SOW_NY Div_Org consultant_811.docx

I. GENERAL INFORMATION TO OFFERORS

The Federal Highway Administration (FHWA) solicits your offer to deliver customized organizational consultant services as described in Attachment # 1. The need is for an experienced, well-qualified consultant to work with the local management and staff of the FHWA’s New York Division Office to improve the office environment in the areas of supervisor/employee interaction, communication, conflict resolution, and customer service. Deliverables will consist of four activities or products: 1) a Listening Session for which the consultant will travel to the New York Division Office in Albany and interview all staff members individually (about 43 total), completing the interviews within the five days of one business week; 2) the consultant shall prepare within 10 business days of the Listening Session a written report including recommendations for actions based on the results of the Listening Session; 3) if a conference or off-site retreat is one of the recommendations, the consultant will facilitate the conference or off-site retreat; and 4) within 10 business days after the conference or retreat the consultant will deliver a draft Office Environment Improvement Action Plan for review by the New York Division.

This offer will result in the award of a firm fixed price order for the delivery of consulting services. The award decision will be made on a best value basis, considering technical capability, past performance, and price. Evaluation of offers is described in Section III and in more detail in the attached Statement of Work.

II. INSTRUCTIONS FOR PREPARATION OF OFFERS

In responding to this solicitation, your offer MUST include:

NOTE: All contractors must be registered in the CCR prior to award of any contract. For full text of FAR Clause 52.204-7 - “CCR” go to <http://www.acquisition.gov/far/>. For more information on CCR go to http://www.ccr.gov,}

Failure to furnish all information required above may result in your offer being considered non-responsive.

III. EVALUATION OF OFFERS

Award will be made on a best value basis including technical capability, past performance, and price. The FHWA will evaluate the relevance, quality, and extent of the bidder’s past performance as it relates to the probability of successful performance of this work. The FHWA will evaluate the bidder’s experience and track record in providing the services needed. The evaluation factors are described below:

1. Technical Capability

· Responsiveness to the Statement of Work

· Resume(s) of the individual(s) performing the work.

· Clarity, content, and relevance of the responses and samples provided, as well as demonstration of an understanding of the purpose of this program.

2. Past Performance

· Past Performance references will be used to obtain information regarding performance on previous contracts or efforts. Past Performance information may also be obtained from other sources known to the FHWA.

· The extent, quality, and relevance of Past Performance relating to the required services as described in the Statement of Work.

3. Price

· The contracting officer will evaluate the fairness and reasonableness of the proposed price.

Price is clearly important and will be weighed in the decision, but demonstrated Technical Capability and verified Past Performance is a higher priority in evaluating the proposal. The evaluation factors are also included in the Statement of Work provided in Attachment # 1 below.

IV. SUBMISSION OF OFFERS

PLEASE NOTE: Your quote may not be evaluated if all information is not provided or if your quote is not received by August 24, 2011. Please e-mail your response and accompanying documentation to Dawn Randolph at this email address: dawn.randolph@dot.gov. An email confirming we received your proposal will be sent once we have received it.

Any technical questions regarding this request for the offer MUST be sent via email to Dawn Randolph.

ATTACHMENT # 1

IMPROVING ORGANIZATIONAL EFFECTIVENESS

OF FHWA’S NEW YORK DIVISION

STATEMENT OF WORK:

This statement of work is for the delivery of training and facilitation services in the areas of supervisor / employee interaction, communication, conflict resolution, and customer service. Deliverables will consist of four activities or products: 1) a Listening Session for which the consultant will travel to the New York Division Office in Albany and interview all staff members individually (about 43 total), completing the interviews within the five days of one business week; 2) the consultant shall prepare within 10 business days of the Listening Session a written report including recommendations for actions based on the results of the Listening Session; 3) if a conference or off-site retreat is one of the recommendations, the consultant will facilitate the conference or off-site retreat; and 4) within 10 business days after the conference or retreat the consultant will deliver a draft Office Environment Improvement Action Plan for review by the New York Division. Target dates are to start the Listening Session between September 19, and October 24, 2011 and to complete the Action Plan by November 30, 2011. While there is flexibility in the start dates, the preferred timeframe is during September.

