SOW LPD revised.pdf

Statement of Work – Staff Development Training Page 1 of 8

Statement of Work OEHE Staff Development Training

FY 2025‐2028

1. BACKGROUND

The Indian Health Service (IHS) Office of Environmental Health and Engineering (OEHE) program has identified leadership, management, and personal and technical skills as elements of a competent workforce. In many organizations, individual leadership and team‐building skills are highly valued competencies. OEHE has implemented a Leadership and Personal Development (LPD) model with identified competencies within three modules: Leading Self, Leading Others, and Leading Organization. The focus of the LPD is to grow leadership competencies to support OEHE’s public health goals. IHS also has an established training framework based on Kouzes and Posner’s Five Best Practices of Exemplary Leadership for LPD training.

The Environmental Health Support Center maintains the LPD model as well as developing competency models for various positions within each of the OEHE divisions. Additionally, EHSC will provide offerings on a variety of leadership and management topics that support the OEHE competency model.

The OEHE (1) serves as the primary source of technical and policy advice for IHS Headquarters and Area offices, tribal, and urban public health programs on the full scope of health care facilities, sanitation facilities construction (SFC) and management, environmental health, environmental engineering, clinical engineering, and realty services management; (2) provides leadership, consultation, and staff development to assure functional, safe, and well‐maintained health care facilities. The Environmental Health Support Center serves as the national coordinator of Indian Health Service based training for the OEHE.

The purpose of the proposed requirement is to provide interactive leadership and personal development training for OEHE staff in the lower 48 States and Alaska. The successful vendor(s) will be able to provide off‐the‐shelf and customized trainings that support the IHS OEHE Leadership and Personal Development model.

2. SCOPE OF WORK

A. The Contractor shall be able to provide leadership and personal development training along with team‐ building sessions to the OEHE staff, in person and virtually, based on existing LPD Model and competencies using the training framework of Kouzes and Posner’s Five Best Practices of Exemplary Leadership. The contractor shall have the ability to create customized trainings to meet IHS needs per the Contracting Officer Representative’s (COR) request.

B. Courses shall be one‐hour (virtual short topic trainings) to three days in length (in‐person or virtual) and shall be presented by the Contractor at a 1) IHS‐provided facility, 2) contractor‐provided facility, or 3) on‐line. Locations of in person trainings will vary throughout the Continuous U.S. and Alaska.

C. Training courses shall focus on leadership and personal development, at a minimum, supporting the following:

Continuation of OEHE‐sponsored national LPD training.

Development of leadership skills within managers and non‐managers, alike;

Create successful leaders across all levels of OEHE organization;

Typical annual training sessions include, but will not be limited to:

Statement of Work – Staff Development Training Page 2 of 8

Leading Self Cohort – One session for up to 20 attendees, consisting of two separate, 3‐day sessions held over 2 separate weeks. Sessions are held 4 – 6 weeks apart. First session will be onsite in Albuquerque, NM at a government‐provided facility and second week will be presented virtually on government‐provided platform. Formal leadership assessment such as LPI 360® and Social Style® assessments are required in this cohort.

Leading Others Cohort – One session for up to 20 attendees, consisting of two separate, 3‐day sessions held over 2 separate weeks. Sessions are held 4 – 6 weeks apart. First session will be onsite in Albuquerque, NM, and second week will be presented virtually on government‐provided platform.

Formal leadership assessment such as LPI 360® and Social Style® assessments may be required in this cohort.

Leading Organization Cohort – This cohort is a live, virtual series of lectures and activities over a set period of time (e.g., four weekly installments of two‐hours per week)

Coaching of individual staff after each respective cohort session. Number of participants and hours will vary.

Recurring monthly live webinar offerings on select leadership and personal development topics that can be broadcast nationally for up to 150 attendees. Sessions will be recorded and shared with IHS OEHE staff. At a minimum, vendor will provide digital copy of presentations as part of training materials. Topics will be based on current/trending leadership topics related to the LPD Model and mutually identified by IHS and contractor.

D. The Contractor will provide training using adult learning concepts and techniques as well as competency‐based training.

E. Vendor shall be able to provide shorter duration training sessions on Leadership Development across

IHS locations.

F. The target audience will consist of professional and non‐professional staff from the following professions: engineers, architects, environmental health, public health, facility management staff, administrative, and technicians from across all IHS geographic areas. Audience size will vary based on type of training session.

