STATEMENT_OF_WORK_-_Organizational_Development_-PEPFAR.docx

Statement of WorkPage | 1

Organization Development Consulting & Coaching Services

GENERAL INFORMATION:

The PEPFAR Mozambique Team consists of more than 220 individuals working across five separate agencies (The Centers for Disease Control & Prevention, The Department of Defense, The Department of State, The Peace Corps and The United States Agency for International Development) at the US Mission in Mozambique. High levels of collaboration and coordination amongst the agencies for the implementation of PEPFAR across Mozambique is imperative. Team members are responsible for effective collaboration within the US Mission agencies, as well as with the Office of Global AIDS Coordinator (OGAC), local government, and hundreds of implementing partners.

The aforementioned government organizations are experiencing restructuring, budget cuts, changes in leadership and team dynamics, and modifications in programmatic direction. As a result of these changes, the PEPFAR Mozambique Team has an immediate need for Organizational Development (OD) and Coaching services.

For the purposes of this Statement of Work, OD can be defined as “a planned, organization-wide effort that is managed from the top to increase organizational effectiveness and health through planned interventions using behavioral science knowledge.” Coaching is an intensive one-on-one professional relationship that is structured toward accelerating the development and effectiveness of employees and teams.

The PEPFAR Team has responsibility for a $360 million portfolio for FY 2016. As a result of multiple complex budgetary and programmatic planning cycles, the team is emotionally exhausted and needs an opportunity to address current challenges, including: managing different corporate cultures, communication, team building, conflict management, and managing relations through change.

OBJECTIVES:

1. The long-term goals for OD and Coaching across the PEPFAR TEAM are to improve organizational effectiveness, manage change, and enhance individuals’ quality of work life.

2. The contractor shall develop and provide products and services designed to meet the needs of the PEPFAR Mozambique Team under the direction of the Deputy Chief of Mission (DCM) and the PEPFAR Coordination Office (PCO) and shall include the following:

A. Improve organizational effectiveness:

i. Development of more effective and efficient lines of communication between agencies and teams. To be included is the restructuring of Technical Working Groups (TWGs), in alignment with the MOH, and the management and personnel of said groups;

ii. Clearly defined roles and responsibilities within the TWGs and working groups at large;

iii. Improved meeting, facilitation, and time management skills of personnel;

iv. Clearer roles and accountabilities for decision makers;

v. Recommendation for strategic retreats for prioritization and common visioning between agencies.

B. Improved skills for change management:

i. Better understanding of how to manage change for personnel at different levels of seniority and within different agencies;

ii. Improved leadership skills for senior personnel and team leads to provide effective mentorship;

iii. Defined plans for human resource development, ongoing training opportunities, and in-service skill-building to assist personnel in meeting new and changing demands within the organizations;

iv. Implementation of a mentoring and counseling system to assist personnel with change-related anxiety or stress.

C. Enhanced quality of work:

i. Clear roles and responsibilities at the team level, leading to better understanding of job specifications for each individual;

ii. Cohesive team leaderships with clearly defined vision and priorities;

iii. Forums for communication within and across all levels of organizations – to include Senior Leadership and Deputy Directors;

iv. Understanding and agreement at management levels of the authority and autonomy to be granted across working groups and within organizations;

D. Technological solutions for organizational effectiveness (to be completed in Maputo and/or virtually):

i. Solutions for leveraging technology as a tool for maximizing task management (to include mobile solutions)

ii. More efficient use of SI team members time to manage and drive tools as an active and integral role within TWGs;

iii. Time management with subsequent quantity and quality of work resolutions.

