RFQ_Amend_03_N0018918QZ291.docx

N0018918QZ291

N0018918QZ291

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION A - SOLICITATION/CONTRACT FORM

The following have been added by full text:

Q AND A

N00189-18-Q-Z291 Solicitation Questions

1. Given the scope is 40 Flag Officers per year to be coached 12 sessions per year, are we to assume the bid is fixed price and we will get paid for the full bid line item for coaching or should we expect to only get paid for the coaching sessions that are actually conducted and billed at a rate per session?

ANSWER: The CLINs will be structured on a bill per session basis with each session being a fixed price.

2. Given the potential for subsequent years of coaching, should we assume that each year there will be about 40 NEW flag officers to be coached and that those in the first year will no longer be coached or might there be some carry over for some beyond the first year?

ANSWER: Per the solicitation, there is a 12 month base with four consecutive 12 month options – each consisting of 480 sessions max. If a Flag Officer is in the middle of a coaching engagement and a new option period is exercised, the remaining sessions will occur under the new option period.

3. To achieve the 50% secret clearance level for coaches, will your office assist /sponsor our coaches through the clearance process or do you expect that we will have 50% already cleared at the time of bid?

ANSWER: Clearances will not be sponsored and they must be possessed prior to quote submission.

4. There is no bid line item for project management and administration of the contract. Does the government expect that we will include all our costs into the single bid line item for coaching? The challenge here is that the project management and admin costs are not 100% scalable to the actual number of coaching sessions especially if the number of actual coaching sessions could vary from the 480 listed on the bid schedule. Suggest a separate line item for project management and admin be added by the government to permit the best pricing on the part of offerors.

ANSWER: All individual costs shall be built into the per session fixed price.

5. Given the max travel costs is $13,400 and that this amount will not likely cover our actual travel costs for requested 25% of coaching sessions be face to face, does the government expect us to load our coaching line item with the additional travel costs that we expect to recover.

ANSWER: Travel should not be billed into the labor CLIN. The current not-to-exceed travel amount will remain unchanged.

6. How will to government compare pricing between the offerors for travel costs? If a firm has most remote locations covered with local coaches and will have extremely low travel costs is compared to a firm that expects to have extensive travel cost expenses, please explain how this will be addressed in the price comparison based upon the current bid schedule?

ANSWER: Travel is not evaluated or included in the price/cost analyses. Travel is a separate line item and shall be invoiced in accordance with the Joint Travel Regulations. All Travel shall be approved by the COR prior to any travel occurring.

7. Can another tool be used besides the Hogan? We have developed our own tool for use with executive coaching and career transition.

ANSWER: No, Hogan is the specific instrument the Navy will be using.

8. PWS 9.1 discusses ICF Coaching certification. Will Navy consider and modify the RFP to add that doctoral degrees in psychology or psychology related fields are acceptable? This is for clarification?

ANSWER: Yes, a doctoral degree with significant experience could be considered equivalent. There is a strong emphasis on significant experience with senior executive coaching.

9. Page 12 of the Solicitation references Representations and Certifications that are listed in ORCA. If the Quoter’s Representations and Certifications are updated in the SAM database, do they need to be included as hardcopy in the proposal?

ANSWER: They do not.

10. Could the Gov’t clarify the statement in 9.4 re: Qualifications. Will coaches be delivering the assessment feedback from the tools mentioned or will coaches need to be certified in one of the assessment tools to administer it to Flag Officers? Elsewhere in the solicitation, it references the Flag Officer Development Office will administer the Hogan assessment.

ANSWER: Flag Officers will have Hogan Assessment results readily-available at the beginning of their individual coaching engagement to be referenced as supplementary data during the coaching engagement, if necessary.

11. Could the Gov’t provide copies of the U.S. National Military Strategy, the DON strategy, and the Chief of Naval Operations' Design/priorities?

ANSWER: Applicable documents will be included as an attachment to the solicitation.

12. Would Navy allow for travel time to be compensated or are you looking for travel costs as lump sum per trip per person that included air, boarding lodging plus travel time compensation? Also is the 480 hours for sessions or number of flag officers.

ANSWER: See answers to questions #5 and #6.

13. Will the 360 and MBTI mentioned in Section 4.4 Executive Coaching Engagement be managed by the Navy? Or is the contractor required to manage the assessments process?

ANSWER: They will be managed by the Navy.

14. Can the government provide clarification on the maximum coaching hours referred to in Section 4.4.1?

ANSWER: Travel time is not included as part of any Flag Officer’s coaching engagement which on average, equates to 12 sessions/hours. Forthcoming amendment 03 will delete the word ‘maximum’.

15. What is the time duration of each of the coaching sessions (i.e. 1.5 hours first session, 1-hour follow-up, etc.)?

ANSWER: The average length of a single session is one hour.

16. Is NFO participation in the Executive Coaching program a requirement? Or is the Executive Coaching optional for the NFO as suggested in 4.2.3 states “notified the contractor of a Flag Officer request for coaching engagement and coach selection”?