3. REQUIREMENTS

A. BPA Calls

Training service proposals will be requested when the IHS has identified a training need. The IHS will provide information on dates, location, requested course title, and a description of requested content for customized trainings. The Vendor proposals shall include the following at a minimum:

Course name, dates, and locations per the proposal Training delivery approach Training course objectives Training course preliminary agenda (include proposed times and module topics) Instructor names, and if not already provided in the contract documents, copies of instructor resumes Training course cost breakdown

• Course preparation time (hours and cost/hour)

• Instruction time (hours and cost/hour)

• Travel (salaries, per diem, transportation, and lodging)

• Training manual publication and shipping (lump sum)

• Venue costs (if requested by COR)

Statement of Work – Staff Development Training Page 3 of 8

• Materials, formal assessments or other Misc. Expenses (if applicable)

Coaching, if requested.

If applicable, training course development cost breakdown including:

• Course preparation time, including review and revisions (hours and cost/hour)

If the proposal is accepted, work will be ordered via BPA Call as a single unit price per class to execute the training course.

B. Training Delivery Approach

The preferred method of course delivery will be in person followed by instructor led live virtual sessions. On demand trainings are anticipated to be less than 15% of total need.

The IHS LPD has an established training framework in‐place based on Kouzes and Posner’s Five Best Practices of Exemplary Leadership. Vendor shall be able to provide training using this format.

Training courses shall be highly interactive. A minimum of 50% of content should be comprised of discussions, demonstrations, exercises, and scenarios such that attendees have an opportunity to be actively engaged in the training event.

B.1. In‐person Trainings Unless otherwise identified in the request for proposal, the course shall include a minimum of seven hours of content per training day, typically from 8 am – 5 pm local time with one one‐hour lunch break and a minimum of two 15‐minute breaks during the day for full day courses and shall typically run from 8 am to noon or from 1 pm to 5 pm local time for half day courses as defined in the request for proposal.

B.2. Instructor‐led Live Virtual Trainings The request for proposal will identify the duration requested for each virtual training. Trainings shall be scheduled to accommodate five time zones (Alaska, Pacific, Mountain, Central, and Eastern) and will typically be scheduled in the window of 9 am – 2 pm Pacific.

The vendor shall provide one industry standard electronic training platform each for virtual trainings.

Examples of industry standard platforms include, but are not limited to: Zoom, Adobe Connect, WebEX, and MS Teams. Electronic platform cost to be incidental to all course development and execution line items.

Platforms for virtual trainings shall, at a minimum, include the capability to:

• Allow access for up to 150 simultaneous participants (includes 150 participants, instructors, and one or two government observers)

• Screen share

• View live‐stream video of instructor and students

• Poll

• Chat

• Utilize breakout rooms

• Phone option for attendees without microphone

• Record and download training sessions

• Report attendee logins/logout

• Report results of poll questions

Statement of Work – Staff Development Training Page 4 of 8

C. Learning Outcomes

Each proposed course must have identified learning outcomes approved by the COR and subject matter expert. Whether the course is onsite or virtual, Contractor shall implement methods to measure knowledge transfer and achievement of learning outcomes. Sample methods include exercises, role‐playing, scenarios, tests, case study analysis. Methods shall be outlined in the contractor’s proposal. Demonstration of knowledge transfer will be documented and submitted to IHS upon completion of course for all attendees.

D. Instructor Qualifications

Contractor shall provide instructors who possess knowledge and expertise in staff development, leadership training, personal skills development, and public speaking. The Contractor shall include instructor qualifications as part of proposal.

Instructor qualifications, as demonstrated through the proposal CV/resumes shall include:

• At least one person on the instruction team (for the ordered class session) shall have a minimum of ten years of professional and/or educational experience in the topic areas of the class, including Five Best Practices of Exemplary Leadership. All others shall have at least five years of professional and/or educational experience in the topic area that they will be presenting on.

• At least one person on the instruction team (for the ordered class session) shall have a minimum of five years of experience instructing the training topics outlined in course proposal.

At least one person on the instruction team (for the ordered class session) shall have a minimum of two years of experience with adult education competencies (e.g., adult education training courses attended, experience teaching adults, demonstration of understanding of ATLAS learning styles and knowledge transfer approaches for the navigator, engager, and problem solver learning styles)

At least one coach on coaching team shall be certified in professional coaching from International Coaching Federation, Center for Credentialing and Education or equal.

At least one coach on coaching team shall have a minimum of five years of experience and/or education in professional coaching.

E. Workload Estimates

Training needs vary year to year based on requests received from the 12 IHS Areas located in the lower Continental United States and Alaska. There is no guarantee of work in any given contract year. The ideal Vendor shall be able to provide up to three trainings per year of off‐the‐shelf and/or customized courses.

F. Training Services – Off‐the‐shelf (OTS)

Off‐the‐shelf trainings include trainings developed solely under the auspices of the Vendor without funding from the federal government.

