SOLICITATION NOTICE
D -- CUSTOM COMPUTER PROGRAMMING SERVICES FOR THE EEO-5 SURVEY
- Notice Date
- 6/20/2006
- Notice Type
- Solicitation Notice
- NAICS
- 541511
— Custom Computer Programming Services
- Contracting Office
- Equal Employment Opportunity Commission, Office of the Chief Financial Officer & Administrative Services, Procurement Management Division, 1801 L Street, N.W., Room 2505, Washington, DC, 20507
- ZIP Code
- 20507
- Solicitation Number
- RFQ060090
- Response Due
- 6/27/2006
- Archive Date
- 7/12/2006
- Point of Contact
- Gregory Browne, Contract Specialist, Phone (202) 663-4292, Fax (202) 663-4178,
- E-Mail Address
-
gregory.browne@eeoc.gov
- Small Business Set-Aside
- Total Small Business
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation. Quotations are being requested and a written solicitation will not be issued. This solicitation is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-09 effective May 19, 2006. The small business size standard is $23 million dollars. The Equal Employment Opportunity Commission (EEOC) has a requirement for a contractor to process the 2006 EEO-5 Survey Reports. The EEOC contemplates the award of a Firm-Fixed-Price Contract. CLIN 0001. The contractor shall process the 2006 EEO-5 Survey Reports - Quantity 1 Lot, Unit Price $________, Total for CLIN 0001 $________. The EEO-5 survey is used to collect data by race/ethnic categories, gender, broad occupational categories, by full time, part time, and new hire status, from all public elementary and secondary school districts with 100 or more employees. The survey is conducted biennially in the even numbered calendar years. There are about 7,500 public elementary-secondary schools who meet the filing requirement in any one survey year. This survey is a joint requirement of the EEOC and the Office for Civil Rights and the National Center for Education Statistics of the Department of Education. All three agencies use the data collected on this survey for their respective equal employment opportunity programs. This survey is a compliance survey required by Federal Law and accompanying regulations of the above agencies. Appendix A contains the survey instruments: EEO-5 form (168A), and instruction booklets. The 2004 EEO-5 survey was processed entirely under a commercial contract. The contractor developed an on line filing system which was very well received by the school districts. Over 95% of the districts used electronic filing in 2004. The contractor is required to complete all phases of the EEO-5 survey from beginning to end. EEOC will provide government furnished property and expects to receive the complete data results, in the form of a final statistical file containing all employment data from each school district which submitted data, actual images of the documents received, and the unused supplies. Work to be performed: The contractor shall perform the following tasks: A. Mail out: In the 2006 survey, only the methods described below will be allowed as options for filing. 1. On -line web based filing - The contractor will be required to offer this system as the preferred method of filing. A ?Foxpro? based on line system was developed and used to great advantage in the previous (2004) survey, the prospective contractor can use this system or develop its own.; 2. Data file diskettes or CDs - to be filed by the 12 states (These are the states who file for all of the districts in the state) as before. Specifications for the data file lay out are contained in Appendix - A; 3. Paper forms/computer printouts - In order to meet EEOC?s obligation under the Government Paperwork Elimination Act, the Commission is trying to phase out this method of filing and to the extent possible it should be discouraged. However, it is a legitimate method available to those who cannot file using either method 1 or 2. Filing method number 1 will have to be developed to mirror the form and filing directions set forth in the instruction booklet. It must provide tracking, automatic editing, and warnings when the new data is significantly different from what it was the previous cycle so that respondent school districts can make corrections before the data is submitted to the Joint Reporting Committee. Proper security measures will have to be developed so that no breach of confidentiality will occur, including generation of and transmission of the unique school district ID numbers and pass words. This system has the ability to incorporate filing method 2. Data files must be able to be read into the system.; B. Type of Mail Out: There are three different methods of mailing out EEO-5 forms. The 2004 final mail file will be used to extract the mail file for the 2006 initial as well as subsequent mail outs, and for imprinting paper forms. 1. Direct states mail out - See appendix B for the states which fall into this category. In these states the forms, or other notifications of filing, are sent directly to the school districts who return completed forms to be processed by the Joint Reporting Committee. 