RFP 10-04 Amendment 0001 Page 2 Questions and Answers

Solicitation Number RFP 10-04 Questions and Answers (Q & A’s)

Amendment 0001, Questions and Answers (Q & A’s) Solicitation Request for Proposal (RFP 10-04), To Examine and Revise NEA’s Strategic Plan and Performance Measurements

Please acknowledge receipt of the Amendments via email so that the Contracting Officer knows the paperwork was delivered and received. In accordance with the SF30 the Contractor is required to sign the SF30 document and return 1 copy to the issuing office which can be submitted when prospective offerors submit their entire proposal package by 5:00 pm EST, on Friday, January 15, 2010.

Q1: I would like to find a partner for this project with depth in public sector management or organizational theory, any referrals or suggestions would be most appreciated. Would you be able to circulate a list of individuals and firms that have expressed interest in submitting?

A1: We can’t provide a list of individuals and firms interested in submitting a proposal.

Q2: The NEA makes grants to external organizations, but also runs its own programs. Is this effort focused on selecting externally or internally focused metrics, or both?

A2: The focus is on examining and revising the Agency’s own outcomes and metrics with respect to organizational performance and impact. This project includes determining how best to identify, measure, and communicate different kinds of impact generated by the Agency’s work.

Q3: Section C.1 of the RFP says that the strategic planning process “is already under way.” How much of the vision, mission, and goals are already set? Will they be set before this effort gets started? Are certain outcomes already determined?

A3: We will have concluded preliminary work on the vision and mission components of the strategic plan prior to working with the contractor. None of the FY 2012-2016 outcomes are predetermined, though potential bidders should consult the FY 2006-20011 strategic plan to see the outcomes and metrics currently in use.

Q4: How open is NEA to new thinking about vision and strategic goals that might come out of this work?

A4: The NEA is committed to ongoing conversations with the public about its vision and strategic goals.

Q5: Has another consultant or consulting firm been helping NEA with the strategic planning process that is underway now? What is the name of the consultant or firm? And if so, are they proposing to do the work on the outcomes and metrics? If not, what is the NEA’s plan for incorporating the work on metrics into the strategic planning process?

A5: No consultant or consulting firm is currently assisting with this project.

The NEA will integrate any new outcomes and metrics into the strategic plan as it is being developed. The NEA will share draft copies of the plan with the contractor for feedback, to help ensure alignment of strategic goals and outcomes and metrics.

Q6: Has the NEA worked with any outside consultants or firms on performance metrics in the last five years? If so, whom? Also, which firm, if any, worked with the NEA on its 2006-2011 strategic plans?

A6: No; and no consulting firm worked with the NEA on the FY 2006-2011 plan.

Q7: This RFP seems focused on performance measurement and metrics. Is the NEA also looking for consultation on communication of the metrics externally and internally?

A7: The scope of the contractor’s work excludes communication of the metrics to entities beyond the Office of Research & Analysis, the office of the Deputy Chairman for Management & Budget, and, ultimately, the Agency’s senior staff.

Q8: To what extent is the NEA looking for consultation on performance management – how metrics can be incorporated into contracting, performance agreements and day-to-day management in order to improve outcomes?

A8: The contractor’s work will include consultation on outcomes and metrics related to performance management, a goal to be covered by the strategic plan.

Q9: Does the NEA have a not-to-exceed budget for this work? If so, what is it? I was hoping to determine whether it was in the under $100K category or the over $100K category. Does NEA have a price range in mind for this process?

A9: Not applicable. The NEA is not providing budget parameters in this case.

Q10: Who will evaluate the proposals and who will make the decision about the award?

A10: Technical evaluation team experts from the NEA’s Office of Research & Analysis and the Deputy Chairman for Management & Budget.

Q11: When will answers to questions be distributed and how?

A11: As soon as reasonably possible, most likely the week of January 4, 2010, via email and posted on www.fbo.gov Federal Business Opportunities.

Q12: Will there be a change in schedule if NEA staff or stakeholders cannot meet within the first 6 weeks?

A12: No change in schedule is anticipated.

http://www.fbo.gov/

Q13: The RFP indicates that the contractor is to provide estimates of the cost of gathering the performance measures. Much of that cost will be NEA or grantee time. Is the contractor to focus only on direct costs to NEA like surveys or should the cost also include grantee and NEA staff time? If the latter, what guidance will NEA project officer provide the contractor for generating those estimates?

A13: We expect the cost-benefit analysis of implementing any new performance measures to include estimates of grantee and NEA staff time. Methods for generating those estimates will be discussed with the contractor.

Q14: Are the cover page, table of contents, and graphics included in the 10 page limit?