ANSWER: Yes, Flag Officer participation in this is mandatory.

17. Does the ACOR anticipate the meeting with coaches to be held individually for the two feedback sessions (per year) mentioned in Section 4.5.1.? Or does the ACOR require all the coaches to be assembled together for a group meeting?

ANSWER: It is expected to occur via conference call. Conference line details will be provided accordingly.

18. Are attachments allowed as part of the contractor’s response to the quote? If so, are attachments included in the quote page limitation?

ANSWER: Any page included in the quote submission of Volume 1 Section One counts towards the page limit except for the cover page and the table of contents.

19. Does the Government expect to receive a printed copy of the quote? Pages 11 and 12 of the solicitation refer to a copy, as well as page 13 that mentions “expensive paper or bindings” suggest a paper copy. Or will electronic only submissions be acceptable?

ANSWER: No hard copies are required as part of the quote submission.

20. Section 4.3.2 mentioned paragraph 5.0.4 in the PWS, however the PWS doesn’t seem to have 5.0.4. Can the Government provide further details?

ANSWER: Forthcoming Amendment 03 will correct this language to reference current PWS section 4.1.3.

21. Can the government provide additional details on the survey mentioned in Section 4.3.3?

ANSWER: The survey language shall be deleted in forthcoming amendment 03.

22. Will the Government provide laptops and cell phones for this contract for each of the coaches and the administrative staff?

a. If not, is the contract price to include the purchase of laptops and cell phones for each coach and administrator which will be used only for this Government “secure” work?

ANSWER: The Government will not be providing any GFP. Desktop computers and wired telephone will be available on Government premises.

23. Is the 360* (and/or other assessments*) administration and debrief considered part of or in addition to the 12+ hours of coaching for each FO/executive?

ANSWER: Information related to these items may be brought by the Flag Officer to the coaching sessions and be discussed during them, but these are not assessments/surveys to be conducted by the coach during a given session.

24. For the purposes of creating a budget for this RFP, what percentage of the 40 FOs/executives will be receiving 12 coaching sessions, and what percentage of them will be working with a coach 2-3 times/month?

ANSWER: This is unknown as each Flag Officer is a case-by-case basis. The general average is expected to be 12 sessions per Flag officer.

25. Since it is stated that the FO/executive may or may not share the results of the 360° and/or other assessments with the coach, is it correct to assume that the contractor will use an individual to administer and debrief these assessments who will not be part of the contractor’s pool of coaches?

ANSWER: No assessment will be given by the coach. These assessments will be administered by the Navy. Information related to these items may be brought by the Flag Officer to the coaching sessions and be discussed during them, but these are not assessments/surveys to be conducted by the coach during a given session.

26. Do the assessments have to be administered/debriefed in person, or can that be done on Zoom/phone/Skype, etc.?

ANSWER: No assessment will be given by the coach. These assessments will be administered by the Navy. Information related to these items may be brought by the Flag Officer to the coaching sessions and be discussed during them, but these are not assessments/surveys to be conducted by the coach during a given session. Coaching sessions can be given in person or via Zoom/phone/Skype, etc.

27. How flexible is the requirement that coaches have 10 years of coaching experience?

ANSWER: The solicitation is clear on its face.

28. Is contractor required to use designated Government/Navy software to schedule appointments with FOs/executives?

a. If not, should the RFQ include a price quotation for scheduling software to be used by all coaches and administrators?

ANSWER: No. The contractor will not need to use government software for scheduling appointments. Appointments can be scheduled by phone or regular email. No additional costs should be incurred by implementing scheduling software

29. Will the contractor be assigned a Government IT professional to assist in setting up and monitoring coaches’ and administrators’ secure phones and computers?

ANSWER: No. No secure phones or computers will be needed or issued.

30. It was stated that most of the coaching work will take place in the Washington, DC area.

a. It was also stated that some FOs/executives may be in other geographic areas, both inside and outside the continental US.

b. It was further stated that approximately ¼ of the coaching sessions would be conducted in person and ¾ of the coaching sessions will be conducted by Zoom/phone/Skype, etc.

c. Will the formula in “b” above also be used for U.S. FOs/executives in locations other than the Washington, DC metro area, as well as those in foreign countries?

d. If the answer to “c” above is “yes”, how are we to determine the costs of travel to these unknown locations an unknown number of times (so we can include those costs in the RFQ)?

ANSWER: The answer to C is yes. The travel CLIN has a not-to-exceed amount associated with it, and the eventual awardee will invoice for said travel in accordance with the Joint Travel Regulation. The amount set for the travel CLIN has been determined by the Government, so contractors do not need to factor in travel expenses into the quote price.

e. It was stated that contractor should match FOs/executives with coaches “closest in geographic proximity”

ANSWER: That is correct.

31. Is contractor expected to provide coaches based in all regions of the continental US, as well as coaches who reside/work in Alaska/Hawaii, US territories, and in foreign countries? Or, could the coach “closest in geographic proximity” be at quite a distance?

ANSWER: This decision is up to each individual contractor with regard to how they plan to meet the requirements of the PWS.

