CORPORATION FOR PUBLIC BROADCASTING Request for Proposals Community Service Grants Business Process Analysis Deadline for response: May 8, 2013 5 p.m. EST RFP AT A GLANCE The Corporation for Public Broadcasting ( CPB ) is seeking an organization or individual ( Consultant ) to review the business processes and workflows for the administration of Community Service Grants ( CSG ), make recommendations for process improvements, and document the business requirements. CPB FUNDING CPB is a private, nonprofit corporation created by Congress in 1967. The mission of CPB is to facilitate the development of, and ensure universal access to, non-commercial high-quality programming and telecommunications services. It does this in conjunction with non-commercial educational telecommunications licensees across America. CSG ADMINISTRATION CPB is funded by an annual appropriation from Congress, which is distributed in accordance with a statutory formula outlined in the Public Broadcasting Act. 1 CPB s fiscal year begins October 1, and CPB receives its appropriation on or about October 1 of each year. Approximately seventy percent of CPB s appropriation is distributed directly to public television and radio stations in the form of Community Service Grants. Currently, CPB provides Community Service Grants to over 400 radio and 170 television grantees. In fiscal year 2012, these grants ranged in size from $10,000 to over $9 million. Community Service Grants (CSG) are calculated and distributed based on a set of policies established with input from the public television and radio station community and approved by CPB s Board of Directors. Grant calculations begin in the summer ahead of the start of the fiscal year. For example, the FY2014 grants will be calculated in the summer of 2013. CSGs are distributed in two payments, with the first payment for FY2014 grants going out in the fall of 2013 and the second in spring 2014. The Station Grants Administration team works closely with CPB s Office of Budget and Finance to finalize the grant calculations and to distribute over 1,000 payments throughout the year. Before a station is eligible to receive the first CSG payment, the station must certify it s eligibility for the CSG program. Guidelines outlining CSG eligibility and criteria can be found at: http://www.cpb.org/stations/ under CSG General Provisions and Station Guidelines and Resources. Prior to receiving the second CSG payment, the stations must provide detailed financial and operational data. The certification and submission of data is a time consuming process and stations require a substantial amount of assistance each year as they complete their CSG requirements. CPB provides assistance through a help desk, which receives a high volume of calls each year. In FY 2012, the CSG Help Desk received 1,035 calls from stations with questions pertaining to CSG eligibility criteria, financial reporting issues, and technical issues with the Integrated Station 1 For more information about CPB funding, see: http://www.cpb.org/funding/. 1
Information System ( ISIS ) the custom-built software stations use to certify eligibility and submit data. CPB maintains the ISIS software solution. In addition to assisting stations, CPB reviews the financial and operational data submitted each year. This data is used in CSG calculations the following year and, as such, CPB carefully reviews the data to ensure its accuracy. CPB also uses this data to inform business decisions and to communicate with the public broadcasting system about the state of the system. The administration of CSGs from grant calculations to data review is managed by a full-time staff of 6 (organizational chart below), with input from several departments at CPB, including the Office of Budget and Finance, General Counsel, and Television and Radio departments. CSG BUSINESS REQUIREMENTS ANALYSIS As indicated above, CSGs are calculated and distributed based on a set of policies, which are periodically reviewed and updated to reflect the current economic and political environment. CPB recently conducted a review of TV CSG policy and is currently reviewing CSG policy for radio stations. These reviews have resulted in broad policy revisions. Consequently, CPB is looking to evaluate the administration of the CSGs to ensure that the processes, procedures, and documented business requirements align with revised policy, and that the administration processes are streamlined and efficient. PROJECT SCOPE CPB is seeking a Consultant to review and analyze the business processes required to administer and manage the Community Service Grants, document all business requirements, and make recommendations for process improvement, where appropriate. At the conclusion of the project, the Consultant will provide: a map of the workflows and processes which incorporate the Consultant s recommendations for process improvement; a narrative report detailing the processes and how to implement the recommendations for process improvement; and a comprehensive set of business requirements used to administer and manage CSGs. 2
