DEIA_RFQ.pdf

RFQ: 19FS1A22Q1911

Title: Diversity, Equity, Inclusion, and Accessibility (DEIA) Needs Assessment

SBU - CONTRACTING AND ACQUISITIONS SBU - CONTRACTING AND ACQUISITIONS

PART I – SUPPLIES OR SERVICES AND PRICE/COST

This is a solicitation in accordance with FAR Part 13, Simplified Acquisition Procedures.

This is a small business set aside. NAICS code is 611430- Professional and Management Development Training.

1.0 CONTRACT LINE ITEM NUMBER (CLIN)

CLIN DESCRIPTION QTY UNIT TOTAL

PRICE

001 Conduct the FSI DEIA Training Needs Assessment and Benchmarking Study

1 LT $

Total $

PART II – SPECIFICATION/STATEMENT OF WORK

STATEMENT OF WORK FOR: Diversity, Equity, Inclusion, and Accessibility (DEIA) Needs Assessment

1.0 INTRODUCTION

Stakeholders within and outside the Department of State (DOS) have identified diversity, equity, inclusion, and accessibility (DEIA) as a priority area for the foreign affairs community. With the implementation of Executive Order 13985, calling on the Federal Government to have a workforce that “reflects the diversity of the American people,” DOS has an unprecedented opportunity to make the broader cultural and structural changes that will be critical to building a foreign affairs community that is truly diverse, equitable, and inclusive. The Foreign Service Institute (FSI) has a critical role to play in facilitating these cultural and structural changes by training U.S. foreign affairs professionals on how to promote a culture of inclusion through the understanding and practice of DEIA concepts such as inclusive hiring practices, bias mitigation strategies, and allyship/bystander intervention training.

Currently, DOS mandates Equal Employment Opportunity/Diversity Awareness training for all supervisors, managers, and personnel who serve on assignment panels, bureau awards committees, and for those who serve as Career Development Officers or serve on the Board of Examiners. Additionally, the Mitigating Unconscious Bias course (MUB) is a pre-requisite for all FSI executive leadership courses and has been incorporated as a module in orientation and consular trainings. Moreover, many bureaus are now encouraging hiring managers and those who serve on promotion and award panels to take the MUB course to promote an inclusive work environment. While MUB has been shown to be a critical course that has helped thousands of Department employees understand their biases, anecdotal evidence gathered from course evaluations and FSI executive coaching roundtables suggests a need for advancing FSI’s DEIA training curriculum and broadening its scope for all employees.

2.0 BACKGROUND

FSI is the Federal Government’s premier foreign affairs training provider, delivering career-long learning opportunities required for success in today’s global arena. The mission of the FSI is to ensure the United States has the strongest and most successful diplomatic force anywhere in the world by training our people to have specialized expertise, operational skill sets, and innovative and visionary leadership.

FSI consists of eight schools, center, and offices:

1. Office of the Director

2. Leadership and Management School

a. Crisis Management Training

b. Curriculum Development, Evaluation, and Innovation

c. Executive Development Division

d. Leadership Development Division

3. Office of the Historian

a. Global Issues and General Division

b. Middle East & Asia Division

c. Europe Division

d. Africa & Americas Division

e. Declassification Division

f. Editing & Publishing Division

g. Policy Studies Division

4. School of Applied Information Studies

a. Business Technology

b. Enterprise Technology

c. Research, Learning, Development and Operations

5. School of Language Studies

a. East Asian and Pacific Languages

b. European and African Languages

c. Near East, Central and South Asian Languages

d. Romance Languages

e. Slavic, Pashto, and Persian Languages

f. Language Testing Unit

g. Curriculum and Staff Development

6. Transition Center

a. Career Transition Center

b. Overseas Briefing Center

c. Training Division

7. School of Professional and Area Studies

a. Area Studies

b. Consular Training

c. Curriculum and Staff Development

d. Economic and Commercial Studies

e. Office Management Training

f. Orientation

g. Political Training

h. Public Diplomacy

i. Management Tradecraft Training

j. Center for the Study of the Conduct of Diplomacy

8. Office of the Executive Director

a. Acquisitions

b. Audio Visual

c. Budget

d. Digital Learning Division

e. Education Delivery Systems

f. General Services

g. Human Resources

h. Office of Management Information Systems

i. Registrar

j. Training Management Systems

FSI trains and educates all professional cadres of the DOS – Foreign Service, Civil Service, Locally-Employed Staff, Eligible Family Members, and contractors. Training spans the life cycle of a career at the Department of State, from orientation seminars in the first days of employment, to the development of substantive, regional, linguistic, and leadership expertise at the mid-level, culminating in the ambassadorial and deputy assistant secretary seminars for our most senior officials.