32. PWS 4.1.2. Program Status. The contractor and the ACOR shall meet on a monthly basis to discuss progress. If or when the meeting is to be conducted in person with the ACOR, what will be the physical location of the ACOR (VA, DC, FL, etc.)?

ANSWER: The ACOR is based in the D.C. metro area and will use teleconference for meetings elsewhere.

33. PWS 4.2.2.2 The contractor should provide a list of executive coaches closest in geographic proximity to the locality of the Flag Officer. Can an Executive Coach be assigned to more than one Flag Officer at a time? In essence, can a Coach have multiple FOs?

ANSWER: This decision is left up to each contractor as part of their performance approach.

34. PWS 4.3.1. It is recommended that 25% of the coaching engagements for each individual be done Face-to-Face, with remaining engagements completed remotely/telephonically. Does the 25% face-to-face engagements include OCONUS Flag Officers?

ANSWER: Yes.

35. PWS 11.1 Travel Instructions: The annual not-to-exceed (NTE) travel amount is $13,200.00. Please clarify, is the $13,200 amount to be used for CLINS 0002, 1002, 2002, 3002, & 4002?

ANSWER: Each year of performance has a Travel CLIN for the same amount ($13,200 NTE).

36. 9.0 Qualifications: 1.5.10 Special Qualifications: The following personnel are considered by the government: Executive Coaches. It is recommended the contractor provide a minimum of ten personnel identified by the contractor as “Executive Coaches.” The paragraph referenced stated “…the following personnel are considered by the government…” Is there a word missing from this sentence? Also, the paragraph number does not appear to be consecutive to the main paragraph number (9.0 qualifications). Please clarify.

ANSWER: Forthcoming Amendment 03 will correct the incorrect PWS reference and re-word the above section.

37. The contractor shall meet with the Flag Officer… Does contractor in this paragraph refer to the contractor PM representative or to the executive coach?

ANSWER: 4.2.4 refers to the Executive Coach meeting with the Flag Officer. This will be clarified in forthcoming Amendment 03.

38. It is recommended that 25% of the coaching engagements for each individual be done Face-to-Face, with the remaining engagements completed remotely/ telephonically. Will Skype or other VTC like sessions be permitted or preferred?

ANSWER: See answer to Question #26.

39. The contractor shall coordinate with the ACOR or FO representative to gain access to Government facilities (i.e. visitor’s passes). Will Executive Coaches/Contractor personnel be provided with CAC cards when the client selected location for the coaching engagements or other meetings are government facilities?

ANSWER: No, the coaches will not be issued CACs. If needed, they will receive visitor passes.

40. The annual not-to-exceed (NTE) travel amount is $13,200.00. Is this number based on an average, and does it account for the highest possible travel tempo for OCONUS Flag Officers?

ANSWER: This information is not relevant for the submission of a quote.

41. Changes to Personnel - NLT 14 business days prior to making any changes in personnel. Is there a plan to make exception for changes within less than 14 days, when the change is necessitated through no fault of the offeror? (e.g. death, accident, employee no-notice departure/resignation)

ANSWER: Yes, there can be exceptions made for instances when the change is necessitated through no fault of the contractor (e.g. death, accident, employee no-notice departure/resignation).

42. 4.3.2 The contractor in conjunction with the Flag Officer shall create and implement an EDP (as defined in PWS paragraph 5.0.4) for the Flag Officer NLT 30 calendar days of starting each coaching engagement IAW provisions in TE 2. Referenced section cites the implementation of an EDP as defined in PWS 5.0.4. There is not a 5.0.4 in the PWS. Please clarify the requirements for the EDP.

ANSWER: See answer to Question #20.

43. Deliverables and PWS Cross Reference. Many of the PWS references for the deliverables cite paragraphs that are not in the PWS or do not seem relevant to the deliverable cited. Please clarify the applicable PWS reference for each deliverable.

ANSWER: Forthcoming Amendment 03 will delete the incorrect PWS references.

44. ADDENDUM TO FAR 52.212-1 INSTRUCTIONS TO OFFERORS: In addition, quotes consist of and shall include the following items as part of Volume II: Solicitation cover sheet with appropriate blocks completed by the quoter. Solicitation cover sheet is not an editable page. Can the government please provide a document that can be completed by the offeror.

ANSWER: The Government does not have a template for a Cover Sheet or Table of Contents. It is the contractor’s responsibility to create their own.

The following have been modified:

GENERAL INFORMATION

Point of Contact Information:

Mark Damanskis – Contract Specialist Phone: 215-697-9662 Email: mark.damanskis@navy.mil

QuestionSubmission Deadline:

All questions shall be submitted via email to the POCs listed above. The cutoff date for questions is 23 March 2018.

Quote Submission Deadline:

All quotes shall be submitted via email to the POCs listed above by 1200 EST on 4 April 2018.

Incumbent Information:

There is no incumbent for this requirement.

SECTION B - SUPPLIES OR SERVICES AND PRICES

CLIN 0002

The CLIN description has changed from Travel to Travel in support of CLIN 0001.

