Sources_Sought_Notice.pdf

DEPARTMENT OF DEFENSE

WASHINGTON HEADQUARTERS SERVICES

ACQUISITION DIRECTORATE

SOURCES SOUGHT NOTICE

General Information

Document Type: Sources Sought Notice Title: Advanced Professional Executive (APEX) Senior Executive Service (SES) Orientation Program Support Services.

Sources Sought Post Date: 10/24/2018 Sources Sought Response Date: 11/8/2018 at 10:00 AM (Eastern Standard Time) NAICS Code: 541611 Administrative Management and General Management Consulting Services

Product Service Code: R499

Background

The Department of Defense (DoD) Directive 1403.03 requires SES leaders to possess the background, ability, and skill to lead across organization and functional boundaries, as well as across the broad national security spectrum. The DoD APEX Program is designed to provide senior executives with both a practical and theoretical understanding of the structure and processes of the Office of the Secretary of Defense (OSD), the Combatant Commands (CoCOMs), the Joint Chiefs of Staff (JCS), and the Military Departments (MilDeps).

Additionally, the program helps executive employees gain an enterprise-wide perspective that encompasses expectations, opportunities and challenges currently facing our DoD leadership.

Realizing the general need for orienting new DoD senior executives, the Defense Management Report Decision No# 974 dated December 15, 1992 mandated that a Senior Executive “Joint Training” program be created for new members of the SES. Washington Headquarters Services (WHS) established APEX in 1994.

The APEX Program is the Fourth Estate’s executive orientation program that is offered twice a year (fall/spring) in groups of 30-36 executives from across the DoD. The Program is designed to provide executives who are newly appointed to the DoD with a practical and theoretical understanding of the structure and processes of the Department. Upon completion of the two-week program, executives will have gained an enterprise-wide perspective that encompasses expectations, opportunities, and challenges currently facing our DoD leadership. Week 1 is in-resident training located in Washington, D.C. and week two consists of site visits to CoCOMs and selected military installations across the United States.

The WHS, Human Resources Directorate (HRD) has an immediate need for executive training facilitation, event planning, logistical coordination and administrative support. The main goal of the program is to provide participants with opportunities to broaden their professional networks and obtain an enterprise-wide perspective.

The APEX curriculum will utilize a variety of instructional methodologies including, but not limited to: discussion, activities, and simulations to enhance learning and address real world issues that foster collaboration, communication, and problem solving in an enterprise context.

Mandatory Qualifications

Offerors shall be able to provide as a key personnel a Senior Facilitator that shall be a recently separated or retired SES member (Tier 2 or higher), Flag or General Officer (two star or higher).

Sources Sought Notice

This sources sought announcement is for informational purposes only. It is not to be construed as an obligation on the part of Washington Headquarters Services /Acquisition Directorate (WHS/AD). In order to proactively plan for future requirements, WHS/AD is conducting market research to locate qualified, experienced, and interested firm who have the capability to provide Advanced Professional Executive (APEX) Senior Executive Service (SES) Orientation Program Support Services.

Responses from “all” sources is requested including Other than Small Businesses. Small Businesses, 8(a) small businesses, HUBZone small businesses, Service-Disabled Veteran-Owned Small Businesses, Women-Owned Small Businesses and Economically Disadvantaged Women-owned Small Businesses are encouraged to respond.

A contract is anticipated to be awarded in fiscal year 2019 with a one-year base period and four one-year option periods. The anticipated contract type may be single award firm fixed price. At this time, no solicitation exists, however it has a potential estimated value exceeding $3M.

This Sources Sought Notice is for market research purposes only and is not a request for proposal (RFP) nor does it restrict the Government as to the final acquisition strategy. The Government will not reimburse respondents for any costs incurred in preparation of a response to this notice. The Due Date to submit a response to this Notice is November 8, 2018.

For this requirement, the contractor personnel must be able to acquire and maintain a SECRET security clearance.

The applicable North American Industry Classification System (NAICS) code assigned to this procurement is NAICS: 541611 Administrative Management and General Management Consulting Services.

Service Requirement Critical Tasks/Elements

Firms submitting a response to this Notice should address performance of the following Service Requirement Critical Tasks/Elements in their capabilities statement.

