NICHD-23-226.SOURCES SOUGHT NOTICE.pdf

SOURCES SOUGHT NOTICE

(Acquisition of Services for Inclusion, Diversity, Equity, Accessibility, and

Civility (IDEA-C) Program Initiatives and Strategic Management)

AGENCY: The National Institutes of Health, National Institutes of Diabetes and Digestive and Kidney Diseases (NIDDK)

TITLE: Acquisition of Services for Inclusion, Diversity, Equity, Accessibility, and Civility (IDEA-C) Program Initiatives and Strategic Management

PROPOSED SOLICITATION NUMBER: NICHD-23-226

PROJECT SERVICE CODE: R499 – SUPPORT PROFESSIONAL: OTHER

This is a Small Business Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. There is no solicitation available at this time.

The purpose of this notice is to obtain information regarding: (1) the availability and capability of all qualified small business sources; (2) whether they are small businesses; HUBZone small businesses; service-disabled, veteran owned small businesses; 8(a) small businesses; veteran-owned small businesses; woman-owned small businesses; or small disadvantaged businesses; and (3) their size classification according to the North American Industry Classification System, (NAICS) code for the proposed acquisition. Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set- aside is possible. An organization that is not considered a small business under the applicable NAICS code should not submit a response to this notice.

BACKGROUND:

The National Institute of Diabetes, Digestive and Kidney Diseases (NIDDK) mission is to conduct and support medical research training and to disseminate science-based information on diabetes and other endocrine and metabolic diseases; digestive diseases, nutritional disorders, and obesity; and kidney, urologic, and hematologic diseases, to improve people’s health and quality of life.

NIDDK is seeking business consulting services to further develop and strategically manage the Institute’s Inclusion, Diversity, Equity, Accessibility, and Civility (IDEA-C) program initiatives. NIDDK’s IDEA-C efforts are a top priority for the Institute and directly tie into the National Institute of Health’s (NIH) requirement for all Institutes and Centers (ICs) to actively create and implement a Racial and Ethnic Equity Plan (REEP). This plan identifies and provides a framework to dismantle any racial and ethnic disparities and enhance the diversity of NIDDK’s workforce.

OBJECTIVE:

The objective of this requirement is to procure professional services that will improve alignment of resources, operations, support and encourage innovation, collaboration, and integration to position NIDDK for the future as it relates to Inclusion, Diversity, Equity, Accessibility, and Civility (IDEA-C). These services include, but are not limited to, developing program initiatives and strategic management services, and all other tasks identified in this Statement of Work

(SOW).

The types of services expected to be provided include:

• Business Consulting Services:

o Program & change management o Provide counsel and technical assistance o Strategic management guidance and framework(s) o Enterprise resource planning o Enterprise communication planning and strategy o Turn-the-Curve (TTC) facilitation

• Business Transformation:

o Address all of NIDDK’s current IDEA-C activities as well as anticipated and unanticipated future activities o Address NIDDK’s relationship to other stakeholders in IDEA-C activities, including but not limited to NIH, NIDDK grantees, and the biomedical research and health ecosystem o Provide a process for prioritizing and aligning IDEA-C priorities o Foster inclusion, rigor, accountability for results, and continuous learning

SALIENT / REQUIRED FEATURES AND SPECIFICATIONS:

STATEMENT OF WORK:

Independently and not as an agent of the Government, the Contractor shall furnish all the necessary services, qualified personnel, material, equipment, and facilities not otherwise provided by the Government, as needed to perform the

SOW.

The Contractor shall work closely with the IDEA-C Executive Committee and staff to implement all aspects of the deliverables.

The Contractor’s Program Manager shall:

• Serve as the senior Contractor assigned to the work effort and, shall direct, review, and plan the activities and work products of the Contractor staff. Serves as the primary contact for the NIDDK COR and IDEA-C Executive Committee.

• Manage Contractor staff in the performance of the required work, assigning tasks and deadlines.

• Have experience managing staff comparable to the size proposed in this SOW and be capable of directing staff in performance of these tasks.

• Provide monitoring and reporting services associated with the ongoing checks, status reports, and management of contract support activities.