CLIN 1002

The CLIN description has changed from Opt I - Travel to Opt I - Travel in support of CLIN 1001.

CLIN 2002

The CLIN description has changed from Opt II - Travel to Opt II - Travel in support of CLIN 2001.

CLIN 3002

The CLIN description has changed from Opt III - Travel to Opt III - Travel in support of CLIN 3001.

CLIN 4002

The CLIN description has changed from Opt IV - Travel to Opt IV - Travel in support of CLIN 4001.

SECTION C - DESCRIPTIONS AND SPECIFICATIONS

The following have been modified:

PWS

Performance Work Statement Navy New Flag Officer Executive Coaching

PART 1 – GENERAL INFORMATION

GENERAL: This is a non-personal services contract to provide executive coaching to U.S. Navy Flag Officers. The Government will not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the contractor who, in turn is responsible to the Government.

1.0 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform executive coaching services as defined in this Performance Work Statement (PWS). No Government furnished property and services will be provided. The contractor shall perform to the standards in this contract.

2.0 Background: There are approximately 40 new Navy Active Duty and Reserve Flag Officers selected each year. In keeping with current industry and DoD best practices, Flag Officer Development is focusing on senior executive coaching as a primary developmental tool for its strategic, visionary leadership.

3.0 Scope: The contractor shall provide support services to Flag Officer Development for the new Flag Officer executive coaching program. Executive coaching is a facilitative one-to-one professional relationship between a highly qualified, experienced, and certified Executive Coach and Flag Officer to support the professional development needs of these newly-appointed Senior Executives who are accountable for highly complex decisions with wide scope impact on Navy and Department of Defense organizations. Specifically, to assist Flag Officers in improving themselves in areas such as, but not limited to: effective communication, conflict management, strategy development, business/financial acumen, organizational change, human capital management, ethics and leadership development.

The objective is to assist approximately 40 new Flag Officers with improving their skills and capabilities, and ultimately to become better leaders within the DON; Flag Officer Development offers executive coaching engagements to new Flag Officers. The purpose is to provide these newly selected senior leaders with the opportunity to obtain guidance and support while gaining immediate feedback from outside of the traditional classroom setting. This is a successfully proven concept in the Government as well as the private sector.

4.0 Tasks : The contractor shall provide the following tasks for the entire period of performance:

4.1 General Tasks

4.1.1 Confidentiality. Contractor personnel shall maintain confidentiality of all communication between the executive coach and the Flag Officer. The nature of these communications shall not be shared with anyone, including the Flag Officer's supervisor, without the express agreement of both the executive coach and Flag Officer.

EXCEPTION: Contractor personnel are authorized to disclose to the ACOR and COR any information and/or communication that, in their judgment, is required to prevent or investigate fraud, waste, abuse, criminal activity or imminent physical harm.

4.1.2 Program Status. The contractor and the ACOR shall meet on a monthly basis to discuss progress. Meetings shall be in person or by conference call, as determined by the ACOR.

4.1.3 Executive Development Plans (EDPs). The contractor shall assist Flag Officers to develop goals, desired outcomes and a plan to achieve these goals and outcomes.

4.2 Phase I – Coach and Engagement Selection:

4.2.1 Coaching engagement request: The ACOR will notify the contractor via e-mail when a Flag Officer has selected an engagement. The notification will include the Flag Officer’s scheduling availability.

4.2.1.1 Executive Coaching Engagement (ECE). The contractor shall provide each Flag Officer a completed ECE coaching experience consisting of approximately 12 sessions, spread over a given year.

4.2.1.2 Hogan Self-Assessment. Navy Flag Officer Development office will coordinate the administration of Hogan Self Assessments for Flag Officers.

4.2.1.3 The Flag Officer has the option to share their Hogan instrument assessment feedback during his/her engagement with their Executive Coach in an effort to enhance their coaching experience.

4.2.2 Once notified, the contractor shall provide the Flag Officer and the ACOR identification of proposed coaches a selection of executive coaches NLT 5 business days of ACOR’s notification of coaching engagement request IAW provisions in TE 2.

4.2.2.11 The contractor should provide a minimum of two prescreened, qualified executive coaches to the ACOR and Flag Officer based on the Flag Officer’s scheduling availability.

4.2.2.2 The contractor should provide a list of executive coaches closest in geographic proximity to the locality of the Flag Officer.

4.2.3 The contractor shall contact/meet with the Flag Officer to establish a coaching session agreement timeline NLT 5 business days after the ACOR has notified the contractor of a Flag Officer request for coaching engagement and coach selection. Contractor shall notify the ACOR of the coaching session agreement timeline NLT five business days after determining the schedule with the Flag Officer IAW provisions in TE 2.

4.2.4 The Executive Coach shall meet with the Flag Officer in person at a mutually convenient time. If the Flag Officer cannot complete their engagement within the customary period allotted, all efforts will be made by the contractor to continue sessions with the Flag Officer. If the Flag Officer fails to meet the pre-arranged appointment without at least 48 hours of notice, the coaching session will be forfeited. Additionally, if the Flag Officer cancels a single session more than twice, then that specific session will be forfeited.

