RFP_70B06C18R00000024_QandA.pdf

RFP 70B06C18R00000024A0001

Pre-Command Leadership Training

Questions and Answers

1. Paragraph 2 Scope:

Does the term “Pre-Command School” imply that there is additional training AFTER this course and PRIOR to taking command, or is this a solitary training opportunity?

Answer: Solitary at this time

2. We understand the 10-day program is 80% CBP-centric and 20% leadership centric. Would it be possible to provide a syllabus/schedule for the CBP-specific content so we can tailor leadership lessons accordingly?

Answer: No, it is not available at this time

3. Since this is a graduate-level program will students receive credit for their attendance, either through a partnership agreement or a credit review with the American Council on Education?

Answer: Not at this time

4. Can you provide sample job descriptions for some of the participants (e.g., Sector Chief, Director Field Operations, Port Director, Station Chief, and Executive Director)? This will help us tailor the curriculum to the audience.

Answer: I will check on this next week. They should not expect it

5. This is “pre-command” education. Will any of the participants actually already be “in-command?” This is important from a curriculum design perspective and will affect the case study approach taken in the classroom.

Answer: It’s possible.

6. Subparagraph Para 2.1:

Para 4.3.3 specifies 16 hours of classroom engagement, yet this list contains only 13 hours of specified content. Please clarify and/or update. Also, is the contractor free to adjust/modify this list to reflect (and justify) what it believes meets the intent of the solicitation so long as it remains within the 16-contact hour constraint?

Answer: Yes, please modify to stay within the 16 hours

7. Prior to attending the pre-command course, how are leadership skills developed for the CBP workforce? Examples of competency lists, course outlines, and/or syllabi will be useful in curriculum planning.

Answer: Attendees of the Pre-Command School will be graduates of the Customs and Border Protection Leadership Institute (CBP LI), a mandatory strategic leadership training and education program for all new GS15s within 18 months of promotion/entry on duty with CBP. CBP LI is a residential program that consists of three sessions (five weeks total) of programming. The curriculum is graduate level and provides a multi-disciplinary approach to leadership issues with emphasis on leading in a law enforcement environment and cultivating strong abilities in the OPM Executive Core Qualifications (ECQs). CBP LI incorporates CBP specific case studies, a 360 self-assessment, executive coaching, a Gallup climate assessment, group discussions led by CBP executive mentors and experiential learning activities to include, a staff ride to Gettysburg, PA, and a historical leadership assessment of downtown Harpers Ferry, WV. The course is designed to;

• Develop a broad perspective on management and leadership issues within a law enforcement organization.

• Develop skills to promote strategic communications, collaborative partnerships, and powerful coalitions.

• Know and articulate your leadership legacy in order to leave CBP better then you found it.

8. Subparagraph 2.2:

On page 4, you state “30-40 students per cohort.” How are the cohorts divided once the course convenes? Once in the Monday/Wednesday or Tuesday/Thursday group, are students further subdivided into fixed groups, ad hoc groups, one large seminar, or some other construct?

Answer: The cohort will start and continue with anywhere from 30 to 40 students.

9. Subparagraph 1.2.2:

Does the government intend to simultaneously run two cohorts of 15-20 each, or two cohorts of 30-40 each? Please clarify.

Answer: Two cohorts of 30-40.

10. Given that the program is 10 days long, how are holidays managed? Are cohorts specifically not scheduled for weeks with holidays, or is the contractor expected to compress the curriculum?

Answer: No cohorts will be scheduled on holidays.

11. Subparagraph 3.1.1.1:

Question regarding quality of preparation: What is expected from students with respect to pre-readings? Are pre-readings for familiarization with the topic, or should they be at the graduate level, where students are expected to digest and reflect upon the materials before class and come to class prepared to discuss the topics critically?

Answer: Students are encouraged to do the pre-reading and come to class prepared. Due to the nature of workload and operations of senior CBP managers and executives, the contractor shall assume some will come to class without doing the pre-work.

12. Question regarding delivery and engagement: Will students get the materials in advance of the course online via email, website, or learning management system? If so, what system will be used and what are the contractor’s responsibilities with respect to the use of this system?

Answer: CBP will send material via email. The contactor is welcome to offer their own system to manage their two days of material.

13. Question regarding quantity of materials: For a 16-hour graduate-level course at an accredited university, students would be expected to spend 16-32 hours outside of class completing pre-readings or in-class assignments. If students will receive materials before the first day of the course, is this level of effort and expectation on the part of the student acceptable to the government? If students do not complete pre-readings before the course, what is the government’s course of action?