In the instructions to offerors there are seven bullet points of what must be in the proposal. These are: overview, preliminary research plan, work plan, description of qualifications, evidence of similar efforts, pricing, and past performance. Which, if any of these do not count toward the 10 page limit? Section L, 52.212-1(b) establishes a 10 page limit for the proposal. Does the 10 page limitation include Section B (Pricing Data) and Section K (Reps and Certs)? If not, please clarify which portions are subject to the 10 page limitation and which are not. Section L (b) (p. 26) states: "The proposal should be no more than 10 pages, single spaced, in 12-point font..." Does this page limit include all of our response (e.g., the Past Performance examples? Pricing?)? If not, what requirements are excluded from the 10 page limit?

A14: Past-performance examples are excluded from the 10-page limit.

Q15: We interpret the RFP to be primarily focused on evaluation of the current performance measurement system, identification of new outcomes, and development of appropriate metrics that are aligned with the vision and mission of NEA. It seems the RFP is less focused on the development of a strategic plan for the organization, as it states that this process is already under way (page 4). What role will a consultant have in integrating new outcomes and metrics in development of the new strategic plan? Will the consultant be responsible for this integration and assimilation or will NEA do this internally?

A15: The NEA will integrate any new outcomes and metrics into the strategic plan as it is being developed. The NEA will share draft copies of the plan with the contractor for feedback, to help ensure alignment of strategic goals and outcomes and metrics.

Q16: Does NEA anticipate that the organization's staff will implement the performance measurement model that results from this planning process? Or is it anticipated that the model and tools will be implemented by a third party, either the contracted consultant for this project or another consultant? Or does NEA anticipate that implementation is within the scope of this RFP?

A16: The contractor’s scope of work does not include implementation of the metrics, but rather consultation on the most effective data-collection methods to facilitate performance measurement.

Q17: Could you briefly describe the strategic planning process to date? What has been successful? What has proven to be more challenging?

A17: Consult the Agency’s current strategic plan (FY 2006-2011). More information will be shared at the first meeting with the contractor.

Q18: Could you briefly describe the planning and implementation process to date for your performance measurement system?

A18: More information will be shared at the first meeting with the contractor.

Q19: Section I.4 requires that contractors who have access to proprietary information of other contractors execute non-disclosure agreements. Does the Government anticipate providing other contractors' proprietary information under this effort? If so, can the Government provide examples of what types of information may be shared?

A19: The NEA will not share other contractors’ proprietary data.

Q20: Section C, Statement of Work requires the advisor to conduct a rigorous review of the Strategic Plan and Make Recommendations to NEA Senior Staff. Is it anticipated that the review and recommendations may include changes to the Strategic Plan to ensure alignment with the Performance Management Framework?

A20: If those changes have not been made already. The NEA will present the contractor with draft copies of the new strategic plan, as it is being developed, for feedback on alignment with any new outcomes and metrics.

Q21: Is the development of a logic model or theory of change part of the current strategic planning process? If not, how will the contractor interface with the current strategic planning process in order to develop a logic model?

A21: Neither model or theory is currently informing the strategic planning process. If the contractor is proposing to apply a logic model to the development of outcomes and metrics, then such questions can be discussed at the first meeting.

Q22: Would it be possible for you to share the rationale for why the performance measurement work is being done outside the strategic planning process rather than as a component of that work?

A22: The performance measurement work will be conducted as part of the strategic planning process, and not independent of it.

Q23: The 2006-2011 strategic plan notes on page 10 that NEA was exploring a qualitative review process to understand the impact and quality of the programs funded.

How has that played out in real time over the last few years? What components have been used as part of this review process? What has NEA learned?

A23: Ultimately, this approach was not pursued. Going forward, however, we expect it to be a critical part of our performance evaluation process.

Q24: Does NEA foresee that it will continue all of its current programs under the 2012- 2016 strategic plans?

A24: The programs we undertake in accordance with our mission and goals are always subject to change. We have no further information at this time.

Q25: Are there other grant makers or arts organizations that NEA feels are doing exemplary work in the area of performance measurement for arts?

A25: To be discussed at the first meeting with the contractor.

Q26: Would NEA be receptive to receiving a proposal from a collaborative team that brings together complementary expertise?

A26: Yes.

Q27: Will the NEA provide internal staff and/or a project manager to work with the contractor? If so, what level of time commitment (e.g., 3 people for 2 days/week)? What group(s) within the NEA will be represented?

A27: A Project Director from the NEA’s Office of Research & Analysis will work with the contractor; level of time commitment to be determined. The office of the Deputy Chairman for Management & Budget also will be involved in the consultation. The scope of the contractor’s work includes a plan to “interview and/or survey NEA staff” to learn more about the potential use of Agency data.

Q28: Who within the NEA will be involved in the governance of the effort?

A28: The Project Director. “To be determined at the time of award.”

Q29: What, if any, relevant meetings (e.g., executive leadership off-site, monthly management meeting where update is anticipated, etc.), milestones, and/or deadlines are there that may impact this project?

A29: “The Contractor will complete this work in June, in time for inclusion of the new outcomes and metrics in the NEA's FY 2012-16 strategic plan,” scheduled for August 2010 release.