2. Coordinated states mail out - See appendix- C for a listing of these states. In these states forms or other notifications of filing, are also sent directly to the school districts as in 1 above, with the single exception of the state of Delaware where the school districts forms are mailed to the state coordinator who distributes them to the local districts, however the completed forms are returned to the state liaison officer who forwards them to the Joint Reporting Committee in all of these states. The liaison officer also follows up on non-respondents. In the case of on line filers, the state liaison would be sent a copy of the on line filing by the district. The state liaison officer is also sent a list of the districts who have been mailed forms or other filing notification ( This is in effect a portion of the mail out log). 3. ?Diskette/data file? states - See appendix- D for a listing of states in this category. In these states the state education agency completes EEO-5 reports for each district in the state which meets the filing requirement and submits the data in a data file. See appendix - A for the record layout of these data files. No forms are mailed to any of the districts in these states. The state education agency is mailed a notification of filing letter as part of the general mail out. The contractor shall propose a certification of data procedures that is acceptable by EEOC for those school districts that choose the on-line filing method. Note: Mail method 1 and 2 above include about 3,600 school districts (Form- equivalents). The Diskette/data file method includes approximately 3,900 districts (Form- equivalents).; C. 2006 Planned Mail out Procedure.; For direct mail and coordinated mail states, in an effort to emphasize the on line filing method, the initial mail out will consist of:1. Notification that the 2006 survey has commenced and provide the filing deadline., 2. Provide each school district with its unique EEO-5 ID number and pass word to access the on line filing system., 3. Advise the school districts of the other filing method options should they decide not use the on line filing method., 4. Provide instructions on how to request one of the other filing methods., 5. Provide EEO-5 filing instructions, EEO-5 form , and specifications for filing a diskette data file as down loadable files.; D. Diskette/data file states - Provide survey notification including filing deadline, data file specifications, EEO-5 ID and password for use of up loading the data file directly should some of the states wish to do so.; E. Mail out supplies and quantities. The above initial mail out will consist of: 1. Survey notification letters - one page (front and back) - 3,613 (3,600 for direct and coordinated states plus 13 letters to the diskette/ data file states).; 2. Window business envelopes (4? x 9-1/2?) - 3,613.; 3. Postage for 3,613 letters.; 4. Printing the EEO-5 forms as they are requested by school districts. The maximum number of forms that would have to be printed is estimated to be no more than 1000. After the initial mail out the contractor must be prepared to respond to all those school districts who were mailed the initial survey notification but who desire to file either on the actual EEO-5 survey forms, computer print outs or on diskette/data file. Provisions must be made so that school districts can make this request by mail, e-mail, fax, or by downloading the required material from the website.; F. Mail out Control Logs. The contractor will provide three (3) copies of a mail out log for use in controlling the letters mailed out and for subsequent use in receipt and check in procedures and non response follow up mailings.; G. Mail out Reports. The initial mail out report must be submitted upon completion of the initial mail out. It must show the number of notices mailed to each of the different filing types. It must show the number of mailings by state and nation wide. Subsequent reports must be submitted on a weekly basis reporting the number of requests to file on one of the methods other than the on line system.; H. Receipt and Check In. All EEO-5 mail will be received at a post office box, which the contractor is required to obtain and maintain during the length of the contract. Postmaster returns of the initial mail out must be resolved immediately by researching the addresses and if a better address can be found the letter must be re-mailed as soon as possible. Postmaster returns are some time an indication that the school district may have undergone a merger, consolidation or closing. All survey returns received in the mail must be dated, logged in, and checked for completeness. Any correspondence received in the mail must have the unique identification number added and should be kept with the report to which it applies. Any non- routine correspondence (i.e., such as requests for special reporting procedures or requests for exemptions, congressional inquiries, etc) should be referred to EEOC immediately.; I. Manual Edits. The following are the required edits of all paper forms received: 1. Check for any changes to the pre-printed information such as - School district name, School district address, County name., 2. Indications of consolidation or closings., 3. Changes in type of agency which operates the district., 4. Check for the presence of the general statistics- number of schools and annexes operated by the district and presence of the October enrollment in the district., 5. Check and resolve any comments provided by the district in the remarks section of the form., 6. Check that the