A. BACKGROUND

FHWA provides financial and technical support to State, local, and tribal governments for constructing, improving, and preserving America’s highway system through the Federal-aid Highway and the Federal Lands Highway (FLH) Programs. FHWA’s New York Division provides that support to the New York State Department of Transportation and other transportation-related entities within New York State. The Division’s workforce of about 43 employees is comprised of civil engineers, community planners, financial, environmental, and realty specialists, and program operations assistants. All of the employees will take part in the Listening Session and conference or retreat.

B. OBJECTIVES:

The combination of the Listening Session and a facilitated conference or retreat plus the associated exercises and demonstrations will enable the participants to take away a level of competency sufficient for them to apply and put into practice immediately the knowledge, skills, and techniques conveyed by the consultant. The participants should be able to use these in their work and personal interactions.

The materials, exercises and facilitation should reflect a familiarity with the characteristics of the Federal workplace, preferably a familiarity with the organizational culture and issues specific to the FHWA Division Offices.

C. SCOPE AND METHODOLOGY

There are four elements of the program:

1. Listening Session

In preparation for a listening session with Division staff, the consultant will review the results of the 2010 and 2011 All Employee Surveys (AES) for FHWA’s New York Division Office (including both Albany and New York City duty station staff), review the results of the Division management team’s 360 Surveys completed in April 2010, and review the results of any Division Office team recommendations with regard to the 2010 and 2011 AES results.

The consultant will travel to the New York Division Office in Albany, NY and interview all staff members individually (about 43 total). All listening sessions shall be completed within five days – Monday through Friday of one business week.

Target dates are to start the Listening Session between September 19, and October 24, 2011.

2. Written Report of the Listening Sessions

Within 10 business days of the Listening Session, the consultant will provide a written report of the results of the Session. The report will include identification of specific issues, prioritized for attention by Division Management, as well as a draft plan with detailed recommendations of the types and sequence of actions management should consider.

Target Date for delivery of the Listening Session Report is 1 week after the close of the listening session.

3. Office Conference or Retreat

If an Office conference or retreat is one of the recommendations and the Division decides to implement it, the consultant will facilitate the conference or off-site retreat in order to develop a comprehensive Office Environment Improvement Action Plan for the New York Division based on the results of the AES scores, 360 feedback and Office Task Team recommendations, and September Listening Session.

The conference or retreat will be convened in the Albany area and will require two full days.

Target Date for the conference or retreat shall start one month after the listening session.

4. Office Environment Improvement Plan

Following the conference or retreat, the consultant will deliver within 10 business days a draft Office Environment Improvement Action Plan for review by the New York Division. The Action Plan will include, at a minimum, an Executive Summary, Issues Identified, Recommended Actions, and a Conclusion.

The Division Office will provide comments back to the consultant within 5 business days.

The consultant will then finalize and deliver the plan within 10 business days of receiving the Division’s comments.

Target date for receipt of the final Action Plan is no later than 25 business days from the close of the retreat.

DELIVERABLES

1. Written Report

A written report of the results of the Listening Session. The report will include identification of specific issues, prioritized for attention by Division Management, as well as a draft plan with detailed recommendations of the types and sequence of actions management should consider. If the report includes plans for a follow-up conference or retreat, it should provide an indication of the issues to be addressed and a draft agenda.

Target Date for delivery of the Listening Session Report is 1 week after the close of the listening session.

2. Action Plan

Following the conference or retreat, the consultant will deliver within 10 business days a draft Office Environment Improvement Action Plan for review by the New York Division. The Action Plan will include, at a minimum, an Executive Summary, Issues Identified, Recommended Actions, and a Conclusion.

Target date for receipt of the final Action Plan is no later than 25 business days from the close of the retreat.

CANCELLATION

1. FHWA reserves the right to cancel the program no later than two weeks before the start of training without penalty fee for cancellation.

2. If the objectives or the terms of this statement of work are not met, FHWA reserves the right to request another instructor to fulfill the requirements of this statement of work or to terminate this agreement.

ACCEPTANCE AND INSPECTION

In responding to this statement of work, the contractor must provide:

11. Your proposal should provide information as requested on the attached checklist.

EVALUATION CRITERIA

Award will be made on a best value basis including technical capability, past performance, and price. The FHWA will evaluate the relevance, quality, and extent of the bidder’s past performance as it relates to the probability of successful performance of this work. The FHWA will evaluate the bidder’s experience and track record in providing the services needed. The evaluation factors are described below:

Capability

· Responsiveness to the Statement of Work

· Resumes of individuals performing the work.