The Contractor shall provide support for the technical and functional activities needed for successful program management of this SOW, including but not limited to the following:

• The Contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The Contractor shall respond to Government requests for contractual actions in a timely fashion and shall work with the appropriate Government management team members for all administrative issues. The Contractor’s Program Manager shall assign work effort and maintain proper and accurate time keeping records of personnel assigned to work on the contract.

• The Contractor shall recruit, retain, and backfill qualified personnel to continuously meet government requirements.

• The Government shall provide the list of Government holidays to the Contractor in advance. The Contractor shall provide notifications for employees during designated Government non-workdays or other periods where Government offices are closed due to security conditions. The Contractor shall provide the necessary infrastructure to support work under this contract for on-site and off-site locations.

All materials must conform to applicable Section 508 standards. NIDDK abides by 508 standards defined and enforced by HHS.

KEY PERSONNEL:

Key personnel proposed shall include a Project Manager (PM). The PM shall be a point of contact and function as the Contractor’s overall Project Manager for the duration of this requirement.

The Contractor must meet the following requirements as it pertains to their experience, education, and certifications:

• Must have a minimum of 20 years’ experience in all aspects of the DEIA arena; This experience is needed for historical awareness and understanding of the evolution of the DEIA movement.

• Must have experience serving in a Federal Government leadership role that involved oversight of strategic implementation of a DEIA plan and developing Government-wide cultural competencies.

• Must be a demonstrated expert in strategic management, leadership development, and organizational development in both the public and non-profit sectors.

As part of the proposal submitted, vendor will demonstrate substantive experience in all of the areas outlined in the SOW—this relevant past performance will successfully support NIDDK in each of the task areas (Race Ahead, TTC, etc).

Additional preference for those with experience:

Writing articles and/or business cases on leadership, diversity, and change management Writing and presenting diversity data, briefing papers, and policy interpretations

• Must have proven track record of helping leaders build high-impact organizations and teams

• Expertise in Turn-the-Curve (TTC) Thinking, Results-Based Accountability

(RBA), Polarity Thinking, and interest-based negotiation required; see additional context:

NIDDK has adopted a results-based framework -- Results-Based

Accountability (RBA) (see, Trying Hard is Not Good Enough: How to Produce Measurable Improvements for Customers and Communities, by Mark Friedman) -- for the strategic management of its IDEA-C activities. The Contractor must have extensive consulting, teaching, technical assistance, and executive coaching experience with RBA, including with senior leaders and staff members at NIH.

NIDDK has found the principles of Polarity Thinking (see, And Making a Difference by Leveraging Polarity, Paradox or Dilemma, by Barry Johnson) particularly important in leading change in IDEA-C. The Contractor must have demonstrated experience and expertise in consulting in and teaching Polarity Thinking and, in particular, the application of Polarity Thinking to leading change in IDEA-C.

• Must have direct experience working with the Department of Health and Human Services (HHS) and specifically within the National Institutes of Health (NIH). Must have experience in the following areas:

At least 10 years’ experience in consulting, teaching, facilitating, giving lectures, and providing executive coaching in leadership and, in particular, leading organizational change with NIH scientists and administrators, including senior staff members.

Working with NIH’s Training Center and serving as Lead Faculty Developing NIH’s Racial and Ethnic Equity Plan goals and implementation strategies Demonstrated understanding of and experience with the challenges and opportunities in leading change in the DEIA space at NIH For continuity purposes – Knowledge and experience with NIDDK’s

IDEA-C activities

• Must be recognized as a reputable DEIA leader and subject matter expert amongst federal agencies which is evidenced through recommendation by previous clients and demonstrated case studies/work examples with other federal agencies.

• Preference for advanced degree, specifically that of a Masters of Public Management, Law Degree/Juris Doctorate, and/or a Doctorate Degree of Law and Policy.

If a substitution of a Key Personnel is necessitated by an individual's sudden illness, death, termination of employment, or at the request of the Government, the Contractor shall promptly notify the CO to request a change of any key personnel and provide the information required in resumes for Key Personnel. All replacements for Key Personnel shall possess equal or greater education, skill, expertise, and experience to be accepted as suitable replacements. Key personnel shall not be substituted or replaced without prior written notification and acceptance of the CO. A 30-day notice is required for change in key personnel.

PLACE OF PERFORMANCE:

The tasks described herein shall be predominantly performed remotely at the Contractor’s facilities and at the NIH Federally-controlled facilities in Democracy II and NIH Main Campus in the Bethesda, Maryland area and as needed.