Answer: Students are encouraged to do the pre-reading and come to class prepared. Due to the nature of workload and operations of senior CBP managers and executives, the contractor shall assume some will come to class without doing the pre-work.

14. Paragraph 3.2:

Regarding course evaluation, does the CBP have an online survey engine that the contractor will be required to use? If so, what platform and capabilities are provided? If not, are paper “end-of-lesson” and “end-of-course” surveys acceptable?

Answer: Paper and email are acceptable

15. May the contractor survey students AFTER the program is complete to gain a long-term perspective on utility of the curriculum?

Answer: Per the SOW, the contractor shall do a level III evaluation

16. Subparagraph 3.3.5:

“As new faculty members are added, orientation will be conducted for them.” Is this a CBP or contractor responsibility?

Answer: CBP

17. Paragraph 4.2:

Does the government also want a delivery of the raw module evaluation data to conduct its own analysis?

Answer: The government does expect to see raw data and summarized data.

18. Paragraph 8:

The PWS states that the contractor is only required to provide one primary instructor for the delivery of classroom training. Would the government consider increasing the number of contract instructors per cohort to enhance the quality of the educational experience?

Answer: Proposals should be provided in accordance with the SOW.

19. Factor: Faculty, Sub-factor 2:

How does the government define key faculty? Does it include only the platform (classroom) instructor, or does it also include other key team members involved with curriculum design?

Answer: Platform and curriculum

20. “Experience in using experiential learning (military staff rides, outdoor education, etc.).” Please clarify. Is the government looking for faculty with experience in conducting staff rides, or will the instructor be required to conduct staff rides? If so, where do staff rides fit into the curriculum module plan presented in para 2.1?

Answer: Looking for faculty with experience in conducting staff rides

21. Paragraph 3.2 Task 2: Course Evaluation and Improvement As part of the sustainment for this course, what percentage would you envision revising/rewriting (a) before the new cohort, and (b) total during a single contract year? This information is needed to adequately scope course maintenance timelines and costs.

Answer: This is something that cannot be determined in advance of seeing the curriculum and pilot testing the course.

22. PWS Section 2.1 - These modules listed total 13 hours of lecture. Is there flexibility for exercises, case studies or discussion groups here or is there other content that is missing from this list to provide the total of 16 hours?

Answer: There should be a break for lunch and a break every hour as listed in the PWS. The contractor may propose modifications to the times as long as they stay within the 16 hours, including the lunch and breaks.

23. PWS Section 2.2.3 (actual number is 1.2.3) - Are there any course level assessments that will be utilized for this 2-week curriculum to improve the results of the Federal Employee Viewpoint Survey results? If so, will we have access to the Leadership results to incorporate into course maintenance?

Answer: If CBP utilizes a course assessment for the entire course and determines the information important to the leadership section, we will provide the results to the contractor for consideration.

24. PWS Section 6.1 – Will travel be separately priced? The contractor should price travel to the Advanced training center per the requirements of the PWS. If not, will an annual schedule of course offerings be approved at the beginning of the base and each option year to mitigate excessive travel costs?

Answer: CBP will work with the contractor to develop the annual schedule to provide the contractor the opportunity to present concurrently as described in the PWS.

25. Will you be providing an SF1449 or SF33 for signature?

Answer: This will be done using the SF 1449

26. Is this a new requirement or another iteration of an existing requirement?

Answer: Although the course type is new, this is follow on education for our executives.

27. If this is an existing requirement, are there any historical metrics associated with it that are available—i.e. budget/pricing, incumbent vendor?

Answer: No

28. Is there an incumbent vendor for this requirement?

Answer: No

29. For the iterations per year, is the vendor only required to provide leadership instructions for two of the ten days associated with the training?

Answer: Yes, per the SOW

30. Regarding pricing, are all associated costs to be included into one price—i.e. honorarium for course, lodging, materials, printing, and travel?

Answer: All costs are to be rolled up into 1 Firm Fixed Price per COHORT.

31. Will there ever be a need for more than five iterations of the course per year?

Answer: The SOW calls for up to 5 cohorts per year. If CBPs need is to grow, we will explore options at that time.

32. What is the degree of curriculum design that CBP expects the vendor to provide for Open Enrollment Programs? What about for Single-agency Custom Programs?

Answer: This is defined in section 2 of the SOW

33. What is the average turnaround time for Task Orders requirements?

Answer: OTD will work with the vendor to develop a training schedule well in advance. Task order will be created for scheduled training when funds become available.

34. We assume Pricing should be presented as a separate, standalone volume from the technical proposal. Is this correct?

Reference: II.4 Evaluation – Commercial Items (OCT 2014), (d) Evaluation Criteria, Factor 4: Price, p.4. “The offeror shall submit a firm fixed price in accordance with the CLIN structure listed on Attachment 2 – Pricing Schedule.”