4.3 Engagement:

4.3.1 It is recommended that 25% of the coaching engagements for each individual be done Face-to-Face, with the remaining engagements completed remotely/ telephonically.

4.3.2 The contractor in conjunction with the Flag Officer shall create and implement an EDP (as defined in PWS paragraph 4.1.3) for the Flag Officer NLT 30 calendar days of starting each coaching engagement IAW provisions in TE 2.

4.3.3 The contractor shall email the Flag Officer a request that they complete a survey NLT five business days at the mid-point and NLT two business days following completion of each coaching engagement IAW provisions in TE 2. The contractor shall copy the ACOR on each email request and forward results to the ACOR.

4.3.4 The contractor shall manage and document the progress of the Flag Officer. They should design and create an Executive Development Plan as part of the executive coaching process.

4.3.5 The contractor’s executive coach should provide each Flag Officer with a final evaluation at the end of the coaching engagement that focuses on the coaching experience and goal achievement. The contractor should provide the ACOR a written coaching summary (up to two pages in length) upon completion of ECE IAW provisions in TE 2.

4.4 Executive Coaching Engagement (ECE):

Activities undertaken include optional (360/MBTI/Hogan) feedback assessment review, development plan review, address talent management feedback, coaching meetings and other activities as defined and agreed to by the Flag Officer and executive coach.

4.4.1 The contractor shall provide each Flag Officer with an ECE consisting of an average total of twelve sessions/hours. Note: Travel to client sites is not included in the coaching hours.

4.4.2 The contractor in coordination with the ACOR shall meet on a monthly basis to assess the progress of the coaching engagement, implement course corrections where necessary, review evaluation feedback, identify enablers, obstacles and next steps for continued coaching engagement success.

4.3.3 The contractor shall track progress and submit a summary report to the ACOR at the end of each month no later than the 10th calendar day of the following month IAW provisions in TE 2.

4.4.4 The contractor shall identify patterns to assist the Flag Officer to select development opportunities based on the needs of the Flag Officer.

4.5 Program Management: The contractor shall perform program management IAW the following requirements:

4.5.1 The contractor should attend monthly progress meetings with the ACOR IAW PWS 1.5.12. Additionally, each executive coach shall attend two feedback sessions per year, each lasting approximately 1 hour and done telephonically. These sessions will be offered quarterly, led by Flag Officer Development (COR/ACOR), and are designed to provide updates and discuss updated touch points / CNO priorities for developing FO’s. This venue will also provide an opportunity for coaches to address trends and any additional concerns.

4.5.2 The contractor shall provide ongoing project management support to ensure that tasks are delivered to the ACOR IAW performance standards.

4.5.3 The contractor shall monitor all contractor personnel (executive coach(s)) administration activities to include evaluations as required for Quality Control IAW the contractor’s QCP.

4.6 Monthly Status Report:

4.6.1 The contractor shall generate and submit the MSR to the ACOR NLT the 10th calendar day of each month IAW provisions in TE 2.

4.6.2 The MSR shall include key events and accomplishments, planned activities for the following month, an activity summary, issues encountered with actual, planned or recommended corrective action, results from quality control inspections conducted by the contractor, lessons learned and monthly and cumulative workload.

4.6.3 Monthly and cumulative workload report shall be provided in Excel Spreadsheet IAW TEs 3 and 4.

4.6.4 The contractor shall include all engagement deliverables in the MSR.

5.0 Quality Control and Assurance

5.1 Quality Control: The contractor shall develop, maintain, and execute an approved Quality Control (QC) program and processes to monitor contractor performance at all locations and to ensure compliance with regulatory guidance and the requirements of this order. The contractor’s quality control plan shall delineate procedures to identify, prevent and ensure non-recurrence of defective services. This established quality control program should ensure services are performed in accordance with (IAW) TO (Task Order) requirements. The contractor’s quality control program is the means by which it ensures that all work performed complies with the requirements of the TO. The contractor shall develop and implement a Quality Control Plan (QCP) specific to this TO that addresses processes and procedures implemented to ensure performance meets all requirements of the TO. At a minimum, the contractor shall develop quality control procedures that address the areas identified in the performance requirements summary (PRS) described in this PWS. This includes appropriate lower level quality control metrics proposed by the contractor to track progress towards accomplishment of all performance objectives and standards. All travel associated in the performance of contractor’s quality control plan shall be included as part of the firm fixed price (FFP).

Within 60 calendar days of TO full performance, the contractor shall submit its comprehensive QCP for Contracting Officer (KO), Contracting Officer Representative (COR), and Assistant Contracting Officer Representative (ACOR) IAW provisions in Technical Exhibit (TE) 2.

5.2 Quality Assurance: The Government will evaluate the contractor’s performance under this TO IAW the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government will do to ensure that the contractor has performed IAW the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the maximum acceptable defect rate(s). TE 1 (performance requirements summary) contains the evaluation criteria utilized to build the QASP.

