N4019225T9008_Attachment 2_SOW-Strategic Planning Facilitator Services.pdf

Naval Facilities Engineering Systems Command (NAVFAC) Marianas Scope of Work

Strategic Planning Facilitation Services

08 July 2025

1. SCOPE DESCRIPTION

1. Introduction Naval Facilities Engineering Systems Command (NAVFAC) Marianas plays a critical role in supporting the U.S. Navy and Marine Corps in the Marianas region. The annual Executive Steering Group (ESG) Summit serves as a vital platform for senior leadership to collaboratively develop the Fiscal Year Annual Execution Plan (AEP). This plan outlines key actions, initiatives, and resource allocations required to achieve the command's strategic objectives, aligning with Department of Defense (DoD), Department of Navy (DoN), and NAVFAC headquarters priorities. The AEP is essential for ensuring effective and efficient execution of NAVFAC Marianas' mission, enabling the command to adapt to dynamic operational requirements and resource constraints.

This SOW outlines the requirements for a contractor to provide professional strategic facilitation services for the NAVFAC Marianas ESG Summit, scheduled for 27 August 2025 to 29 August 2025. The objective is to facilitate a structured and productive summit that results in a comprehensive and actionable FY26 AEP, fostering alignment and commitment among senior leadership. The desired outcomes include a clearly defined AEP, strengthened communication and collaboration within the leadership team, and enhanced organizational readiness to execute strategic priorities.

2. Scope Description The Contractor shall provide comprehensive facilitation services to guide the NAVFAC Marianas ESG Summit, ensuring a structured, productive, and results-oriented event. This includes pre-summit planning and preparation, facilitation of all summit activities, post-summit documentation and AEP development, and follow-up support. The Contractor will collaborate closely with the designated NAVFAC Activity Point of Contact (POC) throughout the project.

Included in Scope:

Pre-summit needs assessment and planning.

Development of a customized agenda, facilitation plan, and workshop materials.

Facilitation of all three days of the ESG Summit.

Real-time documentation of summit discussions and decisions.

Development of a draft and final AEP document.

Post-summit debriefing with leadership.

Limited follow-up support for AEP implementation

Excluded from Scope:

Development of NAVFAC Marianas’ overarching strategic plan.

Implementation of the AEP.

Long-term strategic consulting beyond the defined follow-up support period.

Travel arrangements for NAVFAC Marianas personnel.

Provision of IT equipment or software beyond what is necessary for the facilitator's role.

The Contractor is expected to engage with NAVFAC Marianas leadership proactively, providing expert guidance and support throughout the planning and execution of the ESG Summit. This includes regular communication with the NAVFAC Activity POC, active participation in planning meetings, and responsive adaptation to evolving needs and priorities.

3. Tasks

Task 1: Kick-off Meeting

1.1 Schedule Meeting: Within two (2) calendar days of contract award, schedule a virtual kick-off meeting via Microsoft Teams.

1.2 Conduct Meeting: Conduct the kick-off meeting, not to exceed two (2) hours, between 0800 and 1700 Chamorro Standard Time (ChST).

1.3 Document Meeting: Document key discussion points, action items, and decisions made during the meeting and distribute minutes to participants within 24 hours.

1.4 Confirm Project Understanding: Verify alignment on project scope, tasks, deliverables, timelines, and communication protocols.

Task 2: Needs Assessment and Pre-Planning This task focuses on gathering information, understanding NAVFAC Marianas' strategic context, and designing a tailored approach for the ESG Summit. It involves the following sub-tasks:

2.1 Preliminary Information Gathering:

2.1.1 Review Existing Documentation: Prior to kick-off meeting, the Contractor shall review provided documents, including previous AEPs, strategic plans, organizational charts, and any relevant background materials provided by the NAVFAC POC. The Contractor will document key takeaways and identify any gaps or areas requiring further clarification.

2.1.2 Initial Consultations: Within two calendar days of the kick-off meeting, the Contractor shall conduct individual consultations with key stakeholders identified by the NAVFAC POC. These consultations will aim to gather perspectives on strategic priorities, challenges, opportunities, and desired outcomes for the upcoming fiscal year.

Each consultation should be no longer than one hour and documented in a concise summary report. A minimum of five (5) stakeholder consultations are required.

2.2 Needs Assessment:

2.2.1 Develop Survey Instrument: Based on the preliminary information gathering, the

Contractor shall develop a targeted online survey to gather broader input from a wider group of stakeholders within NAVFAC Marianas. The survey should focus on key strategic areas and gather both quantitative and qualitative data. The survey design must be approved by the NAVFAC POC before distribution.

