1_PWS_HRM_Coaching_Services_30_Aug_2013_tm.docx

AG-3187-S-13-0239

Attachment 1 Performance Work Statement

Performance Work Statement (PWS) 30 August 2013 For

Forest Service Human Resources Management (HRM) Senior Leadership Coaching Services

PART 1

Statement of Requirements

1.0 Description of Services/Introduction: The contractor shall provide a series of 6-one hour executive coaching sessions for US Forest Service Human Resource Management (HRM) Senior Leaders. The coaches provided under this contract shall be certified executive coaches (International Coaching Federation, Coaching University, Center for Credentialing and Education, and Certified Coaches Federation).

1.1 Background and Objectives: HRM is adapting the best practice of executive coaching and has chosen to utilize external coaching services. The utilization of external executive leadership coaches will help HRM Senior Leaders learn to leverage strengths, address areas of growth, and become more effective managers and leaders. It is expected that the HRM coaches and clients will use a comprehensive assessment for development based on interviews and 360 Degree surveys. The 360 Degree surveys will be accomplished by the client outside the scope of this contract. The client’s 360 Degree report will be provided to the coach prior to the first session with the client. Techniques such as one on one coaching, interviews, and mentoring provide other paths to leadership and management improvement.

PROJECT PURPOSE:

Executive coaching is designed to help facilitate professional and personal development to the point of individual growth and improved performance. Coaches need to have a strong understanding of individual differences in a work place as well as the ability to adapt their coaching style or strategies. It is suggested that those coaches who are unable to acknowledge these differences will do more harm than good. Many executive coaches have a specific area of expertise such as sports, business or psychology. The focus for this contract is a Human Resource Management audience. Regardless of specific area of focus, coaches need to be aware of motivational needs and cultural differences.

Executive coaches work with their clients to achieve specific professional goals. These include career transition, interpersonal and professional communication, performance management, organizational effectiveness, managing career and personal changes, developing executive presence, enhancing strategic thinking, dealing effectively with conflict, and building an effective team within an organization.

The purpose of this contract is to procure certified coaches to assist the Forest Service Human Resource Management (HRM) Director with Executive Coaching for the HRM senior leadership development of HRM Leaders. The purpose in offering these coaching services to HRM Senior Leadership is to develop and increase their ability to lead the organization and its people in a time of complex change and decreasing budgets. The coaching sessions are intended as a support and developmental tool for HRM leadership to become high performers for the Forest Service (FS) in order to reach HRM and FS goals. FS philosophy is “Leaders Growing Leaders” by increasing HRM Senior Leadership capacity to become high performing leaders to be model leaders for the rest of the agency. The 360 Competency Assessment will provide an effective source of feedback and guidance for goal setting during the six month period. A development plan for each client is recommended and would a collaborative effort by the client coach team.

1.2 Scope: The contractor shall provide a series of coaching sessions for HRM Senior Leaders stationed in Albuquerque, NM, the Washington DC metro area, and virtually to clients throughout the USA. The one hour executive coaching sessions will be provided once a month over a six continuous month period beginning September 28, 2013 - September 27, 2014. The beginning dates may start on 28 Sep 2013 but no later than 31 March 2014 for the base year. The contractor will track all sessions and provide a monthly report to the program manager and Contracting Officer’s Representative (COR) on attendance and deliverables. The estimated number of clients is twelve to eighteen per year.

1.3 SERVICES REQUIRED.

· The contractor shall provide a series of executive coaching sessions to Forest Service Human Resource Management leadership. A series is six total hours of coaching delivered in a one hour per month session.

· The coaching series will be offered at one session per month over a six consecutive month period.

· The coaches provided under this contract shall be certified executive coaches (International Coaching Federation, Coaching University, Center for Credentialing and Education, and Certified Coaches Federation)

· Coaches will integrate client’s 360 Competency Assessment into the sessions. Forest Service will provide the client’s 360 Competency Assessment to the coach prior to the first session.

· Face to face coaching will be available at the clients request in Albuquerque, NM and Washington DC metro area. Telephone or other agreeable virtual tool for coaching is acceptable with client consent for Albuquerque and Washington DC metro area clients.

· Clients that are not in Albuquerque or the Washington DC metro area will utilize telephone or other agreeable virtual tool for conduction coaching sessions. The exception would be if the contractor has a certified coach located within the local commuting area where the client is located outside of Albuquerque and the Washington DC metro area and the client would prefer in-person coaching. Travel expenses will not be reimbursed under this contract.

· Coaches will secure a client - coach agreement and evaluate the coaching midway and at the end. The government will provide a sample of the client – coach agreement to the vendor prior to the first client meeting

· Coaches and clients will work cooperatively to arrange their monthly coaching meeting. The contractor will provide a monthly report on all scheduled meetings (cancelled or completed). The contractor and COR will meet to discuss and agree on format, content, and monthly delivery date.