5.3 Post Award Conference/Periodic Progress Meetings: The contractor shall attend any post award conference convened by the contracting activity or contract administration office IAW FAR Subpart 42.5. During the meeting, the contractor shall provide an orientation to its proposed support of the program, implementation milestone schedule, and discuss administrative matters. The KO, COR, ACOR and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. Meetings shall be conducted via conference call or teleconference, or in person (only when requested by the Government). The purpose of this meeting is to achieve a clear and mutual understanding of all TO requirements, and to identify and resolve any potential problems. This meeting is not a substitute for the contractor fully understanding the work requirements at the time offers are submitted, nor is it to be used to alter the final agreement arrived at in any negotiations leading to award. The contractor shall e-mail the ACOR the “meeting minutes” no later than (NLT) five business days upon completion the meeting IAW provisions in TE 2.

5.4 Periodic Progress Meetings: In the event the Government deems this meeting necessary, the KO will notify the contractor NLT five business days prior to the meeting. The KO, COR, ACOR, and other Government personnel (as appropriate) shall meet with the contractor to review the contractor's performance. Meetings will be conducted via teleconference (most efficient) or in person (only when requested by the Government). The COR shall coordinate these meetings and the KO will serve as the meeting chair. At these meetings, the Government will apprise the contractor of how the Government views the contractor's performance and the contractor shall apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. Any expense associated with these meetings shall be included as part of the FFP.

6.0 Period and Place of Performance

6.1 Period of Performance

6.2 Place of Performance: Since most Flag Officers operate within or near the Washington, D.C. area, a large portion of the work to be performed under this contract shall be performed generally at Government facilities located within the National Capital Region (NCR) of the United States, or at an appropriate non-government business location suggested by the Flag Officer or via phone at the request of the Flag Officer. Additionally, there are a number of new FO’s who are located in other regions, including CONUS (ie: Virginia, California, Nebraska, Florida, Illinois, and Texas, to name a few) locations. Additionally, some are located OCONUS (ie: Germany, Italy, Bahrain, S. Korea, Singapore, and Hawaii, to name a few). The contractor shall have the ability to support these locations.

6.3 Hours of Operation: The contractor’s business hours shall be flexible and conform to the availability of the Flag Officer’s schedule from Monday thru Friday except Federal holidays. The contractor shall maintain at all times an adequate workforce for the uninterrupted performance of all tasks defined within this PWS.

7.0 Identification

7.1 Identification of contractor employees and products: All contractor personnel attending meetings, answering Government telephones, and working in other situations where their contractor 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 that they are Government officials.

7.2 Contractor Generated Products: The contractor shall ensure that all documents or reports produced by contractor employees are suitably marked as contractor products or that contractor participation is appropriately disclosed. All documents shall clearly contain the contractor’s company name, date the document was created, full name of the contractor personnel(s) creating the document, and a contractor point of contact (POC) with contact information (phone number and e-mail) in the event there are questions regarding the document. The contractor shall insert the following statement at the header of all contractor-generated documents, “The information contained in this document was generated by “contractor name” for use by the U.S. Government.”

7.3 Identification Badges: The contractor shall furnish an identification (ID) badge with employee’s (to include subcontractors) name, picture and company information to contractor employees providing direct service to the Government under this TO. All contractor/subcontractor personnel shall wear this ID badge in a visible area during performance of this TO on the upper front quadrant of the outer garment when participating in meetings with DON Executives at Government facilities.

7.4 Identification of contractor employees: All contractor personnel attending meetings where their contractor 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 that they are Government officials. They shall also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed IAW PWS paragraph 1.5.8.2. The contractor shall coordinate with the ACOR or FO representative to gain access to Government facilities (i.e. visitor’s passes).

8.0. Security Requirements:

8.1 Access to Personally Identifiable Information and Protected Health Information: Provisions of the privacy act apply to all records and reports maintained by the contractor IAW Heath Insurance Portability and Accountably Act (HIPAA) of 1996 and Personally Identifiable Information (PII), Protected Health Information (PHI). The contractor is responsible for safeguarding information of a confidential or sensitive nature, also known as PII and PHI. In addition, the contractor, unless otherwise authorized by the Government, shall limit access to PII and PHI to those employees and subcontractors who require the information in order to perform their official duties under this TO. The contractor shall comply with the privacy act and all applicable agency regulations on individual privacy, to include:

-Reporting and response requirements set forth in memorandum, Office of the Secretary of Defense (OSD), Subject: Safeguarding against and Responding to the Breach of PII, June 5, 2009.

- DoD directive 5400.11, DoD privacy program.

-DoD directive 5400.11-R, DoD privacy program.

-Health Insurance Portability and Accountability Act of 1996.

