CSOSA-15-R-0140_Amendment_001.pdf

CSOSA-15-R-0140 Amendment 001 Page 2 of 9

Questions and Response to Questions

Question 1. Quarterly "Advances" (1-2 day) to assess progress on performance/alignment.

Are these meetings intended to include all executive participants from the original workshop? Is the intent that these be conducted on a quarterly basis? Any clarity of expectations around this would be appreciated.

Response 1. Yes, the “Quarterly Advances” would include all executive participants from the original workshop and they are intended to be conducted on a quarterly basis to reinforce original purpose and to address ongoing strategies to promote high level performance.

Question 2. The proposal states that they are no more than 15 people on the senior executive leadership team. How many direct reports do they have?

Response 2. The Executive Committee consists of the following 13 members: Agency Director, Deputy Director, 8 Associate Directors and 1 General Counsel. There are 2 Special Assistants (1 currently vacant) that support the Executive Team who will also participate in the meetings and coaching. Over the course of the next year, additional executive leadership team members may be added. See Section J, Attachment J.1 in the solicitation for Executive Leadership Organizational Chart.

Question 3. How many people are there in the entire CSOSA organization?

Response 3. There are 922 positions.

Question 4. Who is the “program/project” sponsor – the Executive Director or another member of the senior executive leadership team?

Response 4. The program/project sponsor is the Executive Director.

Question 5. Is this a follow-on to previously leadership development activities or a new initiative?

Response 5. This is a new initiative.

Question 6. Has this work been done previously? Is there an incumbent for leadership / executive development? If so, how satisfied are you with the work completed previously?

Response 6. See response to Question 5 above.

Question 7. What is the impetus for this project/request--is it a standard ongoing process for leaders and/or is there a driver for this particular effort?

Response 7.The impetus for this project request is the Director’s emphasis on continuous improvement and to enhance Executive leadership team performance.

Question 8. Is there a specific set of outcomes / behavior changes that should result from the workshop / development plans?

Response 8. In general, improved collaboration, cooperation and communication are the desired outcomes. The specific indicators of these outcomes will be determined by the findings from the Climate Assessment and from feedback from the Advances.

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Question 9. Is the senior executive leadership team an intact team or newly formed group?

Response 9. The Executive leadership team is an intact group with a mix of both new and experienced leaders. Three of the members have been serving in this capacity for less than 1 year; 4 of the members have served in this capacity for over 10 years.

Question 10. Does the senior executive leadership team consist of new leaders, experienced leaders or a mix?

Response 10. See response to Question 9 above.

Question 11. If the senior executive leadership team is experienced, how long have they been in executive roles?

Response 11. See response to Question 9 above.

Question 12. How many members of the senior executive leadership team will receive coaching?

Response 12. All members of the Executive leadership team will receive coaching, the extent of which will be determined by their level of identified need and level of responsiveness. On average, we would estimate that each member of the Executive leadership team would receive approximately one hour of coaching per month.

Question 13. How much coaching do you anticipate each member receiving?

Response 13. See response to Question 12 above.

Question 14. How did the list that defines the purpose of the team building and skill development workshop (item 3.1.2.A) get developed? i.e. How was the list generated? Who generated it? Who else validated and/or confirmed it?

Response 14. The list was developed by the Executive Team members and approved by the Director.

Question 15. How did the list of aims for the team building and skill development workshop (item 3.1.3.A) get developed? i.e. How was the list generated? Who generated it? Who else validated and/or confirmed it?

Response 15. See response to Question 14 above.

Question 16. In combining the purposes and aims for the teambuilding and skill development workshop (items 3.1.2.A and 3.1.3.A), there appear to be a list of 22 purposes/outcomes (a list too extensive for a two- to three-day workshop). Does the selected vendor have the opportunity to whittle and/or change that list based on the information gathered in Climate Assessment?

Response 16. The final agendas and proposed outcomes for the initial and 3 subsequent advances will be prioritized and jointly developed by the Director and the vendor.

Question 17. How was the strategic plan designed/developed? To what degree is there cohesion among the members of the senior executive leadership team around the plan itself?

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Response 17. All Executive leadership team members were involved in developing and vetting the various iterations and final version of the Agency Strategic Plan.

Question 18. Did you use an outside facilitator in the development of the strategic plan? If so, who facilitated the planning meeting?

Response 18. No.

Question 19. Can the ongoing coaching/consultation that will be provided to individual senior executive leadership team members be provided via phone or Skype?

Response 19. Skype is not permitted by the agency security policy. Ongoing coaching/consultation can be provided via face to face or phone call.

Question 20. In Section L, on page 43, you not under 2.b. (2)1.2 Key Personnel – that you may conduct interviews of key personal and specify the location. Will all interviews, if they are conducted, be conducted in person? Is it possible to a do phone or Skype interview if the Key Personnel is not in the DC area?

Response 20. Skype is not permitted by agency security policy. Interviews can be conducted in person or via phone call.

