LFCC Guidance for PCFO Selection and Oversight

Introduction

The selection of the PCFO is perhaps the most critical role of the LFCC during the preparations for the upcoming CFC Campaign. The application of an open, efficient and effective selection process is dependent on a number of steps and instruments used to gather the necessary information to evaluate the most qualified PCFO. Selection of a diligent, competent PCFO will significantly aid the LFCC's oversight responsibilities. The LFCC must also exercise vigilance that the selected PCFO establishes satisfactory quality controls for safeguarding the campaign operations.

Selection of a PCFO must culminate in a memorandum of understanding which, at minimum, defines the purpose of the program, the responsibilities of each party, and the duration of the agreement. The guidance that follows is offered as a model for use by LFCCs entering into a local CFC memorandum of understanding for PCFO services. Documents included with this guidance are: a PCFO Solicitation Template and a Model Memorandum of Understanding to document the agreement between the LFCC and PCFO. Although each of these may be adapted to meet your campaign's particular needs, it is strongly suggested that LFCCs integrate information required in accordance with CFC regulations at 5 CFR 950.

A. PCFO Selection Schedule

The selection process includes the following minimum timeframes: a thirty-day notice period and a three-week evaluation period. The objective is to provide sufficient time for prospective applicants to prepare a competitive proposal and for the review team to resolve any issues that may surface during the evaluation process.

If the presence of other potential bidders is unknown it is the LFCCs responsibility to engage in market research and outreach activities designed to disseminate as widely as possible information about the proposal requirements. Outreach activities may include: postings on websites, advertising in trade journals, dissemination among participating CFC organizations and federations, and outreach through local or state nonprofit associations and training centers, among others.

CFC regulations require PCFO selection no later than March 15^th . OPM recommends selection in February in order to begin earlier campaign planning. In order to meet this deadline while fostering a competitive process the following process and schedule of events is offered as guidance.

1. A review body composed of federal employees should be formed not-later-than (NLT) January 1. The review team should approve the solicitation vehicle and the evaluation criteria prior to any public notice.
2. NLT January 15, public notice of request for proposal should be given. The communications mediums that offer an opportunity to the largest possible audience, from newspaper advertisements or web site highlights, should be utilized. The LFCC should also consider notifying all local organizations that participated in the prior campaign either through a letter or email. Additionally, proposal conferences should be considered, since any new applicants/ bidders may require amplification on their questions before deciding whether to submit a proposal.
3. The deadline for proposal receipt NLT February 15.
4. Evaluation process begins with receipt of proposals. Each review team member should independently review each proposal against the predefined rating criteria. The review team should meet to formulate a consensus or majority opinion, and determine whether more information may be needed from any competitors before making a final decision. ( see evaluation procedures section B) The review team should submit its recommendation for PCFO to the full LFCC for approval.
5. Where necessary, competitors are asked for additional clarifying information. Ensure all applicants/ bidders are provided an equal opportunity to receive the same clarifying information where appropriate.
6. The LFCC chairperson should sign the performance agreement, on behalf of the LFCC.

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B. Evaluation Procedures

The three-week evaluation process includes the following time estimates: one week for initial review, one week for receipt of clarifying information, and one week to evaluate final proposals. The schedule also includes one-week slack time to allow for any slippage in the critical path.

The evaluation process is accomplished by evaluating each proposal against the predetermined criteria in the Solicitation to the applicants. The applicants should be required to submit written narrative statements demonstrating their ability to meet all the requirements.

The proposal evaluation should be performed by a review team. It is recommended that there be at least three qualified individuals on the review team, including one person who is familiar with CFC rules. The review team should be led by a Chairperson selected from among the review team members. Each member of the review team should participate in all phases of the evaluation. The review team should submit its recommendation for PCFO to the full LFCC for approval.

Finally, please ensure the agreement is signed by both parties before notification within 5 days to the unsuccessful applicants/ bidders. Ensure unsuccessful applicants are afforded the opportunity to receive feedback on why their proposal was unsuccessful. The feedback will be very beneficial to fostering future improvements in the competitive process.

B1. General Procedures

1. The review team should meet initially to determine evaluation factors, timing, and resolve other administrative requirements.

2. Proposals should be evaluated in compliance with the evaluation factors and sub factors stated in the solicitation announcement. Sub factors include the applicant's relevant experience.

3. All results of the evaluation process should be documented. This will provide an audit trail of the evaluation and ease the summarization of results.

4. All proposals should be evaluated against documented criteria before comparisons between the proposals for final selection.

