase process efficiency (e.g., speed, cost reduction, timeliness) in two key performance areas. Throughout the process the expert will work closely with agency leadership, supervisors, managers, and staff to: ? define the Commission?s improvement goals related to two key areas: the re-chartering process for its 51 State advisory committees (SACs) and the national office report production process, ? measure and understand existing processes related to these two areas and collect relevant data, ? analyze the effectiveness of the processes and identify factors influencing effectiveness, ? identify process improvements and other changes that will optimize the process effectiveness, and ? revise or design (as necessary) the processes to increase the consistency of output and achieve an overall high level of performance. B. Background: The Commission is an independent federal agency with a staff of fewer than 50 full time employees and a budget of approximately $9 million. The Commission performs an important role in identifying emergent civil rights trends and evaluating federal agency civil rights enforcement programs. As the only independent agency in the federal government to be exclusively concerned with the full range of issues related to civil rights, the Commission is charged with keeping the President, Congress and the public informed of current civil rights issues, including discrimination or denial of equal protection of the laws because of race, color, religion, sex, age, disability, or national origin, or in the administration of justice. Its headquarters and six regional offices carry out the work of the Commission through a staff of civil rights analysts, social scientists, attorneys, and other personnel. Headquarters is located in Washington, DC and the regional offices are located in Atlanta, Denver, Kansas City, Chicago, Los Angeles, and the District of Columbia. State Advisory Committee (SAC) Charters The six regional offices support and coordinate the activities of the Commission?s 51 statutorily created SACs. The SACs serve as the Commission?s ?eyes and ears? on civil rights issues at the regional, state, and local levels. The SAC re-chartering process is primarily handled by the Commission?s six regional directors with guidance from the Staff Director. Each SAC operates under a two-year charter and must be re-chartered at the end of that term. Twelve SACs are currently chartered and the remaining committees must be re-chartered. Formalizing the specific actions required to timely re-charter a SAC and comply with applicable Commission policies concerning SAC charters and committee membership are central to the agency?s goal of increasing the number of chartered SACs. It is also imperative in light of anticipated and planned retirements in the Commission?s regional offices that will result in a loss of institutional memory concerning SAC-related processes. The process generally requires: ? tracking the expiration dates of the varies SAC charters, ? creating a proposal for timely re-chartering expiring SACs, ? identifying potential SAC members through independent research and networking, as well as a result of recommendations by the staff director, and the commissioners ? contacting and recruiting the potential members, ? submitting applications to interested potential members and reviewing completed submissions, ? completing the memorandum signed by the staff director renewing the charter, ? submitting a complete re-charter and appointment package for review and approval by the Staff Director, ? obtaining approval by vote of a majority of the commissioners, and ? updating information maintained in a government-wide SAC database. National Office Report Production The Commission adopted and implemented new policies governing the planning and approval of agency projects that result in written reports examining various civil rights issues. These policies also established standards for ensuring the quality and objectivity of Commission reports. Among the changes are requirements for the: ? submission of discovery plans for review and approval that explain the proposed use of interrogatories, subpoenas, document requests and other requests for information from external sources, ? submission of project outlines that include a summary of research, a discussion of the scope and direction of the project, a statement on the proposed project methodology, and a project completion timeline, and ? submission of a first draft of each project report for review and comment before Commission staff prepares a final draft. Commission projects should be concluded within 12 to 18 months of their initiations. LSS process mapping should include all applicable background, research, planning, outlines, discovery, and review and approval requirements, as well as ensure that they are completed within the accepted timeframe. C. Objectives: The Commission seeks to define, measure, analyze, and improve its processes related to (1) timely re-chartering SACs and (2) producing national office project reports. The agency?s Lean Six Sigma objectives related to SAC charters are the delineation and implementation of a process that (consistent with existing Commission policies and regulations): ? provides efficiency in re-chartering SACs by formalizing and standardizing SAC member recruitment and appointment activities, ? provides efficiency in re-chartering by reducing the amount of time required to re-charter SACs, and ? provides SAC member recruitment and appointments