Question 21. In section L, page 43, section 2.b.(3) 1.3 Corporate Experience – you state ”For each type of Corporate Experience identified above, the Offeror must have included the information below for at least 3 recent relevant reports.” Are you asking that we provide an overview of 3 projects for each of the areas noted in items a., b., and c. and that those overviews contain the name of the commissioning agency, a point of contact, and a description of services provided? If not, very specifically, what are you asking?

Response 21. Yes.

Question 22. What is the intent of Attachment J.7, the Past Performance Questionnaire? It does not appear that the Offeror needs to do anything with that attachment. Is that correct?

Response 22. That is not correct. The attachment is provided so that an offeror can send the Past Performance Questionnaire to their references for completing. The questionnaire may be returned to the offeror for inclusion with their proposal or their reference may send the completed questionnaire directly to CSOSA.

Question 23. Will there be a pre proposal conference, if so, where and when?

Response 23. No pre proposal conference will be conducted.

Question 24. On page 3 of the solicitation package, paragraph 3, lines 2-3 lists "talent management" as an area that based on FY 2014 Federal Employee Viewpoint Survey(FEVS) requires substantive improvement. What specifically is meant by talent management as a FEVS category?

Response 24. Please visit the U.S. Office of Personnel Management (OPM) website at http://www.fedview.opm.gov/ for an overview of FEVS categories.

Question 25. Are you looking for mostly on-site service/all on-site service or services.

http://www.fedview.opm.gov/

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Response 25. The facilitation of all advances is expected to occur on-site. Ongoing coaching and consultation can occur with a mix of on-site and remote (phone and email) communication. Skype and similar software is not permitted by agency security policy.

Question 26. Can the majority of the work be performed by LIVE video services.

Response 26. No. See response to Questions 19 and 20 above.

Question 27. Will all 12 of the executive leadership team receive coaching? If not how many will people will be coached? How many coaching hours per person are anticipated?

Response 27. All members of the Executive leadership team will receive coaching. See response to Questions 2 and 12 above.

Question 28. Will there be more than one team requiring facilitation/consulting services? If yes, how many teams and how many people will be in each team session?

Response 28. No, only the Executive leadership team will require facilitation/consulting services.

Question 29. The SF33 says the submission requires an original and 3 copies, section L.2 says original and 4. Please clarify.

Response 29. See Amendment 001 for pen and ink instructions that Section L.2 should read 3.

Question 30. Section J - Can CSOSA send the Past Performance Questionnaire (PPQ) form to vendors in Word so we can fill in our sections and enable our clients to complete?

Response 30. The Past Performance Questionnaire (PPQ) is uploaded with Amendment 001 to FedBizOpps in WordPerfect format for vendors use.

Question 31. Section L.2 - Can proposals be hand delivered? If so, what is the process?

Response 31. Yes. Vendors must deliver proposals to the address listed in Block 7 on the Standard Form 33 by the date and time of closing. Vendors should allow sufficient time to be processed through building security screening where an "airport-style" security procedure is used. All visitors are required to pass through magnetometers. All packages, briefcases, and personal belongings must pass through an x-ray scanner.

Question 32. Section L.2 (iii) Section III-Price Factor – To support consistency across vendors, does CSOSA have a format for the price quote labor rates or is that left to vendor discretion?

Response 32. CSOSA does not have a template; it is left to the vendor’s discretion.

Question 33. Sections 3.1.1 and 3.2.2 appear to be the same. Was the repeat intentional? Are there two separate Executive “Advance” Facilitations or just one?

Response 33. There is no section 3.2.2. The sections, in summary, are as follows:

Section 3.1.1 - Initial Climate Assessment Section 3.1.2 - Executive Advance Preparation Section 3.1.3 - Executive Advance Facilitation Section 3.1.4 – Executive Debriefing & Executive Consultation & Assessment Recommendations

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Section 3.1.5 - Quarterly Advances Section 3.1.6 – Follow-up Assessment and Final Reporting

Question 34. In Section 3.1.4, the RFQ lists the following requirements:

a. Individual Executive Development Plans shall be developed to address assessed areas of skills improvement and barriers to effective collaboration and team participation.

b. Executive Team Development Plan shall be developed to address the areas where additional collaboration can be improved. This plan would include specific enhancements strategies (i.e. use of executive Staff meetings) and proposed timeframes.

Are there specific formats for the development plans or is that left to the discretion of the vendor?

Response 34. a. The format for the Individual Executive Development Plans will be developed in consultation with our Office of Human Resources (OHR).

b. The format for the Executive Team Development Plan will be developed in consultation with the Director and/or her designee.

Question 35. Section 3.1.1 Does the Government have a preferred Climate Survey Instrument that has already been used with its Executive cohort?

Response 35. No, in the proposal, the vendor is expected to identify the proposed assessment(s) they deem most appropriate for the identified engagement.

Question 36. Section 3.1.2 does the use of “Advance” in quotation marks signify a specific Executive Leadership Workshop? Will the Government be willing to accept a team leadership development program that has not been branded “Advance”?

Response 36. “Advance” is the designated terminology that CSOSA has identified for the offsite executive leadership staff facilitated meetings/workshops.

Question 37. Section 3.1.4 is the consultant to develop the Individual Executive Development Plans independently or in consult with the individual executives?

