Attachment_I-_Performance_Work_Statement.docx

NOAA Office of Marine and Aviation Operations Workforce Training, Conflict Resolution and Meeting Facilitation Services

Performance Work Statement

Background:

The National Oceanic and Atmospheric Administration (NOAA) Ships and Aircraft play a critical role in the acquisition of oceanographic, atmospheric, hydrographic, and fisheries data. The NOAA fleet is operated and managed by NOAA’s Office of Marine and Aviation Operations (OMAO), a workforce comprised of civilians (GS employees, CAPS employees and professional mariners) and NOAA Commissioned Corps officers. Additionally, scientists, students, teachers, media and political visitors are often aboard vessels, aircraft and in OMAO land-based offices. In addition to managing the operations of NOAA’s ships and aircraft, OMAO is responsible for maintaining ship and aircraft acquisition programs, NOAA Diving Program, Teacher at Sea Program, Small Boat Safety Program, Aviation Safety Program, and the NOAA Commissioned Officer Corps.

NOAA’s Office of Marine and Aviation Operations has a requirement for training and consulting services to include: case study-based training related to a respectful, diverse and inclusive workforce; facilitation; and conflict management.

Objective:

A.1 Scope: Contractor will be responsible for providing services to include: case study based training, mediation services for conflict resolution and meeting facilitation. All areas of action will revolve around an entire culture of workplace culture improvement, increase in effective communication and a constant state of agency culture improvements. To include reading and understanding the workforce that the contractor interacts with but also receiving feedback and changing methods based on feedback received.

Details are outlined below in the deliverables section for each requirement.

A.2 Delivery Requirements:

Requirement 1: Case Study-Based, in-person, Respectful Workplace Training Requirement 2: Mediation Services for Conflict Resolution Requirement 3: Meeting Facilitation

A.3 Period of Performance:

Period of Performance is date of award through five (5) twelve month ordering periods.

Minimum Requirements:

I. Requirement 1: Case Study-Based, in-person, Respectful Workplace Training

A. Task - Contractor shall prepare and facilitate in person group training sessions for the operational platforms and offices, as directed by OMAO Leadership, throughout OMAO.

Training shall focus on cultivating and maintaining a respectful workplace. This must be specific and applicable to OMAO’s diverse workforce. The curriculum shall be flexible enough to adapt and apply effectively to different groups (seniority, area of operations, applicable topics) and should be built to evolve with the workplace as the culture, and therefore training needs, evolve.

The needs of each training session may vary based on group and location and the contractor shall coordinate with OMAO leadership to tailor each course. Training shall focus on the following topics; diversity in the workplace, inappropriate behaviors, sexual harassment, sexual assault, bulleying, reporting inappropriate behaviors for victims and bystanders, cultivating an environment of civility and safety for all, identifying and adressing inappropriate and questionable behaviors before escalation, victim support, zero-tolerance policy, and resources available within the Agency.

Contractor shall ensure they are aware of all reporting and regulations requirements of the Agency and other Federal laws in regards to any of the above topics addressed in the training. Government must first ensure contractor is well versed and has an accurate and current understanding of the Agency requirements prior to the first training session.

B. Deliverables –

For each case study development the contractor shall:

1. Each case study utilized must be NOAA-specific but shall NOT contain any identifiable information (eg. ship/aircraft/office, employee names, exact scenarios). Government representatives will determine which case studies are utilized for each training session. For example, selected vendor should expect a shore based training session to possibly utilize different prepared case studies, than a New Employee Orientation class or Senior Executives of the organization.

2. Each case study is required to be reviewed and approved by the government prior to use in the classroom.

3. Each case study shall be varied by the contractor based on governmental feedback after classroom sessions.

For each training session the contractor shall provide to the government:

1. Training materials to include but not limited to; printed case studies*, worksheets, reference materials. These materials should be provided to all students.

2. Class rosters - provided within five days of the conclusion of each training session.

3. Evaluations that include assessment of the students’ understanding of the training objectives at the beginning and end of training.

4. A summary of the common misconceptions, mistakes, concerns, and best practices regarding workplace climate.

For Future Training Classes:

1. Contractor shall develop new course material to be utilized during the first year of the contract and future years.

2. Contractor shall expect to evolve the training to include:

a. Train the trainer component. This portion could be expected to a minimum of 2 personnel and a maximum of 10 personnel within 1 year. The contractor could stipulate that this occur as a separate training session or could occur alongside a requested training class based on the best value to the government and best training environment.

b. Trainings shall not be repetitive in nature and shall be able to be rotated to ensure the same training class is not provided to the same personnel multiple times. The government will identify when a training class will have the same personnel that was previously trained.

c. Work with the government to develop new training materials that meet workforce within the theme of workplace improvements, behavior understanding and improvements, understanding bias, prevention of sexual harassment and sexual assault, bullying, intimidation and other similar material

3. Contractor shall serve as a subject matter expert for the government. Contractor shall utilize their expertise in both training materials, most well recognized methods of learning and workplace behavioral traits to assist the government in future training planning, objectives, and materials.