2.2.2 Administer Survey: The Contractor shall administer the online survey, ensuring a representative sample of participants. The Contractor will be responsible for managing the survey process, collecting responses, and maintaining data confidentiality. The survey will be open for a minimum of one week.

2.2.3 Analyze Survey Data: The Contractor shall analyze the survey data and compile key findings into a concise report. This report will identify common themes, trends, and areas of agreement or disagreement among stakeholders regarding strategic priorities.

2.3 ESG Summit Design and Planning:

2.3.1 Develop Customized Agenda: Based on the needs assessment findings, the Contractor shall develop a detailed agenda for the three-day ESG Summit. The agenda should be structured to address the identified strategic priorities, challenges, and opportunities, incorporating a variety of interactive activities and discussion formats.

2.3.2 Create Facilitation Plan: The Contractor shall develop a comprehensive facilitation plan outlining the specific methods and techniques to be used during the summit. This plan should detail how the facilitator will guide discussions, manage group dynamics, foster collaboration, and ensure productive outcomes.

2.3.3 Design Workshop Materials: The Contractor shall design and develop all necessary workshop materials, including presentations, handouts, worksheets, and any other resources required to support the summit activities. All materials must be visually appealing, professionally formatted, and aligned with NAVFAC branding guidelines.

2.3.4 Review and Approval: The Contractor shall submit the draft agenda, facilitation plan, and workshop materials to the NAVFAC POC for review and approval at least five calendar days prior to the ESG Summit. The Contractor will incorporate feedback from the NAVFAC POC and finalize all materials prior to the summit.

2.4 Logistics Coordination:

2.4.1 Confirm Summit Venue: The Contractor shall confirm the suitability of the designated summit venue and coordinate any necessary logistical arrangements.

2.4.2 Arrange Materials Printing and Shipping: The Contractor shall arrange for the printing and shipping of all workshop materials, ensuring timely delivery to the summit venue.

2.4.3 Coordinate with NAVFAC POC: The Contractor shall maintain regular communication with the NAVFAC POC throughout the planning process, providing updates on progress and addressing any questions or concerns.

Task 3: Facilitate 3-Day ESG Summit

This task involves facilitating all three days of the in-person ESG Summit, guiding participants through a structured process to develop the FY26 AEP.

Summit Objectives:

Align leadership vision and goals to INDOPACOM’s Indo-Pacific Strategy.

Develop clear, measurable FY2026 strategic goals and KPIs.

Build collaboration across functions and services.

Identify cross-directorate dependencies and capability gaps.

Launch initiatives for workforce readiness, leadership development, and innovation.

Cultivate professional resilience across command leadership.

Day 1: Strategic Framing & Environment

Opening Remarks (Facilitator): Welcome, summit objectives, logistics. Facilitation Technique: Concise and engaging opening, setting a positive and productive tone.

Keynote Speaker #1: Strategic Priorities for NAVFAC Marianas focusing on Supported Command’s priorities and how NAVFAC Marianas can support. Facilitation Technique:

Ensure seamless transition between speakers.

Keynote Speaker #2: Strategic Priorities for NAVFAC Marianas focusing on Supported Command’s priorities and how NAVFAC Marianas can support. NAVFAC Marianas can contribute. Facilitation Technique: Seamless transition, potentially pre-arranged Q&A with speakers.

Panel 1 “Building Forward – Pacific Infrastructure Resilience”: Panel discussion with representatives from Supporting Commands. Facilitation Technique: Moderated panel discussion, pre-submitted questions, audience Q&A.

Panel 2 “Partnering for Success – Regional & Local Collaborations”: Panel discussion with representatives from Supporting Commands. Facilitation Technique: Moderated panel discussion focusing on collaboration opportunities and challenges.

Commander’s Welcome and Vision Brief: NAVFAC Marianas Commander presents their vision and sets the stage for the summit. Facilitation Technique: Visual aids, clear articulation of command vision and expectations for the summit.

OPNAV and USPACFLT Strategic Priorities: Presentation outlining relevant strategic priorities from higher headquarters. Facilitation Technique: Interactive Q&A, ensuring alignment and understanding of external drivers.

Mini-Session: Leadership Endurance in the Indo-Pacific: Cultivating Resilience in Command: Interactive session focusing on leadership resilience. Facilitation Technique:

Small group discussions, guided reflection prompts, sharing of best practices.

