D-Attachment-SOW Executive Coaching and Organizational Development.pdf

Version 11-30-2016-1 FAR Part 11—Describing Agency Needs

STATEMENT OF WORK (SERVICES)

(SOW)

GENERAL INFORMATION

Title of Project:

Coaching, consulting, and training services related to Executive Coaching for the National Institute on Aging (NIA) Director and Organizational Development and Management Solutions for NIA.

Statement of Need and Purpose:

The purpose of this acquisition is to provide the NIA with consultation services related to enhancing the various business needs of the organization upon the transition to hybrid work. The consultation will include recommendations for stakeholders on how to improve organizational effectiveness, culture, and should also identify the varying needs of the organization and propose recommendations to address organizational deficiencies, opportunities for improvement, and effective strategies for change management.

Background Information and Objective:

NIA, one of the 27 Institutes and Centers of the National Institutes of Health (NIH), leads the federal government in conducting and supporting research on aging and the health and well-being of older people. The Institute seeks to understand the nature of aging and the aging process, and diseases and conditions associated with growing older, in order to extend the healthy, active years of life.

In 1974, Congress granted authority to form NIA to provide leadership in aging research, training, health information dissemination, and other programs relevant to aging and older people. Subsequent amendments to this legislation designated NIA as the primary Federal agency on Alzheimer’s disease research.

The Institute's mission is to:

Support and conduct genetic, biological, clinical, behavioral, social, and economic research on aging.

Foster the development of research and clinician scientists in aging.

Provide research resources.

Disseminate information about aging and advances in research to the public, health care professionals, and the scientific community, among a variety of audiences.

NIA pursues this mission by funding extramural research at universities and medical centers across the United States and around the world; maintaining an active communications and outreach program; and conducting a vibrant intramural research program at NIA laboratories in Baltimore and Bethesda, Maryland.

The NIA has experienced tremendous financial growth over the past few years. From FY2011 until FY2022, NIA has seen nearly a 3 billion dollar increase and is expecting to see additional increase in future Fiscal Years. NIA is now the 3rd largest institute budget wise at the NIH. With the rapid growth in appropriations, NIA needs assistance in strengthening people and processes. Although there is a lot of excitement about this increase, it intensified our strategic planning processes and data analysis and reporting activities across the Institute. There is a need to review our processes and systems to better manage the influx of money, people, and work. We have ramped up our efforts with organizational forecasting as well as analyzing and assessing our current and future needs in carrying out our mission and the potential organizational impact in areas such staffing, space, support and resource needs.

In additional to the large-scale growth experienced by NIA, the COVID-19 pandemic has also had tremendous impact on NIA’s operations and workforce. Both intramural and extramural operations have adjusted from daily in person collaboration to a hybrid work model where some employees go into the office on a regular basis while others are on a local remote or remote work agreements. As a result of this global pandemic, NIA is seeking assistance and consultive advisory services to create a work environment that fosters scientific innovation, while offering maximum workplace flexibilities to staff. In order to implement effective management strategies, NIA must understand the impact of hybrid work on scientific research administration.

With the support of a contractor, NIA conducted a survey in 2022 aimed to determine what impact, if any, the transition from primarily remote to primarily hybrid work has had on NIA operations, efficiency, and staff engagement. The survey also aimed to obtain input on how the NIA responded to implementing hybrid work policies and practices and how it can improve the hybrid experience going forward. NIA is looking to use the results of the survey to engage in facilitated conversations with leadership and staff on effective hybrid work best practices and conversations on how to manage change during times of uncertainty and growth. NIA is seeking advisory support services to better understand and improve organizational success and implement changes to adapt to the consistently changing work environment and increase employee morale.

It’s important that the contractor have experience in the biomedical research setting and can understand scientific processes in order to make informed recommendations for improvement. Coaching and advisory services should address the topic of accountability as it relates to employee engagement efforts and leadership presence throughout NIA divisions and should aim to identify additional organizational deficiencies and propose organizational recommendations. Targeted recommendations should be made using metrics from the Federal Employee Viewpoint Survey (FEVS), focus group data, existing survey data, stakeholder interviews, and coaching sessions.

