QA for 123A9424R0006 for OCFO Professional Coaching Program.pdf

Q&A for 123A9424R0006 for OCFO Professional Coaching Program

Q1. We would like to know if this is a brand new contract OR if there is (was) an incumbent performing these services. If not brand new, could you please provide the current / previous contract number?

answer. There was a previous incumbent performing these services. The Government will not disclose the previous vendor or related information. You are encouraged to submit a FOIA request if you require this information.

Q2. Does the team already have access to Microsoft 365 Business?

answer. We have access to Microsoft products.

Q3. Which assessments have they taken already? Have their teams taken assessments as well (or only leadership)?

answer. The leadership team has taken many assessments through the years including, 360, DISC, Myers-Briggs, and many of their teams have as well.

Q4. Does the company run on any operating system? (I.E. Scaling up or Entrepreneurial operating system)?

answer. No, it does not run on any operating systems.

Q5. What mechanisms are in place for employees to provide feedback to management?

How is this feedback typically acted upon?

answer. FEVS (Federal Employment Viewpoint Survey) Management acts upon feedback by various methods, trainings, employee engagement, etc.

Q6. For the coaching, is there a desire to incorporate or have options for assessments prior to coaching? If there is, is there a preferred assessment or do leaders have assessment results they desire to share with coaches?

answer. There is not a preferred assessment prior to coaching., everyone receiving coaching has had various assessments which they could share if asked by the coach.

Q7. Is there a specified number of hours per participant for coaching? Can the offeror recommend the number of hours?

answer. Per Section 3.3 of the SOW, up to 6 one- hour sessions per employee.

Q8. When do you anticipate the award?

answer. We anticipate an award date around June 24, 2024.

Q9. Could you kindly tell me if USDA Food Safety Inspection Service - OCFO Coaching Program Solicitation is Best Value or Low Price Technically Acceptable (LPTA).

answer. USDA’s Food Safety Inspection Service OCFO Coaching Program Solicitation is a Best Value solicitation.

Q10. Could you kindly confirm whether this solicitation is designated as a set-aside for a small business or woman-owned small business?

answer. This solicitation is designated as a women-owned small business set-aside.

Q11. Additionally, I would appreciate confirmation regarding the presence of an incumbent for this project. If there is, could you please disclose the name of the firm and their duration of engagement with the organization?

answer. There was a previous incumbent performing these services. The Government will not disclose the previous vendor or related information. You are encouraged to submit a FOIA request if you require this information.

Q12. Regarding Solicitation 123A9424R0006 – OCFO Professional Coaching, can you please clarify the following?

Page 3 of the Statement of Work, Section 3.0 – Paragraph 3.A states “Provide one-on-one Coaching for up to 16 supervisors and 4 non-supervisory senior staff, to be completed within 1 year, providing 6 sessions per employee (not to exceed a total of 96 hours of coaching for all 20 employees),” however 6 sessions for 20 employees is equal to 120 hours of coaching. Does OCFO anticipate fewer than 6 sessions per employee, or should the total hours be 120?

answer. The maximum coaching hours is for up to 16 supervisors and 4 non-supervisory staff, we anticipate some supervisors not taking coaching and therefore why we listed not to exceed 96 hours.

Q13. Is this considered a new opportunity? If not, would you please provide the incumbent name and contract number?

answer. There was a previous incumbent performing these services. The Government will not disclose the previous vendor or related information. You are encouraged to submit a FOIA request if you require this information.

Q14. The instructions mention that resumes are to be submitted as appendices. Are resumes required and, if so, for what positions?

answer. Resumes are not required.

Q15. Will the Government provide the labor categories to be included in the pricing?

answer. The contractor will provide the labor categories included in their pricing.

Q16. Is this still set aside for Women-Owned Small Business (WOSB)? Do only SBA certifications count? Or can it be a certification from a third party or State?

answer. This solicitation is designated as a women-owned small business set-aside.

Only SBA certifications will be considered.