Day 1 Wrap-up and Next Steps: Summary of key takeaways and preview of Day 2.

Facilitation Technique: Interactive activity capturing key insights and action items.

Day 2: Goal Planning & Capability Integration Day 2 activities, including Directorate Flash Briefs, KPI Workshop, Capability Mapping

Session, and Goal Mapping Workshop. Specify facilitation techniques for each activity -brainstorming, breakout sessions, prioritization matrices, etc.

Day 3: Leadership Development & Strategic Commitment

Guest Speaker Working element: Resilience Mapping Workshop – Applying Leadership Under Pressure

Day 3 activities, including the Resilience Mapping Workshop, Operationalizing Resilience workshop, Strategic Roadmap Buildout, and Commander’s Summit Close- Out. Specify facilitation techniques for each activity.

Task 4: Post-Summit Activities

4.1 Post Summit Report:

Provide an overview of the summit’s objectives and purpose within the broader organizational strategy, summarize the most important sessions, presentations, and discussions that took place during the summit, identify recurring themes and trends, document the tangible results and accomplishments of the summit, and analyze attendee feedback to understand their perceptions of the summit and identify areas for improvement, and identify key lessons learned from the summit and provide actionable recommendations for future events. This report is due to NAVFAC Marianas Activity POC within five (5) calendar days after ESG Summit.

4.2 Draft AEP:

Provide a comprehensive draft AEP that outlines the specific activities, timelines, and resources and key performance indicators required to achieve the Commands’ FY26 strategic goals. The AEP should be aligned with the Command’s overall strategic plan and reflect the priorities established by leadership and key stakeholders. The draft AEP should be submitted as a Microsoft Word document nd be suitable for review and refinement by the Government. This report is due to NAVFAC Marianas Activity POC one week after the ESG Summit.

4.3. Final AEP:

Provide a finalized AEP incorporating all feedback received on the draft AEP from the Government and should demonstrate a clear understanding of the Command’s strategic priorities.

The finalized AEP must be submitted in Microsoft Word and included a documented summary of changes from the draft version, including rationale. This report is due to NAVFAC Marianas Activity POC one (1) week after receipt of Government comments/feedback

Task 5: Follow-up Support

5.1 Coaching Sessions:

Conduct up to four (4) one-hour coaching sessions with designated NAVFAC personnel on strategy implementation and change management.

5.2 Progress Review Meetings:

Facilitate two (2) virtual progress review meetings to address implementation challenges and refine the AEP as needed.

5.3 AEP Revisions:

Provide up to ten (10) hours of support for AEP revisions based on feedback and implementation progress. This support will conclude no later than 31 December 2025.

4. Deliverables

The following table outlines the product deliverables for the SOW. All deliverables will be submitted to the designated NAVFAC Activity POC. It is anticipated that all deliverables will be provided via email or other electronic method (e.g. DoD SAFE, MS Teams). *Deliverable dates may be adjusted based on information available in coordination with the NAVFAC Activity POC. The Government will be the sole owner of all planning documents, meeting minutes, reports generated in support of this requirement.

# Section Title Due Date

1 1.1 Kick-off Meeting NLT 2 calendar days after contract award

2 1.2 Kick-off Meeting Minutes Within 24 hours of kick-off meeting

3 2.1.1 Review Existing Documentation NLT 2 calendar days of kickoff meeting

4 2.1.2 Initial Consultation NLT 2 calendar days of kickoff meeting

5 2.2.1 Survey Instrument NLT 3 calendar day of kickoff meeting

6 2.2.2 Administer Survey NLT 5 calendar days of contract award

7 2.2.3 Survey Data Report 5 calendar days before ESG Summit

8 2.3 Summit Design and Planning 7 calendar days before ESG Summit

9 2.4 Summit Logistics Coordination 5 calendar days before ESG Summit

10 3 Facilitation of Three-Day ESG Summit 27 – 29 August 2025

11 4.1 Post Summit Report 5 calendar days after ESG Summit

12 4.2 Draft AEP 1 week after ESG Summit

13 4.3 Final AEP

1 week after receipt of Government comments/feedback

14 5.1 Coaching Session NLT 31 December 2025

15 5.2 AEP Progress Review Meetings NLT 31 December 2025

16 5.3 AEP Revisions Support NLT 31 December 2025

5. Period of Performance The period of performance for this contract is 01 August 2025 up to and including 31 December 2025. This timeframe encompasses all pre-summit planning, execution of the three-day ESG Summit, development of the final AEP, and the defined period of follow-up support. Any requests for schedule adjustments or extensions must be submitted in writing to the COR at least 10 business days prior to the affected milestone and will be subject to government approval.