employment matrices contain only whole numbers, and that there are no factional entries or percentages., 7. Report should have data in all three matrices, i.e. full-time, part-time and new-hires., and 8. Check for the presence of a signature certifying the accuracy of the data.; J. Data Entry. All errors should be identified by the time the forms are ready to be keyed. It is important that all errors including matrix errors be identified as soon as possible so that if the school district needs to be contacted all discovered errors can be corrected with one contact, be that by phone, fax, e-mail, or letter. The data entry program should be designed to make all row and column checks to make certain that totals agree. Make sure that all address and other identifying information changes are keyed and verified.; K. Computer Edits. 1. Assign and verify that all FIPS county, state, and pmsa codes are correct., 2. All row and column totals equal the entries in the total columns, and the rows total, i.e. the sum of column A is equal to the sum of row 19., 3. The sum of rows 20 and 21 in column A is equal to the sum of columns B through K of row 22., 4. Check for the number of schools and the number of principals reported. Generally there is only one principal for each school. If the above mentioned numbers are different, then an inquiry to the school district is required. On the average, there are .95 principles per school. Ratios 25% larger or smaller than this could be a flag of inconsistent reporting., 5. The overall ratio of school district enrollment to the number of classroom teachers, i.e. the sum of lines 5 and 6 on the full-time matrix, is 20. Ratios which are either 50 % greater or less than this overall ratio should be questioned as it might point to reporting problems of either teachers or students. The above edits must be made on all school district data which is submitted as data files or which is submitted on-line.: L. Non - Response Procedure. 1. Thirty days after the filing deadline, a non-response notice will be mailed to all those school districts who have not submitted their EEO-5 data by any of the three filing methods. The notice will be prepared by EEOC and provided to the contractor for duplication and mail out., 2. A report containing all of those districts who are non - respondents at the end of the 30 days will be provided to EEOC for approval before the notices are mailed., 3. A second notice, using the same procedure as above, will be mailed 60 days after the filing deadline., and 4.A final notice will be mailed 90 days after the filing deadline.; M. Data base Development and Access. The data base shall contain all EEO-5 data no matter what method of filing was used to collect it. The Contracting Officer?s Technical Representative shall have access to the data base as it is being built for monitoring purposes. The EEO-5 processing system has programs to retrieve data from the data base. This serves EEOC data disseminators in extracting reports for individual school districts, and state or national aggregates for dissemination to EEOC investigators, other government agencies, and the public. The contractor must expand this system to include (Participation - and Occupational distribution - rates) percentages, and if possible improve the layout of the retrieval formats.; N. Disposition of forms (form equivalents). The generated forms and computer printouts shall be imaged on CDs with retrieval capability to be used for data dissemination. After verification of the imaged data the contractor shall dispose of all paper filing documents. Diskettes and data files shall be provided to EEOC for use in data retrieval functions. Government Furnished Materials shall consist of the following: 1. 2004 final statistical file (diskette/CD) from which the 2006 mail file will be extracted, 2. EEO-5 form, 3. EEO-5 Instruction booklet, 4. Cover letters for initial mail out and for non-response follow up mail outs, 5. 3,613 letter size envelopes for initial mail out, 6. 1000 9? by 12? envelopes for mailing out requested paper forms, and 7. FIPS codes definitions (diskettes/CDs). Deliverables shall consist of the following: 1. An initial and three(3)Non-Respondent Mail Out Reports (1 Copy)- on or before 31 DEC 2006, 2. Mail Out Logs - Paper (3 Copies) - on or before 31 OCT 2006, 3. Statistical file (CDs) containing all data received from school districts (3 copies)- on or before 31 MAY 2007, 4. CDs of imaged paper forms (3 sets)- within 30 days after contract completion, 5. Diskettes/CDs submitted by data set filers (States who file for all the school districts in their entire states.)