Executive Staff Teamwork System. REQUEST FOR PROPOSAL Executive Staff Teamwork System

Transcription

1 REQUEST FOR PROPOSAL Executive Staff Teamwork System INTRODUCTION United Soybean Board (USB) requests proposals to implement an Executive Staff Teamwork System. The Executive Staff Teamwork System will provide USB with a flexible, user friendly, and easily maintained system for sharing and collaboration based on a commercial off-the-shelf (COTS) tool. The Executive Staff Teamwork System project will be managed by USB s CIO. The Executive Staff Teamwork System contractor will work with USB s CIO, USB staff and Primary Contractor staff. The Executive Staff Teamwork System is funded by USB s Executive Committee (EC). PURPOSE OF RFP The Executive Staff Teamwork System will provide a central platform for USB staff, Directors, and contractors to coordinate and manage program activities and administrative processes over geographic distances with tools for communications, planning and management. The purpose of this RFP is to seek proposals for the implementation of a personalized, commercial off-the-shelf solution to collaborate and communicate easily and effectively. The Executive Staff Teamwork System contractor will provide functional and technical expertise with collaboration tools, including team structures, role and team-based security, document sharing with version control, shared calendars, messaging, data integration, dashboards, and reporting. This will support the investments of the organization; lead to organizational efficiencies, and improve USB s ability to achieve the long-range strategic plan. SCOPE OF WORK Working with USB s CIO the Executive Staff Teamwork System contractor will perform the following essential roles: Assist with the selection of a commercial off-the-shelf (COTS) tool for the Executive Staff Teamwork System Implement the selected tool: Team structures Role and team-based security Document sharing with version control Shared calendars Page 1 of 10

2 Messaging Standardized and ad-hoc reporting Develop functional and technical documentation for the Executive Staff Teamwork System Develop training materials for the Executive Staff Teamwork System Train USB staff and contractors to use the Executive Staff Teamwork System Train USB staff to facilitate self-sufficiency for future enhancements to and support of the Executive Staff Teamwork System ADDITIONAL ASPECTS TO THE SCOPE OF WORK The Executive Staff Teamwork System contractor is expected to: Understand USB s executive staff structure and their roles and responsibilities. Understand USB s Board, Committee, and Work Group structures and their roles and responsibilities. Understand USB s Primary Contractor structures and their roles and responsibilities. Consider USDA requirements. Understand USDA s management reviews and compliance with USDA Guidelines and USB s Act & Order Review and become familiar with the following: o Act & Order o USDA Guidelines for AMS Oversight of Commodity Research and Promotion Programs o USB Policy o USB Long Range Strategic Plan and Milestone Goal Document o USB Staff Resource Manual DELIVERABLES NOTE: The following is a guide and is subject to change at the discretion and needs of USB. Functioning Executive Staff Teamwork System in accordance with USB requirements Executive Staff Teamwork System functional documentation Executive Staff Teamwork System technical documentation Training materials Trained USB and contractor staff TIMELINE NOTE: The following timeline is a guide and is subject to change at the discretion of USB. Page 2 of 10

3 09/01/2017 RFP Issued 10/01/2017 Deadline for submission of proposals (12:00 PM CDT) 10/15/2017 Proposal review and selection 11/01/2017 USB initiates Agreement with Executive Staff Teamwork System contractor 11/15/2017 Work can begin 01/01/2018 Phase 1 (team structures & document sharing) implemented 02/01/2018 Future phases documented 04/01/2018 Phase 2 (shared calendars & messaging) implemented Proposals are due to USB by 12:00 pm CDT on October 1, 2017 to USB CIO Perry Craig. Selection is expected to take place in October Every attempt will be made to adhere to this timeline and USB reserves the right to change if unforeseen circumstance dictates. ENGAGEMENT INFORMATION The Executive Staff Teamwork System contractor will be required to become familiar with USB policy and adhere to the requirements of the Soybean Promotion, Research and Consumer Information Act & Order and other related government mandates for checkoff programs which govern USB and Qualified State Soybean Boards (QSSB). USB maintains a contractor handbook, code of ethics, and conflict of interest statement in order to hold its contractors to the highest ethical and business standards. REQUIRED INFORMATION: Experience: A minimum of 5 years of continuously responsible work experience with collaboration tool selection and implementation including, but not limited to team structures, role-based security, document and calendar sharing, messaging and reporting. Knowledge of agricultural industry is a benefit. Work experience must demonstrate practical knowledge in the following key technical operations: Detailed knowledge of commercial off the shelf collaboration tools Detailed knowledge of collaboration tool implementation Detailed knowledge of report creation and delivery Experience in working with third party hosting services Proven understanding of computer systems characteristics, features, limitations, and integration capabilities. Experience with systems design and development from business requirements analysis, coding, testing, and implementation Page 3 of 10