A technical review of the ISIS software solution which supports CSG Administration is not part of this project; however, the business requirements documented in this project should include sufficient detail to be used as the foundation for designing a more effective software solution. The project must be completed by mid summer 2013. PROPOSAL REQUIREMENTS Proposals should include a project proposal provided in Microsoft Word or Adobe format and a cost proposal which must be submitted in Microsoft Excel format. I. Project Proposal The project proposal should include: 1. A detailed plan for managing the project, including: a. A narrative description of the approach to completing the project; b. A staffing plan identifying the number of staff to be assigned to the project, their division of responsibilities and expected total time on project for each staff; c. A timeline for completing the project; and d. A Gantt chart or other graphic depiction of the project plan that summarizes the approach, staffing plan and timeline. 2. Two examples of projects similar in scope and complexity performed within the past five years, including a detailed description of the services provided, along with the name and contact information for the clients referenced in the examples. 3. The resumes or curriculum vitae of staff allocated to the project, demonstrating skills and experience necessary to complete the project. II. Cost Proposal CPB anticipates entering into a fixed fee agreement covering the services. Proposals should include: a. Total cost to complete the project; b. Hourly rate for staff based on each staff s level of effort on the project broken down by task; and c. Any travel expenses. SELECTION CRITERIA The proposals will be evaluated using the criteria and weights below. 1. Approach (40%) Proposed project plan is likely to achieve project goals; applicant has allocated adequate work hours for the project; and applicant has assigned appropriate personnel to the project. 2. Skills and Experience (35%) Applicant has prior experience relevant to the proposed scope of work as evidenced by the examples of similar work; applicant has relevant experience and/or education relevant to the proposed scope of work as evidenced by staff resumes and curriculum vitae; and client reference feedback indicates applicant is likely to achieve project goals based on work experience. 3. Cost (25%) Total project cost. 3
SUBMISSION OF PROPOSALS Applicants must separate their technical and cost proposals and submit them in electronic format via email with RFP CSG Business Requirements Analysis in the subject line. The project proposals must be provided to Kristina Cushing, Director, Business Performance, system Development and Media Strategy at: kcushing@cpb.org. The cost proposals must also be provided via email to Jackie Livesay, Vice President, Procurement, at: jlivesay@cpb.org. CPB reserves the right to disqualify applicant s including cost information in their technical proposals. All questions must be submitted in writing to Ms. Cushing at the email address above. The questions (without attribution) and CPB s responses will be posted on CPB s website with the CSG Business Requirements Analysis Request for Proposals. CPB may request applicants with the top scores meet with and present their proposal to senior management at CPB s offices in Washington, D.C. If so, CPB will notify applicants of the time and date. CPB TERMS Quotes submitted in response to this RFP by an applicant ( Offeror ) shall be valid for at least 90 days following the closing date of this RFP. Proposals must provide a straightforward, concise description of the Offeror's proposals to meet the requirements of this RFP. Neither multiple nor alternate proposals will be accepted. An Offeror should give specific attention to the clear identification of those portions of its proposal that it considers confidential, proprietary commercial information or trade secrets. The selected Offeror shall be responsible for all services required by this RFP. Subcontractors must be identified and a complete description of their role relative to the proposals must be included in the Offeror s proposals. By submitting an offer in response to this RFP, an Offeror, if selected for award, shall be deemed to have accepted the terms of this RFP. Any exceptions to this RFP must be clearly identified in the proposal. A proposal that takes exception to these terms may be rejected. As part of the RFP review process, CPB may share materials, data, other information and analyses (collectively, Information ) with Offerors. As a condition of receiving such Information, Offerors responding to this RFP shall be deemed to agreed to protect, preserve and maintain all such Information on a strictly confidential basis, and to promptly return to CPB upon its request all tangible copies of such Information in your possession. CPB is not responsible for loss or damage to material submitted with or in support