Response 37. The consultant shall develop the Individual Executive Development Plans in consultation with the individual executives and in collaboration with our Office of Human Resources staff, as appropriate.

Question 38. Section F.2 If the initial and quarterly Advance sessions are to be held offsite, does CSOSA provide the facilities, or is it expected that the contractor will make those arrangements and include the cost in the submitted bid?

Response 38. CSOSA will provide all off site facilities and the contractor must not include these costs in their offer/submitted bid.

Question 39. Section I.3 The solicitation indicates that funds are not currently available for this contract.

What is the likelihood that this contract will be awarded and funded?

Response 39. At time of contract award the Contracting Officer will provide accounting and appropriation data in the body of the contact that confirms the availability of funds for the award.

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Question 40. Section I.9 is the Government willing to delay contract start date or consider extending the POP to allow for delays until designated personnel receive their security clearances? Alternatively, will the Government expedite Interim Clearance approval to facilitate timely delivery? This would allow Executives to receive the full measure of coaching being requested.

Response 40. No. Personnel do not require a security clearance but all contractor personnel (facilitator(s) and consultant(s)/coach(es)) working on the contract must undergo a Court Services and Offender Supervision Agency (CSOSA) Security background check before starting on a CSOSA awarded contract.

Refer to Section I.9 of solicitation.

Question 41. Section I.11 The Government mentions the existence of Key Personnel on this contract, but no mention is made of which specific roles are to be proposed as Key. Will the Government clarify?

Response 41. The key personnel includes the selected vendor’s facilitator(s) and consultant(s)/coach(es) who will be involved in this engagement.

Question 42. Section J.1 Attachment. The Government mentions the number of attendees is NTE 15, yet this organizational chart shows only 13 positions. What other roles are being considered to attend the Executive Advance Sessions?

Response 42. See response to Question 2 above.

Question 43. Section L.2 Submission of Offers requires 1 CD containing the electronic version of our proposal plus four (4) printed copies. Is the Government willing to accept emailed submission in lieu of printed copies?

Response 43. No. Printed copies are required along with one electronic version on CD.

Question 44. General Question. Is there an incumbent for this work, and if so, who is it and what were the initial and final contract award amounts?

Response 44. See response to Question 5 above.

Question 45. General Question. Will CSOSA eliminate clause 52.212-4, CONTRACT TERMS AND CONDITIONS – COMMERCIAL ITEMS (DEC 2014) from the solicitation? Paragraphs (a), (c), (l), and

(m) of FAR Clause 52.212-4 address inspection and acceptance, changes, and terminations. Including 52.212-4 would be inconsistent with other clauses contained in the solicitation that also address the same topics.

Response 45. See Amendment 001. Yes this clause is deleted in its entirety.

Question 46. Are you open to the Contractor conducting 360 evaluations on the 15 senior leaders as part of the climate analysis and as a means of providing data for the individual exec plans?

Response 46. Yes. 360 degree evaluations can be included in the climate analysis.

Question 47. a) Will the climate analysis include the entire organization?

b) How many employees will be involved giving feedback and involved with the climate analysis?

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c) Are you open to using various methods of gathering information in the climate analysis such as one-on-one meetings, focus groups and individual questionnaires?

Response 47. a) No, the climate assessment will NOT include the entire organization, but focus on the

Executive leadership team.

b) The identified members of the Executive leadership team will be the primary source of information.

c) Yes, the Government is open to using various methods of collecting information, including surveys and interviews.

Question 48. Are you open to the contractor providing a presentation/ feedback from the climate analysis to the entire organization in a meeting after the 15 executive leaders have been briefed on the results? If not, what method will be used to give feedback to the participants of the climate analysis?

Response 48. No. The feedback should be limited to the Director and the Executive leadership team.

Question 49. a) It appears that the Scope of Work involves working exclusively with the 15 leaders. Is this correct?

b) If the climate analysis recommendations require more direct involvement of the Contractor with the next level of leadership would this be a separate engagement or are we to incorporate this effort/time in in this proposal?

Response 49. a) See response to Question 2 above.

b) The engagement will be limited to the members of the Executive leadership team.

Question 50. Are you open to individual coaching sessions being conducted by phone or do you require face-to-face coaching sessions?

Response 50. See response to Question 25 above.

Question 51. Would you desire the Contractor prepare/provide the packets of materials for the Executive Advance and quarterly Advances or would you prefer to handle the printing and preparation of these packets onsite?

Response 51.The contractor shall provide materials for the initial and quarterly Executive Advances.

Question 52. May we include reference letters addressing similar work along with this proposal?

Response 52. Yes but the requirement for Past Performance Questionnaires (PPQs) to be supplied are not deleted and must be provided.

Question 53. Is it acceptable to include transportation cost for commuting back and forth to the CSOSA along with transportation and hotel cost for the Off-Site Advance Meetings?

Response 53. See Section L.2 .2.b.(iii) Section III-Price Factor instructions.

Question 54. Is an email proposal acceptable or must it be submitted in hard copy form?

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Response 54. See Section L.2.1 for instructions on submitting offers.