Service Requirement Critical Tasks/Elements:

Basic Services. The Contractor shall provide executive facilitation, event planning, logistical and administrative support services for a maximum of 36 executives (72 per calendar year) for two sessions (March and September) of APEX Orientation.

1. Development of the Program. The contractor shall:

• Plan and conduct each APEX SES Orientation Program, including the analysis, design, development, delivery and evaluation;

• Develop activities to cover 13 days in length (per session, March & September), based on program objectives;

• Make arrangements for meeting locations suitable for a variety of learning experiences and opportunities for the participants;

• Arrange participation and availability of presenters and speakers; and inform presenters and speakers of expectations and details of session(s);

• Provide creative learning opportunities to describe the future challenges facing Defense.

The initial program shall be approved by HRD within 60 days of the award of the contract, and subsequent programs will be approved by HRD 60 days prior to program delivery.

2. Pentagon and DoD Staff Participation. The contractor shall:

• Contact, correspond, and arrange for DoD and other Government personnel, at the highest levels, to participate in the Program;

• Send letters of invitation and thank you;

• Verify attendance at functions; and make room and audiovisual arrangements.

• The Contractor shall work with points of contact (POCs), for example military protocol officers, executive assistants, and conference room support staff on all arrangements.

Contractor shall keep HRD informed of activities through weekly/monthly/quarterly written progress reports.

3. HRD Staff Participation. The contractor shall:

• Prepare appropriate comments and talking points for HRD staff working on APEX to brief DoD leadership and management on the nature and status of the program;

• Prepare all course evaluation materials for review and approval by HRD staff prior to distribution to participants;

• Consolidate evaluation report results and prepare summary reports for HRD staff to analyze and approve;

• Draft final feedback report for review and approval by HRD staff prior to dissemination to presenters and speakers. Paper and electronic format shall be used where designated;

• Draft meeting minutes following each HRD staff meeting. Contractor shall keep HRD informed of activities through weekly/monthly/quarterly written progress reports as required.

4. Military Base Participation. The contractor shall:

• Correspond with presenters, speakers, and stakeholders to prepare and execute each program:

• Contact specified commands to make arrangements for visits;

• Coordinate and deliver any needed assistance for lodging and transportation, including backup transportation plan;

• Gather any necessary security clearance information and;

• Provide to commands as necessary to accommodate visits, activities, and briefs.

Contractor shall keep HRD informed of activities through weekly/monthly/quarterly written progress reports.

5. Non-DoD Speaker, Expert, and Consultant Participation. The contractor shall:

• Correspond, communicate and make arrangements for quality presenters and speakers;

• Specify, examine, and provide presentation content and/or briefing slides to Government for approval. Payment of presenter and speaker stipends or honoraria. Contractor shall keep HRD informed of activities through weekly/monthly/quarterly written progress reports as required.

6. Contractor Participation. The contractor shall:

• Manage all training locations, briefings and events to ensure that all administrative and curriculum functions run smoothly, efficiently, and support a high quality program for the SES community. Contractor roles and all travel arrangements shall maximize program implementation.

• Meet with or teleconference with the HRD designated staff on a weekly basis or as needed prior to each Program. The contractor shall keep HRD informed of activities through weekly/monthly/quarterly written progress reports as required.

7. APEX Program Facilitation. APEX program facilitators shall be able to provide executive-level facilitation by summarizing current DoD-wide issues and navigate the CoCOMs.

Facilitators shall be a recently separated or retired SES member (Tier 2 or higher), Flag or General Officer (two star or higher), or equivalent. The APEX program facilitator(s) shall:

7.1 Share insight about what it means to be a senior executive;

7.2 Discuss expectations of new Executives as the strategic climate has changed over the years;

7.3 Provide any personal and professional experiences that will strengthen knowledge transfer and reinforce the key "learning points" made during CoCOM/MilDep visits;

7.4 Provide additional clarification on any discussions or topics presented during the APEX Program during DoD Senior Leaders presentations;

8. Travel, Transportation, Lodging, and Logistics. The Contractor shall perform all administrative, logistical, transportation and financial requirements to carry out an executive-level program. The Contractor shall arrange the following, as well as, additional appropriate administrative elements that evolve during the work:

8.1 Logistics that shall include the development of a record of still camera shots and videotaped clips, edited and placed on a CD/DVD or uploaded to the Program website.