Q17. Should the hours be 120 instead of 96 (20 individuals x 6 hours each = 120 hours)?

answer. The maximum coaching hours is for up to 16 supervisors and 4 non-supervisory staff, we anticipate some supervisors not taking coaching and therefore why we listed not to exceed 96 hours.

Q18. Could you please verify whether this solicitation is designated as a set-aside for a small business or woman-owned small business? While this detail wasn't explicitly outlined in the attachments, the portal indicated it was a set-aside for a woman-owned small business.

answer. This solicitation is designated as a women-owned small business set-aside.

Q19. [Company] is a woman-owned small business, officially in process for SBA certification; pending status expected by August and full approval status within this calendar year. Given the total period of performance for this solicitation, I am curious if our response and submission would or could be considered given we would meet the set aside terms a couple of months into the start of the multi-year contract. Is this an option?

answer. Yes, businesses with certified or pending EDWOSB or WOSB certification may submit a proposal.

Q20. Could you please clarify whether the Government Accountability Office (GAO) and Office of Inspector General (OIG) are considered separate vertical chains of command, or if they are included within the Audit Liaison and Financial Analysis Division (ALFAD) as part of one chain of command?

answer. GAO and OIG are completely separate entities outside of the Food Safety Inspection Service and are a part of the background information. They are not a part of the vertical chain of command.

Q21. Could you provide specific information on the expected number of employees within each of these vertical chains of command — specifically the Budget Division (BD), Financial Management Division (FMD), Audit Liaison and Financial Analysis Division (ALFAD), (as well as GAO, and OIG if these are separate chains of command) — who will require coaching? This clarification will enable us to accurately plan for the number of coaches needed to ensure compliance with your requirements."

answer. GAO and OIG are completely separate entities outside of the Food Safety Inspection Service and are a part of the background information. They are not a part of the vertical chain of command.

Q22. Regarding the statement in the defined deliverables that 'The introductory sessions will act as a preliminary intake process to assess and identify the cultural backgrounds and preferences of each participating employee,' could you please provide more detailed information on the expected cultural backgrounds and preferences of the participating employees?

answer. The introductory sessions are about getting to know one another and determining if people are a good fit.

Q23. The RFQ specifies the following in the J.1_OCFO Professional Coaching SOW:

Contractor Requirements 3.0 Technical Requirements / Tasks

Item #3 The contractor shall meet the two performance objectives below: A. Provide one-on-one Coaching for up to 16 supervisors and 4 non-supervisory senior staff, to be completed within 1 year, providing 6 sessions per employee (not to exceed a total of 96 hours of coaching for all 20 employees), and generally no more than 1 session per month, the actual schedule for the year may be determined between the coach and coached. Each session shall estimate one (1) hour. 6 sessions at 1 hr per session x 20 people = 120 hours. Then it says no more than 96 hours, can we get clarification on this please?

answer. The maximum coaching hours is for up to 16 supervisors and 4 non-supervisory staff, we anticipate some supervisors not taking coaching and therefore why we listed not to exceed 96 hours.

Q24. Is there a standard form 1499 for pricing and identifying information or should we submit our own format?

answer. A standard form 1499 will not be provided. Please use Section B.2, Line Item and Pricing, for reference.

Q25. Volume 1 Section 4- Coaching Experience “The Offeror shall provide a list of at least three (3) contracts relevant to OCFO Coaching. The contracts must be currently active or have been completed in the last three (3) years.” Does past performance need to come solely from the prime, or can we include past performance from subcontractor team members as well?

answer. Past performance from subcontractors may be submitted as well.

Q26. 3.0 Technical Requirements/Tasks 3.A.ii: “Any assessments given shall be determined by the contractor. Previous assessments can be requested from the participating employees during the introductory session.” What assessments have been used in the past?

answer. Multiple assessments have been conducted amongst the employees, a few examples are 360’s, DISC, Meyers Briggs.

Q27. J.1_OCFO Professional Coaching SOW.pdf 3.0 Technical Requirements/Tasks 3.A.ii: “Any assessments given shall be determined by the contractor. Previous assessments can be requested from the participating employees during the introductory session.” Are there preferred assessments?

answer. There are no preferred assessments.