Occasional travel may be required.

As such, the Contractor is considered remote and will report into the office when requested and given advance notice.

PERIOD OF PERFORMANCE:

Base period 9/27/2023 – 9/26/2024 Option period 1 9/27/2024 – 9/26/2025 Option period 2 9/27/2025 – 9/26/2026 Option period 3 9/27/2026 – 9/26/2027 Option period 4 9/27/2027 – 9/26/2028

RECORDS MANAGEMENT & RETENTION:

The Contractor (and/or any subcontractor) shall maintain all information in accordance with Executive Order 13556 -- Controlled Unclassified Information, National Archives and Records Administration (NARA) records retention policies and schedules and HHS/NIH policies and shall not dispose of any records unless authorized by HHS/NIH.

In the event that a contractor (and/or any subcontractor) accidentally disposes of or destroys a record without proper authorization, it shall be documented and reported as an incident in accordance with HHS/NIH policies.

GOVERNMENT FURNISHED EQUIPMENT (GFE) / GOVERNMENT

FURNISHED INFORMATION:

The Contractor shall provide and maintain staff, facilities, and equipment for all operations to related to the operation of this SOW.

Necessary and pertinent Government Furnished Information (GFI), including background information, data, emails, etc. will be provided to the Contractor as needed for their proper execution of all operations related to this SOW.

DELIVERABLES:

Deliverables have been categorized into 3 buckets and outlined in the table below. All written deliverable products shall be submitted in draft format for review, comment, and approval by the Project Officer or Federal Task Leader.

DELIVERABLE DELIVERABLE DESCRIPTION /

FORMAT REQUIREMENTS DUE DATE RECIPIENT

BUCKET 1: NIDDK’s Race Ahead Program: Develop, manage, and facilitate all aspects of NIDDK’s Race Ahead Program (description below). Must have prior experience developing and delivering a similar type of training.

Training Description: NIDDK's Race Ahead Program (virtual training) provides participants with tools and a network for advancing racial and ethnic equity at NIDDK.

The tools introduced in the program are equally applicable to advancing the other IDEA-C “Pillars" (Inclusion, Diversity, Equity, Accessibility, and Civility) and advancing equity for other underrepresented groups. In this training, staff will gain understanding critical to conducting and supporting research on the causes of the many health disparities that fall within NIDDK's mission. Also, staff will understand – and will be equipped to address – the significant ways that racism and other “isms" significantly impede the capacity of NIDDK's workforce to support NIDDK's mission.

Deliverables include the following:

Provide Training Complete curriculum for 3 cohorts with 5-day session and develop 3 cohorts of a 2-day (or shorter) version for leaders and clinical staff

-Identify key outcomes and engagement strategies for abbreviated Race Ahead curriculum

Ongoing/Due by the end of the period of performance

Designated IDEA-C Point of Contact

Support Coalition

Provide ongoing support for the Race Ahead Coalition, which is the cohort of individuals (approximately 28 in each cohort, to date 3 cohorts) who participate in the Race Ahead Program. This

Ongoing/Due by the end of the period of performance

Designated IDEA-C Point of Contact includes:

-Scheduling and facilitation of Action & Learning Team meetings

-Scheduling, planning (including agenda), and delivery of Coalition meetings

-Scheduling, planning (including agenda), and delivery of Coalition workshops

-Identify and schedule subject matter experts as guest lecturers to reinforce knowledge or address knowledge gaps (polarities speakers, etc.)

Evaluate & Provide Metrics

-Management of Principles-focused evaluation

-Race Ahead Scorecard:

Provide technical assistance to coalition members on uploading data and experiences; provide reminders and updates to Executive Committee

-Identify qualitative and quantitative data to document demonstrated evidence of progress, including compelling stories NIDDK could leverage for reports and marketing purposes

-Track challenges, and opportunities

Ongoing/Due by the end of the period of performance

Designated

Communications -Additional Communications

-Develop and prepare a Race Ahead Newsletter the period of performance

Designated IDEA-C Point of Contact

BUCKET 2 - Turn-the-Curve (TTC) Strategy Sessions: Provide staffing and facilitation of Turn-the-Curve (TTC) working groups (expected 6/year), which will be a core IDEA-C strategic management function/activity. This includes:

Turn-the-Curve (TTC) Strategy Sessions

-Assist with identifying and prioritizing TTC needs

-Provide timeline and key tasks to be performed

-Plan and facilitate sessions (materials, assistance with identifying attendees, meeting minutes and action items, schedule follow-up meetings)

-Identify metrics of progress and routine timeframes to monitor progress

-Prepare draft reports for committees’ review and concurrence the period of performance

Designated IDEA-C Point of

BUCKET 3 - Consultation: Provide ongoing and frequent consultation for the below.

