QUESTIONS_and_USCIS_RESPONSES_1.6.2017.pdf

HSSCCG-17-Q-00102 – EXECUTIVE COACHING

January 6, 2017

QUESTIONS and USCIS RESPONSES

1. Should the standard allocation of 10 hours per person INCLUDE the time to conduct and debrief a standard 360 assessments? (Note that including this time effectively subtracts time from a standard block of coaching hours assigned to each person in the program).

RESPONSE: Yes, the 10 hours per person includes this time.

2. How does your agency define Performance Improvement Plans or Performance Improvement Planning and under what conditions are they used?

RESPONSE: This requirement is for executive coaching. It is not a performance improvement plan effort as we know PIPs. Rather, this requirement is to help make good leaders even better.

3. Explain if Performance Improvement Plans are corrective action process or accountability routines used in your agency to change behaviors.

RESPONSE: This requirement is not for leaders on a PIP.

4. How many potential clients are on a Performance Improvement Plan, if any?

RESPONSE: This requirement is not for leaders on a PIP.

5. Does the agency perceive that executive development coaching is appropriate for supporting leaders on a Performance Improvement Plan?

RESPONSE: This requirement is not for leaders on a PIP.

6. Will individuals on a Performance Improvement Plan be allowed more hours than the standard allocation of 10 hours? If yes, how will these additional hours be approved?

RESPONSE: This requirement is not for leaders on a PIP.

7. Does the agency have any requirements for the PCC Executive Coaches to report on the content, context, nature and topics discussed in the coaching conversation and coaching relationship to other individuals or parties outside of the coaching agreement between the individual being coached and the coach?

RESPONSE: The coaching relationship between the coach and coachee is confidential as part of the code of ethics.

We expect general feedback on performance-related goals and objectives. The contractor will be coaching an executive team. As such, USCIS would look for feedback on common themes and trends. Information may be shared if the coachee allows.

8. Does the agency have a standard coaching agreement that requires signature by the coach and coachee?

RESPONSE: No, the agency does not have one.

9. Describe the key conditions of the standard operating procedure (SOP) the agency will use to establish and monitor the executive coaching program.

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RESPONSE: The contract will be monitored to ensure the coach is adhering to the ICF code of ethics.

10. Describe how the agency intends to honor the Ethical & Standards of coaching as outlined by the International Coaching Federation in managing PCC level coaching relationship and agreements

RESPONSE: The agency intends to honor the ICF agreement. This is not behavioral based coaching. This is competency-based coaching tied to 360 results.

11. Does the agency have a standard written coaching agreement that will be used to define each coaching relationship?

RESPONSE: No, the agency does not.

12. Does the agency have a web site page or communication plan to describe and market the coaching program to leaders across the agency?

RESPONSE: No. See SOW Section 4, Scope. This requirement is designed for a specific group of SES and senior leaders.

13. Will the selected contractor be allowed to speak internally and address leaders on the benefits of coaching to encourage participation in the executive coaching program and if yes how will this be supervised internally?

RESPONSE: No, encouraging participation is not part of this requirement.

14. How many groups should we approximate for each directorate will be eligible for participating in the coaching program?

RESPONSE: All 9 business lines listed in the SOW, Section 4, Scope, are eligible to participate in the coaching program. Per the SOW, the average number of participants is 2 to 3 SES /senior leaders per office.

15. How many of these groups are intact work groups (i.e. typically work together in a common facility and / or common missions)?

RESPONSE: All are intact work groups. This requirement is to work with each office head and deputy(ies) as individuals to improve their individual performances, as well how they interact with each other so that as a team their performance is improved.

16. Has any work group previously received group coaching? If yes – what kind?

RESPONSE: No

17. Does any work group have distributed teams (i.e. not co-located at one facility)? If yes, how may?

RESPONSE: Each “business line” is co-located. However, not all offices are located in DC (For example, The Office of Contracting is located in Vermont)

18. For purpose of pricing, how many hours will be allocated to group coaching?

RESPONSE: 4 hours per month, per group.

19. How many instances can a group seek group coaching after they have completed their initial group session?

RESPONSE: As often as they'd like-an option is provided for additional coaching if they request.

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20. Does the agency anticipate the need to perform group/ team assessments (i.e., group Myers Briggs Reports) or group behavioral assessments during coaching? If yes how does the agency desire to account and be billed for each hour of coaching in group settings?

RESPONSE: No need for a group assessment. See SOW Section 4, Scope, “each office shall receive approximately 4 hours per month of team coaching.” Each group session should be billed on an hourly basis the same as individual coaching.

21. Will the agency consider multiple coaching rates: Individual Coaching Rate, Group Coaching Rate and 360 Degree Coaching Rate?

RESPONSE: No. Please provide one proposed hourly rate for coaching services that encompasses your cost to provide all services specified in the SOW.

22. The RFP says that the contractor shall provide one-on-one and executive coaching in person in Washington, DC and Burlington, Vermont. So that we can accurately propose a staffing plan, can you please provide an estimated percentage of hours that would need to be completed in DC vs. Burlington?

RESPONSE: Currently two leaders in one office are located in Vermont (though this could change). The Vermont office(s) would receive the same percentage of hours as the DC offices receive. A travel pool will be included in the awarded contract.

23. What are your primary goals for group coaching?

RESPONSE: Improve the effectiveness of the group vis-à-vis office performance, personnel issues, Federal Employment Viewpoint scores, strategic planning, and communications.

24. Is a clearance required for coaches?

RESPONSE: No, clearance is not required.

25. The Instructions to Offerors on page 11 states all attachments and documents requiring signature must be included in the page limitations, which for the technical volume is limited to 15 pages. Should the Non-Disclosure Agreement be included in that page count or, can the NDA's be included in the Volume II portion which is not page limited?

RESPONSE: The NDAs do not have to be completed until after contract award and therefore, do not need to be submitted with quotes.

26. What is the total number of leaders who will participate in the coaching program?

RESPONSE: Currently estimated at 15 leaders

27. Will the vendor be responsible for administering the 360 Assessment, or have they been completed?

RESPONSE: Yes, vendor will be responsible for costs associated with the 360 and administering the 360.

28. What percentage of the work has to be performed by the HUBZone business?

RESPONSE: This is a total HUBZone set aside. Per FAR 52.219-3(d)(1), At least 50 percent of the cost of personnel for contract performance will be spent for employees of the concern or employees of other HUBZone small business concerns.

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