Period of Performance:

The anticipated period of performance is:

Base Year: 9/1/2023 – 8/31/2024 Option Year 1: 9/1/2024 – 8/31/2025 Option Year 2: 9/1/2025 – 8/31/2026 Option Year 3: 9/1/2026 – 8/31/2027 Option Year 4: 9/1/2027 – 8/31/2028

Place of Performance:

Consulting services shall take place in locations:

(1) NIH Main Campus, Building 31 (31 Center Drive, Bethesda, MD, 20892)

(2) Gateway Building (7201 Wisconsin Ave, Bethesda, MD, 20892)

(3) Remotely via teleconference, Zoom, or Microsoft Teams

SCOPE OF WORK

Requirements:

Independently and not as an agent of the Government, the Contractor shall furnish all the necessary services, qualified personnel, material, equipment, and facilities, not otherwise provided by the Government as needed to perform the Statement of Work below

1. Coaching Services

• Serve as executive coach to IC Director, which will require at least 1 monthly call lasting 1 hour or at a frequency to be determined by mutual agreement.

• ESTIMATED HOURS ANNUALLY: 18

2. Organizational Development Consultation and Support

• Advise NIA leadership on strategic planning and change management initiatives and provide recommendations for how to effectively manage organizational growth and a culture in a hybrid work environment. The contractor shall consult, design and support two (2) separate organizational change initiatives during the period of performance to support NIA’s mission. Initiatives include change management at both the individual and organizational level, and will be identified based on political, organizational, and environmental needs specific to NIA. Advisory services should be based on data from the 2022 Hybrid Work survey, interviews with senior leaders, feedback from Town Halls and quarterly All Hands, Federal Employee Viewpoint Survey results, and various other data sources. NIA will require the Contractor to propose, plan, and execute innovative solutions to each of the organizational initiatives identified by NIA, to present identification of the key stakeholders, assessing their readiness for change, and defining and implementing communication strategies built around actionable, tactical plans with associated metrics. Recommendations should be consolidated and delivered in report format to NIA leaders. Deliverables will include materials in support of these requirements to include the planning and execution of documents and drafts as well as final briefs, flyers, and other promotional materials.

• Evaluate the hybrid work pilot and the impact on NIA staff, leaders, and organizational operations and efficiency using evaluation methodologies that measure organizational progress.

• The contractor shall work with NIA staff and leadership to provide ongoing support, guidance, and, as required, specific plans, to assist in its strategic planning and management of organizational growth. Additional plans and recommendations to enhance organizational health, trust, accountability and open communication. Such plans may be presented in the form of written documents, presentations and individual or group meetings.

• Identify best practices for managing a large organization in a hybrid work model using data from literature reviews and industry best practices.

Report consolidated recommendations to NIA senior leadership and staff.

• Leverage proven methodologies to plan for successful change management and growth in a hybrid workforce. Review, design and implement effective management and governance structures to support NIA leadership while they navigate change and the future of work.

• Use evaluation methodologies and survey instruments to assess the effectiveness of NIA programs and processes based on organizational need and provide recommendations for organizational change management.

• Establish a plan to align the needs, goals and outcomes to the evaluation results and recommendations

• Use survey monkey or NIA approved tool to collect information and survey data

• ESTIMATED HOURS ANNUALLY: 215

3. Learning Development and Training Support Training needs and additional consultative services will be identified through surveys, interviews, and NIA leadership priorities. Specific trainings for the organization could include, but are not limited to:

preventing harassment in the scientific work environment, communication, effective strategies for working a hybrid work environment, Diversity, Equity and Inclusion, public speaking and presentations in the scientific setting, negotiations, management skills for scientific staff, dealing with difficult people and navigating conflict, recruiting and retaining scientific staff and administrators, working in a hybrid work environment, effective strategies for supervisors, managing remote and hybrid teams, virtual engagement, etc. All documents, including ad-hoc reports, shall be considered drafts until formally accepted in writing by the appropriate Contracting Officer Representative (COR)/ Project Manager (PM).

• Conduct virtual workshops for NIA staff in order to address the above and related issues.

• Identify additional training needs of the organization, propose recommendations to address organizational deficiencies or opportunities for improvement.

• All workshops use didactic materials, team exercises and role-playing to enable the participants to learn and practice the skills presented.

Workshop participants will receive electronic copies of all slides as well as an exercise book with key guidelines and checklists.

• Each workshop should have a scheduled break at either mid-morning or mid-afternoon.

• Use the Federal Employee Viewpoint Survey (FEVS) results and other organizational metrics to identify opportunities for targeted improvements within intramural and extramural divisions.

• Use survey instruments to identify key training needs and organizational priorities.

• Contractor shall provide meeting materials in advance and will be responsible for setting up, managing and moderating the virtual platform for any and all virtual training sessions. Contractor shall also provide login information for virtual participants. Registration for such trainings will be handled by NIA, however, contractor will be responsible for sending out the virtual meeting information (link) to the registrants. NIA will share the list with the contractor in advance of the training session.

• Classes with fewer than 10 registrants may be cancelled or rescheduled by the NIA at no additional cost.

