RFP - Financial Business Process Improvement Consultant

Financial Business Process Improvement Consultant

Open May 19, 2017 - Close June 16, 2017


 

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INTRODUCTION

The Legal Services Corporation (LSC) invites proposals from qualified consultants to conduct a financial business and workflow process review. The successful consultant will be expected to gather information on LSC’s various financial processes and identify best practices that will leverage these processes to maximize efficiency and minimize risk. The consultant will be required to compose a final report that includes recommendations for how LSC can improve its financial business processes. LSC is looking for a consultant that can offer the best value - the most advantageous balance of price, quality, and performance - to LSC.

ABOUT LEGAL SERVICES CORPORATION

LSC is a federally established and funded grant making organization that supports civil legal aid providers across the country. Its mission is to expand access to justice by funding high-quality, free attorneys for low-income Americans in basic civil matters like divorce, child custody, and eviction. It does not provide direct legal services itself.

LSC is headed by a bipartisan board of directors, whose 11 members are appointed by the President of the United States and confirmed by the United States Senate. Much like federal agencies, LSC receives an annual appropriation and is subject to ongoing congressional oversight. But as a private nonprofit, it enjoys greater independence and flexibility than its federal counterparts.

LSC promotes equal access to justice by awarding grants to independent legal aid providers through a competitive grants process. LSC distributes almost 95 percent of its total funding in grants. LSC currently has 133 grantees with more than 800 offices in every county in the United States, the District of Columbia, the Commonwealth of Puerto Rico, the U.S. Virgin Islands, Guam, and Micronesia.

LSC recognizes that our success as a corporation depends on a financial process that runs smoothly, efficiently, and minimizes risk. LSC’s Office of Financial and Administrative Services (OFAS) maintains the efficiency of LSC’s financial system and the integrity of its accounts, oversees procedures that generate all LSC’s financial transactions, and provides accounting and financial information to LSC’s Board of Directors and Senior Management. In addition to budgeting, cash management, accounts payable, payroll, grants administration and other routine financial transactions, OFAS generates annual and periodic financial reports and helps accumulate data for LSC's annual budget request to Congress. 

To accomplish these tasks, OFAS uses the following programs for specific financial processes:

  • Infor SunSystem – financial systems
  • Infor Query and Analysis – report writing
  • Excel add-in of Info Query and Analysis – additional report writing capabilities
  • Print Boss – processing of checks
  • Paycom – time and attendance reporting and payroll
  • Concur – travel management reporting
  • AUL One America – payments for retirement
  • Thrift Savings Plan – payments to OPM for Federal Benefits
  • Department of Agriculture (National Finance Center) – transmit information of Federal Health benefits paid to OPM. 

RFP OVERVIEW

LSC seeks a consultant to conduct an analysis of OFAS’ financial business and workflow processes for the purposes of determining: (a) how well those processes address LSC’s business needs, (b) potential changes in LSC’s work processes that would increase our efficiency and effectiveness (i.e. what processes currently being performed could be made more efficient, reduced or removed entirely? What enhancements could be utilized thorough process improvement and implementation of software to create efficiencies?) and (c) whether LSC is leveraging the most appropriate technology to achieve optimal performance.

TASKS AND DELIVERABLES

The successful candidate will be expected to work closely with Management, OFAS staff and other internal stakeholders to evaluate, solicit feedback, and recommend both improvements to LSC’s financial workflow processes and technological support for those processes based on best practices. The deliverables for this RFP include: 

  1. Develop an evaluation plan to assess LSC’s current finance processes. Activities will include:
  • Kick-Off Meeting with LSC staff in our Washington, D.C. office to discuss the best means for executing the project deliverables;
  • Reviewing LSC’s current financial processes and the corresponding technologies used to support those processes. LSC will provide the consultant with materials, as requested, and will make LSC staff available to answer questions about its finance processes;
  • Crafting interview questions to gather internal information on manager and employee satisfaction with the current finance processes;
  • Drafting an evaluation plan for presentation to LSC Management for review and comment; and
  • Drafting a final evaluation plan based on comments by LSC Management.
  • Conduct information gathering to implement the evaluation plan. Activities will include:
  • Communicating with LSC-identified stakeholders to assess LSC’s specific needs. 
  • Conducting interviews of Management, OFAS, and select stakeholders and analyzing the responses;
  • Shadowing OFAS employees and their work with other departments for purposes of analyzing workflow.

Produce a draft report summarizing the results of the evaluation with recommendations on how the finance processes, including technology choices, could be improved.