To address the leadership needs within the foreign affairs workforce, FSI established the Leadership and Management School (LMS) to support the leadership development of foreign affairs professionals in DOS and the larger foreign affairs community. LMS’ mission is to provide needs-based leadership, crisis management, and developmental opportunities to prepare the Department’s foreign affairs professionals to face leadership challenges throughout their careers. LMS provides rank-based mandatory leadership training; mandatory supervisory and compliance training; position-based leadership development programs; elective courses; leadership coaching; organizational development services; self-directed development tools; and crisis management training domestically and for the 270 U.S. diplomatic posts abroad. The LMS training portfolio includes stand-alone DEIA training, as well as DEIA modules incorporated into training course and programs.

The Department’s training must meet four broad criteria: impact, reach, relevance, and effectiveness.

Impact: We structure our training so that it results in deep, nuanced understanding, and dramatically improved performance in the execution of U.S. foreign policy.

Reach: With a globally deployed workforce, FSI must deliver training when and where it is needed. We must sustain our engagement to make learning a continuous, central component of a State Department career.

Relevance: We provide training geared to the challenges faced by the foreign affairs workforce in the world today and tomorrow. Constant renewal of our content and methodology is essential.

Effectiveness: Our training must support the foreign affairs community in achieving the knowledge, skills, and attitudes and workforce competencies it truly needs.

3.0 LEARNING OBJECTIVES

• FSI is issuing a Requirements Document to design and conduct an FSI DEIA Training Needs

Assessment and Benchmarking Study. The activities performed under this contract will contribute to the achievement of the DEIA Strategic Plan.

• Goal 1: Strengthen the foundation upon which State builds a diverse, equitable, inclusive workforce, and accessible workplace.

• Goal 2: Create an institutional culture that values and actively promotes inclusion and equity for everyone in the workplace.

• Goal 3: Enhance accountability to ensure that all Department work to create and sustain a diverse, equitable, and inclusive workforce and an accessible workplace culture.

• The purpose of the contract is to conduct the FSI DEIA Training Needs Assessment and Benchmarking Study to inventory current training; identify desired behaviors and performance;

note gaps in behaviors, performance and training; benchmark exemplary program in other organizations; and recommend training solutions that will contribute to the achievement of Department DEIA goals and objectives.

• The contract will also directly contribute to FSI’s mandate to ensure training and professional development meet the needs of the diverse workforce. The recommendations provided in the FSI DEIA Training Needs Assessment and Benchmarking Study will support FSI’s design and delivery of curriculum that contributes to the ability of the foreign affairs community to execute U.S. diplomacy.

• The FSI DEIA Training Needs Assessment and Benchmarking Study will focus on four key results:

• 1. Identification of the FSI DEIA Training Needs Assessment and Benchmarking Study design approach and methodology.

• 2. Mapping of FSI current DEIA training curriculum.

• 3. Benchmarking of external DEIA training programs.

• 4. Identification of desired behaviors and performance; gaps in behaviors, performance and training; knowledge, skills and attitudes to close the gaps; and training recommendations for

FSI.

These objectives are subject to change.

4.0 REQUIREMENTS

This section sets forth the results (outcomes of Contractor performance), performance requirements, and performance standards (minimum standards that the Contractor must meet) that must be met to FSI’s satisfaction.

Result 1: FSI DEIA Training Needs Assessment and Benchmarking Study design approach and methodology

Requirement 1.1

Conduct an inventory of existing FSI DEIA training curriculum, evaluation data, training competencies and precepts, and reports. The data collection plan for the project should span fiscal years 2020-2022. A representative sample of existing FSI DEIA training evaluation data, documentation and reports include:

· Existing internal course surveys, assessments, reports, and related material

· Existing competencies and precepts for personnel

· Existing FSI/LMS DEIA course outlines and guides

Standards:

· Commence inventory five (5) working days from contract award kick-off meeting.

