**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.

The selection term for a PCFO is for one campaign year which typically
extends from March through April of the following year. The engagement
must be outlined 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 or earlier 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.

**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. Scoring Proposals**

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.

> A sample scale follows:

  ------- ---------------- -----------------------------------------------------
  Score   Rating           Description

  3       Excellent:       Indicates the applicant's performance or situation
                           [within the area of evaluation]{.underline} clearly
                           EXCEEDS ALL requirements.

  2       Satisfactory:    Indicates the applicant's performance or situation
                           [within the area of evaluation]{.underline} MEETS ALL
                           requirements.

  1       Unsatisfactory   Indicates the applicant's performance or situation
                           [within the area of evaluation]{.underline} MEETS
                           SOME requirements and DOES NOT MEET OTHER
                           requirements.
  ------- ---------------- -----------------------------------------------------

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 plan
>
> should 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
> pledge
>
> amounts 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.

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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

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 the
>
> methods, 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.

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

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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

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8.  **Campaign Marketing :** The applicant shall be evaluated on the
    description of

> the federal employee education and outreach, including:

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

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

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9.  **Reporting:** The applicant must describe how it intends to fulfill
    the

reporting requirements outlined in the request for proposals.

> October 27, 2003