means that result in diverse skills, talents, backgrounds, experiences, views and opinions being represented. The agency?s Lean Six Sigma objectives related to national report production are the delineation and implementation of a process that (consistent with existing Commission policies and regulations): ? provides efficient report preparation by formalizing and standardizing report preparation activities, ? provides for and supports the completion of reports within 12 to 18 months following initiation of the project, ? provides for and supports the completion of all procedural requirements governing project development and management including, but no limited to, project planning (e.g., production of concepts and proposals), design, discovery, and execution, and ? provides for and supports the implementation of Commission objectivity and quality standards of its reports, including review and approval of the proposed final report by internal and external sources. The Commission seeks to improve staff communication and teamwork, and to create momentum and support for continued organizational change in two program functions. Obtaining Commission staff Black or Green Belt certification is not an objective of this initiative. D. Scope: The Consultant will perform the following duties, functions and responsibilities: ? Provide expert and experience-based recommendations for improving, standardizing, and formalizing Commission processes related to SAC re-chartering and national office report production. This task includes defining, measuring, and analyzing Commission processes, and verifying that implemented recommendations are efficient and effective. ? Conduct a one-day orientation with Commission leadership in Washington, DC (approximately 6 participants) that describes the key goals, objectives, and elements of LSS and process improvement, describes the LSS methodology as applied to the Commissions processes, and proposes a work plan and timeline for concluding LSS process. ? Conduct a one-day orientation and training for approximately 10-12 designated Commission staff (referred to as the Process Improvement Team) in Washington, DC. ? Consult with Commission leadership and the Process Improvement Team, as necessary, to produce draft and final process improvement maps/plans for the designated two key functions. ? Conduct an exit meeting with designated Commission leadership and staff to present and discuss the final process improvement maps/plans. ? Provide follow-up support and other support as defined by the Commission as necessary to ensure that successful implementation of the LSS initiative. E. Travel: Consultant travel should be limited to two anticipated training and/or orientation sessions, one staff consultation, and an exit meeting all held in Washington, DC. All other meetings and consultations between the expert and Commission leadership and staff should be conducted by telephone, email, and fax. Additional travel, however, may be considered and approved by the Commission. If additional travel is approved, the consultant will be reimbursed for actual out-of-pocket expenses, subject to limitations of federal laws and regulations, and Commission travel policy. F. Progress Report: Provide an oral status report to the Staff Director within 7 calendar days following the conclusion of the orientation and training meetings for Commission leadership and the Process Improvement Team. G. Qualification Requirements: The Consultant must possess at least five years experience applying LSS and designing business processes for public sector entities. The Consultant must be at least Black Belt certified in Six Sigma. H. Deliverables: There are seven (7) deliverables: ? two one-day orientation and training meetings, ? an oral status report as required in Section F above, ? draft process improvement maps/plans for the re-chartering process, ? draft process improvement maps/plans for the national report production process, ? final process improvement maps/plans for the re-chartering process, ? final process improvement maps/plans for the national report production process, and ? an exit meeting for agency staff and leadership. The draft process improvement maps/plans are due no later than 15 calendar days following contract award. Final process improvement maps/plans incorporating Commission comments, as appropriate, are due no later than 30 calendar days after award of the contract. I. Distribution of Reports: The original of all written documents shall be submitted to the Staff Director or his designee. All written documents, including assessments, reports, statistical data and evaluations, graphs and charts, findings and conclusions shall be provided to the Staff Director or his designee electronically and in a format compatible with the Microsoft Office software utilized by the Commission. J. Period of Performance: The period of performance is not to exceed 45 days from the date of the award of the contract. Initial work to begin no later than September 2007. K. Payments: Partial payments will be not made. Full payments for services rendered under this contract will be made upon completion, delivery, and receipt of all services. In the event that any services contemplated under this contract are impossible to perform due to circumstances beyond the control of the Commission, payments will be made only for work actually performed. L. Organizational Conflict: For purposes of this contract, organizational conflict of interest means that because of