Requirement 1.2

Present training needs assessment and benchmarking study proposed design approach and methodology

Standards:

· Provide plan for training needs assessment and benchmarking study design approach and methodology within fifteen (15) working days after contract award kick-off meeting.

· Incorporate methodology and criteria to select, review, and analyze training evaluation data; training competencies and precepts; knowledge, skills, and attitudes, as well as methodology and criteria to design, conduct, and synthesize results of focus groups and interviews with SMEs and stakeholders within the contract parameters.

· Develop design approach and methodology to identify DOS business needs, on-the job behaviors and performance (both current and desired), and the knowledge, skills, and attitudes needed to close those gaps.

· Consult with DOS SMEs and stakeholders including FSI, to identify and propose the parameters of FSI DEIA Training Needs Assessment and Benchmarking Study design approach and methodology to ensure a high degree of reliability and relevance.

· Develop a written report, with an executive summary, which succinctly details proposed design approach and methodology plan.

· Present plan to FSI using a presentation that summarizes design approach and methodology plan.

Result 2: FSI DEIA Training Curriculum Mapping

Requirement 1:

Review inventory of FSI DEIA courses and curriculum, and identify and document the knowledge, skills, and attitudes that are addressed, in addition to the audience, scope, learning objectives, length of course, references, resources, and other key material.

A representative sample of course and training programs include:

· FSI DEIA courses and curriculum offered in ILT, VILT and DL modalities. Contractor shall primarily rely on electronic documentation and interviews in order to inventory courses.

Standards:

· Draft summary of review findings within five (5) working days from start.

· Present findings to FSI SMEs and stakeholders.

Requirement 2:

Develop the FSI DEIA Training Curriculum Mapping, documenting the knowledge, skills, and attitudes that are addressed, in addition to the audience, scope, learning objectives, length of course, references, resources, and other key material.

The FSI DEIA Curriculum Mapping Report shall be approved by FSI, and the findings should be synthesized and incorporated into the overall FSI DEIA Needs Assessment and Benchmarking Study Report.

Standards:

· Consult FSI SMEs and stakeholders to identify and propose FSI DEIA Training Curriculum Mapping framework.

· Develop FSI DEIA Training Curriculum Mapping Report, with an executive summary, which succinctly details shared training program characteristics, training program gaps, and other key findings.

· Present FSI DEIA Training Curriculum Mapping Report to FSI SMEs and stakeholders, using a presentation that visually demonstrates key findings with graphs and charts, within forty-five (45) working days from contract kick-off date.

· The COR shall approve the FSI DEIA Training Curriculum Mapping Report.

Result 3: Identification of Highly-Effective External DEIA Training Programs

Requirement 1:

Conduct a comprehensive review of scholarly and practitioner literature identifying characteristics of highly-effective DEIA training programs in targeted two (2) government agencies, two 2) not-for-profit, and two (2) for-profit organizations, comparable in size and complexity to DOS.

The review presenting scholarly and practitioner literature shall be approved by FSI and the findings should be incorporated into the overall FSI DEIA Training Needs Assessment and Benchmarking Study Report.

Standards:

· Consult FSI SMEs and stakeholders to develop a framework to identify characteristics of highly-effective DEIA training programs within five (5) days of start of Results 2 phase.

· Develop report, with an executive summary, which succinctly details characteristics of highly-effective DEIA training in targeted two (2) government agencies, two (2) not-for-profit, and two (2) for-profit organizations, comparable in size to DOS.

· Present report highlights to FSI SMEs and stakeholders, using a presentation that visually demonstrates key findings with graphs and charts within forty-five (45) working days of contract kick-off date.

· Report findings for Requirements 3.1 and 3.2 may be combined.

· The COR shall approve the report that provides a comprehensive review of scholarly and practitioner literature identifying characteristics of highly effective DEIA training programs in targeted government, not-for-profit, and for-profit organizations.