- within 30 days after contract completion, 6. Documentation of On-line filing system and data retrieval system changes and enhancements - within 30 days after contract completion., and 7. Return unused Government Furnished Material -within 30 days after contract completion. Interested parties must indicate in their quotation whether they accept payment via Government-wide commercial purchase card. The prospective contractor must be registered in the Central Contractor Registration (CCR) database prior to award of the resulting contract. Registration is free and can be completed on-line at http://www.ccr.gov/. Submission of Quotation: Your quotation in response to RFQ060090 is due on June 27, 2006, at 3:00 p.m. EST. The mailing address is as follows: U.S. Equal Employment Opportunity Commission, Procurement Management Division, 1801 L Street, N.W., Room 2505, Washington, D.C. 20507 Attn: Gregory Browne, Contracting Officer. A quotation submitted via e-mail addressed to gregory.browne@eeeoc.gov will be accepted. Questions regarding this request for quotation should be submitted to Gregory Browne, via e-mail @ gregory.browne@eeoc.gov. Telephone inquires or responses are not acceptable. The deadline for the submission of questions regarding RFQ060090 is June 22, 2006 at 1:00 p.m. EST. The Government will not reimburse interested parties for any cost associated with responding to this business opportunity. The Contracting Officer?s Technical Representative will be responsible for the inspection and acceptance of the items delivered by the contractor. All responsible sources may submit a quotation which shall be considered by the agency. The anticipated contract award date is on or before July 15, 2006. Evaluation factors for award: The following factors shall be used to evaluate quotes: technical capability, past performance, and price. Technical Capability and past performance when combined are more important than price. Technical capability subfactors: Quotations will be evaluated on the vendor?s ability to: 1. Demonstrate its understanding of the mailout process. 2. Provide a management plan for organizing and completing the required tasks within the time frames specified. The plan must include (a) project control, (b) use of personnel and physical resources, (c) person hour commitments, and (d) authority and responsibility for project completion as shown in an organization chart.; 3. Demonstrate its understanding of each deliverable and what part of the processing system will generate each deliverable.; 4. Demonstrate its technical approach in developing the on-line web based filing.; 5. Provide a curriculum vitae for the Project Director that demonstrates the Project Director?s ability to (a) coordinate the various phases of the project within the company, (b) demonstrate management experience with similar projects, and (c) demonstrate experience in large scale mailings, data entry and computer edits.;(6) Provide a curriculum vitae for proposed key personnel that demonstrates the following: (a) Survey process experience, (b) familiarity with survey systems, data management, and computer systems, and (c) ability to solve unforeseen problems and deal with personnel, (7) Capability to acquire other staff as needed. The vendor must provide a list consisting of personnel in your workforce that will be available upon notification, if needed. Past Performance: The vendor must provide a minimum of three (3) references for past performance for similar work awarded within the past three (3) years. The information for each reference shall include the following: 1. Name and address of government agency or other non-government client; 2. Name, titles and telephone number of Contracting Officer, or other point of contact; 3. Name, title and telephone number of client?s program or project manager, if applicable; 4. Contract number, period of performance, and dollar value of contract; and 5. Description of services provided. Notice: The Government intends to evaluate quotations and make award without discussions (except clarifications as described in FAR 15.306(a)). Therefore, the vendor?s initial quote should contain the vendor?s best terms from a price and delivery standpoint. The Government reserves the right to conduct discussions, if the Contracting Officer later determines them to be necessary. Period of Performance: The period of performance under this contract is from the effective date of award through twelve (12) months. Shipping: FOB Destination. The provisions at 52.212-1, Instructions to Offerors Commercial Items applies to this acquisition. The provisions at 52.212-2, Evaluation-Commercial Items applies to this acquisition. The vendor shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications Commercial Items with your quote. Clause 52.212-4, Contract Terms and Conditions-Commercial Items and Clause 52.212-5 Contract Terms and Conditions Required to Implement Statues or Executive Order-Commercial Items are incorporated by reference. The following clauses are also incorporated by reference: Clause 52.203-6, Restrictions on Subcontractor Sales to the Government ? Alternate I, 52.219-6, Notice of Total Small Business Set-Aside, Clause 52.222-3 Convict Labor, Clause 52.222-21, Prohibition of Segregated Facilities, Clause 52.222-26, Equal Opportunity, Clause 52.222-35, Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans, Clause 52.222-36, Affirmative action for Workers with Disabilities, Clause 52.222-37, Employment Reports Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans, and Clause 52.232-33, Payment by Electronic Funds Transfer Central Contractor Registration. To obtain the above provision/clauses in full text, please visit www.arnet.gov. Method of payment: Electronic Funds Transfer.
- Place of Performance
- Address: Washington, DC
- Zip Code: 20507
- Country: USA
- Zip Code: 20507
- Record
- SN01074069-W 20060622/060620221242 (fbodaily.com)
- Source
-
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