Create a written recommendation and provide LSC with a draft report in an accurate, honest, and user-friendly way for LSC’s review and consideration. The draft report must contain:

  • A concise and compelling summary;
  • A background/introductory section explaining LSC’s current finance processes;
  • A detailed section explaining your methodology;
  • A section explaining your review’s scope, i.e., explaining what it does and does not measure;
  • Assessment of effectiveness and efficiency of LSC’s current finance processes; and
  • A detailed section explaining your recommendations to improve LSC’s finance processes, including whether there are technological/software improvements that would make LSC’s processes more efficient and effective.

Produce a final report based on LSC feedback to the draft evaluation report. 

Estimated Contract Term, Milestones, and Deliverables

LSC estimates that this project will take approximately six weeks to complete. Work is expected to begin on July 26, 2017 and be completed by September 1, 2017.

The consultant will perform the work described in Duties and Task as follows: 

Deliverable

Timeline

Kick-off meeting at LSC’s Offices in Washington DC.

July 26, 2017

Present draft evaluation plan to LSC for review.

August 1, 2017

Present final evaluation plan to LSC based on staff comments.

August 7, 2017

Conduct interviews of LSC staff.

August 8 – 18, 2017

Submit draft evaluation report to LSC for review and comment by LSC staff.

August 25, 2017

Submit final evaluation report to LSC based on staff comments.

September 1, 2017

PROJECT MANAGEMENT

1. Dedicated Team

The successful consultant will have dedicated staff assigned to the project, including a primary point of contact for the duration of the engagement. The consultant will also be provided a primary point of contact at LSC. LSC expects to work primarily with one contact via telephone or email.

2. Location of Performance

The consultant will meet with LSC staff onsite in Washington, D.C. for the kick-off planning meeting. The consultant will also be available at times to present its progress, findings, conclusions and recommendations to LSC in Washington, D.C. 

CONSULTANT QUALIFICATIONS

To be considered for full evaluation and possible award, consultants must first meet the threshold minimum qualification requirements listed below.            

  • 5+ years working in financial process improvement, or related services
  • Experience working with non-profit organizations or government agencies
  • Experience with the following or similar programs that OFAS uses for its financial systems:
    • Infor SunSystem – financial systems
    • Infor Query and Analysis – report writing
    • Excel add-in of Info Query and Analysis – additional report writing capabilities
    • Print Boss – processing of checks
    • Paycom – time and attendance reporting and payroll
    • Concur – travel management reporting
    • AUL One America – payments for retirement
    • Thrift Savings Plan – payments to OPM for Federal Benefits
    • Department of Agriculture (National Finance Center) – transmit information of Federal Health benefits paid to OPM. 

In addition to the minimum qualifications listed above, LSC will give preference to consultants that meet the following qualifications.       

  • Experience working with legal-service delivery or grant-making organizations
  • Advanced degree in business administration, accounting, financial services, or a related field 

 

RFP SCHEDULE

DATE

EVENT

May 19, 2017

RFP issued

May 31, 2017

Deadline for respondents to submit RFP questions

June 7, 2017

LSC responds to RFP questions

June 16, 2017

Deadline for respondents to submit proposals

June 19-26

Evaluation of proposals

June 27, 2017

Notification to successful consultant/consultant of preliminary selection and contract negotiation

July 11, 2017

Contract approval

July 26, 2017

Performance begins

 

PROPOSAL SUBMISSION REQUIREMENTS

All proposals must be concise, well-organized, and demonstrate how the consultant’s proposed services, approach and methodology, qualifications, experience, and terms meet or exceed LSC’s requirements. Proposals must also contain the following:

Consultant Information 

  • Consultant’s full name, address, telephone number, contact person, email, and website.
  • Consultant overview, including a brief history, mission, number of employees, and number of years in operation.
  • Consultant’s RFP point-person. Please include title, phone number, and email address.
  • Why your consultant is qualified to provide the product requested.
  • Identities of the proposed project team, including staff qualifications, resumes, roles and responsibilities that make them ideal candidates to work with LSC.
  • Experience working with non-profits and/or grant-making organizations
  • Samples of completed financial business process reports (redacted, if necessary).
  • Methodology used in conducting financial business process reviews.
  • Experience with LSC’s financial systems, as identified in “Consultant Qualifications” section. 

Pricing and Pricing Methodology                   

  • Pricing must be itemized and include a written explanation of all fees and costs.
  • Rates must include all overhead costs.
  • LSC is a 501(c)(3) tax exempt organization.  

Staffing

  • Provide resumes and/or biographies for all anticipated staff members who will be assisting LSC in developing and delivering the training service.