Requirement 2:

Conduct a study of DEIA training programs offered in the federal government and in other organizations to identify best practices and potential application by DOS. The study shall include two (2) government agencies, two (2) not-for-profit organizations, and two (2) for-profit organizations for a total of six (6) organizations, comparable in size and complexity to DOS.

The study should include first-person research and interviews with representatives from the respective organizations. The study should also address questions, including:

· Current curriculum and underlying research applied to courses, with a focus on development of DEIA training.

· Extent and ways in which ILT, VILT, DL and blended learning approaches are used;

· Metrics used for evaluation and overall impact of programs on the organization and its workforce;

· Actual or estimated costs of programs;

· Best practices for designing and implementing interactive training and;

· Potential applicability to the Department’s domestic and overseas audience.

The report presenting Highly-Effective External DEIA Training Programs shall be approved by FSI and the findings should be incorporated into the overall FSI Needs Assessment and Benchmarking Study Report.

Standards:

· Consult with FSI SMES and stakeholders to design and implement a study of highly-effective DEIA programs offered in the federal government and in other organizations.

· Incorporate an examination of key factors across the organizations that helped to contribute to, or impeded success and address lessons learned writ large in the summary report.

· Develop report, with an executive summary, which succinctly details characteristics of highly-effective DEIA training used elsewhere in the federal government and in other organizations.

· Present study highlights to FSI SMEs and stakeholders, using a presentation that visually demonstrates key findings with graphs and charts sixty (60) working days from contract kick-off date.

· The COR shall approve the report which succinctly details characteristics of highly-effective DEIA training used elsewhere in the federal government and in other organizations.

Result 4: Identification of desired behaviors and performance; gaps in behaviors, performance and training; knowledge, skills, and attitudes to close the gaps; and FSI DEIA training recommendations.

This assessment will draw from multiple sources of information, which includes Sensitive But Unclassified (SBU) information, but will not/not include classified material:

· Existing internal course surveys, assessments, reports, and related material

· Existing competencies and precepts for personnel

· Existing requirements that mandate DEIA training

· Internal subject matter expert opinion (e.g., trainers, administrators, workgroups, and others who work in the DEIA field)

· Clients/students that FSI serves (information gathering via focus groups, surveys, or similar methods)

· Other categories of stakeholders as determined by the COR consultation with FSI SMEs and stakeholders

· Reports to include those generated by OIG and GAO

Requirement 1: Conduct training needs assessment

Standards:

· Conduct FSI DEIA Training Needs Assessment based on design approach and methodology approved by FSI.

· Contractor shall primarily rely on electronic documentation and interviews in order to inventory courses.

· Review the FSI DEIA Training Curriculum Mapping (Result 2) and Identification of Highly-Effective External DEIA Training Programs findings (Result 3) and identify gaps in the current program and the implications of the finding and recommendations for FSI to design, develop, and implement DEIA curriculum.

Requirement 2: Develop FSI DEIA Training Needs Assessment Report and Benchmarking Study

· Identify what training needs are insufficiently being met based in the FSI DEIA Training Needs Assessment and Benchmarking Study and how they can be better met through existing training, best practices identified in the study, and/or new training curriculum.

· Synthesize and incorporate findings referenced in Results 2 and 3.

· Consult with FSI SMEs and stakeholders.

· Implement two (2) rounds of review with noted changes and edits within seven (7) working days, for each round.

· Develop report, with an executive summary, which succinctly details characteristics of highly-effective DEIA training offered by the federal government and in other organizations; identifies gaps in and challenges associated with the current DOS Training Curriculum; and recommends specifics actions for DEIA training curriculum.

· The COR shall approve the FSI DEIA Training Needs Assessment Report and Benchmarking Study.

Requirement 3: Produce and Distribute FSI DEIA Training Needs Assessment Report and Benchmarking Study

· Present FSI DEIA Training Needs Assessment Report and Benchmarking Study findings to FSI SMEs and stakeholders, using a presentation that visually demonstrates key findings with graphs and charts, no later than 6 months from the contract kick-off meeting.

· Communicate report findings incorporating a combination of quantitative and qualitative products, supported graphics, visuals, and data visualization elements.

· Deliver final FSI DEIA Training Needs Assessment Report and Benchmarking Study.

