QA Presolicitation Notice 3112020 OD Leadership Coaching and Mentoring_final 5.6.2020.pdf

FEDERAL AVIATION ADMINISTRATION

MIKE MONRONEY AERONAUTICAL CENTER

AVIATION, MEDICAL AND TRAINING DIVISION

SUBJECT: Answers to Questions Submitted Regarding Presolicitation Notice Number 3112020 - Organizational Development (OD), Leadership Coaching and Mentoring Services

The following questions were received in response to subject presolicitation notice that included a draft SOW and draft Schedule B – Pricing chart. All questions submitted were reviewed and answered below.

Recommendations and comments are not addressed, but are being considered by the team during preparation of final documents.

1. What is the cutoff date for submission?

ANSWER: The deadline for submission of proposals will be established in the Screening Information Request (SIR)/Request for Proposal (RFP). There was no deadline included in the original presolicitation notice. Notice 3112020 was modified to include a submission cutoff date of April 17, 2020.

2. Due to COVID-19, will the delivery format change to all virtual sessions?

ANSWER: At this time, there is no plan to change the delivery format to virtual sessions for all of the tasks. Specifically, the SOW states in 2.5.2 that Organizational Development (OD) sessions may be conducted via online or other distance formats upon the FAA’s request. The team will consider adding language to broaden that to cover all of the tasks, when practicable.

3. Please indicate if the participants for 360 assessments can have a group orientation briefing or if this orientation should be given separately to each individual.

ANSWER: It is acceptable for the participants to have a group orientation briefing that explains the 360 assessment process. However, any other activities related to the 360 assessments are to be conducted on an individual basis.

4. Please indicate whether the 360 content will be provided by ACQ, vendor recommended competencies, or an off the shelf product.

ANSWER: As stated in SOW section 2.2, the 360 content is to be developed by the Contractor based on ACQ goals. These goals would be defined through meetings with the FAA team and the Contractor (SOW 2.1.1).

5. Please clarify whether it is organization specific leadership competencies, Executive Core Qualifications (ECQs), or emotional intelligence competencies.

ANSWER: The competencies to be addressed will be tailored to ACQ, and may include ECQs and emotional intelligence competencies. It is expected that collaboration between the FAA team and the Contractor (SOW 2.1.1.) will be beneficial in this regard.

6. Please describe the ACQ goals.

ANSWER: ACQ’s overarching goals as a result of obtaining leadership coaching and mentoring services are summarized in SOW section 1.1. “Building and maintaining cohesive organizational focus and guiding principles, ensuring managers have the skills to effectively perform their managerial and leadership responsibilities, fostering cross-organizational collaboration and employee engagement, and sustaining a high performing organizational culture are critical to ACQ’s success. To that end, organizational mentoring and coaching services are required.”

7. If ACQ has a standard personalized action plan, please describe it or provide a template.

Otherwise, please indicate that the vendor must provide a template for ACQ.

ANSWER: ACQ does not have a standard personalized action plan. It is expected that the Contractor will provide any templates that are used. Additionally, the 360 content is to be developed by the Contractor as stated in SOW section 2.2.

8. Please indicate the number of participants who will receive a 360 Degree feedback survey.

ANSWER: The number of 360 assessment participants is unknown at this time. There will be estimated quantities included in the RFP.

9. Should there be a description of a Subtask 3.1-Leadership Coaching Planning and Materials. Currently there is no Subtask 3.1.

ANSWER: There is a Subtask 3.1 listed in 2.3, but it was included as part of the body text in error. The final version will show Subtask 3.1 in the same format as all the other subtasks, with its own paragraph and the number/title in bold font.

10. Please indicate the number of employees to be coached per tier.

ANSWER: The number of participants is unknown at this time. There will be estimated quantities included in the RFP.

11. Please indicate the management level, years of experience, and number of employees for each coaching tier. For example, Tier One could be for 50 division managers with up to 5 years of experience.

ANSWER: The number of participants is unknown at this time. The contract will differentiate between executives and managers with respect to coaching. The RFP will contain the estimates for both executives and managers.

12. Please describe the amount of time the individuals being coached have per tier to finish all their coaching sessions. Also please indicate how long each coaching session should last.

ANSWER: The time period for individual coaching sessions to be completed has not been established at this time. Regarding the length of each individual coaching session, our market research indicates a typical individual coaching session lasts from 60 – 90 minutes.

13. Please confirm the coaching sessions can be conducted online/virtually.

ANSWER: The team will consider adding language to allow for the possibility of conducting coaching sessions via online or other distance formats at the request of the FAA, similar to the language in SOW section 2.5.2.