of this RFP. Any submission to CPB shall become the property of CPB (not including any intellectual property rights contained in such submission), and CPB is not required to return any submitted materials to any Offeror. CPB is not responsible for any violation of copyright, trademark, patent, trade secret, or other rights that may result from disclosure made by response to this RFP. Solicitation by CPB of proposals does not constitute an agreement by CPB to extend funding to any party for the project under consideration. CPB may, in its sole discretion, elect not to pursue this project in any manner. By submitting a proposal, each Offeror grants to CPB the right to duplicate, use, disclose, and distribute all of the materials submitted for purposes of evaluation, review, and research. In addition, each Offeror guarantees that the Offeror has full and complete rights to all of the information and materials included in the proposal. Each Offeror also guarantees that all such materials are not defamatory and do not infringe upon or violate the privacy rights, copyrights, or other proprietary rights of any third party. 4
CONDITIONS OF AGREEMENT 1. If a quote in response to this RFP is selected for funding, Offerors will be required to sign a binding agreement. Until both parties have signed an agreement, no express or implied commitment has been made to provide financial support. Offerors are not authorized to commence work until the agreement is fully executed. If Offerors opt to commence work, they do so at their own risk. No oral or written statement other than the signed, written agreement will govern or modify the relationship. 2. As a condition of agreement, Offerors must guarantee that, among other things, any work they undertake on behalf of CPB is not defamatory and will not violate or infringe upon the privacy rights, copyrights, or other proprietary rights of any third party. Offerors must also agree to indemnify CPB against any loss resulting from breach of any of the guarantees contained in the agreement. 3. Those receiving funds from CPB must be able to comply with a number of requirements that will be included in the operative agreement. These requirements include but are not limited to: 4. A demonstration of adequate financial support to complete the work for which they have been contracted and to deliver reports and/or other intellectual property created pursuant to the Agreement; 5. Maintenance, for 10 years following receipt of relevant funds, of all financial records to the project, which records shall be accessible to CPB, and to the U.S. Comptroller General or other representatives for examination and audit purposes. (Offerors will additionally ensure that any subcontractors or advisors under the agreement shall also maintain such records for the period specified and under the same terms); 6. Maintenance, for 10 years after approval of a final financial report, of a complete file of all subcontracts and other agreements, licenses, clearances, and other documents related to the work undertaken, copies of which shall be made available to CPB on request; 7. Submission to CPB of a copy of any U.S. Comptroller General final audit report in connection with the project; 8. Compliance with equal employment opportunity and nondiscrimination laws and policies; 9. Offerors will be required to provide documentation as to actual costs, and provide supporting detail demonstrating that all costs are reasonable, necessary and allocable to the requirements and objectives of the work undertaken; and 10. All research and materials created, developed, compiled or produced pursuant to or as a result of this project (including but not limited to all reports) will be considered ordered and commissioned by CPB as works made for hire under the copyright laws, and made in the course of services rendered. If, for any reason, the proposed research and materials to be provided are not considered works made for hire under the copyright laws, then the Offeror will be required to assign all right, title and interest in and to such research and materials to CPB. Offerors further agree that neither they, nor any of their subcontractors, will have any copyrights or other intellectual property rights whatsoever in any research and/or materials created, developed, compiled or produced by them or by any subcontractor, or by any third party participating in the preparation of research or materials for this project. 11. The agreement will be governed by construed in accordance with the laws of the District of Columbia without regard to its conflict of law provisions. 12. Other material terms and provisions will be set forth in the documents provided to the Offeror that successfully completes the selection process. 5
13. CPB will have complete rights to the reports created as deliverables for this project. 14. CPB will not be responsible for any costs incurred by an Offeror in preparing and submitting a proposal, or in performing any other activities relative to this solicitation. *** 6