IDEA-C

Executive Committee Consultation

-Provide support and frequent consultation (weekly at the minimum) to the IDEA-C Executive Committee and Staff. This includes:

a. Attending weekly meetings; providing agenda items and materials in advance

b. Technical assistance on by the end of the period of performance

IDEA-C

Executive Committee designated tasks

i. Organization of components of the IDEA-C management platform

ii. Support of Racial and

Ethnic Equity Plan

(REEP)

reporting/management

c. Assistance with various communications ranging from staff emails to presentation talking points that are catered to specific target audiences

d. Staffing Executive

Committee turn-the-curve planning and strategic management

i. Development and implementation of Executive Committee measures

ii. Drafting and editing turn-the-curve plans

e. Strategic consulting to Executive Committee members and staff/support of ongoing strategic management

IDEA-C

Advisory Committee Consultation

Provide support and consultation to the IDEA-C Advisory Committee. This includes:

a. Assist NIDDK in developing an Advisory Committee charter or governance (as needed), tasks, and

Ongoing/Due by the end of the period of performance

Designated development of agendas and materials for Advisory Committee Meetings

b. Facilitation of Advisory

Committee Meetings (quarterly and ad hoc) and prepare post-meeting notes with action items

c. Presentation in Advisory

Committee Meetings

d. Assist NIDDK with engagement and communications activities to maintain a highly engaged Advisory Committee that finds the committee a valuable use of time

Program Management

-Help advise and inform START Project Management tool in collaboration and conjunction with NIDDK staff on a weekly basis: populate new tasks, deadlines, owners, status)

-Identify and prioritize strategic activities to ensure limited resources are devoted to the most impactful activities and opportunities

-Provide post-meeting notes and action items within 2 weeks the period of performance

Designated IDEA-C Point of Contact

Change Management

-Identify strategies to engage leaders in champion roles

-Identify and track pre- and post-metrics on key activities

Ongoing/Due by the end of the period of performance

Designated and outcome measures in support of NIDDK’s REEP goals.

-Develop communication strategies and activities to address divisive perceptions around Diversity, Equity, Inclusion and Accessibility (DEIA) efforts

-Identify strategies for meaningful celebrations of big milestones

Listening Sessions

Facilitate ad-hoc listening sessions the period of performance

Designated IDEA-C Point of Contact

Invoicing & Reporting

-Provide detailed monthly reporting including burn rate, breakdown of hours, and tasks/accomplishments, as well as monthly invoices.

-Reporting to be provided within one month of the reported month to the Contracting Officer Representative (COR.)

Ongoing/Due by the end of the period of performance

Designated

INVOICE PROCESSING PLATFORM (IPP):

Vendor/Contractor Must be able to accept payments via IPP (Invoice Processing Platform) The contractor may submit a request for an exception. See below for IPP, IPP helpdesk information and applicable Health and Human Services addendum clause.

INVOICING PROCESSING PLATFORM (IPP) In compliance with the Office of Management and Budget (OMB) M-15-19 memorandum "Improving Government Efficiency and Saving Taxpayer Dollars through Electronic Invoicing" directing Federal agencies to adopt electronic invoicing as the primary means to disburse payment to vendors. Invoices submitted under any award resulting from this solicitation will be required to utilize the Invoice Processing Platform (IPP) in accordance with HHSAR 352.232-71, Electronic Submission and Processing of Payment Requests" IPP is a secure, web-based electronic invoicing system provided by the U.S. Department of the Treasury's Bureau of the Fiscal Service, in partnership with the Federal Reserve Bank of St. Louis (FRSTL). Respondents to this solicitation are encouraged to register an account with IPP if they have not already done so. If your organization is already registered to use IPP, you will not be required to re-register however, we encourage you make sure your organization and designated IPP user accounts are valid and up to date. The IPP website address is: https://www.ipp.gov If you require assistance registering or IPP account access, please contact the IPP Helpdesk at (866) 973-3131 (M-F 8AM to 6PM ET), or IPPCustomerSupport@fiscal.treasury.gov Note: Should an Offeror feel that use of the IPP would be unduly burdensome, the response to this solicitation should include an explanation of this position for a determination by the contracting officer.