8.2 During the program scheduled in Washington D.C., the Contractor shall adjust lodging requirements as necessary based on participants who indicate they will not require a hotel reservation.

9. For presenters, speakers, experts, consultants, and Program support staff:

• Make transportation and travel arrangements as needed.

• Pay travel and lodging costs for non-local personnel.

• Arrange for and provide paid parking for all presenters, speakers, experts, consultants, and Program support staff as needed.

10. For APEX participants and any HRD staff who may accompany the group for occasional sessions or short periods:

• Arrange for all travel, lodging and transportation (participants as well as for the Contractor staff);

• Arrange for meals at various locations;

• Anticipate and make travel arrangements resulting from changes in schedule;

• Make individual participant accommodations such as special dietary or mobility needs;

transmit any necessary security clearance information to any receiving person or agency;

• Prepare name tags and luggage tags.

• Arrange for commercial air transportation in the event that military air is not available to move participants. Also, provide COR with a plan on how this will be accomplished.

11. Known travel locations are: Joint Base Andrews, Camp Springs, MD, Naval Air Station North Island, San Diego, CA, United States Coast Guard, San Diego, CA, 1 Marine Expeditionary Force, San Diego, CA, Peterson Air Force Base(AFB), Colorado Springs, CO, Offutt AFB, Omaha, NE, Nellis AFB, Las Vegas, NV, Creech AFB, Indian Springs, NV, MacDill AFB, Tampa, FL, Naval Air Base, Key West, FL, United States Southern Command, Doral, FL, and Miami International Airport, Miami, FL. Additional locations may be required based on Program needs.

Notes:

Note 1: APEX participants' parent organizations are responsible for travel costs to and from Washington D.C. if needed. All participant organizations are responsible for reimbursing participants for per diem and incidental expenses during visits to DoD installations or other non-duty locations during the program.

Note 2: Contractor shall confirm participant use of the Military Air System, as appropriate, based on a cost benefit analysis of other comparable transportation options.

Note 3: Contractor shall confirm participant-lodging reservations during the in-residence portion of the Program. Participants may return to their residence in the evening as an option, when arranged in advance, so as to not obligate the room payment.

12. APEX Participant Selection. The contractor shall:

• Gather nominations submitted from agency POCs and consolidate a list of nominees for approval by HRD staff.

• Upon being informed of participant selection and alternates by HRD, monitor acceptances;

• Collect all required documentation;

• Inform alternate participants;

• Arrange for inclusion of alternates when necessary, due to a cancellation of a primary participant.

• Use web-based services to handle all registration, advanced preparation, and correspondence with selected and alternate participants;

• Answer questions on program, keeping HRD staff apprised of special issues.

13 Program Information.

13.1 Participant Materials. The contractor shall:

• Communicate with participants before, during and after APEX to address any questions or concerns regarding the Program, presented material, and/or field tours;

• Prepare and distribute advanced program information to participants to include program description, schedule, contact information, lodging information and enrollment requirements.

• Prepare hard copy participant materials including daily agendas, presenter and speaker bios, participant bios, program schedule, presentation slides and other materials as needed for participants;

• Make and distribute final copies to participants and Government staff.

13.2 Course Materials. The contractor shall prepare and provide online pre-course materials via a website that establishes the foundation for the Program, including selected materials from the list above, assessments, other links and articles.

14 Program Evaluation. The contractor shall:

• Provide for the evaluation of the program and forward the published complete report to the Government lead;

• Design, conduct, analyze and submit evaluation reports regarding participant evaluations of the Program. Daily evaluation reports should include, but are not limited to: surveys and verbal or written feedback. Surveys must include a Likert-type 5-point scale with questions focused on each program element, facilities, accommodations, attainment of objectives, in addition to open-ended questions. Formats for final evaluation reports will be determined by the Government lead. For example, formats may include: full written report(s), executive summary (ies), PowerPoint slides, raw data, and correspondence.