References

  • Provide three (3) recent references concerning your experience working with other organizations. Indicate the organization name, a brief description of the services provided, and the name, title, telephone number and email address of a reference who is knowledgeable about your work and who may be contacted by proposal evaluators.

Oral presentation

  • LSC mayinvite bidders to make oral presentations. Oral presentations provide an opportunity to evaluate a bidder through the presentation of its proposal. LSC may limit the number of oral presentations conducted. 

Other Information 

  • You may provide other information or material that you believe is relevant to our evaluation or that provides additional features or value to LSC.

RFP RELATED QUESTIONS

Please submit questions relating to this RFP by email to Helen Guyton at guytonh@lsc.gov no later than 5:30 pm EST, on May 31, 2017. Answers to questions will be shared with all RFP respondents online at:  lsc.gov/rfp-financial-business-process-improvement-consultant

PROPOSAL DEADLINES AND MODE OF DELIVERYroposal Deadlines and Mode of Delivery

All proposals must be received by received on or before 5:30 p.m., Eastern Time, June 16, 2017. Please email (in PDF or Microsoft Word) your proposal to:                                    

Helen Guyton, Contracts Coordinator
Legal Services Corporation
guytonh@lsc.gov
202.295.1632 

You are solely responsible for ensuring that your proposal is delivered on time.  Late proposals may be accepted in LSC’s sole discretion. You must bear all costs incurred in preparing your proposal; contract awards will not cover proposal costs.

PROPOSAL EVALUTATION CRITERIA

The contract will be awarded to the consultant who provides the best value – the most advantageous balance of price, quality, and performance – to LSC. Proposals will be evaluated based on the following criteria:

Price

  • The reasonableness of the price for the service being provided.
  • Whether the price is realistic (especially if it is an estimate), reflects a clear understanding of LSC’s need, and is consistent with other parts of the proposal.
  • Cost by labor category (if a times and materials contract).
  • The cost of incidental expenses, including taxes and service fees, administrative costs, maintenance/customer support costs, system or software conversion costs, travel and transportation costs.
  • Whether the price reflects your qualifications and experience level.

Quality

  • Qualifications and experience of consultant/contractor and proposed staff
  • Technical expertise
  • Delivery schedule
  • Project plan and approach

Performance

  • Ability to timely produce deliverables
  • Capacity to perform the project to LSC standards
  • Understanding of and ability to meet LSC’s needs
  • Responsiveness to LSC
  • Professionalism of representatives (sales, customer support, technical assistance, designated consultants, etc.) 

Demonstrated history of (current consultant) or reputation for (new consultant) excellence in price, performance, and quality

Willingness to accept LSC’s terms

  • DC governing law and exclusive venue
  • Mandatory non-binding mediation of disputes before initiating litigation
  • Indemnification: you agree to indemnify LSC against third-party claims arising from your negligence, gross negligence, or intentional acts.
  • Intellectual property: draft and final report is work-made-for-hire and is the exclusive property of LSC.  

PROPOSAL EVALUATION PROCEDURE

A team of at least three LSC staff members comprised of one subject matter expert, one end-user, and one senior manager (hereafter referred to as the “selection team”) will evaluate preferred vendor candidates. The selection team will evaluate candidates on the evaluation criteria. The candidate receiving the highest rank will be selected for preferred vendor status. If two or more of the highest ranked candidates offer best value to LSC, more than one candidate may be selected for preferred vendor status.

LSC'S RIGHTS

LSC reserves the right to: 

  • Accept or reject any or all proposals, or any part thereof;
  • Waive any informalities or technicalities contained in any proposal received;
  • Conduct discussions with respondents and accept revisions of proposals after the closing date;
  • Make an award based upon various selection criteria;
  • Request clarification from any respondents on any or all aspects of its proposals;
  • Cancel or re-issue this RFP at any time;
  • Retain all proposals submitted in response to this RFP;
  • Invite some, all, or none of the respondents for interviews, demonstrations, presentations and further discussion;

CONFIDENTIALITY

During the RFP process, you may be given access to LSC’s confidential or proprietary information. You agree not to use this information for your or any third-party’s benefit, and will not disclose this information to any person who does not have a need to know.

FREEDOM OF INFORMATION ACT

The Freedom of Information Act (FOIA) and associated LSC regulations may require LSC to disclose certain documents to the public, including portions of your proposal. Generally, LSC will not release any documents that would cause your consultant competitive harm. You are encouraged, however, to label any confidential information contained in your proposal to facilitate LSC’s ability to withhold it from disclosure.


 

Click Here to Download PDF of RFP