SCOPE OF WORK:

In performance of this contract, the contractor shall be tasked to perform the following services:

1.0 Surveys/Assessments/Feedback Reports

The contractor shall first review the PEPFAR Mozambique 2014 Process Evaluation Report to determine if issues outlined within this document are still relevant to date. This individual will then conduct and debrief various assessment instruments and feedback reports within OD and Coaching activities. Tasks associated with this area include, but are not limited to, access and launch of instruments, facilitation of small and large group discussions around the instrument(s) and feedback reports, development and facilitation of training sessions to training and development professionals. Assessments must occur on a defined schedule and shall not be limited to an annual review. The contractor shall work with members of Senior Leadership to identify 2-3 areas of greatest concern and schedule follow up assessments on a quarterly basis. Tools shall be identified by the contractor and discussed with members of a selected group that will follow-through in monitoring so that ownership and responsibilities of current obstacles can be measured 3-4 times per year. Modified action planning shall then occur on a bi-annual basis.

Tasks shall include but are not limited to: the administration and distribution of survey questionnaires; collection, scoring and analysis of questionnaires; preparation of written reports for individual managers with score comparisons; explanation of the significance of survey results to groups and individuals; coaching individuals with respect to the results of the survey questionnaires and other instruments; providing access to assessment tools.

2.0 Organization Development Services

Utilizing the May 2014 OD Assessment conducted and current information gathered from the above assessments, the contractor shall provide consultation and utilize interventions to achieve congruence among the interagency PEPFAR TEAM. The contractor shall provide analysis, consultation, and guidance to leadership to determine the changes necessary to facilitate a productive learning environment within the organization.

Tasks may include, but are not limited to the design and implementation of the following organizational development activities:

Culture and climate assessment Organizational communication

Succession Planning Change Management

Facilitation Training Prioritization of Tasks

Page | 3

2.1 Facilitation

The contractor shall initially familiarize him/herself with the annual PEFPAR planning cycle in order to understand the requirements and expectations of both leadership and TWGs. The individual should review planning and Country Operational Plans (COP) retreats which have occurred over the past 24 months in order to suggest improvements upon this process for the future. A cohesive annual planning structure with time allotment should be reflected as a result of this review. An outline for decision making both at a leadership and TWG level is necessary for improved communication amongst and within teams. This individual shall provide structure and focus to meetings to enable clients to successfully reach their meeting goals. It shall also provide mechanisms for dealing with complex group dynamics. The contractor shall provide follow-up facilitation and/or documents to support the actions developed during meetings.

2.2 Team Building

The contractor shall provide process consultation, diagnostic, development, implementation and evaluation support to the PEPFAR Team. Support shall be tailored to specific team challenges (e.g. organizational culture, conflict management, communications and teambuilding) and focus on team cohesiveness and effectiveness in accomplishing organizational goals. Methodologies may include, but not be limited to, interviews, surveys, web-based tools, diagnostic reports and outcome-driven interventions. This individual should be prepared to first understand why morale issues amongst the team exist, where they exist and offer solutions for improvement by mentoring senior leadership and offering practices towards enhanced team morale.

2.3 Strategic Planning and Implementation

The contractor shall guide the PEPFAR Coordination Office (PCO) and Interagency PEPFAR Team in the development of strategic and implementation plans. The contractor shall develop plans that help identify the organization’s vision, mission, goals, objectives, action plan, and metrics. The Contractor shall identify strengths and weaknesses in relation to PEPFAR accomplishments and environmental factors that influence the organization’s effectiveness and forecasting future impact. The contractor shall provide role development interventions to clarify expectations, identify workgroup obligations and resolve conflict associated with role ambiguity. With regards to the Coordination Office, the contractor shall help set systems in place which will clearly define PCOs role within strategic planning sessions.

2.4 Mediation/Conflict Resolution

The contractor shall first understand the underlying issues as to why conflict exists on and within the team, and shall offer mentoring and mediation services to resolve current issues. A review of the PEPFAR Mozambique 2014 Process Evaluation Report is the appropriate place to begin. Included in this is executive coaching for senior leadership by offering tangible information on specific actions they should take in order to hold themselves and others accountable for desired future outcomes.