14. Please describe the areas of “personnel development” ACQ wants vendors to address.

ANSWER: There is no specific list of areas with respect to “personnel development” to address. Rather, it is anticipated that the significant areas of development that align with ACQ’s overarching goals IAW SOW 1.1 will emerge and solidify through discussions with the FAA team.

15. If the leadership competencies to be included in the Survey are already developed by ACQ, please describe them.

ANSWER: It is expected that the leadership competencies will be developed by the Contractor as a result of collaboration with the FAA team (SOW 2.1.1).

16. For the Due Date column, please confirm the contractor will advise the COR of the dates, but will not have to obtain approval for each date. (We recommend that the coach and coachee establish the dates of their coaching sessions.)

ANSWER: That is correct. The individual coaching session dates will be established between the Contractor and the participant, with the COR being notified of the dates.

17. In the Acceptance Criteria column, please change “COR” to “Contractor,” as it is the Contractor who will provide the summary report.

ANSWER: After reviewing the chart in SOW 3.1, “COR” was changed to “Contractor” twice in the Acceptance Criteria column.

18. Please indicate whether the additional coaching sessions will be voluntary or if they are required participation for the managers.

ANSWER: The purchase of any services, including the additional coaching sessions, will be at the discretion of ACQ and is not mandatory.

19. Please clarify whether the leadership coaching plans and the personalized action plans are the same plan or different plans. If they are different plans, please describe them.

ANSWER: The personalized action plan and coaching planning refer to different items.

The personalized action plan would be established as part of Task 2 - Development, Administration and Initial Interpretive Analysis Session of 360 Assessments. SOW Section 2.2 specifies that each participant will receive a personalized action plan developed from the 360 Assessment and interpretive results. The leadership coaching planning refers to development of organizational leadership materials as indicated by aggregate 360 assessment results (see SOW 2.3).

20. Please specify whether the plans are to be complete 5 days after the initial debrief session or after the first follow-on coaching session.

ANSWER: The coaching plans as described in SOW 2.3.2 are to be complete five days after first follow-on coaching session.

21. Please confirm that pricing for this item will only be at the Task Order level.

ANSWER: There will be two ordering methods used for this contract. The pricing for the 360 surveys, mentoring and coaching will be pre-priced with orders being issued IAW those prices. For the meeting facilitation and OD CLINS, hourly rates for the various labor categories will be pre-negotiated and established in the contract. Prior to issuing task orders for either of those CLINS, the FAA will issue a solicitation including a work statement for that particular task. The Contractor will then submit a proposal for that particular task order. Upon negotiation, the task order will be issued.

22. How many leaders do you anticipate you will enroll in leadership coaching?

ANSWER: The number of participants is unknown at this time. There will be estimated quantities included in the RFP.

23. Will the coaching be live, virtual, or a combination? How many of your 30 locations will participate?

ANSWER: As stated in SOW 2.5.2, there is a possibility of conducting coaching sessions via online or other distance formats at the request of the FAA. However, nothing more specific than that has been decided at this time. Additionally, the number and locations of the participants are unknown at this time. There will be estimated quantities included in the RFP.

24. Do you currently have a leadership competency model in place? Or, is this something you are hoping to build as part of the project?

ANSWER: It is expected that the leadership competencies will be developed by the Contractor as a result of collaboration with the FAA team (SOW 2.1.1).

25. Could you tell us why you are seeking leadership coaching and organizational development? What specific outcomes are you desiring to achieve?

ANSWER: ACQ’s reasons for obtaining leadership coaching and mentoring services are summarized in SOW section 1.1. “Building and maintaining cohesive organizational focus and guiding principles, ensuring managers have the skills to effectively perform their managerial and leadership responsibilities, fostering cross-organizational collaboration and employee engagement, and sustaining a high performing organizational culture are critical to ACQ’s success. To that end, organizational mentoring and coaching services are required.”

26. Is the leadership coaching being sought after to develop emerging leaders, part of a succession planning or high potential development effort?

ANSWER: The services are being procured to develop current managerial employees.

27. I am writing to ask if the contract for ID 3112020 (Organizational Development, Leadership Coaching and Mentoring Services) will only be considered for contractors who can do the whole project, or if small businesses can bid on parts of this project? My business is an EDWOSB that specializes in leadership training.

ANSWER: This effort will result in the award of a single contract to a single contractor to perform all of the services.

28. In terms of pricing table/schedule b, CLIN 00005 WORKSHOP DESIGN AND FACILITATION, can you please provide more information in terms of the frequency, size and scale of the facilitation events?