Q30: After (and assuming) approval of recommendations, what expectations, if any, are there for when implementation should begin? Be completed?

A30: Implementation of new outcomes and metrics will commence with the release of the FY 2012-2016 strategic plan.

Q31: The RFP references a "new strategic plan (for fiscal years 2012-16)" that is already underway and is expected to be completed "by August 2010". What interaction is anticipated between this project team and the strategic planning team? Is there a consultancy engaged on the strategic planning effort? If so, who?

A31: The NEA will integrate any new outcomes and metrics into the strategic plan as it is being developed. The NEA will share draft copies of the plan with the contractor for feedback, to help ensure alignment of strategic goals and outcomes and metrics.

Q32: In section C.1 (p. 4) the RFP states that the new performance measures "will supplant a primarily output-driven model for performance measurement with one incorporating outcomes that can be assessed by analyzing both quantitative and qualitative data". Given that this point discusses replacing "output-driven" with "outcomes based on...", will the NEA please clarify and expand upon the distinction?

A32: The difference is between, on the one hand, using largely numerical information to characterize impact and, on the other, using a more comprehensive, outcomes-driven approach to performance measurement—an approach based on a skilled blend of quantitative and qualitative metrics.

Q33: Section H.3 Facility Access (p. 11), states that contractors will need to be escorted whenever on-site. We would prefer a working model where our teams spend significant time working on-site with the NEA. In our experience, this approach enables better communication (e.g., sharing of ideas and information, understanding of needs, etc.). Is it possible to get space and access that would enable our team to work on-site 3-4 days/week?

A33: We will make every effort to accommodate this request, if necessary to the project.

Q34: What, if any, travel outside the Washington, DC metro area is anticipated?

A34: None.

Q35: In Section F.1 (p. 8), the tasks and deliverables are listed. Is it permissible to plan to complete any of these tasks more quickly? If so, are there any constraints on the NEA side that we must be aware of (e.g., the presentation is expected at Week 16, but we do not anticipate the need for 3 weeks to develop this presentation after the revisions are proposed at week 13, unless NEA has a review cycle requiring this much time)?

A35: Certain tasks and deliverables may be expedited in consultation with the NEA.

Q36: Is the NEA requesting one document or separate Technical and Pricing proposals or other (please specify)?

A36: One document is preferred.

Q37: Section L (d) (p. 26) discusses "Product samples. Product samples shall be submitted at the time specified for receipt of offers. Please provide samples in your package or a link to view on your website." What, if any, product samples are expected as part of this proposal?

A37: Examples of outcomes and/or metrics designed for other organizations, and/or examples of data collection tools or formulae developed to assist organizations in tracking performance.

Q38: Specifically, is there any information that you can provide about the anticipated level of effort for the 5 month project?

A38: The contractor should be prepared to work quickly and efficiently—but thoroughly.

Q39: How this came about?

A39: The Agency normally revises or updates its strategic plan every three years.

Q40: Who there is working on it? How much traction the effort has with leadership?

A40: The Office of Research & Analysis NEA is primarily responsible for developing the strategic plan, in consultation with the Deputy Chairman for Management & Budget.

NEA leadership are fully committed to ensuring that the best possible outcomes and metrics are developed and implemented for measuring and articulating the Agency’s performance and impact.

Q41: What consultants are working on the current strategic planning process?

A41: None.

Q42: Who worked on their previous strategic plan, 2006-2011?

A42: Agency staff, with input from a subset of service organizations.

Q43: What performance measure/impact approaches or frameworks are gaining traction?

A43: To be discussed at the first meeting with the contractor.

Q44: Anything else that might help me in understanding the project and deciding whether to submit?

A44: This is an exciting and significant role for a consultant to play in helping a federal arts agency develop better ways to track its performance and impact on the individuals, organizations, and communities it serves.

Q45: Who should I be talking with?

A45: Latonca Harris, the Administrative Contracting Officer for this solicitation.

Q46: The Period of Performance as stated on pages 3, and in the Terms of Contract in Section F.2, is 5 Months. However, the timeline stated in Section F.1 allows only 16 weeks (about 4 months). Please clarify.

A46: In the final (fifth) month of the period of performance, the NEA will consult the contractor for any additional feedback as the Agency integrates the final outcomes and metrics into the strategic plan.

Q47: May we have a time extension for the due date of proposals?

A47: No, the hour and date specified for receipt of proposals will not be extended.

Q48: Page 26 for the RFP says you will need a completed copy of the Representations and Certifications. Is this the same documentation required in ORCA? May we submit our printout from there instead?

A48: An offeror shall complete only paragraph (b) of this provision if the offeror has completed the annual representations and certifications electronically at http://orca.bpn.gov. If an offeror has not completed the annual representations and certifications electronically at the ORCA website, the offeror shall complete only paragraphs (c) through (m) of this provision.

http://orca.bpn.gov/