2.5 Facilitation Training

The contractor shall provide training on effective facilitation techniques to the co-chairs of the PEPFAR technical working groups, team and branch leads, managers, and the PEPFAR Coordination Office (PCO). This shall include methods for facilitation of different situational occurrences, such as general meeting, TWG meetings, conference sessions, retreats, All Hands Meetings, and trainings. It is important for the contractor to reaffirm that PCO does not have the capacity to facilitate every PEFPAR meeting and should identify when it is appropriate for PCO to facilitate a discussion and when it should be handled by members of Senior Staff or TWG Co-Chairs.

3.0 CoachingPage | 4

The contractor shall provide coaching services to the PEPFAR Coordination Office (PCO), Senior Staff and individuals in leadership roles. The PEPFAR Team requires business coaching that focuses on aligning individual and organizational goals to optimize mission results. Services shall include but are not limited to:

Executive Coaching. The contractor shall conduct leadership coaching sessions and provide coaching, feedback and/or strategy discussions to Senior PEPFAR Team members by phone, on-line and/or in person to help participant(s) identify critical success factors, identify strengths and weaknesses, discuss problematic situations, and develop personal action plans.

As part of effective executive coaching skills, the contractor shall work towards the following:

· Building relationships amongst the Senior Staff and lower levels of the team by showing credible judgement, establishing clear and obtainable goals, and setting reasonable expectations for their teams;

· Providing assessments in helping others gain self-awareness in order to meet individual and team goals;

· Encouraging teams to assess alternative solutions for problem solving when they find themselves in discussions where resolutions seem impossible;

· Helping to set realistic and achievable goals for individuals themselves and for the good of the team.

· Identifying trigger points when interagency resolutions seem insurmountable.

Team Coaching. The contractor shall provide coaching sessions, support, and feedback/strategy discussions to PEPFAR TWG leads by phone, on-line, and/or in person to identify critical success factors, identify strengths and weaknesses, and develop performance action plans.

The contractor shall have demonstrated coaching effectiveness and experience with all levels of leaders either in the Federal Government or private sector and have a depth of self-knowledge, maturity, empathy, and objectivity that enables them to create the kind of open, trusting, and respectful relationship that is necessary for a client to risk the self-examination, disclosure, and experimentation with new behaviors that are necessary for true change. The coach should have the ability to create awareness, ask powerful questions, and inspire clients to move to action.

4.0 Tools and Resources

The contractor shall design, create, and deliver tools and resources for specific OD and Coaching activities including, but not limited to: job aids, facilitator guides, activity notebooks, online content, applications, agreement forms, strategy documents, tracking sheets, supporting materials and documentation. Activities shall also include compiling, writing, editing, and obtaining reprint authority, etc. for any materials.

5.0 Evaluation/Validation Activities

The contractor shall evaluate consulting engagements and activities for continuous improvement. Evaluation activities shall include data compiled from a variety of sources including but not limited to: feedback from participants, supervisors, facilitators/vendors, program managers, senior leaders; surveys, research and data from external sources, etc.

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).

6.0 Confidentiality

Confidentiality is a very important aspect of OD and Coaching activities.

This Nondisclosure agreement is entered into between X and the Embassy of Mozambique (included within all USG agencies and individuals employed with the Embassy) for the purposes of preventing the unauthorized disclosure of confidential and discrete information. The individuals above agree to enter into a confidential relationship with respect to the disclosure by one or each to the other of particular proprietary and confidential information.

7.0 Engagement and Activity TrackingPage | 6

The contractor shall provide a means to communicate and track all OD and Coaching engagements and/or activities. Data that shall be readily available includes, but is not limited to:

Coach bios;

Specific information about concerning engagement;

A real-time view of the status of any engagement or intervention;

Email reminders and notifications to participants of important events and requirements;

Extensive flexibility and options to customize coaching and OD practice structure;

Customized, filtered reports for coaching and OD activities.