ANSWER: At this time the frequency, size and scale of the facilitation events cannot be established. The final version of the RFP will include estimated quantities.

29. Please confirm that the pricing table/schedule b provided is for Base year.

ANSWER: The pricing table/Schedule B includes the entire period of performance, which is 60 months (five years). The IDIQ will not have a base year with options to extend for additional years, but rather a five-year ordering period.

30. Please clarify whether the mentoring program is for senior leaders only or is there a separate program for employees.

ANSWER: This acquisition will support ACQ executives and managerial employees.

31. Can you please provide organizational charts for each office?

ANSWER: No organizational charts will be provided at this time.

32. Can you tell me if there is a Government Estimate on the project and if so, when that estimate was prepared?

ANSWER: Budget estimates for this acquisition are not available for release.

33. Is this a new initiative?

ANSWER: Yes, this is a new procurement.

34. Is there an incumbent for these services?

ANSWER: There is no incumbent for these services.

35. If so, can you clarify how long the firm has worked with your organization?

ANSWER: Not applicable, no incumbent.

36. What will the format be for this proposal?

ANSWER: The format for submission of proposals will be set forth in sections L and M of the RFP.

37. Will the coaching be held virtually (phone or video) or be in person?

ANSWER: As stated in SOW 2.5.2, there is a possibility of conducting coaching sessions via online or other distance formats at the request of the FAA. However, nothing more specific than that has been decided at this time.

38. How many executives and managers will be receiving coaching?

ANSWER: The number of participants is unknown at this time. There will be estimated quantities included in the RFP.

39. How many coaches are needed for this requirement?

ANSWER: The FAA will not specify a set number of coaches. It is expected that offerors will submit proposals to include an adequate number of coaches based on the estimates contained in the RFP.

40. Will travel be reimbursed?

ANSWER: Travel will be reimbursed IAW with Joint Travel Regulations (JTR). Travel must be defined and approved in advance and in writing in accordance with the contract.

Local travel by offsite Contractor personnel is not considered to be travel and will not be reimbursed.

41. How many sessions will each coaching participant(s) receive?

ANSWER: The number of participants and coaching sessions are unknown at this time.

There will be estimated quantities included in the RFP.

42. When does FAA ACQ expect this work to start?

ANSWER: The FAA anticipates award of the contract to be by June 30, 2020. The IDIQ is considered to be active on the date of award.

43. What are the requirements of the coaches?

ANSWER: The minimum labor qualifications will be included in the RFP.

44. What are the requirements of the consultants?

ANSWER: The minimum labor qualifications will be included in the RFP.

45. What type of past experience is required?

ANSWER: Past performance will be reviewed for recency and relevancy to the services described in the SOW. The RFP will contain detailed information regarding the evaluation of past performance.

46. What is the most important factor(s) in choosing a partner?

ANSWER: The FAA will make a “best value” selection based on price, technical acceptability and past performance. The RFP will contain additional information regarding the evaluation factors.

47. When will the solicitation be issued?

ANSWER: The tentative issue date of the RFP is the week of May 18, 2020.

48. Our partner company and I were wondering if you had considered using HCaTS as a vehicle?

ANSWER: After the FAA team considered several methods of acquisition, an IDIQ was chosen to be the best fit for the requirement.

49. Section 1.2 will the leadership coaching for 90+ managers and executives be mandatory?

ANSWER: None of the services will be mandatory. While estimates will be provided in the RFP, the FAA will not be under any obligation to place any orders beyond the minimums established in the contract.

50. Section 2.2 is FAA open to the vendor using an off-the-shelf 360 Degree assessment tool, tailoring an off-the-shelf 360 tool, or tailoring the vendor's own 360 survey instrument if any of these options address ACQ goals?

ANSWER: The FAA has no issue with the vendor customizing an off-the-shelf 360 assessment to meet ACQ goals.

51. Section 2.3 are there coach certification requirements for the 360 assessment coaching session, and if so, what are they?

ANSWER: Details regarding qualification minimums are still in development. Any requirements for certifications will be included in the final RFP.

52. Section 2.3.1 are there coach certification requirements for the ongoing 1-1 coaching sessions, and if so, what are they?

ANSWER: Details regarding qualification minimums are still in development. Any requirements for certifications will be included in the final RFP.

53. Section 2.3.1 will the coaching sessions occur virtually, or in-person at the vendor site or at the client's site?

ANSWER: As stated in SOW 2.5.2, there is a possibility of conducting coaching sessions via online or other distance formats at the request of the FAA. However, nothing more specific than that has been decided at this time.