4 Experience in systems documentation including functional, technical, and training Understanding of project management Demonstrated ability to apply IT in solving organization problems Excellent written, oral and interpersonal communication skills Exceptionally self-motivated and directed Superior analytical, evaluative, and problem-solving abilities INSTRUCTIONS To ensure appropriate and adequate information for decision making, Executive Staff Teamwork System contractor will include in their proposal an outline of the approach to be used to address scope of work and deliverables, a timeline, and related experience. 1) Provide background information. Including: a) Length of experience b) Applicable Executive Staff Teamwork System experience c) Major emphasis of services provided d) Nature of past and present clients 2) Identify the personnel who will lead and/or be assigned to undertake each component of the role, and provide biographies for each. 3) What is the fee for services? Possible fee structures: a) Flat rate. b) Itemize standard billing rates and estimated hours with a proposed fee cap. c) Standard billing rates for each of the members of the team and the estimated hours for each. 4) Detail reimbursable expense categories (billed at cost with no markup) and estimate expenses for each; meetings and travel in accordance with USB policy (see Exhibit A). USB anticipates no more than 2-3 days of travel. 5) Provide the names and contact information for other similarly sized clients of the staff that will be assigned to USB for reference purposes. 6) Describe what type of safeguards and/or procedures that will be utilized to ensure that the work performed for the soybean checkoff does not violate any constraints of the Soybean Promotion, Research and Consumer Information Act & Order. 7) Provide a statement of independence regarding USB and USB s three Primary Contractors (if previous work experience with USB/Primary Contractors). Page 4 of 10

5 8) Describe how and why the Executive Staff Teamwork System contractor is qualified to provide these services and why our selection of the Executive Staff Teamwork System contractor is the best decision USB can make. SUBMISSION DEADLINE 12:00 PM CDT, 10/01/2017 Page 5 of 10

6 INFORMATION AND BACKGROUND UNITED SOYBEAN BOARD The United Soybean Board, created by the 1990 Farm Bill to manage and direct the National Soybean Checkoff, is dedicated to marketing and research for the soybean industry. USB is comprised of 73 volunteer soybean farmers representing the interests of fellow growers nationwide. Each board member is nominated by Qualified State Soybean Boards (QSSBs) and appointed by the U.S. Secretary of Agriculture. Led by volunteer farmers from across the United States, USB is today s leading source for soybean international and domestic marketing expertise, soy-related health information, and support for soybean research and development. USB has a website at Oversight of USB is provided by the Secretary of Agriculture through the United States Department of Agriculture (USDA), Agricultural Marketing Service (AMS). The authority for the checkoff is the Congressional Act, Soybean Promotion, Research, and Consumer Information Act (Act). The criteria by which USDA administers USB is outlined in the Soybean Promotion, Research, and Consumer Information Order (Order). Both documents can be accessed through the website through the provided links. The Act and Order contain certain constraints under which the checkoff program must operate, specifically restricting the use of checkoff funds for lobbying the United States government. Because of the limitations on administrative and salary costs established in the Act, USB outsources the majority of its program management responsibilities to USB s three primary contractors: 1. SmithBucklin-St. Louis for domestic marketing, new uses, production research and Board initiative activities; 2. Osborn & Barr Communications for communications/public relations activities and; 3. United States Soybean Export Council (USSEC) for international marketing and global opportunities activities. These three primary contractors may also undertake initiative activities on behalf of USB. USB considers primary contractor staff as core USB staff. These three primary contractors use many subcontractors and, together, these entities carry out approximately 450 projects each year for USB. USB executive staff also manages approximately 10 subcontractors. Fiscal Year: October 1 through October 30 Page 6 of 10

7 Income Tax: USB is exempt from income taxes pursuant to the Department of Treasury, Internal Revenue Service, and classified as a 501.c.1 tax exempt organization. Revenue Sources: USB s revenue source is checkoff funds which are collections based upon the Act and Order. USB has the oversight responsibility and authority over the entire soybean checkoff program. Organizational Responsibilities: Volunteer farmers from across the United States oversee USB through a board of directors and committee structure. Paid staff consists of two persons. All other staff is outsourced. All primary organizational and project/program decisions are made through the board and committee structure. USB s Three Primary Contractors Domestic Programs: SmithBucklin Inc. s Background SmithBucklin Inc. headquartered in Chicago, IL, manages and implements USB s domestic marketing, new uses and production research programs through a St. Louis office located at Swingley Ridge Road, Suite 120, Chesterfield, MO Additionally, SmithBucklin provides USB with Management Services for Board directed initiatives. SmithBucklin has a Program Management Agreement with USB to use checkoff dollars to fund SmithBucklin program management activities to promote increased demand for and consumption of soybeans, to improve soybean production and to market soybeans and soybean products and Board directed initiatives, which include activities defined by the Act as Consumer Information, Industry Information, and Research. Communications: Osborn & Barr Communications Background Osborn & Barr (O&B) is located in Saint Louis and Kansas City, Missouri, and Iowa. O&B manages and implements USB s communications program through their St. Louis office located at Cupples Station 9, 914 Spruce St., St. Louis, MO Additionally, O&B is an advertising and marketing agency focusing on market segmentation, brand management, product branding and sales promotion in the production agricultural, associations, food, feed and rural living markets, this focus is the reason they are North America s leading name in agricultural and rural marketing. Page 7 of 10