HHSAR 352.232-71 Electronic Submission of Invoice Payment Requests (Feb 2022) will apply when this requirement is solicited and awarded. As stated: (a) Definitions. As used in this clause, Payment request means a bill, voucher, invoice, or request for contract financing payment with associated supporting documentation. The payment request must comply with the requirements identified in FAR 32.905(b), "Content of Invoices" and the applicable Payment clause included in this contract. (b) Except as provided in paragraph (c) of this clause, the Contractor shall submit payment requests electronically using the Department of Treasury Invoice Processing Platform (IPP) or successor system.

Information regarding IPP, including IPP Customer Support contact information, is available at www.ipp.gov or any successor site. (c) The Contractor may submit payment requests using other than IPP only when the Contracting Officer authorizes alternate procedures in writing in accordance with HHS procedures.

(d) If alternate payment procedures are authorized, the Contractor shall include a copy of the Contracting Officer's written authorization with each payment request.

(END OF CLAUSE)

SPECIAL INSTRUCTIONS:

This Sources Sought is for an organization or institution to provide the NIDDK with the Acquisition of Services for Inclusion, Diversity, Equity, Accessibility, and Civility (IDEA-C) Program Initiatives and Strategic Management.

All qualified small businesses, whether they are small businesses; HUBZone small businesses; service-disabled, veteran owned small businesses; 8(a) small businesses; veteran-owned small businesses; woman-owned small businesses;

or small disadvantaged businesses; interested in submitting a corporate capability statement should demonstrate their capability to provide equipment that meets the characteristics above.

The vendor will be evaluated on their quoted services meeting the specifications under section SALIENT / REQUIRED FEATURES AND SPECIFICATIONS.

If you or your firm/business has an interest and possess the required expertise we invite you to submit a corporate capability statement to assist the Government in determining in accordance with Federal Acquisition Regulation (FAR) 19.502- 2(b) whether or not this procurement will be set-aside for any of the programs described above. The associated NAICS code is 541690, with the small business size standard of $19.00. All respondents are requested to identify their firm's size and type of business.

Interested firms responding to this Sources Sought Notice should adhere to the following:

(a) Provide a capability statement demonstrating relevant experience, skills and ability to fulfill the Government's requirements for the above. The capability statement should contain sufficient detail for the Government to make an informed decision regarding your capabilities. The capability statement should not exceed 15 pages using a font size 10 or larger.

(b) Small business concerns that possess the capabilities necessary to undertake the efforts should submit complete documentation of their capabilities to the Contracting Officer. This capability statement should include: 1) the total number of employees, 2) the professional qualifications of scientists, medical experts, and technical personnel as they relate to the requirements, 3) a description of general and specific facilities and equipment available, including computer equipment and software, and 4) any other specific and relevant information that would improve the Government's consideration and evaluation of the information presented.

Further, Past Performance documentation, which should include, but not be limited to, a minimum of two (2) contracts performed for either Government or commercial organizations shall be provided. References shall include for each contract: names, titles, contract number, total price or cost, telephone numbers of government Contracting Officer Representative and Contracting Officers.

(c) All capability statements sent in response to this Small Business Sources Sought notice must be submitted electronically (via email) to the Point of Contact below in MS Word or Adobe Portable Document Format (PDF). The subject line must specify NICHD-23-226. Facsimile responses will not be accepted.

Electronically submitted capability statements are due no later than 9:00 AM (Eastern Prevailing Time) seven (7) calendar days (including date of submission to https://sam.gov) after posting of the Small Business Sources Sought Notice.

CAPABILITY STATEMENTS RECEIVED AFTER THIS DATE AND TIME WILL

NOT BE CONSIDERED

This notice is for information and planning purposes only and is not to be construed as a commitment by the Government, nor will the Government pay for information solicited.

https://sam.gov/