other activities or relationships with persons or agencies, the consultant and his/her organization might be unable or potentially unable to render impartial assistance or advice to the Commission, or the consultant and his/her organization?s objectivity in performing the needed work is or might be otherwise impaired, or the consultant and his/her organization has an unfair competitive advantage. In accepting this contract, the consultant is stating that no organizational conflict of interest exists. For recordkeeping purposes, however, the consultant shall provide a letter to the COTR stating that no services were rendered to the Government or any other client, including foreign governments, respecting the same Commission subject matters described in the statement of work during the 12-month period preceding the date of certification. The certification must also state that the person who signs the certification has made inquiry and that no unfair competitive advantage exists with respect to this contract. The lack of a conflict of interest will be assumed by the Government through the acceptance of this contract and affirmative statement in the certification letter to be provided to the COTR within 10 days of receipt of the contract. M. Nondisclosure: In performing these services, the consultant and his/her organization may have access to data that contains sensitive, confidential, or otherwise restricted information. The consultant and his/her organization must not disclose, release or reproduce any such data or information developed or obtained in performance of this contract, except as authorized by the Staff Director. Evaluation Criteria Offers will be evaluated in accordance with FAR 52-212.2 ?Evaluation ? Commercial Items, which is incorporated into this solicitation with addendum to paragraph (a) as follows: the following factors shall be used to evaluate offers: (1) contractor qualifications, (2) past performance, and (3) price. The Government will make award to the responsible offeror whose offer conforms to the requirements herein and represents the greatest value to the Government. Contractor qualifications: The quote shall include (1) resumes for all proposed personnel (2) a detailed description of qualifications, including but not limited to, number of years in business, etc. Past performance: The quote shall include a minimum of three (3) references with a brief description of previous projects of similar size and complexity. Each example of past performance shall include: contract number; contract description; contract amount and type of contract; period of performance; name, address, Email address, telephone number, fax number (if Govt contract, provide the name, telephone number of contracting officer and the COR or if commercial, provide the technical and contracting equivalent); size and complexity of the project; and whether all options were exercised. Pricing: The proposal shall include the following information: (1) a breakdown of labor categories, fully burdened hourly rates for all proposed personnel under each effort as outlined in the Statement of Work, (2) a breakdown of the number of proposed hours in sufficient detail to allow the Government a good understanding of your planned technical approach and the ability to review the consistency between the planned technical approach and the proposed pricing. The pricing proposal must be separate from the technical proposal. Instructions Include price for an expert in process mapping and improvement methodologies; specifically, Lean and Six Sigma (DMAIC, DMADV, and DFSS). The technical proposal shall not exceed 25 pages ? resumes excluded. The following Federal Acquisition Regulation (FAR) provisions and clauses in effect through FAC 2005-03, dated April 2005 are applicable to this procurement: 52.212-1, Instructions To Offerors-Commercial Items; 52-212-4 Contract Terms and Conditions-Commercial Items; 52.212-5 Contract Terms and Conditions Required to Implement Statues or Executive Orders-Commercial Items including subparagraphs (b) (1), (17), (18), and (19), which are applicable to commercial services. 52.227-17 Rights in Data-Special Works and the Key Personnel Clause is applicable as well. The offeror shall submit with their proposal a completed copy of FAR 52.212-3, Offeror Representations and Certifications-Commercial Items. The award will be based on the best value to the Government, price and other factors included. Submit three (3) copies of your technical and pricing proposals to Pamela Dunston, U.S. Commission on Civil Rights, Acquisition Office, Room 550, 624 Ninth Street, NW, Washington, DC 20425. Proposals will be accepted by mail or hand-delivered. We will accept email proposal sent to acquisitions@usccr.gov. All RFQs received in aquistions@usccr.gov must be received by the deadline specified on http://www.usccr.gov. USCCR accepts no liability for the problems that are encountered by your email system. Please check for any viruses or security problems with your system before sending an email to this account. We will not accept any RFQs after the posted deadline. Proposals are due by August 17, 2007 at 5:00 p.m. The Government shall not pay for any costs associated with the preparation of the proposal.
- Place of Performance
- Address: 624 9TH STREET, NW, WASHINGTON, DC 20425
- Zip Code: 20425
- Country: UNITED STATES
- Zip Code: 20425
- Record
- SN01344778-W 20070719/070717222226 (fbodaily.com)
- Source
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