Q28. J.1_OCFO Professional Coaching SOW.pdf 3.0 Technical Requirements/Tasks, 3.A.ii: “Any assessments given shall be determined by the contractor. Previous assessments can be requested from the participating employees during the introductory session.” Can we assume that all 20 employees should take a new assessment for FFP pricing purposes?

answer. The maximum coaching hours is for up to 16 supervisors and 4 non-supervisory staff, we anticipate some supervisors not taking coaching and therefore why we listed not to exceed 96 hours.

Q29. How would you describe overall success for each coachee going through the program?

answer. Success would be unique per participant and the goals they establish with their coach.

Q30. Based on the organization chart, our initial assessment is that a minimum of 5 coaches are required to comply with the request of no coach to work with anyone in the same vertical chain of command. To provide the coaches with additional optionality, will it beneficial to provide additional coaches in the proposed coaching team from [Company]?

answer. You should have the number of coaches you feel are necessary to complete the requirement.

Q31. When is the coaching program expected to begin?

answer. We anticipate an award date around June 24, 2024.

Q32. In the SOW (page #3) Section 3.0 Technical Requirements 3.A, it states to "provide one-on-one Coaching for up to 16 supervisors and 4 non-supervisory senior staff, to be completed within 1 year, providing 6 sessions per employee (not to exceed a total of 96 hours of coaching for all 20 employees)" Question: Should the total not to exceed/allowable hours be increased from 96 to 120 hours (20 x 6) to accommodate six sessions for each of the 20 employees?

answer. The maximum coaching hours is for up to 16 supervisors and 4 non-supervisory staff, we anticipate some supervisors not taking coaching and therefore why we listed not to exceed 96 hours.

Q33. Solicitation Section F.1 The Period of Performance dates are blank, and it states that actual dates will be inserted upon award. Can the government provide an estimated award date?

answer. We anticipate an award date around June 24, 2024.

Q34. SOW Page #3, Section 3.0 Technical Requirements 3.A.ii - Can the government provide the names of the previous assessments provided?

answer. Too many to name, however, the employees can provide once paired with a coach.

Q35. Number of Coaches Required: according to the staff chart provided and the stipulation of not having the same coach for the vertical chain of command, could you please clarify how many coaches would be needed? This information is crucial for us to accurately determine the needs addressed in the proposal request. Additionally, it will enable us to provide an adequate number of coaches, ensuring that each supervisor employee out of the 20 can choose a coach of their preference male or female, without conflicting with the chain of command request.

answer. Per Section 3.3.B.i in the SOW, it is expected the contractor should explain how they will meet this requirement in their proposal.

Q36. Previous contract information: Is there currently an incumbent and if so, what is their name, what is their contract number, and what is the contract value asset. Access to this information would greatly assist us in understanding past engagements and tailoring our proposal to meet USDA's unique requirements and expectations.

answer. There was a previous incumbent performing these services. The Government will not disclose the previous vendor or related information. You are encouraged to submit a FOIA request if you require this information.

Q37. General Is this a new initiative? If not, who is the incumbent or previous contractor?

answer. There was a previous incumbent performing these services. The Government will not disclose the previous vendor or related information. You are encouraged to submit a FOIA request if you require this information.

Q38. General Could the Government please confirm whether this solicitation is designated as a set-aside for a small business or woman-owned small business?

answer. This solicitation is designated as a women-owned small business set-aside.

Q39. Solicitation Document –Section B.3 Deliverables/Milestones Could the Government clarify their expectations for the introductory session with the COR, supervisors, and senior leadership to introduce potential coaches? 1) Is it the government’s expectation that this session would be a meeting in which all potential coaches would be present at the same time along with the COR and the 20 individuals selected to receive coaching? OR 2) Is it the government’s expectation that the introductory session would be with a proposed coach, one supervisor and their boss with the expectation of finalizing the coach/supervisor pairings withing two weeks of the introductory session?

answer. The introductory session will have all potential coaches would be present at the same time along with the COR and the 20 individuals selected to receive coaching.