DELIVERABLES

· The coaching program best practice is to conduct a monthly meeting over a consecutive period of six months. The contractor will schedule and deliver one coaching session per client each month for six consecutive months.

· Coaches will coordinate with their clients on the dates and times for coaching sessions.

· The contractor shall provide experienced certified coaches in accordance with the terms stated in this contract.

· The contractor will track all sessions and deliver a report to the FS program manager of the previous months activities by the 7th of the following month. The midpoint and final evaluation of the Executive Coach by each client will be sent to the PM at Training and Employee Development. A sample of the evaluation form will be provided to the contractor.

· Contractor will work to ensure the best client - coach matches and will correct any mismatches or coaching obstacles promptly after the issue has been identified.

· Coaching sessions will be kept confidential between the client and the coach.

· A copy of the Client - Coaching agreement will be provided to the PM at Training and Employment Development

1.4 Quality Requirements

1.4.1 Quality Control (QC):

· Contractor will ensure client coach matches work and will correct any mismatches or coaching obstacles.

· Coaching sessions will be kept confidential between the client and the coach.

· The midpoint and final evaluations of the executive coaching by the clients will be sent to the PM at Training and Employee Development.

· The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services.

· Each contract employee working under this contract will be required to sign a non-disclosure agreement prior to beginning performance under the contract.

1.4.2 Quality Assurance:

The government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.4.3 Government Remedies:

The contracting officer shall follow FAR 52.212-4, “Contract Terms and Conditions-Commercial Items” and/or 52.246-4, “Inspection of Services-Fixed Price” for contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

1.5 Recognized Holidays: Contractor is not required to perform services on these Holidays

1.6 Hours of Operation/Place of Performance: The contractor is responsible for providing services during the hours that are mutually acceptable to the client and coach, usual times would be between 7 am - 5 pm client time, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this statement of work when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the work force are essential.

The contractor shall be available to perform in-person coaching for approximately 50 percent of the effort in Albuquerque, NM and approximately 12 percent of the effort in the Washington D.C. metropolitan area. The remainder of the effort will be accomplished through telephone and/or video teleconference (or other electronic means) to clients throughout the USA. Travel costs will not be authorized or reimbursed under this contract.

1.7 Security Requirements: Must be US citizens

1.8 Conservation of Utilities. N/A

1.9 Special Qualifications: The coaches provided under this contract shall be certified executive coaches (International Coaching Federation, Coaching University, Center for Credentialing and Education, and Certified Coaches Federation)

1.10 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.11 Contracting Officer Representative (COR): The (COR) is identified below:

Jerry Pearson, jpearson@fs.fed.us, (505) 563-9517

The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements to the Contracting Officer, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting contract or order.

1.12 Contractor Manager: The contractor shall provide a contract manager or lead who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contractor manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

1.13 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

PART 2

DEFINITIONS & ACRONYMS

Client - Forest Service employee

Coach - Contractor employee selected to mentor/coach client

PM - Program Manager

PWS – Performance Work Statement

Contracting Officer’s Representative (COR): A representative from the requiring activity assigned by the Contracting Officer to perform surveillance and to act as liaison to the contractor

Quality Assurance Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

Quality Control. Those actions taken by a contractor to control the performance of services so that they meet the requirements of the PWS.

Quality Assurance. Those actions taken by the government to assure services meet the requirements of the Performance Work Statement.

Series. Six one hour sessions conducted with the client occurring once a month for six consecutive months

Session. A one hour segment that makes up the series

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3.1 GENERAL: The government shall provide, the facilities, equipment, materials, and/or services listed below.

3.2 Equipment: The Government will provide : None

3.3 Services: None

3.3.1 Utilities. N/A

3.4 Facilities: The Government will furnish the necessary workspace for the contractor staff to provide the support outlined in this PWS to include on-site office or meeting space required for coaching sessions.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4.1 General: Except for those items specifically stated to be government furnished in Part 3, the contractor shall furnish everything required to perform this PWS.

4.2 Contractor-Furnished Items: Any printed or other material to be used in preparation for the coaching session

TECHNICAL EXHIBIT 1

Performance Requirements Summary

PERFORMANCE REQUIREMENT SUMMARY (PRS) – Coaching Evaluations

(Minimum Acceptable Standard)

(MAS)

Types of Surveillance to select from:

Random Sampling: Appropriate for frequently recurring tasks. Evaluate randomly selected samples of the lot to determine the acceptability of the entire lot.

Random Inspection Guide, Method of surveillance, Lot size, Sample size, Performance requirement, Sampling procedure, Inspection procedure 100 Percent Inspection: Appropriate for tasks that occur infrequently. Inspect and evaluate performance each time task is performed Periodic Surveillance: Evaluation of samples selected on other than 100% or statistically random basis. (i.e. monthly, quarterly, semi-annually etc.)

Validated Customer Complaint: Complaints must be validated.

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

(A deliverable is anything that can be physically delivered but may include non-physical things such as reports, meeting minutes, status reports, etc.).

Jerry Pearson jpearson@fs.fed.us