5. The review team has the responsibility to evaluate all aspects of the proposals received. The review team should determine each proposal's strengths and weaknesses during the evaluation process, and document the evaluation results with a written narrative.

6. The objective of the evaluation process will be to arrive at a single overall evaluation for each proposal.

7. The Chairperson of the review team will:

- Review and approve the review team's evaluation results;

- Resolve all evaluation matters by building consensus decisions as applicable;

- Present a recommended organization as PCFO to the full LFCC for approval.

- Ensure that the evaluation process is fair, thorough, follows approved procedures, and is documented; and

-  Be prepared to participate in all debriefings requested by any unsuccessful applicant.

B2. Specific Procedures

1. Each member of the review team will independently evaluate each applicant's proposal against each of the stated evaluation factors and sub factors. Each member should write an individual narrative summarizing the applicant's capability to perform each factor. It is optional to assign each factor and sub factor a score. If scoring is utilized, recommend a Likert scale of one to three. The scores are used for relative ranking, but the narrative evaluation should carry the maximum consideration.

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A sample scale follows:

2. If the review team fails to reach a consensus. The dissenting evaluator(s) may document their view(s).

3. Each evaluator should document, sign, and date their evaluation form.

4. If the applicant includes subcontracting, the subcontractor(s) should be evaluated in accordance with the requirements of the solicitation.

C. Technical Evaluation Plan

1. Financial accountability:

a. The PCFO financial management plan, with the attached proposed budget, must present a sound fiscal approach, and demonstrate adherence to the fiduciary responsibilities of 5CFR 950.105. The planshould describe internal controls such as policies, procedures, practices and organizational structure designed to provide reasonable assurances that the fiduciary responsibilities of 5 CFR 950.105 will be achieved. The financial management plan must also specifically address the system for reconciliation of original pledge amounts with final distribution of funds. Description of the disbursing process to charities, including the system for reconciliation of the original pledgeamounts with the final distribution.

b. Mandatory reporting as specified in the solicitation and any ad hoc reporting should be presented. Emphasis should be on the approaches to and degree of checks and balances that are offered to ensure the transparency, accountability, and integrity of the system.

c. Review past audit reports for trends of satisfactory or unsatisfactory performance, fiscal integrity, and financial management controls.

2. Organizational Capacity and Capability: The applicant should adequately describe the overall mission, programs and services, and history of involvement in charitable fund raising activities. A description of the organizational capabilities of the applicant to deliver the PCFO services required in this solicitation must be presented. Factors to be considered are:

a. Experience managing charitable fund raising initiatives on behalf of charitable organizations or analogous solicitation campaigns

b. Ability to meet pledge processing and fund distribution requirements and overall technology related capacity to perform the requirements of the solicitation

c. Staffing plan with the roles and resumes of the people proposed to perform PCFO services

d. Description of the organization's structure and how the proposed PCFO program will fit into the structure

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3. Prior Experience: The applicant should describe relevant, recent past performance on similar efforts including for which the work was done, the scope of the effort, and contract information for the LFCC to verify/ ascertain the quality of the work performed.

4. Overall Campaign Plan: The applicant will describe how it intends to perform the work described in the solicitation, including a discussion of themethods, activities, projected outcomes, and timing for performing the tasks required.

5.  Pledge Support: The applicant should provide an acceptable:

a. Description of the pledge card preparation process

b.  Description of the thoroughness of pledge support training for federal employees, including methods of solicitation, and timing of start-up.

c. Description of the system to ensure donor privacy and integrity of the solicitation process.

6.  CFC Applications Processing Support: The applicant should be evaluated on:

a. Plans for the integration of web based charity lists.

b.  Support to LFCC in processing charitable organization applications including plans for dissemination of information about the application process.

7.  Campaign Management Support: The applicant should be evaluated on:

a. Cross cutting factors such as proactive customer service and system for handling inquiries

b.  Proposed management and implementation of quality controls for production of an accurate CFC brochure.

c. Feasibility of plans for establishing a network of CFC volunteers and campaign workers.

d.  Submission of a comprehensive campaign management planning calendar

8.  Campaign Marketing : The applicant shall be evaluated on the description ofthe federal employee education and outreach, including:

a.  Timing and schedule of proposed activities. Applicants must perform this function as a part of or coinciding with pledge drive requirements.

b.  The ability to design, develop, and submit CFC training, promotional, and web based marketing materiel.

9.  Reporting: The applicant must describe how it intends to fulfill the reporting requirements outlined in the request for proposals.

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