Q40. Solicitation Document – Section I Contract Clauses We assume since we are registered in SAM we do not need to submit a completed section K. Please confirm. If required, we assume all references to terms, conditions and FAR clauses should be included in Volume II Business Proposal. Please confirm.

answer. If Section K has been completed in SAM, please provide a copy of the completed clauses with your proposal. It should be included in the Appendices in Volume I or as a separate file.

Q41. Have the supervisors recently or in the past completed any assessments? If so, which ones?

answer. Multiple assessments have been conducted amongst the employees, a few examples are 360’s, DISC, Meyers Briggs.

Q42. Does the government anticipate using assessment tools as part of the coaching? If so, is there a preferred assessment tool (e.g., OMP 360, Leadership Practice Inventory (LPI), MBTI, etc.)? Also, if required, we assume pricing for assessments should be included the firm-fixed price? Please confirm.

answer. The use of assessment tools is determined by the contractor.

Q43. Is there an incumbent for this work? If so who, and what is the contract number?

answer. There was a previous incumbent performing these services. The Government will not disclose the previous vendor or related information. You are encouraged to submit a FOIA request if you require this information.

Q44. What is the intended start date for work on this effort?

answer. We anticipate an award date around June 24, 2024.

Q45. What is the government’s anticipated time-to-award for this work?

answer. We anticipate an award date around June 24, 2024.

Q46. L.2 requests bidders submit a transmittal letter/cover letter. Should this letter be submitted on its own as a separate document or is it part of one of the 2 Volumes noted in the solicitation?

answer. Per the chart listed on page 50 of the solicitation, the Transmittal/Cover Letter shall be submitted under Volume I, Technical Proposal.

Q47. Would the government consider increasing the hours from 96 to 120 hours so that each employee has six coaching sessions? (Referencing to section 3.0 Technical Requirements / Tasks, point no: 3, page number 3).

answer. The maximum coaching hours is for up to 16 supervisors and 4 non-supervisory staff, we anticipate some supervisors not taking coaching and therefore why we listed not to exceed 96 hours.

Q48. As effective professional coaches take time to prepare for coaching sessions, would the government consider allowing additional time for preparation for each coaching session?

answer. The Government will consider the information provided in your proposal.

Q49. Would the government accept commercial past performances for this RFP? (As there is no information concerning federal or commercial past performance).

answer. Commercial past performances are acceptable.

Q50. In light of the defined scope requirements encompassing kick-off and closeout sessions, periodic briefings, coordination for coaching/employee pairings, and the provision of monthly and quarterly status updates, coupled with the involvement with coaches regarding coaching goals, we seek clarification on whether the government would allow the inclusion of additional time for project management, potentially possessing executive coaching expertise, within the proposed pricing structure. Could you please confirm if the solicitation allows for such flexibility?

answer. The solicitation allows for flexibility in determining how you interpret the requirement.

Q51. Would the government allow for the submission of multiple proposals?

answer. Yes, the Government will allow the submission of multiple proposals.

Q52. Is there a list of available USDA training courses that can be reviewed and leveraged as part of the assessment in order to help plan the individual plans?

answer. Training courses could be provided to the offeror selected.

Q53. Can USDA provide the findings and documentation from previous contracts for coaching, and employee assessments within 3 days of award?

answer. No, the Government will not be able to provide the findings and documentation from previous contracts for coaching, and employee assessments within 3 days of award.

Q54. Is there an incumbent? If so please provide contract number & amount awarded.

answer. There was a previous incumbent performing these services. The Government will not disclose the previous vendor or related information. You are encouraged to submit a FOIA request if you require this information.

Q55. Should the coaches have finance, accounting, business backgrounds/degrees/certifications?

answer. Finance, accounting, business backgrounds/degrees/certifications are not a requirement.