54. Section 2.3.1 of the 90+ managers/executives to be coached, how many are up to GS-15 equivalent (understanding FAA uses pay bands), how many are SES-equivalent, and are any appointees? Hourly rates vary for level of leader.

ANSWER: The contract will differentiate between executives and managers with respect to coaching. The RFP will contain the estimates for both executives and managers.

55. Section 2.3.2 are we correct in assuming the summary reports of coaching sessions are to be provided to the individual being coached? Otherwise there is a concern of sharing reports of what occurs in coaching sessions outside of the coach-client relationship. Also, it is not standard industry practice for the coach to be providing summary reports to the client - it is the client's responsibility to have that level of ownership for their coaching experience. For these reasons we recommend consideration that this requirement is not included. We would still provide an accounting to the COR of coaching hours that took place.

ANSWER: The submission of summary coaching reports is to provide the COR with a method for monitoring Contractor performance. The reports should include basic information, such as coaching hours as you mentioned. The FAA does not want summaries of what was discussed during coaching sessions.

56. Schedule B pricing for meetings, workshops and OD tools and materials - will the government be looking for firm prices prior to the scope of each request being known?

While it may be feasible to provide a per-day estimate for "up to X number of participants" for a workshop, to truly customize sessions for the ACQ audience we would want to understand the scope, level of effort required, etc. for each request.

ANSWER: For the meeting facilitation and OD CLINS, hourly rates for the various labor categories will be pre-negotiated and established in the contract. Prior to issuing task orders for either of those CLINS, the FAA will issue solicitation including a work statement for that particular task. The Contractor will then submit a proposal for that particular task order. Upon negotiation, the task order will be issued.

57. Presolicitation 3112020 states, “ACQ is comprised of over 500 personnel, including over 90 managers, located in approximately 30 different locations”. Pricing is requested as cost for 5 Participants (per tier). Are all 500 employees expected to participate in coaching each 12-month period? And/or approximately how many total participants expected per each 12-month period-per each of the 3 Tiers of coaching service?

ANSWER: This acquisition will support the ACQ managers and executives, not all 500 employees. The number of participants is unknown at this time. There will be estimated quantities included in the RFP.

58. Can you please share tell me if the opportunity is new or is there an incumbent? If there is an incumbent, could you please share that information?

ANSWER: This is a new requirement. As such, there is no incumbent.

59. How much travel might be required? The SOW mentions 30 locations – would we need to travel to all of those?

ANSWER: The amount of travel is undetermined at this time.

60. The Draft Schedule spreadsheet only talks about 5 participants in coaching and training, but the SOW mentions 90 managers and needing to provide Leadership Coaching to managers at all levels (SOW Section 1.2). Would we then be providing coaching to 90 managers?

ANSWER: The Schedule B is structured for ordering 360 assessments and coaching in groups of five participants, not a total of five participants. The total number of participants is not known. Estimates will be included in the RFP.

61. Does “Develop” 360 assessments mean we developed the full assessment from scratch, in house? Or would use of Wiley Everything DiSC suite of assessments with various types of reports be acceptable?

ANSWER: As stated in SOW section 2.2, the 360 assessment is to be developed by the Contractor based on ACQ goals. The assessment may include elements of other types of assessment, such as DiSC. Collaboration between the FAA team and the Contractor (SOW section 2.1.1) will be helpful in this regard.

62. Are there any assessments currently given to leaders or new hires and would we have access to those results?

ANSWER: Assessments are not administered to leaders or new hires.

63. Are there specific objectives that will need to be met?

ANSWER: The objectives are stated in SOW section 1.2 as follows. “The Contractor must provide the necessary qualified personnel, facilities, and materials to support ACQ in:

• Executive level planning and consultation in support of organizational development;

• Leadership coaching (for ACQ executives and managers at all levels); and

• Organizational development activities and tools for all ACQ personnel.”

64. Are there current problem areas that would need to be addressed?

ANSWER: It is expected that any specific areas to be addressed will be discussed during meetings with the FAA team (SOW section 2.1.1).

65. What is your preferred format of submission?

ANSWER: Section L of the RFP will contain instructions for preparation and submission of proposals.

66. Is there an open record for this type of contract that you can direct me to?

ANSWER: The FAA team is unaware of any open record related to this requirement.

67. What is the estimated RFP release timeframe?

ANSWER: The estimated release of the RFP is the week of May 18, 2020.

68. If the FAA intends to use a procurement vehicle such as a GSA Schedule, etc., please indicate which vehicle it plans to use?

ANSWER: The FAA intends to establish an Indefinite Delivery Indefinite Delivery (IDIQ) contract to acquire the services.