Upon the completion of each Program, the Contractor will collect, analyze and compile data into a Comprehensive Program Review report and Executive Summary.

• Create and/or maintain Program materials and historical repository (presenters, speakers and participants).

• Submit data to an existing APEX database to track participant, presenter, and speaker information and involvement;

• Use database to monitor program activity and reporting during the Program;

• Archive information so that program history can be maintained. Government will have access to site, and all information stored on the site should be turned over to Government at the end of contract or when requested.

• Develop and explore new and creative ways to connect participants and encourage networking using technology or other methods on a regular basis.

• Recommend such activities, for example, participant tracking, communities of practice, lessons learned and web site links with no expectation of funding or implementation by the Government.

15. Program Follow Up. The contractor shall:

• Write thank you letters using template provided by HRD staff. Letters will be written IAW DoD 5110.4-M, Manual for Written Material;

• Verify that all names, addresses, titles, punctuations are correct and obtain appropriate DoD signatures for letters;

• Make payments;

• Archive program materials in Accordance with DOD 5110.4-M.

16. Program Close-Out. The Contractor shall:

• Schedule and conduct a final Program Close Out meeting with Government lead to discuss overall course evaluations and mitigation strategies. The Contractor will also update Program curricula based on oversight, lessons learned, and attendee comments.

Instructions.

If your company is an interested business that has the capability to perform Advanced Professional Executive (APEX) Senior Executive Service (SES) Orientation Program. Support Services; please send the capability statement to the following contact listed below: Contracting Officer, Willie Marbury via email to willie.a.marbury.civ@mail.mil. Subject Line: Response to Sources Sought; Advanced Professional Executive (APEX) Senior Executive Service (SES) Orientation Program Support Services.

Responses must be submitted no later than Tuesday, November 8, 2018 at 10:00 AM (Eastern Standard Time). Capability statements will not be returned.

Please provide the following information:

1. A brief three to five page synopsis of similar work performed.

2. DUNS and CAGE Code Number.

3. Company name and address.

4. Company Point of Contact, phone number and email.

5. NAICS codes associated with the company.

mailto:willie.a.marbury.civ@mail.mil

6. Company must identify if they are a small or large business. Small business must identify their socio-economic status (i.e. small business category (e.g. 8(a), service-disabled veteran owned, HUBZone, small disadvantaged, veteran-owned, or women-owned).

7. Identify contracts your company has been awarded under NAICS: 541611 Administrative Management and General Management Consulting Service. Additional information on NAICS codes can be found at www.sba.gov.

8. Specific examples of prior efforts same/and or similar to Advanced Professional Executive (APEX) Senior Executive Service (SES) Orientation Program. Support Services as outlined in the Service Requirement Critical Tasks/Elements section of this document.

9. Recommended/suggested NAICS codes for this effort.

10. Recommended/suggested contract type (i.e. FFP, Cost, T&M, LOE, etc.).

11. Identify/Recommended Government Wide Acquisition Contract (GWACS) that these services can be obtained based on the Service Requirement Critical Tasks/Elements section of this document. Identify the GWACs contract number.

12. Identify if this requirement is commercial or non-commercial based on the Service Requirement Critical Tasks/Elements section of this document. Please specify why it is commercial and/or non-commercial.

13. Number of contracts currently held with the Government to include any Federal Supply Schedules listed under GSA Advantage.

14. Point of Contact, phone number, and emails of individuals who can verify the demonstrated capabilities identified in the responses.

15. Please provide feedback or questions regarding the Service Requirement Critical Tasks/Elements section of this document.

16. Identify areas in the Service Requirement Critical Tasks/Elements of this document that could present challenges.

17. Respondents are limited to 10 pages. A minimum font size 12, left justified, and one inch margins all around.

18. Respondents must submit documents in Word or PDF format. Neither zipped files will be accepted nor telephone requests be honored.

http://www.sba.gov/

POINTS OF CONTACT:

Contracting Officer:

Willie Marbury Email: willie.a.marbury.civ@mail.mil

Small Business Specialist:

Janique Hudson

(703) 545-1806 Email: janique.a.hudson.civ@mail.mil mailto:willie.a.marbury.civ@mail.mil mailto:janique.a.hudson.civ@mail.mil