Furthermore, the contractor shall encrypt all contractor-owned laptops or other portable media storage devices that process or store PII and PHI, IAW National Institute of Standards and Technology (NIST) Federal Information Processing Standards (FIPS) publication (PUB) 201 w/ Change 1, dated March 2006. The contractor shall require FIPS 201, Change 1 encryption of any sensitive PII and PHI when transmitted electronically across the internet or other public networks. Failure to safeguard information which may involve the contractor or the contractor’s personnel or to which they may have access may subject the contractor and/or the contractor’s employees to criminal liability. Contractor shall follow provisions set in DoD directive 5400.11-R if it suspects or encounters an actual data breach.

NOTE: In addition to notifying the designated Government proponents per the designated timeframes (i.e.: section C10.6.1.1., C10.6.1.2., C10.6.1.2.4., etc.) identified in DoD directive 5400.11-R, the contractor shall also notify the ACOR, COR, KO, and (if required) the Government installation operational security (OPSEC) officer IAW DoD directive 5400.11-R, IAW provisions in TE 2.

8.2 Personnel Security: Contractor/subcontractor personnel supporting this TO shall have a favorable Federal Bureau of Investigations (FBI) finger print card check, and initiate a National Agency Check With Inquiries (NACI) or equivalent investigation (as determined by the Government) before access to Government system can be granted, and shall maintain the level of security required for the life of the TO.

8.3 Government equipment and facilities security: The contractor shall be responsible for safeguarding all Government equipment, information and property provided for contractor use.

8.4 Installation/ Facility Access and General Protection: The contractor and all associated Subcontractor(s) employees shall comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures. The contractor shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. The contractor shall comply with all personal identity verification requirements as directed by DoD, DON and/or local policy. In addition to the changes otherwise authorized by the changes clause of this task order, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

8.5 Government Facility Access Media Accountability: The prime contractor shall be responsible for accounting for and retrieving all Government facility access media (i.e.: vehicle passes, CACs, etc.). The prime contractor is responsible for retrieval of all Government facility access media in the event a contractor / subcontractor employee is terminated, leaves before the TO period of performance ends and/or at completion of TO. Contractor shall coordinate with the ACOR and COR for return of the Government facility access media. Contractor shall accomplish media turn-in within five business days of employee termination and/or TO expiration. If the media is not collected and/or the access media is lost, stolen or damaged (needing replacement) the contractor shall notify the ACOR, COR and KO within 24 hours after detecting the oversight as to circumstance for non-collection of the sensitive media per the provisions in TE 2. In addition, upon completion of this TO, or termination of employment of any contractor or subcontractor employee, the contractor shall collect and properly dispose of all contractor/subcontractor-furnished identification cards. If any cards are not collected, the contractor shall notify the ACOR, COR and KO within 24 hours of detecting the oversight as to circumstances for non-collection of card(s) IAW provisions in TE 2.

NOTE: Reference Federal Acquisition Regulation (FAR) Clause 52.204-9 – Personal Identity Verification of Contractor Personnel – for specific guidance regarding this requirement.

8.6 Systems Access: When requested by the Government, the contractor shall provide access to and information regarding the systems that the contractor operates or maintains on behalf of the Government under this task order.

8.7 Communication Security: All communications with DoD organizations are subject to communication security (COMSEC) review. Contractor shall be aware telephone communications, and IT networks are continually subject to intercept by unfriendly intelligence organizations. DoD has authorized the military department to conduct COMSEC monitoring and recording of telephone calls originating from, or terminating at, DoD organizations. Consequently, the contractor is advised that any time they place a call or receive a call they are subject to COMSEC procedures. The contractor shall assume the responsibility for ensuring wide and frequent dissemination of the above information to all employees dealing with DoD information. The contractor shall be aware of, and abide by all Government regulations concerning the authorized use of the Government’s computer network (i.e.: viewing /distributing pornographic material, restricted / subversive sites on the web, spillage of confidential and/or classified information, etc.), including the restriction against using the network to recruit Government personnel or advertise job openings. Reference DoDI 8560.01 - Defense Technical Information Center.

9.0 Qualifications

It is recommended the contractor provide a minimum of ten personnel identified by the contractor as “Executive Coaches.” The contractor shall ensure that executive coaches meet the following minimum qualifications.

9.1 Coaching certification from International Coach Federation or another equivalent certification, coaching specialty in Leadership, Executives, or Business/Organizations and a relevant degree.

9.2 A minimum of 10 years of coaching experience.

9.3 Work experience within the DoD or a minimum of three years previous experience coaching Department of Defense Flag Officers/General Officers/senior executive leaders, and has previous experience coaching comparable senior level executives in private industry. Additionally, Coaches should be familiar with U.S. National Military strategy and DON strategy, as well as Chief of Naval Operations’ Design / priorities, which should serve as baseline support documents in discussions with the FO. (Navy Flag Officer Development team can assist with providing this information.)

9.4 Adhere to the ethical guidelines of the coaching profession as stated by the International Coach Federation. Reference website for Code of ethics:

http://coachfederation.org/about/landing.cfm?ItemNumber=854&navItemNumber=634.

9.5 Possess certification to deliver executive assessment feedback generated by the “PROFILOR 360” and any other comparable 360 assessment tool, Hogan / MBTI self- assessment tools.