Answer: That is Correct

35. Please Confirm and Clarify

We request clarification on the number of days per given iteration you want people trained.

Our read of the SOW requirement is the government wants a 2-day training session (which you seem to define as a cohort). There may be 2 of these cohorts in one week (i.e., two, 2-day training sessions) giving a total of 4 training days in that week. If your model holds with a max of 5 of these cohorts (aka five 2-day training sessions) per year, that would net the following:

1. Week 1: 4 training days (consisting of 2 “cohorts” of two training days each

2. Week 2: 4 training days (same as #1)

3. Week 3: 2 training days (only one cohort, or just 2 training days)

Reference: SOW 2.2, 1.2.2, p. 4 - SOW 2.2 states, “Deliver up to five cohort sessions per year training approximately 30-40 senior managers/executives from all functions and geographic areas of CBP in each cohort.” SOW 2.2, 1.2.1 states, “Assuming that two cohorts are running simultaneously, for cohort 1, the leadership material will be taught on Monday and Wednesday of week one; for cohort 2, the leadership material will be taught Tuesday and Thursday of week one.”

Answer: Yes, that is correct

36. For pricing purposes, can the Government please provide the dollar amount for the maximum amount of supplies that may be ordered over the life of the anticipated contracts?

Reference: Section I, Combined Synopsis/Solicitation, I.4 Maximum Amount, p.1. I.4 states, “The maximum amount of supplies that may be ordered over the life of the anticipated contracts will not exceed a total of $TBD.”

Answer: This section shall be removed and is not a requirement for award.

37. Could you please provide the specific results for CBP on the Federal Employee View Survey? (Page 3, Item 1)

Answer: FEVS scores are available online. More specific data will be provided to the awardee

38. The hours designated for each module add up to 13 hours but the proposal specifically states that there will be four hours of training in each the morning and afternoon on both days. Will CBP need any class time for administrative announcements or will the instructors have the full time allotted? (Page 4, Item 2.1)

Answer: There should be a break for lunch and a break every hour as listed in the PWS. The contractor may propose modifications to the times as long as they stay within the 16 hours, including the lunch and breaks.

39. Are the time for each topic on Page 4 guidelines only and proposers should demonstrate how they would cover each topic? (Page 4, Item 2.1)

Answer: The contractor may propose modifications to the times as long as they stay within the 16 hours, including the lunch and breaks.

40. Is the course evaluation only immediately following course delivery, or would you like the contractor to do a second evaluation several months following the course? (We would prefer to do the second evaluation also, as it provides an opportunity for the course participants to apply concepts learned.) (Page 5, Item 3.2.1)

Answer: Per 3.2.2, the contractor can do the second evaluation also.

41. While the contractor is required to provide only one primary instructor, are two instructors acceptable? Particularly for adult learning with an emphasis on experiential learning, it is our view that two instructors provide a substantially better experience than only one. (Page 8, Item 8)

Answer: The SOW calls for one instructor. CBP is not opposed to additional contract support on site, but pricing and contract proposals are based on one instructor.

42. Will CPARS past performance be accepted or only in written form?

Answer: Vendor must follow the past performance reporting instructions in the RFP. The Government will check CPARS rating independently of the Past Performance Reporting requirements in the RFP.

43. Is there any flexibility to the window for the pilot at the end of August?

Answer: Not at this time.

44. Who will the audience be for the pilot?

Answer: The audience will be up to 40 students at the GS15/SES level but is likely to be a smaller audience.

45. Will the contractor be responsible for the recruitment of the pilot students?

Answer: No

46. Is there an incumbent or is this a new requirement?

Answer: Although the course type is new, this is follow on education for our executives.

47. If there is an incumbent can we use existing materials to augment our own?

Answer: No

48. It seems you have parameters for the Consultant 2-day curriculum without much room for current topics--such as: Diversity & Inclusion, Employee Engagement, Emotional Intelligence, Building High-Performing Teams, Strategic Planning, Sex Harassment Awareness & Prevention, Reasonable Accommodation, and others--How much latitude does the contractor have to shape the 2-day curriculum given its current structure and focus as cited in Section 2.1 of the Statement of Work?

Answer: There should be a break for lunch and a break every hour as listed in the SOW. The contractor may propose modifications to the times as long as they stay within the 16 hours, including the lunch and breaks.

49. Section 2.2 says Deliver up to 5 cohort sessions per year training approximately 30-40 senior managers/executives from all functions and geographic areas of CBP in each cohort.--does that mean 2 simultaneous sessions (4 Contractor Days) and 1 single 2-day Contractor session = 5 cohorts OR is 5 cohorts 10 simultaneous classes (20 contractor days per year)?

