PEPFAR_Mozambique_FAQ_posted_responses_(8_25_2015).docx

1. The posting in Fed Biz Opps indicates a response date of September, 13, 2015 (11:59pm Eastern). In the text of the synopsis, it indicates that the response date is not a firm date and to check the solicitation. However, the solicitation does not include a date. The answers to questions posted on August 17, 2015 notes a due date of September 12, 2015. Could you please confirm the date/time the proposal is due?

Answer: All responses must be received by September 13, 2015 (11:59pm Eastern).

2. Please confirm submission instructions.

Answer: Please refer to the FBO.gov Vendor Guide 1.7 for submission instructions https://www.fbo.gov/downloads/FBO_Vendor_Guide.pdf

3. Please confirm the evaluation criteria.

Answer:

Proposal/Bid Evaluation criteria:

Section 11.0 Minimum Position Qualifications/Requirements.

Please refer to the statement of work for these.

Section 12.0 Proposal Format and Content Please refer to the statement of work for these.

4. Please confirm if there are any formatting or length instructions for the proposal (e.g. margins, font size, page length, etc.).

Answer: There are no formatting or length instructions for the proposal (e.g. margins, font size, page length, etc.)

5. Given the list of tasks that could be included in this project, could the PEPFAR team please indicate what they consider the appropriate number of FTEs to execute the scope of work?

Answer: The PEPFAR Coordination Office will consider each submitted proposal in its entirety, including the relevancy and applicability of the number of FTEs recommended by the Contractor in meeting the requested objectives as outlined in the statement of work and then determine the appropriateness.

6. Does PEPFAR team have a budget estimate for executing these requirements?

Answer: Yes, the PEPFAR team has a budget estimate for executing these requirements.

7. Could the PEPFAR team please indicate if there is a strong preference for coaches with Portuguese language or whether coaches with the appropriate experience can work in English?

Answer: No preference in the statement of work has been indicated.

8. Please indicate what the minimum qualifications are for other key personnel required besides the coaching and organization development specialist for the proposal submission? (i.e. Does the team expect resources with PEPFAR knowledge/expertise)

Answer: Please refer to the minimum qualifications required in the statement of work. If there are other key personnel recommended in the proposal by the vendor that do not meet the minimum qualifications outlined in the statement of work, their roles and relevancy in meeting the requested objectives as outlined in the statement of work must be clearly defined.

9. Does the team anticipate that this scope of work will also include support for the COP development or just the tools to help facilitate the process?

Answer: No technical support for the development of the COP will be expected. The objectives of this contract are: improved organizational effectiveness, improved skills for change management, enhanced quality of work, and solutions for organizational effectiveness that will result in us surviving COP processes.

10. On page 5, Section 5.0 (Evaluation / Validation Activities), the deliverables include productivity assessments and time management assessments. Please provide a more detailed description of these deliverables.

Answer: The description of deliverables provided in the Statement of Work defines the required deliverables as follows:

A. Deliverables to be supplied to PEPFAR Coordination Office (PCO) by contractor shall include:

a. Development sessions amongst key members of Senior Staff and TWG Co-Chairs with specific goals and action steps to be accomplished by the next session (quarterly);

b. Action Plans for self and organizational evaluations (bi-annually);

c. Concept Application through Goal Setting (yearly);

d. Productivity Assessments (bi-annually);

e. Time Management Assessments (quarterly);

f. Measurable Results (bi-annually).

Applicants should submit a proposal based on this guidance.

11. On page 1, the objectives seem to include expectations that are not explicitly paralleled by activities under the Scope of Work. For instance,

a. 2A notes the restructuring of TWGs, whereas this is not specifically noted in the Scope of Work

b. 2D notes the objective of Technological Solutions for Organizational Effectiveness, while no specific technological solutions are called out in the statement of work.

Where there are objectives that are not explicitly paralleled, should we presume these objectives to be considered part of the scope of work? Please clarify.

Answer: The Contractor should have the experience and qualifications to improve organizational effectiveness. This can be achieved by assisting the team with the development of more effective and efficient lines of communication between the teams and agencies, which can include, but is not limited to, the Technical Working Groups (TWGs). It is expected that the Contractor will help individuals/team members develop more effective and efficient lines of communications, help individuals/team members clearly define roles and responsibilities, help individuals/team members improve facilitation skills, time management skills, decision making skills and accountability. As a result of this process, the TWGs will be restructured.

12. On page 2, Section 1.0 (Surveys/Assessments/Feedback Reports) asks the contractor to review the 2014 Process Evaluation report to determine if issues outlined within this document are still relevant. Could a copy of this report be provided? If not, could you confirm whether the contractor is only responsible for responding to issues relating to organizational development?

Answer: A copy of the 2014 Process Evaluation Report cannot be provided.

13. On page 3, Section 2.3 (Strategic Planning and Implementation) asks that the contractor guide the PCO and Interagency Team in the development of strategic and implementation plans. Is the intent that the contractor is simply in a facilitation role and supporting from an organizational change perspective, or is the contractor expected to be responsible for delivery of the plans?

Answer: As stated in Section 2.3, The Contractor shall guide the PEPFAR Coordination office (PCO) and the Interagency PEPFAR Team in the development of strategic and implementation plans. The intent is that the Contractor will be in the role of the facilitator, and will provide support in the process of the development of the strategic and implementation plans. This can be accomplished by facilitating a process that will result in the team successfully identifying the organization’s vision, mission, goals, objectives, action plan, metrics, including strengths and weaknesses in relation to PEPFAR accomplishments and environmental factors that influence the organization’s effectiveness and forecasting future impact. The Contractor is not responsible for the delivery of the actual physical plans.

14. On page 5, Section 5.0 (Evaluation / Validation Activities), the solicitation notes that “The contractor shall evaluate consulting engagements and activities for continuous improvement.” Is this intended to be an evaluation of the activities completed under this statement of work, or are there other consulting engagements / activities that are the intent of this requirement?

Answer: The Contractor is expected to review all existing activities (inclusive of consulting engagements) as part of the evaluation process.

15. On page 5, Section 5.0 (Evaluation / Validation Activities), the deliverables include productivity assessments and time management assessments. Please provide a more detailed description of these deliverables and if they are to be completed at the individual level or at the team level.

Answer: The description of deliverables provided in the Statement of Work defines the required deliverables as follows:

A. Deliverables to be supplied to PEPFAR Coordination Office (PCO) by contractor shall include:

a. Development sessions amongst key members of Senior Staff and TWG Co-Chairs with specific goals and action steps to be accomplished by the next session (quarterly);

b. Action Plans for self and organizational evaluations (bi-annually);

c. Concept Application through Goal Setting (yearly);

d. Productivity Assessments (bi-annually);

e. Time Management Assessments (quarterly);

f. Measurable Results (bi-annually).

Applicants should submit a proposal based on this guidance.

16. On page 5, Section 5.0 (Evaluation / Validation Activities), the deliverables include concept application through goal setting. Please provide a more detailed description of this deliverables.

17.

Answer: The description of deliverables provided in the Statement of Work defines the required deliverables as follows:

A. Deliverables to be supplied to PEPFAR Coordination Office (PCO) by contractor shall include:

a. Development sessions amongst key members of Senior Staff and TWG Co-Chairs with specific goals and action steps to be accomplished by the next session (quarterly);

b. Action Plans for self and organizational evaluations (bi-annually);

c. Concept Application through Goal Setting (yearly);

d. Productivity Assessments (bi-annually);

e. Time Management Assessments (quarterly);

f. Measurable Results (bi-annually).

Applicants should submit a proposal based on this guidance.