9.6 Possess experience demonstrating traits in trustworthiness, active listening, and direct communication.

9.7 Possess experience demonstrating the ability to provide engaging and attentive communication; the ability to create and communicate questions in personal awareness; and the ability to provide nonjudgmental services.

9.8 At least 50 percent of the executive coaches shall have, and maintain, security clearances that meet DOD requirements for access up to SECRET level.

10.0 Personnel Management

10.1 The contractor shall have a recruitment, training, and retention program that attracts and retains qualified individuals. A stable workforce is critical to successful performance of this mission. Contractor shall ensure contractor personnel supporting this PWS are replaced immediately after a position becomes vacant. If the contractor is unable to replace a vacancy immediately, it shall provide a written explication to the ACOR, COR, and KO NLT 10 business days after the vacancy IAW provisions in TE 2. The written explanation shall contain the contractor’s proposed plan to cover the workload gap, and a corrective plan and timeline to fill the vacancy.

10.2 The Contractor shall provide a list of all contractor employees directly supporting this PWS, together with anniversary dates of employment, to the COR and KO NLT 120 calendar days prior to completion and a revised list NLT 30 days prior to completion IAW provisions in TE 2.

10.3 The contractor shall ensure that all employees present a professional appearance that is appropriate for their position. Any noted concerns shall be reported to the COR for corrective measure instruction.

10.4 Contractor employees shall conduct themselves in a proper, efficient, courteous and businesslike manner.

10.5 The contractor shall remove from the site any individual whose continued employment is deemed by the ACOR, COR or KO to be contrary to the public interest or inconsistent with the best interests of National Security.

10.6 Working Relationship and Disputes with Customers or Other Government Contractors: In the event that the contractor and a Flag Officer are not able to establish a working relationship, the contractor shall work with the ACOR to propose a solution to meet the Flag Officer’s requirements. The contractor shall notify the KO in writing with unresolved disputes in receiving support from or providing support to customers or other contractors within two business hours from time of dispute IAW provisions in TE 2. The contractor shall provide written notice of dispute resolution(s) to the KO, COR, and ACOR within two business days after resolution, IAW provisions in TE 2.

10.7 Liability: The contractor hereby agrees to release the Government (to include its agents) from liability for any loss, damage, or injury sustained by the contractor, or his employees during the performance of this TO. The contractor also agrees to indemnify the Government for any loss, damage, or injury to Government personnel or agents or other third parties, provided such loss to the Government is caused by the negligence of the contractor or his personnel while performing this TO.

10.8 Contractor Coaching Pool. The contractor shall provide prescreened / vetted and qualified executive coaches to support the DON executive coaching program. The contractor shall provide a list of qualified coaches to the ACOR NLT two business days BEFORE start of work and NLT two business days BEFORE any change in the list of available qualified coaches IAW provisions in TE 2.

11.0 Travel

11.1 Travel Instructions: The annual not-to-exceed (NTE) travel amount is $13,200.00. The contractor shall include all other direct expenses associated with successful performance of the work required in this PWS as part of its FFP. In addition, the contractor shall arrange ACOR approved individual contractor employee travel utilizing the travel authorization request form at TE 5. Requests for travel shall include all estimated travel expenses to include per diem rate, lodging, airfare, rental car, privately owned vehicle (POV) mileage reimbursement requests and any other miscellaneous expenses IAW FAR 31.205-46. Contractors shall submit its travel requests to the ACOR NLT 21 calendar days before the requested travel for review/approval IAW provisions in TE 2. If the Government is requesting the contractor travel in support of this requirement, the ACOR will notify the contractor of the scheduled travel requirement at least 21 calendar days prior to the event. Travel requirements that need to occur within the 21 calendar day notification window will be reviewed on a case-by-case basis between the ACOR and the contractor to determine if it warrants approval. The contractor shall coordinate all travel arrangements; travel should be minimized by assigning coaches to FO’s co-located in the same area/ region. Significant changes in travel requirements from those listed in the below table may be negotiated by the KO, as required.

11.2 Travel Invoicing Instructions: The Government will reimburse contractor for actual travel expenses incurred in the performance of tasks associated with this PWS. The Government will reimburse the contractor for all ACOR approved travel expenses IAW FAR 31.205-46. General and administrative (G&A) expense, overhead, profit or handling fees will not be allowed on travel expense invoicing. Along with its invoices, the contractor shall submit copies of receipts and/or any other documents necessary to ascertain the validity of its travel expense charged against this TO. Contractor shall utilize the travel claim form in TE 6 with each submitted invoice for reimbursement. Travel claims shall be submitted to the ACOR, and the COR for reimbursement NLT five business days after completion of travel for review/approval, IAW provisions in TE 2. In addition, the contractor shall generate a trip report for every travel event performed under this TO and reimbursed by the Government. The trip reports shall be emailed to Flag Officer Development within five business days after return from the event.

11.3 Non-Reimbursable Travel: Any travel expense associated with contract management/supervision, contractor directed personnel changes,…