· The COR shall approve the final FSI DEIA Training Needs Assessment Report and Benchmarking Study.

5.0 GENERAL PROJECT PARAMETERS

1) The FSI DEIA Training Needs Assessment and Benchmarking Study should use innovative and comprehensive approaches and methodologies that are supported by evidenced-based research.

2) The FSI DEIA Training Needs Assessment and Benchmarking Study should identify industry standard characteristics of highly-effective DEIA training programs, that address training all levels of employees, with additional focus on training senior leaders.

3) The FSI DEIA Training Needs Assessment and Benchmarking Study shall require significant engagement and collaboration with the FSI DEIA Senior Advisor, to include the project Contracting Officer Representative (COR), and subject matter experts (SMEs) and stakeholders.

a. The FSI DEIA Training Needs Assessment and Benchmarking Study should detail characteristics of highly-effective DEIA training offered in the federal government and in other organizations and identify gaps in and challenges and successes associated with the current training program.

4) The Contractor should factor the contract end date of September 30, 2022, and the need to collect, analyze, and report on data, and develop recommendations into the proposed design approach and methodology (Result 1).

5) The DOS DEIA Training Needs Assessment and Benchmarking Study should focus on producing a draft report with recommendations by August 1, 2022.

6.0 Right of First Refusal

The government will have the RIGHT of FIRST REFUSAL over any proposed sub- Contractors as well as for any program managers, facilitators, and role players.

PART III – OTHER CONTRACTUAL TERMS AND CONDITIONS

INV-IPP - ELECTRONIC INVOICING AND PAYMENT REQUIREMENTS AND

INSTRUCTIONS TO IMPLEMENT USAGE OF THE INVOICE PROCESSING

PLATFORM (IPP).

(a) Definitions. As used in these instructions (1)”Payment request” means a bill, voucher, invoice, or request for contract financing payment with associated supporting documentation. The payment request must comply with the requirements identified in FAR 32.905(b), “Payment documentation and process” and the applicable Payment clause included in this contract.

(b) Except as provided in paragraph (c) of these instructions, the Contractor shall submit payment requests electronically using the Invoice Processing Platform (IPP) at www.ipp.gov. Information regarding IPP is available on the Internet at www.ipp.gov. Assistance with the IPP application can be obtained by contacting the IPP Production Helpdesk via email IPPCustomerSupport@fiscal.treasury.gov or phone (866)973-3131. The Contractor shall ensure that its supporting documentation conforms to IPP requirements. IPP accommodates up to 25 supporting attachments per invoice, individual attachment file size may not exceed ten megabytes (10mb). If the Contractor assesses that their supporting documentation will not reasonably conform to IPP requirements, the Contractor shall contact the Contracting Officer to explore possible alternatives. In addition, the IPP only allows certain characters to be used as the invoice number. The invoice number shall conform to the IPP convention and the attachments (if used) shall match exactly the invoice number allowed. The allowed characters in the IPP are- “abcdefghijklmnopqrstuvwxyzABCDEFGHIJKLMNOPQRSTUVWXYZ0123456789-_”

(c) If the Contractor wishes to be paid via a foreign bank account, the contractor must properly fill out form GFS-FO-CLM-089 and attach it to each invoice in the IPP where payment to a foreign bank account is requested. The form can obtained by e-mailing CGFSIPPITSForm@state.gov.

(d) The Contractor may submit payment requests using other than IPP only when the Contracting Officer authorizes alternate procedures in writing.

(e) If alternate payment procedures are authorized, the Contractor shall include a copy of the Contracting Officer’s written authorization with each payment request.

(End of clause)

652.242-70 CONTRACTING OFFICER’S REPRESENTATIVE (COR) (AUG

1999)

(a) The Contracting Officer may designate in writing one or more Government employees, by name and position title, to take action for the Contracting Officer under this contract. Each designee shall be identified as a Contracting Officer's Representative (COR). Such designation(s) shall specify the scope and limitations of the authority so delegated; provided, that the designee shall not change the terms or conditions of the contract, un- less the COR is a warranted Contracting Officer and this authority is delegated in the designation.