Training agendas, manuals, and other resources shall be provided to the EHSC in a pdf format for review and approval upon request and prior to IHS utilizing trainings from the Vendor’s catalog. Training content will remain solely owned by the Vendor unless otherwise agreed upon in writing by both contract parties.

Vendor shall provide and maintain all materials required to execute off‐the‐shelf trainings.

Statement of Work – Staff Development Training Page 5 of 8

Deliverable: After award of contract, the Vendor shall provide a catalog listing of LPD‐related OTS trainings along with the corresponding agendas and course outcomes.

G. Off‐The‐Shelf (OTS) Customized Trainings

If indicated in the proposal request, the Vendor shall work with the EHSC to customize existing OTS training courses to meet IHS needs. Course design requests may be for on‐demand, web facilitated, and/or face‐to‐ face offerings.

Training content will remain solely owned by the Vendor unless otherwise agreed upon in writing by both contract parties.

Deliverable: Prior to completion of customization, the Vendor shall submit revised content to the EHSC for review and approval.

H. Training Services – New Course Development

If indicated in the proposal request, the Vendor shall work with the EHSC to develop new training courses to meet emerging needs. Course design requests may be for on‐demand, web facilitated, and/or face‐to‐ face offerings.

Work under this section includes developing training courses including course objectives, agenda, instruction methods, teaching and learning strategies, knowledge transfer assessment (e.g., how learning strategies will be assessed), learning materials (including assessments and debriefing, if applicable), instructor’s biography, presentations and handouts.

Unless otherwise indicated in the BPA call, Vendor shall submit draft training course documentation and materials/equipment list to the COR within 90 days of BPA call execution, unless otherwise authorized by COR.

The COR shall review and provide comments on the draft materials within 10‐20 business days of receipt.

Vendor shall review and revise the materials within 10 business days of comment receipt until accepted by the COR.

Deliverable: Draft content materials shall be provided in PowerPoint format, pdf, or other mutually acceptable format for review including proposed training materials.

I. Venues/Locations (In‐Person Training)

Trainings may be located anywhere in the continental United States and Alaska. The training venue will be secured by the government at no cost to the Vendor unless otherwise indicated in the proposal request.

Training venues typically include federal/state/local government meeting spaces, tribal meeting spaces, and/or hotel meeting spaces.

The Vendor shall provide a laptop, all necessary audiovisual (AV) equipment (projector, etc.), flip charts, and all other materials required to execute the training class unless otherwise indicated in the proposal request.

J. Training Course Execution Deliverables

Statement of Work – Staff Development Training Page 6 of 8

J.1. Government Deliverables J.1.1. Course Posting and Closeout The IHS will be responsible for all scheduling, advertising, registrations, and issuing training certificates.

The EHSC will provide the vendor with a local point of contact (POC) for each training to address questions related to individual classes. In most cases, the local POC will also be available to assist with course paperwork facilitation and transmittal.

J.1.2. Course Paperwork The EHSC will provide electronic versions of course evaluations, sign‐in sheets, rosters, agenda deviation form, and venue evaluation form to the Vendor for in‐person trainings. Unless otherwise notified, the Vendor shall provide copies of all course paperwork for students and/or instructors to complete.

J.1.3. Government‐Furnished Information

Training course dates

Training locations

Training venues (unless included via Request for Proposal)

Course marketing and registration ‐ The IHS OEHE/Environmental Health Support center maintains a training registration website (www.ihs.gov/ehsc ) and will be responsible for promoting and registering individuals for cohorts and webinars. IHS will provide class rosters to Contractor and conduct course evaluations after each training session.

Student registration information will be provided prior to the courses.

Student evaluation forms

Student sign‐in sheets

Course deviation Forms

Course completion PDH certificates (unless Vendor provides PDH or CEU certificates)

J.2. Vendor Deliverables

J.2.1. Training Course Training course to be completed at the locations/platforms and during the timeframes designated in the executed BPA call unless otherwise approved in writing by the CO/COR.

J.2.2. Training/Reference Manuals In‐Person Trainings: The Vendor shall provide bound training materials for each attendee that include durable front and back covers. At a minimum, the manuals shall include copies of the agenda, instructor bios, instructor contact information, presentation slides (maximum of 2 per page with each slide size maximized to fit approximately 1/2 the usable page), exercises to be completed during the course, and reference material for future use. The manual shall be provided to attendees at the start of each session.

Virtual Trainings: The Vendor shall provide electronic copies of training materials to each attendee or to the EHSC for distribution to the roster (virtual trainings only). In addition, the Vendor shall make electronic copies of the materials available during the class session. In lieu of electronic copies, the Vendor may ship hard copy manuals or references to each training attendee. Hard copy materials should be shipped so that students have the materials at least three days prior to the start of the training.