Answer: 10 contractor days per year with the ability to run concurrently (example: 4 training days in week 1 and 4 training days in week 2 and 2 training days in week 3).

50. In the Base Year of the contract it calls for a PILOT PROGRAM to test and tweak the materials--is the Pilot an ADDITIONAL session beyond the 5 cohort sessions?

Answer: No, the pilot is considered one of the up to 5 per year

51. Training should be evaluated at the end of each residential training module -- Is this at Kirkpatrick Evaluation Level 1, 2 or 3?

Answer: Yes, a level 1 is appropriate for evaluation at the end of each module.

52. Do you want evaluations ONLY of the CONTRACTOR’S 2 days, or do we conduct evaluations of all 10 days of each iteration/each of the classes/the full program?

Answer: Just the contractor’s portion.

53. Section 3.3.3 would seem to indicate that MULTIPLE instructors are desired/required--Will CPB pay for travel/per diem/hotel and multiple instructors?

Answer: No, one instruction is desired/required.

54. Section 3.3.5 says Attendance of a 2-day CBP Orientation with site visit--Is this billable at the instructor's regular daily rate and will travel/per diem/overnight accommodations be included in this reimbursement?

Answer: All vendor costs will be rolled up into a firm fixed price per COHORT. This will not be a cost reimbursable contract.

55. It also says the Contractor will work with select members of CPB to co-design the training materials--is there an estimate of how many times the instructor will meet CPB, and where, and is this reimbursed at the daily wage and travel rate?

Answer: This addressed in the SOW: 6.1 Program Development. During program development, contactor will meet with CBP subject matter experts as needed by phone and in person at 1717 H Street, NW, Washington, DC 20229. Some meetings may occur at the contractor’s location, at CBP’s request. All vendor costs will be rolled up into a firm fixed price per COHORT. This will not be a cost reimbursable contract.

56. Section 4.2 Documents to be delivered--The contractor will provide all classroom materials and handouts for all courses. One copy of the materials should be provided to the Program Manager and/or COR two weeks before each classroom session--At the conclusion of the course, all classroom materials and handouts become the property of CBP--Will CBP be reimbursing the contract for their intellectual property?

Answer: All vendor costs will be rolled up into a firm fixed price per COHORT. This will not be a cost reimbursable contract.

57. The contractor shall submit an electronic summary of all module evaluations within 2 weeks of course end date--How extensive is this Summary expected to be--2-page roll-up of Evaluation scores with suggestions for the next year/Next Steps?

Answer: The contractor shall propose the evaluation methodology that they deem acceptable.

58. Section 3.3.5 Attendance of a 2-day CBP Orientation with site visit--All contractor faculty and staff shall be required to attend a 2-day orientation on CBP, including a site visit, to become familiar with the organization, in preparation for instructing the course. Day 1 orientation will be held at the vendor’s facility (alternately it can be held at the Advanced Training Center in Harpers Ferry, WV or in Washington, DC). Day 2 site visit will be arranged at the appropriate CBP facility closest to the vendor’s site. As new faculty members are added, orientation will be conducted for them--AT WHAT RATE DO WE BILL CBP FOR OUR

STAFF AND FACULTY TO TRAVEL TO WEST VIRGINIA TO ATTENDED A MANDATORY 2-DAY

TRAINING/SITE-VISIT?

Answer: All vendor costs will be rolled up into a firm fixed price per COHORT. This will not be a cost reimbursable contract.

59. The first para implies 2 days, but the 2nd one implies 4 days, possibly given 5X - the first para seems to refer to a pilot while the other para seems to refer to the follow-on classes -which is correct?

Answer: Orientation will be no more than 2 days as defined in the SOW. The pilot is not part of the orientation.

60. At the conclusion of the program, all program materials will become the property of CBP--

Some of our training design and material are copyrighted--how can the government expect to own materials and intellectual property that was NOT developed with federal dollars and created BEFORE these cohort programs?

Answer: This is a requirement of the effort and vendor should load associated fees for this requirement into their Firm Fixed Price quote.

61. In order to provide accurate pricing is the "Pilot Session" delivered sometime during August 20th- 31st 2018 part of the Base Year and therefore one of the five (5) sessions for the Base Year or separate and apart from or prior to the Base Year? CBP intends to do the pilot only in the base year (ending 30 Sep 18) and then option years beginning 1 Oct 18 through 30 Sep 19, and so on.

Answer: CBP intends to do the pilot only in the base year (ending 30 Sep 18) and then option years beginning 1 Oct 18 through 30 Sep 19, and so on.