6. Performance Measurement Performance measures for satisfactory completion of work shall be measured by completion of the tasks and deliverables in this SOW. The COR will monitor performance regularly and provide feedback to the Contractor. A formal performance evaluation will be conducted at the end of the period of performance. The following metrics shall be applied.

Requirement (1)

Standards— Criteria for Acceptance

(2)

Acceptable Quality Level (3)

Method of Surveillance

/ Frequency (4)

Incentive/ Disincentive

(5)

Quality of Task Completion

Task support meets stated objectives.

There are no oversights in the development of reports, documents, or functional requirements, which could result in delays in meeting established timelines.

Customer feedback

At end of task

Positive Past Performance Evaluation

Timeliness of Task Completion

Meets delivery dates specified or as mutually agreed

100% Compliance Customer

Contractor reports

Performance Evaluation

Deliverable Submissions listed in Section 4

Deliverables adhere to requirements and meet delivery dates specified or as mutually agreed

Contractor’s performance consistently yields work products that conform to the requirements and submitted on time.

Customer

Contractor reports

Performance Evaluation

7. Facilitator Qualifications The Contractor shall provide a facilitator with the following qualifications:

Minimum of ten (10) years of experience facilitating strategic planning sessions with senior executives.

Certified Professional Facilitator (CPF) designation or equivalent certification.

Demonstrated experience working with government agencies or military organizations.

Expertise in strategic planning methodologies, including Balanced Scorecard and SWOT analysis.

Excellent communication, group facilitation, and consensus-building skills.

8. Government Furnished Information and Security The Government will provide the Contractor with access to relevant information and documentation, including previous AEPs, strategic plans, and organizational charts. The Contractor shall sign a Non-Disclosure Agreement (NDA) before receiving any Government Furnished Information (GFI). All GFI must be handled and stored in accordance with DoD security regulations. Unauthorized disclosure or misuse of GFI will result in contract termination and potential legal action. The Contractor is responsible for ensuring all personnel handling GFI have the appropriate security clearances and receive necessary security training.

9. Travel and Expenses All costs associated with summit and AEP materials and travel, including transportation, lodging, per diem and other related expenses, are the sole responsibility of the Contractor. These expenses are considered to be included in the Contractor’s proposed fees or rate and are not reimbursable by the Government under any circumstances. The Contractor is expected to manage their travel arrangements and expenses efficiently and effectively within their proposed budget. The Government will not provide any assistance with travel arrangements or expense report. The Contractor is responsible for obtaining all necessary visa, permits, and other documentation required for travel related to this SOW.

10. Location of Work The island of Guam is located approximately 3,300 miles West of Hawaii, and 1,500 miles east of the Philippines and south of Japan. Guam is a territory of the United States and its residents are US citizens. The island is about 36 miles long and 6-12 miles wide.

ESG Summit will be held in a Government facility on Guam.

Access into the facility will be coordinated with the NAVFAC Activity POC or their designee.

Parking is available on site and will not require the use of a Government issued CAC card or DBIDS card.

11. Intellectual Property Rights The Government shall retain all intellectual property rights to the deliverables and any materials created by the Contractor under this contract. The Contractor may not use, reproduce, or distribute these materials without prior written consent from the Government.

12. Contingency Planning In the event of unforeseen circumstances, such as natural disasters or schedule changes, the COR and the Contractor will jointly assess the impact and develop a revised plan. Any changes to the scope of work, deliverables, or schedule must be documented in writing and approved by the COR through a formal contract modification.

13. Government Points of Contact and Communication The identified individuals are responsible to oversee contract performance and the Contractor is responsible to coordinate with the identified individuals.

NAVFAC Marianas Activity POC/Contracting Officer’s Representative (COR):

Primary S. Therese Hocog salomae.t.hocog.civ@us.navy.mil

(671) 349-2243

Alternate Kendra O. Finklea kendra.o.finklea.civ@us.navy.mil

(671) 349-3358

Contract Specialist: Daniel N. Calvo

Email: Daniel.calvo.civ@us.navy.mil Phone (COMM): 671-333-2123

Contracting Officer: Daniel N. Calvo

Email: Daniel.calvo.civ@us.navy.mil Phone (COMM): 671-333-2123