8 International Marketing Programs: Background United States Soybean Export Council, Inc. s USSEC, headquartered in St. Louis, Missouri, was created in 2005, manages and implements USB s international marketing and global opportunities programs. The international marketing program has country/regional directors in nine foreign offices managing a network of international consultants for the majority of the promotion and marketing work implemented. USSEC uses USB checkoff dollars and United States Department of Agriculture s Foreign Agricultural Service s (USDA/FAS) dollars to fund its activities. For more information regarding USSEC, please visit Page 8 of 10

9 EXHIBIT A USB TRAVEL POLICY It must be established that there is a checkoff-related purpose for the travel. It must be related to a project, that has been approved by the Directors and USDA, that includes a budget for travel or that must be pre-approved by USB or the appropriate Program Manager. If it involves travel to a state association or industry meeting, the specific purpose of the trip and the checkoff-related activity that will be conducted must be clearly identified. All personnel will fly as noted in the Air Travel section below. For contractors, a daily limit of $120 (one hundred twenty dollars) shall be placed on personal outof-town meal costs and tips unless otherwise approved by the Treasurer. If a meal is purchased as a group, then the per capita cost of that meal shall be charged against each individual s $120 (one hundred twenty dollars) daily limit. The traveler shall submit itemized receipts for any expenses in excess of $25 (twenty-five dollars). Expenses will be reimbursed from the time an individual departs from home or office until the individual returns, assuming direct travel to and from the destination. If the trip is combined with other travel, costs are to be prorated based on time spent on Board projects. Itemized receipts are required for all commercial travel, lodging, meals, transportation and any individual expenses in excess of $25 (twenty-five dollars). Credit card statements are not acceptable. Guidelines for reimbursement of travel expenses are as follows: 1. Air Travel: Domestic travel will be at the round-trip coach rate for the most economical fare available, reserved at least seven (7) days in advance. International travel will be purchased at least fourteen (14) days in advance of the flight. (Exceptions must be approved by the USB in advance of the trip.) A receipt for the ticket when individually paid should be attached to the voucher when requesting reimbursement. When flying to meetings, mileage will be reimbursed to and from the most economical commercial airport. o On nonrefundable airline tickets, if an emergency arises that keeps a contractor from using the ticket, USB may pay the cost of the nonrefundable ticket subject to the approval of the Treasurer. o Business class is permitted for international flights in excess of eight (8) hours (scheduled travel time); up to two (2) hours of a layover period may be included in the calculation. o Cost justification of business class, with qualifying documented flight time, must be submitted with final project report, trip report or expense reimbursement form. Page 9 of 10

10 2. Auto: The current Federal reimbursement mileage rate should be used. Round-trip mileage reimbursement will be limited to the most direct route to and from a USB function. When flying to meetings, mileage will be reimbursed to and from the most economical commercial airport. If electing to travel by car, total reimbursement for mileage, meals and lodging shall not exceed two (2) days travel each way (one (1) night out each way) unless prior approval is given by USB. 3. Lodging: Reimbursement of lodging expenses should be reasonable and should be at rates comparable to a standard, single-occupancy room at a national business-class hotel. If at a USB function, reimbursement is limited to the hotel s authorized group room rate for one (1) individual. Lodging receipt(s) must be attached to the voucher when individually paid and requesting reimbursement. 4. Meals: Actual food and beverage expenses will be reimbursed up to a maximum of $120 (one hundred twenty dollars) per day, including tips. Where meals are provided at a USB function, a prorated amount per day is available. The recommended allocation of the daily meal limit is as follows: Breakfast and lunch should each account for one-quarter (1/4) of the daily limit. Dinner should account for one-half (1/2) of the daily limit. For instance, if USB provides breakfast and lunch one half (1/2) of the $120 (one hundred twenty dollars) or $60 (sixty dollars) is available. 5. Personal Expenses: No expenses of a personal nature will be approved, i.e., movies, liquor, tobacco, magazines, books, laundry (unless traveler is continually traveling for more than five (5) days or is requested by USB to stay over longer than originally intended), etc. 6. Mileage: IRS official rate. 7. Telephone: USB will only cover business calls. Detailed billing statements should be provided. One (1) personal call home daily, if reasonable, is allowed. Primary contractor spousal/companion travel or any other contractor spousal/companion costs will not be reimbursed by USB. Travel time will not be billed. USB is entitled to request a written trip report describing trip purpose and accomplishments for any travel. Page 10 of 10