• ESTIMATED HOURS ANNUALLY: 50

4. Project Management

• Provide for the overall management, integration and coordination of all contract activities.

• Provide a technical and administrative infrastructure to ensure the efficient planning, initiation, implementation and timely completion of all projects carried out under this contract and effective communications with the COR and the Contracting Officer (CO).

• Provide overall project management and communications, tracking, monitoring and reporting on project status and progress, and recommending modifications to project requirements and timelines on a monthly basis. Invoices should be organized by category and should follow format provided by COR.

• Within 30 calendar days after the effective date of the contract, participate in a Contract Initiation Meeting with the COR, other NIA personnel designated by the COR, to be held virtually. The purpose of the Contract Initiation Meeting shall be to orient the Contractor to NIA contract procedure

• Monthly Status Reports (MSR): The Contractor shall provide NIA with a monthly status report delivered electronically to the COR no later than the 5th calendar day of each subsequent month. This report shall summarize the activities performed by the Contractor in support of this contract;

specifically, the report shall outline tasks accomplished, meetings attended problems encountered, mitigation strategies, risks and any other relevant performance information by each contract category.

• Interim Project Reviews will be used to manage and report on project schedule, budget, risks, and invoices. Reviews may be conducted via Bimonthly Meetings/Teleconferences 1) Plan and conduct meetings at a minimum of bimonthly intervals, via teleconference, to review overall progress, protocols (proposals, etc.), the status of approved projects (protocols, etc.), and to discuss any matters relevant to the financial administration of the contract and future activities. The schedule for those meetings will be established by the COR and CO after contract award.

Prepare and distribute the agenda and meeting/teleconference materials to all participants. Provide a summary of all meetings and teleconferences upon conclusion of the meeting.

GOVERNMENT RESPONSIBILITIES

The Government will provide facilities for the contractor to observe and meet with potential stakeholders to be held at the NIA Bethesda and Baltimore locations.

DELIVERABLES AND REPORTING REQUIREMENTS

The contractor shall deliver all items as outlined in tasks above as well as monthly reports of contract progress and spending.

OTHER CONSIDERATIONS

Travel:

The contractor shall conduct meetings and observation activities at both the Bethesda and sites and remotely. Contractors are expected to incorporate travel costs into their fixed price quotations.

Technical Approach/Management Plan:

The Contractor shall develop a Technical Approach as part of the proposal package.

Upon award, the Contractor shall work with NIA to incorporate the Technical Approach into a management plan that outlines and/or reiterates the deliverables that are necessary to meet the Government’s specific requirements as defined in the SOW and proposal documents. It should include a project timeline of deliverables and expected completion dates. The Management Plan is not separately priced. NOTE: The Management Plan is a supplemental document that will serve as the “roadmap” or “blueprint” for the conduct of all other project tasks. The Management Plan will not authorize or provide approval for any task; only the Task Order shall authorize performance. In the event there is conflict between the Management Plan and the Task Order, only the Task Order shall take precedence.

Key Personnel:

The key personnel specified in this contract are considered to be essential to work performance. At least 30 days prior to diverting any of the specified individuals to other programs or contracts (or as soon as possible, if an individual must be replaced, for example, as a result of leaving the employ of the Contractor), the Contractor shall notify the Contracting Officer and shall submit comprehensive justification for the diversion or replacement request (including proposed substitutions for key personnel) to permit evaluation by the Government of the impact on performance under this contract. The Contractor shall not divert or otherwise replace any key personnel without the written consent of the Contracting Officer. The Government may modify the contract to add or delete key personnel at the request of the Contractor or Government. (End of Clause).

The NIA is seeking one key personnel with a Ph.D. or M.D. in biomedical research and experience working with government organizations. It’s important that key personnel have experience working in a research setting and knowledge of science management practices.

Data Rights:

The NIA shall have unlimited rights to and ownership of all deliverables provided under this contract, including reports, recommendations, briefings, work plans and all other deliverables, as appropriate. This includes the deliverables provided under the basic contract and any optional task deliverables exercised by the contracting officer. In addition, it includes any additional deliverables required by contract change. The definition of “unlimited rights” is contained in Federal Acquisition Regulation (FAR) 27.401, “Definitions.” FAR clause 52.227-14, “Rights in Data-General” is hereby incorporated by reference and made a part of this contract/order.

Section 508—Electronic and Information Technology Standards:

The contractor shall comply with Section 508 of the Rehabilitation Act (29 U.S.C. § 794d), as amended by the Workforce Investment Act of 1998 (P.L. 105-220), August 7, 1998.