4. Contractor shall expect to work with government representatives and other government contracts to ensure training classes are complementary and do not contradict each other.

5. Government has the final approval for all final course materials.

C. Travel - Travel will be required to training sessions and the Contractor will make their own travel arrangements. This travel will only be reimbursed and paid on final actual costs in accordance with the Federal Travel Regulations. No invitational travel orders will be issued to the Contractor or their staff. Contractor shall make all attempts to provide the mediator that is located most economically feasible to the government. Travel can be expected to any location at which NOAA has a facility to include ship’s and aircraft temporary locations while operational. All travel is expected to be within the United States, however the government reserves the right to request international travel, expected to be minimal, if necessary.

II. Requirement 2: Mediation Services for Conflict Resolution

A. Task - Provide mediation services as required aboard operational platforms and in offices throughout OMAO.

The contractor shall provide a mediator to assist with conflict resolution cases. This third party must have professional mediation training and credentials or proof of extensive work history within the industry. The mediator shall facilitate as an unbiased third party in assisting OMAO personnel through conflict.

The government is not requesting a formal alternative dispute resolution (ADR) services. The conflict management and mitigation services are expected to be used to diffuse potential situations before they arise to the level of a formal ADR program.

Examples of when mediation services would be requested:

1. Returning a person to a workforce after discipline has been served but the supervisor believes there will be continued workplace unease over the disciplinary action.

2. Any unpleasant event occurs in the workplace and a 3rd party is requested to facilitate a discussion through the unpleasant event.

3. Several employees are not getting along but there has been no request for ADR and the supervisor feels a 3rd party conflict resolution facilitation would assist before the situation escalates.

B. Deliverables - for each mediation session:

1. The mediator shall be on call and available within three (3) business days of notification of a case.

2. Mediations must take place in-person.

3. A summary report shall be provided within one week of a mediation. The report shall include, but is not limited to; list of parties present, summary of discussion, recommendations for actions and any follow-up.

C. Travel - Travel will be required to mediation sessions and the Contractor will make their own travel arrangements. This travel will only be reimbursed and paid on final actual costs in accordance with the Federal Travel Regulations. No invitational travel orders will be issued to the Contractor or their staff. Contractor shall make all attempts to provide the mediator that is located most economically feasible to the government. Travel can be expected to any location at which NOAA has a facility to include ship’s and aircraft temporary locations while operational. All travel is expected to be within the United States, however the government reserves the right to request international travel, expected to be minimal, if necessary.

III. Requirement 3: Meeting Facilitation

A. Task - Contractor will provide organizational and management consultation and facilitation support for meetings required within OMAO Operations. Activities will include:

1. Meet with the government appointed representative for the meeting requested to affirm objectives and inform design work to ensure meeting outcome objectives are understood and will be met.

2. Provide recommended agenda, process design and customized materials for individual meeting requests

3. Contractor shall participate in all requested meetings – including travel to meeting venues as needed.

4. Facilitate key meeting sessions, compile materials overnight as needed, and provide on-site analysis and documentation of findings and agreements.

B. Deliverables -

1. Contractor must be available within 3 business days once requested to begin preparation work with the government appointed representative.

2. Government will ensure the Contractor is notified of the meeting within 2 weeks of the expected meeting where facilitation is requested.

3. Facilitator is required to be onsite during facilitation.

Produce a reports of meeting findings and agreements and follow up actions within one week of meetings.

4. Provide observations and recommendations to the government appointed representative, post meetings.

C. Travel - Travel will be required to facilitate meetings and the Contractor will make their own travel arrangements. This travel will only be reimbursed and paid on final actual costs in accordance with the Federal Travel Regulations. No invitational travel orders will be issued to the Contractor or their staff. Contractor shall make all attempts to provide the mediator that is located most economically feasible to the government. Travel can be expected to any location at which NOAA has a facility to include ship’s and aircraft temporary locations while operational. All travel is expected to be within the United States, however the government reserves the right to request international travel, expected to be minimal, if necessary. Number of contractors needed to properly facilitate the meeting will be agreed upon with the government prior to making travel arrangements for contractors.

IV. Government Furnished Information:

1. Case Studies: For the contractor to prepare required case studies the government will provide OMAO and NOAA cases of incidents and accidents that meet the government needs for desired training materials.

2. Copy of the Department of Commerce Administrative Order (DAO) 202-955

3. Copy of the NOAA Administrative Order (NAO) 202-1106

4. Location for Services: Government will provide the on site location for all required events: Training, Facilitation and Conflict Mitigation. Notable, spaces will include NOAA vessels.

5. Notification of Location of services: As OMAO has a dynamic workforce and operational serving units the locations of services will have a tendency to change often. Contractor is required to remain flexible but will be notified of the final location at a minimum of 3 days prior to the started activity. The government will make all attempts to ensure the location does not change once contractor is notified, and should only change in the most extreme circumstances.