69. Are we to understand that the FAA personnel fall into different tiers based off their position within the FAA, or are the tiers based on the number of competencies or skills they need to work on? And if, it is based on the number of skills the individual needs to improve, is the structure set up where Tier 1 are individuals who have to work on 0 - 3 skills, Tier 2, 4 - 11 skills, and Tier 3, 12 - 15 skills? If neither are correct, can you please elaborate on how the Tiers are defined?

ANSWER: The three tiers are based on the quantities of coaching sessions ordered for groups of five participants. The tiers do not differentiate between number of competencies/ or skills.

70. Are “Coaching Sessions” the same as “Training Sessions”, and are they considered group/classroom sessions or individual?

ANSWER: No, the two terms are not synonymous. The term “coaching sessions” refers to individual coaching sessions for those that received a 360 feedback assessment. SOW section 2.3 specifies that coaching sessions are for individuals.

71. On the SOW it explains that Tier 1 coaching includes 3 additional coaching sessions but on the pricing spreadsheet it indicates that Tier 1 participants will receive 3 coaching session for 5 participants. Does this mean there are a total of 6 sessions for Tier 1 participants? Are these applicable to individual and group sessions, or just one of them?

ANSWER: SOW 2.3.1 refers to coaching sessions that are in addition to the 360 assessment and interpretive analysis session (Task 2 in SOW, section 2.2). Regarding the question about the Schedule B spreadsheet, ordering one unit of line item 00002 (Tier 1 coaching sessions) would equal a total of 15 coaching sessions (3 coaching sessions + 5 participants = 15 sessions).

72. Are all the sessions in Tier 1, Tier 2 and Tier 3 taught yearly or over a five year period?

ANSWER: None of the services are provided on an annual basis. All services will be ordered on an as-needed basis.

73. Is the 360 assessment annual or is it once with a 5 year individual training roadmap?

ANSWER: As the process is customized, it is possible that additional 360 assessments after coaching could be ordered for individuals during the contract period.

74. Is it expected that we have someone on the FAA campus full time?

ANSWER: No, there will be no requirement for the Contractor to be on any FAA facility full-time.

75. Is the expectation to deliver these courses on site only or remotely as well?

ANSWER: As stated in SOW 2.5.2, there is a possibility of conducting coaching sessions via online or other distance formats at the request of the FAA. However, nothing more specific than that has been decided at this time.

76. As there are 30 locations to deliver training; how many locations are we expected to provide training at simultaneously?

ANSWER: There is no definite answer for this question, as the types and numbers of services that each ACQ division may order is unknown. The COR will be the point of contact (POC) for resolving administrative issues, including scheduling.

77. Do any of the locations already provide a facility that can be used for Training or will we need to procure a facility for each session, and are these solely for the individual or group trainings, or both?

ANSWER: The FAA has no objection to the Contractor’s use of FAA facilities in support of this requirement. However, the availability of FAA facilities for each ACQ division is unknown.

78. What is the total budget of the FAA Leadership Development project?

ANSWER: That information is not available for release.

79. What is the anticipated delivery date for the first course and anticipated demand signal?

When preparing our proposal we need to need to understand the demand signal as it will impact pricing.

ANSWER: The types and quantities of services to be procured are unknown at this time.

There will be estimated quantities included in the RFP.

80. Is this a more fluid initiative where workshops and organizational development meetings are conducted on an as-needed basis, or is there a limit on the number of workshops and OD meetings to be held?

ANSWER: All services will be ordered on an as-needed basis. There will be estimates in the RFP for all CLINS.

81. Does the FAA have a 360-degree assessment they want to use, or do they want us to source an off the shelf assessment or create a custom assessment?

ANSWER: The FAA does not have a specific 360 assessment for use. The 360 content is to be developed by the Contractor as stated in SOW section 2.2.

82. Does the FAA want a true 360 (which includes peers) or a 180 (self, manager, and direct reports)? Most organizations DO the 180 but call it a 360.

ANSWER: The FAA wants a 360 assessment to include peers.

83. For the 5-person workshop groups. Will the 5 in the group have similar developmental needs? Not sure how that fits in.

ANSWER: The quantities of five refer to the number of individuals that will receive coaching for each unit of that line item ordered, rather than coaching groups of five at a time. An example of this was addressed in previous question number 71, as follows.

“SOW 2.3.1 refers to coaching sessions that are in addition to the 360 assessment and interpretive analysis session (Task 2 in SOW, section 2.2). Regarding the question about the Schedule B spreadsheet, ordering one unit of line item 00002 (Tier 1 coaching sessions) would equal a total of 15 coaching sessions (3 coaching sessions + 5 participants = 15 sessions).”