Q56. In section B.1 of the solicitation document, it states that, "All electronic submissions shall be in [i.e., Word 2003, Excel 2003] format." This was also noted in the statement of work, under the 5.0 Deliverables / Schedule section. Could you please clarify how we submit the response to the proposal and in what format? Would PDF be acceptable for the final submission sent to this email by May 30th?

answer. Section B.1 provides examples for the requirements for deliverables once a contract has been established. Formatting for proposal submissions shall be in Word, Excel, and or PDF format.

Q57. Under Section J – List of Attachments, OCFO Professional Coaching SOW, is the USDA Statement of Work (5-page separate document) the SOW referred to as Attachment J.1?

answer. Yes, OCFO Professional Coaching SOW is the USDA Statement of Work

(SOW).

Q58. Under Section J – List of Attachments, Monthly Status Report Format, where can Offerors view/access this example?

answer. The Monthly Status Report example can be found under the Attachments/Links section of the www.sam.gov posting with the title “J.3_Monthly Status Report Format.docx”.

Q59. Under Section I.6 52.212-3 – Offeror Representations and Certifications – Commercial Products and Commercial Services (Feb 2024), the language indicates that the Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representation and certification electronically in the System for Award Management (SAM). If the Offeror is in compliance with paragraph (b), is there any specific documentation that must be submitted as part of the proposal response?

answer. Per Section L.2, please attach the completed clause with your proposal.

Q60. Under L-2 – Proposal Instructions – the language states that Offerors shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications/Commercial Items with their offer. This can be added to the Appendices or as a separate file. Does completing the annual representation and certification http://www.sam.gov/ electronically in SAM meet this proposal requirement or does Offeror need to include the entirety of a copy of provision 52.212-3, as part of the written submitted proposal?

answer. Completing the annual representation and certification in www.SAM.gov does meet this requirement. Per Section L.2, please attach the completed clause with your proposal.

Q61. Does the Offeror need to complete part 19 as part of the written submitted proposal response, or only upon being awarded the contract?

answer. Part 19 must be completed for an offeror to be considered for the winning bid.

Q62. Are you able to share which assessments/assessment tools have been completed by 20 employees throughout the year?

answer. If assessments were completed, the employees can provide them once paired with a coach.

Q63. Are there any preferred assessment tools, e.g., 360, DISC assessment, etc.?

answer. There are no preferred assessment tools.

Q64. Per the RPF, no coach shall work with anyone within the same vertical chain of command. Based on this, may the same coach work with two supervisors (lateral positions) that are in the same vertical chain of command OR does the requirement call for different coaches for lateral/horizontal staff members?

answer. Yes, the same coach may work with two supervisors that are in the same vertical chain of command.

Q65. Does the RFP require particular or preferred coaching certifications?

answer. No, the RFP does not require particular or preferred coaching certifications.

Q66. Can team bios be submitted in lieu of team resumes?

answer. Yes, team bios can be submitted in lieu of team resumes.

Q67. Has a timeline been established and published with regard to when notification of final award, as a result of this solicitation will occur?

answer. We anticipate an award date around June 24, 2024.

Q68. Is it mandatory to use the Monthly status report the USDA provided, or can we provide a coaching report that we use for our coaching engagements?

answer. The report provided is just an example.

Q69. Is this request for ongoing leadership development and support efforts? OR are there specific behaviors and/or leadership skill deficiencies that are present that need to be addressed? If the latter, we are happy to discuss in detail if awarded.

answer. Yes, this is for the ongoing leadership development and support efforts.

Q70. Is there an annual budget range for professional coaching services?

answer. An annual budget range will not be provided.

Q71. The SOW is asking for one-on-one coaching. Would the USDA be open to team coaching and/or leadership team sessions as well? Leadership assessments? Are you open to recommendations on how we can fully equip and support the leadership team individually and collectively? Or would you just like to see one on one coaching?

answer. The requirement is for one-on-one coaching.

Q72. There are a plethora of leadership coaching providers. Is there anything in particular you are looking for in a leadership coaching partner?

answer. We are not looking for anything in particular.