(b) The COR is [TBD]

FSI4 Contractor Self-Identification

All contractor personnel attending meetings, answering Government telephones, and/or working in other situations where their con- tractor 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, of other government personnel or Congress that they are Government officials. Contractor personnel must also ensure that all documents or reports produced by them are suitably marked as contractor products or that contractor participation is appropriately disclosed. This direction shall be adhered to unless otherwise waived, in writing, by the cognizant Contracting Officer.

At no time will any contractor utilize letterhead for any correspondence between the contractor and any other entity depicting or intimating that the Contractor is a member/employee of the U.S. Government, either as an individual or as a company/corporation. Ex- ample: Using the Department of State Seal (or any other Government's agency seal) in their letterhead.

PART IV – PREPARATION AND SUBMISSION OF QUOTATIONS

1.0 TYPE OF CONTRACT

The Government contemplates the award of a Fully Burden Firm Fixed Price Purchase Order resulting from this Request for Quotation (RFQ).

2.0 QUOTE SUBMISSION PROCESS

Offeror shall submit their offer via email to Dudley Greene at GreeneDL@state.gov no later than 12:00pm (EST) March 25, 2022.

No telephone calls will be accepted. All questions concerning the solicitation must be submitted in writing.

Written inquires will be answered in writing via amendment, however, because of the response time, no such inquires will be considered if received after 10:00am (EST) on March 21, 2022. All questions should be submitted to GreeneDL@state.gov.

3.0 FORMAT AND INSTRUCTIONS FOR QUOTE SUBMISSION

Quote must be prepared in accordance with the instructions in this Part. Failure to completely comply with these instructions, in either format or content, may lead to the rejection of a quote.

• The Contractor shall provide a company Point of Contact including telephone number and email address who will be available to respond to any questions the Government may have.

• The Contractor shall submit pricing in accordance with instructions provided in Part I – Supplies or Services and Price/Costs.

• The Contractor’s past performance must demonstrate the Contractor’s capability to success- fully complete the tasks identified in the PWS at minimum risk to the Government. This criterion shall provide the Government in- sight as to how well the Contractor managed and complied with contractual requirements in the past (also known as past performance).

mailto:GreeneDL@state.gov mailto:GreeneDL@state.gov

Additionally, quotes must demonstrate relevant experience to include scope, size, and duration.

In the case of a Contractor without a record of relevant past performance or for whom information on past performance is not available, will result in a neutral rating.

Definitions of terms are listed below:

4.0 EVALUATION CRETERIA

1. Technical factors:

a. Technical Approach- the government will evaluate the quote on how well the offeror’s quoted approach to developing the deliverable meets our requirements as stated in Part II. The approach must demonstrate an understanding of the requirement and a viable path to the solution.

b. Proposed SME - the government will review the qualifications of the proposed SME against the requirements stated in Part II. Resumes must highlight relevant capabilities of key technical personnel who will work directly on the project. Key capabilities are expertise on key thematic, historical, political, economic, and socio-cultural themes for the region, sub-region or country, American interests and policy issues and how the U.S. and USG policy are perceived.

c. Experience- The government will evaluate the experience in performing relevant work similar in scope to the scope found in Part II. Contractor with more relevant experience will be evaluated positively.

2. Past Performance - Past performance will be used to evaluate offeror past performance success. Offerors shall, within their technical quotes, provide names and contact information for up to two (2) examples that describe and document Offeror's recent successful past performance providing this type of services. "Recent" is defined as within the last 3-5 years. This information comprises the Past Performance that will be used by the Government to evaluate.

Each past performance example must include the following information:

a. Project title;

b. Description of the project;

c. Contract Number and, if applicable, task order number;

d. Customer Government Agency/Organization;

e. COR's name, email address, and phone number;

f. Current status, e.g. completed and/or in progress, start and estimated completion dates;

g. Contract dollar value and type of contract; and

h. Name of company being reference (and indication of status within offeror quote).

3. Price.

5.0 BASIS FOR AWARD

The Government intends to award to the lowest price technically acceptable offeror. To be determined technically acceptable, the offer must be in accordance with the items listed in Part II. The Government anticipates awarding a fully burden firm-fixed-price Purchase Order contract. The Purchase Order resulting from this RFQ will be awarded to that responsible offer submitting a technically acceptable quote with the lowest evaluated price.