Coaching - Statement Of Work (2).pdf

STATEMENT OF WORK - EXECUTIVE COACHING SERVICES

BACKGROUND

USAID/Southern Africa seeks support in providing mission employees one-on-one coaching sessions to help advance USAID’s Leadership Philosophy, which promotes leadership at all levels to foster a culture of respect, learning, and accountability. At USAID we believe leaders:

inspire collective vision, listen to allow all voices to be heard, develop other leaders, promote well-being, innovate through informed risk taking, empower through delegated authority, and advance accountability through transparency and following through with commitments.

USAID/Southern Africa is looking to offer Executive Coaching Services to employees through individualized coaching sessions in order to support growth and achievement of professional goals, build stronger networks and relationships, enhance skills, knowledge, and performance, and become more effective leaders. The Mission will support coaching for up to a maximum of 20 employees each year.

USAID/Southern Africa has been under remote working (telework) orders since March 2020 but has now transitioned back to working in the office, permitting a return of face-to-face meetings and engagements. It is expected that coaching services will therefore be provided through both online and face-to-face interactions.

SCOPE OF WORK

The consultant will provide Executive Coaching sessions to individual USAID employees, either through online means or face-to-face depending on the mission stance or posture. The coach must be available for a 15-30 minute interview/discussion by interested employees prior to the employee committing to a coach to ensure comfort in the relationship prior to committing to the full sessions. The scope of this engagement includes:

● Selected employees will be eligible for up to 20 one hour sessions over a maximum of 12 months. The duration and regularity of meetings will be established in the first month of meeting and will be negotiated with the Executive Officer prior to finalizing the commitment.

● The coach must be available to meet regularly (1-4 times per month) until they reach the agreed contractual session allowance.

● The coach must be available during standard working hours in South Africa.

● The employee and the Coach will agree in writing their specific terms of meeting (frequency and through which means) through an individualized engagement agreement, which is approved by the Executive Officer within the overall contract limitations.

● The employee does not have to use all of their allocated sessions (though they are encouraged to do so). Changes to the agreed sessions must be communicated with the Executive Officer.

● Additional sessions may be added on the recommendation of the coach and with the prior written approval of the Executive Officer.

● The coach may also be asked to facilitate discussions for a group of employees if necessary. Such requests will be agreed in writing by the Executive Officer.

● The content of discussions is not to be shared outside of the sessions for privacy reasons.

All conversations with USAID employees must be treated as confidential, safe, and supportive.

The conversations should be thought-provoking and creative to help employees maximize the employees personal and professional potential.

CONTRACT PERIOD

The resulting contract will be for a period of 12 months from the date of signature. A maximum of 400 hours of coaching is anticipated over this 12 month period. An extension for further periods may be negotiated for up to 2 years.

DELIVERABLES:

● Facilitate and deliver individual coaching sessions with nominated USAID/Southern Africa employees.

● Respond to requests for coaching of interested employees through understanding their challenge(s) and/or request(s) to improve the functionality and effectiveness of the employee, the team, and the Mission.

● Create a uniquely tailored meeting and action plan with each participant to address professional goals and include actions and recommendations.

● Develop an individual employee/coach agreement which confirms the planned number of sessions and frequency of meetings required, within the first month. This document is to be shared with the USAID Executive Office.

● A written report (not to exceed two pages) specifying the number of sessions per employee conducted, detailing broad recommendations for future actions, on a monthly basis. This report will substantiate coaching sessions provided and will support invoices provided for payment.

QUALIFICATIONS

All proposed coaches under this solicitation must hold relevant and verifiable international certification for coaching. In addition, they must have suitable experience in coaching, experience in working to improve organizational performance, and have a strong understanding of the U.S. Government.

ASSESSMENT CRITERIA:

A response to the solicitation should contain two separate parts:

1. Part A Technical; and

2. Part B Financial.

Each part is to be clearly labeled/named and should be in separate documents.

Part A - Technical (4 pages + referees)

The offeror must submit a CV/resume and a two page narrative addressing this solicitation and highlighting: experience, qualifications, approach to Leadership Coaching, suitability to USAID requirements and other relevant information supporting their competencies. In addition to this, two contactable references are required which support proficiencies for coaching. References may be corporate or individual.

The Coach must meet the following minimum criteria:

● Internationally recognisable/accredited Coaching certification or qualifications (e.g.International Coaching Federation (ICF).

● A minimum of five (5) years relevant experience in facilitating coaching or mentoring. Or, less years direct coaching experience combined with demonstrated experience at a senior level within the US Government, successfully improving organizational performance and employee morale.

● Relevant experience in working with organizations in a multicultural setting.

● Leadership development experience.

● Certifications regarding covered technologies as specified in FAR 52.204-24.

● Experience working within USG systems is preferred.

Part B - Financial (1 page)

The offeror must also submit a separate document containing their financial quote for the costs covering a 12 month contract period. It should clearly identify the one hour session costs, groups session costs (if required) and any other relevant costs associated with this solicitation.

REVIEW OF SUBMISSIONS

The Executive Office will review the offeror’s submission to ensure that the minimum criteria is met and that the cost is fair and reasonable. The successful coach will have their CV/resume and narrative kept for sharing with employees selected to participate in the coaching program.

PAYMENT TERMS:

The offeror shall be paid on a monthly basis for all sessions delivered upon acceptance of the monthly written Executive Report, according to USG payment terms. Payment will be processed after acceptance of the deliverable and a compliant tax invoice, within 30 days. All Invoices and Executive Reports should be sent by email to the nominated Executive Officer point of contact.

POINT OF CONTACT:

Please send your proposals to Mahlatse Ramakgoakgoa at mission-pretoria-procurement@usaid.gov, on or before close of business (COB) March 25, 2022, to be considered for award.

mailto:mission-pretoria-procurement@usaid.gov