J.2.3. Attendance Records and Other Course Closeout Documentation Onsite Courses: contractor shall submit

Completed sign‐in sheets covering the morning and afternoon sessions

Verified course agenda deviation form identifying changes to course content

Statement of Work – Staff Development Training Page 7 of 8

Completed student course evaluation forms

Copies of class assessments/quizzes (individual results), if applicable

Virtual Courses: Contractor shall implement method to track online attendance by participants.

Documentation includes

Course attendance (including logon/logoff times)

Verified course agenda deviation form (for courses >4 hours in duration)

Completed student course evaluation forms

Poll questions and results, if applicable

Copies of assessments (individual results and summarized results), if applicable

J.2.4. Timeframes for Deliverables

Expected timeframes for completion of deliverables under this contract are as follows:

Vendor shall provide training closeout documentation including the filled‐out sign‐in sheet, individual evaluation responses, corrected rosters, venue review form, and agenda deviations form to the COR either via email or mail services.

4. Payment

Basis of Payment for training course revision/development includes all materials, labor, overhead/profit and miscellaneous expenses for a complete course development or revisions/refreshes, equipment set

Contractor Deliverable Date of Contractor Deliverable

IHS

Deliverable

Date of IHS Deliverable

Off‐the‐Shelf course listings, agendas, and outcomes

Within two weeks of contract award (base and option years)

Course confirmation based on no. of registrations

4 weeks prior to the start of class

Agenda for Proposed Course

With BPA proposal Conference room unless otherwise provided by vendor

At time of class

Student manuals and other handout materials

At course for all training modalities. At least 3 days prior to virtual course.

Class Roster

Ranging from a few days to up to 4 weeks before class

Submittal of completed course evaluation and other course closeout paperwork (sign in sheets/attendance records, course deviation form)

Within 2 weeks of course completion date.

Leadership and/or Communication Style assessments

4 weeks prior to class

Documentation of knowledge transfer demonstration

Within 2 weeks after event

Statement of Work – Staff Development Training Page 8 of 8 fabrication (including shipping crates) if applicable, reviews and revisions, and all other incidentals required to complete course materials.

Basis of Payment for training course execution includes all course revisions/refreshes, equipment set‐ up/take down, instructor prep, course delivery, course closeout, training materials/manuals, AV equipment (projector for in‐person, training platform for virtual, flip charts, or any other AV required by the instructor), travel, per diem, and all other incidentals required to provide a complete training course.

5. Proposal Travel Requirements

Proposals shall include an itemized cost breakdown of all travel expenses. The maximum for proposed travel expenses under this contract are based on the various rates published by the General Services Administration (GSA). Links to applicable rates are listed below.

Travel expenses are limited to the lowest airfare rates published to reasonably meet course scheduling requirements by advance purchase (to the maximum extent feasible given the individual circumstance) and the published federal rates for meals and incidentals per diem, lodging per diem, mileage reimbursement (where a Contractor employee or official uses their personal or company vehicle for travel to a project site) and car rental requirements.

Car rental expenses proposed shall be based on the minimum size vehicle necessary for reasonable comfort of the number of estimated travelers, distance proposed for travel. For example, where a single individual is proposed for travel involving a journey of, say, 400 miles roundtrip, a compact sedan would be the appropriate maximum size vehicle. The status of the traveler within the firm has no bearing on the vehicle size or type allowed for contract travel.

Federal travel per diem rates are based on the location of the travel destination. Please note that for all days of travel (usually only the first and last day of each trip) the meal and incidentals maximum reimbursement Per Diem is limited to 3/4th (75 percent) of the published daily rate for each location.

Contractor is responsible for using the then‐current federal rates for travel expenses in each proposal.

Federal travel rates are updated as changes occur and available for reference at the following URLs:

Per Diem Rates: https://www.gsa.gov/plan‐book/per‐diem‐rates Mileage Reimbursement Rates: http://www.gsa.gov/portal/content/100715

6. Application Files and Accessibility Software Application files, if delivered to the Government, shall conform to the requirements relating to accessibility as detailed to the 1998 amendments to the Rehabilitation Act, particularly, but not limited to, §

1194.21 Software applications and operating systems and § 1194.22 Web‐based intranet and internet information and applications. See: http://www.section508.gov/

Preferred text format: MS Word (Office 2016 or higher) Preferred graphics format: Each graphic is an individual JPG file Preferred portable format: Adobe Acrobat, version 6.0 Preferred Excel Format: Office 2016 or higher