8.0 Administration & Contract/Task Tracking

Submissions of timely invoices with a detailed breakdown of all costs associated with a task order is required. Breakdown includes, but is not limited to: billable hours, travel, assessments/materials, speaker costs, and other than direct costs (ODCs). The contractor will be responsible for assessments and the development of the program for the organizational development activities, however s/he will also be supported by the PEPFAR Coordination Office (PCO) for all tasks and administrative support associated with this contract, when applicable, including assisting with program management for the interagency PEPFAR team organizational development effort.

9.0 Duration of Contract

The estimate timeline to complete these tasks is 12 months from contract award date. The contract will be for 12 months, with desired start date in October 2015. A minimum of 4-6 weeks spent in country is required.

10.0 Reports

The contractor is required to provide two (2) reports to the Mozambique Chief of Mission:

(1) A written report after the in-person engagement outlining progress with team and recommended next steps.

(2) A written report following final engagement with team summarizing overall achievements and recommended next steps.

11.0 Minimum Position Qualifications/Requirements

The contractor will have demonstrated coaching and Organization Development effectiveness and experience with all levels of leaders, teams and organizations. Demonstrated experience in working with diversity of culture, gender and experience is required.

Fifteen (15) years of experience in the design and implementation of Organizational Development activities, as well as use of experiential designs and instrumented feedback.

Fifteen (15) years of extensive coaching experience in working within complex organizations and at the very top levels of organizations is required. Contractor should also be familiar with the Federal Government work environment and the unique challenges of public sector leadership.

Fifteen (15) years of extensive Non –Executive/Leadership coaching experience providing one-on-one and/or team coaching services designed to enable personal transformation, support successful career role transitions, facilitate the development of future leaders for the organization, and/or address a specific problem area or challenge at the GS 9 – GS 15 levels.

Experience working with multi-cultural teams and within multi-cultural environments.

MA or MS in the social sciences or other area of education related to human behavior and adult learning and development.

As an alternate, BA or BS with a concentration in the social sciences along with ten (10) years of experience is acceptable.

Certification from the International Coaching Federation (ICF) preferred.

Experience working in the field of organizational development and leadership coaching with Federal Government Agencies, either as an employee or by providing contract services is desirable. Experience working in the field of organizational development and leadership coaching with non-for-profit and/or non-government agencies, either as an employee or by providing contract services is desirable. Experience working, or providing contract services, abroad is desirable.

12.0 Proposal Format and Content

Interested parties please submit application including:

A. Technical proposal This section of the proposal should establish the ability of the contractor to satisfactorily perform the required work by reasons of: experience in performing work of a similar nature, demonstrated competence in the services to be provided strength and stability of the firm; supportive client reference This proposal can be satisfied by providing the following:

· CV

· Brief Profile of firm, including types of services offered and experience in performing work of a similar nature

· Providing, at minimum, three (3) references

B. Work Plan and Price Schedule This section should include a narrative which addresses the Scope of Work and shows Contractor understands of the requestor’s needs and requirements.

· Provide description of approach to meet the objectives and tasks outlined in the of the Scope of Work

· Provide proposed estimated timeline, including a sequential outline of the proposed activities that would be undertaken in completing the tasks

· Provide estimate budget

· Contractor may also propose enhancement or procedural or technical innovations to the Scope of Work which do not materially deviate from the objectives or required content of the Scope of Work.

13.0 Cost and Pricing

A firm-fixed price contract. Contractor shall create a budget in accordance with the Scope of Work and provide any narrative necessary to explain or qualify the prices quoted. Prices quoted shall include direct costs, indirect costs, and estimated travel (lodging and expenses). Identify any additional or incidental costs which will be required by the contractor in order to meet the requirements of the Scope of Work.