· Clarity, content, and relevance of the responses and samples provided, as well as demonstration of an understanding of the purpose of this program.

Performance

· Past performance references will be used to obtain information regarding performance on previous contracts or efforts. Past performance information may also be obtained from other sources known to the FHWA.

· The extent, depth, and quality of your past performance relating to the service described in the Statement of Work.

Price

· The contracting officer will evaluate the fairness and reasonableness of the proposed price.

Price is clearly important and will be weighed in the decision, but demonstrated Technical Capability when combined with verified Past Performance is a higher priority in evaluating the proposal.

The following provisions/clauses supplement SF-182, Request, Authorization, Agreement and Certification of Training. All the following FAR/TAR clauses apply to this order at the dollar thresholds indicated below:

Required at all dollar levels:

The following clauses are incorporated by reference. Full text of the clauses is available at www.acquisition.gov/far

FAR 52.204-7 Central Contractor Registration (JULY 2006) TAR - 1252.237-71 Certification of data.

CERTIFICATION OF DATA

(APR 2005)

NOTICE: The Secretary of Transportation has determined that this certification shall be retained in accordance with Section 4301(b)(1)(B)(i)(II) of the Federal Acquisition Reform Act (Public Law 104-106, 41 U.S.C. 425, note) and DOT Memorandum dated July 17, 1996.

(a) The offeror represents and certifies that to the best of its knowledge and belief, the information and/or data (e.g., company profile; qualifications; background statements; brochures) submitted with its offer is current, accurate, and complete as of the date of its offer.

(b) The offeror understands that any inaccurate data provided to the Department of Transportation may subject the offeror, its subcontractors, its employees, or its representatives to: (1) prosecution for false statements pursuant to 18 U.S.C. 1001 and/or; (2) enforcement action for false claims or statements pursuant to the Program Fraud Civil Remedies Act of 1986, 31 U.S.C. 3801-3812 and 49 CFR Part 31 and/or; (3) termination for default under any contract resulting from its offer and/or; (4) debarment or suspension.

(c) The offeror agrees to obtain a similar certification from its subcontractors.

Typed Name and Title: ___________________________________ Company Name: ______________________________________ This certification concerns a matter within the jurisdiction of an agency of the United States and the making of a false, fictitious, or fraudulent certification may render the maker subject to prosecution under 18 U.S.C. 1001.

(End of provision) TAR - 1252.237-72 Prohibition on advertising.

PROHIBITION ON ADVERTISING

(JAN 1996)

The contractor or its representatives (including training instructors) shall not advertise or solicit business from attendees for private, non-Government training during contracted-for training sessions. This prohibition extends to unsolicited oral comments, distribution or sales of written materials, and/or sales of promotional videos or audio tapes. The contractor agrees to insert this clause in its subcontracts.

(End of clause) Human Capital Management for Supervisors and Managers Course Time: (8:00) a.m. to (4:30) p.m. with the last day ending at (12:30) p.m.

Please provide the information checked below by ___________________________________

___ Your e-mail address, and fax and phone numbers

___ Quoted Price for the attached Statement of Work (SOW)

___ A firm fixed price per session that includes the cost for each task associated with the preparation and delivery of the training, exhibited by itemized cost breakdown for the consultation, preparation, instructor costs, participant materials, etc. for two and a half days of training delivery. Please include travel and per diem costs as separate line items if applicable.

___ Federal Tax ID Number, Dun & Bradstreet Number; GSA Schedule Contract Number; Payment Terms; Correct Mailing Address and Verification of being registered in the Central Contractor Registry (CCR)

___ Business Type & Size (i.e., small, large, woman-owned, minority, or educational institute).

___ Payment Terms

___ Instructor(s) Resume/Bio

___ Customer References (at least 3 with contact name and phone number)

___ Sample Participant Manual & Course Outline (Course Structure/Agenda), and level-2 evaluation instrument.

PLEASE NOTE: The above information must be included with your quote. Your quote may not be evaluated if all information is not provided, or if your quote is not received by_____________________________________________. Please e-mail your response and accompanying documentation to _______________________________ at this email address:_______________________.