CLAUSES FOR PURCHASE ORDERS AND BLANKET PURCHASE AGREEMENTS AWARDED BY OVERSEAS CONTRACTING ACTIVITIES (Current thru FAC 2005-55)

COMMERCIAL ITEMS

FAR 52.252 2 Clauses Incorporated By Reference (FEB 1998)

This purchase order or BPA incorporates the following clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address: https://www.acquisition.gov/far

DOSAR clauses may be accessed at: http://www.statebuy.state.gov/dosar/dosartoc.htm

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1) CLAUSES

The following clause is provided in full text:

52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders -- Commercial Items (MAY 2012)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

(1) 52.222-50, Combating Trafficking in Persons (FEB 2009) (22 U.S.C. 7104(g)). (applies for all orders) ____ Alternate I (AUG 2007) of 52.222-50 (22 U.S.C. 7104(g)).

(2) 52.233-3, Protest After Award (AUG 1996) (31 U.S.C. 3553).

(3) 52.233-4, Applicable Law for Breach of Contract Claim (OCT 2004) (Pub. L. 108-77, 108-78).

(Alternate I (AUG 2007) [if the contracting officer has been notified of specific U.S. directives or notices regarding combating trafficking in persons that apply to contractor employees])

(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

[Contracting Officer check as appropriate]

(33) – (37) [Reserved].

(c) The Contractor shall comply with the FAR clauses in this paragraph (c), applicable to commercial items, that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial Items:

[Contracting officer check as appropriate.]

(e)(1) [This paragraph applies only if award is made to a U.S. firm, except for item (vii) which applies to all orders.] Notwithstanding the requirements of the clauses in paragraphs (a), (b), (c), and (d) of this clause, the Contractor is not required to flow down any FAR clause, other than those in this paragraph (e)(1) in a subcontract for commercial items. Unless otherwise indicated below, the extent of the flow down shall be as required by the clause—

(iv) 52.222-26, Equal Opportunity (MAR 2007) (E.O. 11246).

(v) 52.222-35, Equal Opportunity for Veterans (SEP 2010) (38 U.S.C. 4212).

(vi) 52.222-36, Affirmative Action for Workers with Disabilities (OCT 2010) (29 U.S.C. 793).

(vii) 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (DEC 2010) (E.O. 13496). Flow down required in accordance with paragraph (f) of FAR clause 52.222-40.

(viii) [Reserved].

(ix) 52.222-50, Combating Trafficking in Persons (FEB 2009) (22 U.S.C. 7104(g)).

___Alternate I (AUG 2007) of 52.222-50 (22 U.S.C. 7104(g)).

(x) – (xii) [Reserved].

(xiii) 52.226-6, Promoting Excess Food Donation to Nonprofit Organizations (MAR 2009) (Pub. L. 110-247). Flow down required in accordance with paragraph (e) of FAR clause 52.226-6.

(xiv) 52.247-64, Preference for Privately Owned U.S.-Flag Commercial Vessels (FEB 2006) (46 U.S.C. Appx. 1241(b) and 10 U.S.C. 2631). Flow down required in accordance with paragraph (d) of FAR clause 52.247-64.

(2) While not required, the contractor may include in its subcontracts for commercial items a minimal number of additional clauses necessary to satisfy its contractual obligations.

(End of clause)

DEPARTMENT OF STATE ACQUISITION REGULATION (48 CFR Chapter 6) CLAUSES

The following clause is provided in full text, and is applicable for orders for services that will require contractor employees to perform on-site at a DOS location and/or that require contractor employees to have access to DOS information systems:

652.204-70 Department of State Personal Identification Card Issuance Procedures

(MAY 2011)

(a) The Contractor shall comply with the Department of State (DOS) Personal Identification Card Issuance Procedures for all employees performing under this contract who require frequent and continuing access to DOS facilities, or information systems. The Contractor shall insert this clause in all subcontracts when the subcontractor’s employees will require frequent and continuing access to DOS facilities, or information systems.

(b) The DOS Personal Identification Card Issuance Procedures may be accessed at http://www.state.gov/m/ds/rls/rpt/c21664.htm .

(End of clause)