CBP_2019_LI_SOW_v6.pdf

U.S. Department of Homeland Security

U.S. Customs and Border Protection

Statement of Work

For

Office of Training and Development

CBP Leadership Institute

August 21, 2018

OTD CBP Leadership Institute

Source Selection Sensitive

1 BACKGROUND

The purpose of the Customs and Border Protection (CBP) Leadership Institute (LI) is to provide a comprehensive and systematic means of enhancing the performance of top-level leaders and prepare them for increased levels of responsibility in CBP. CBP LI will provide a rigorous graduate level program of study designed to develop a broad perspective on management and leadership issues in a law enforcement organization.

In alignment with current CBP initiatives and Office of Personnel Management (OPM) and Department of Homeland Security (DHS) requirements, three key concepts will be embedded throughout the curriculum: (1) cultivate strong abilities in the OPM Executive Core Qualifications (ECQs); (2) promote emotionally intelligent climates; and (3) strengthen the role of leaders in creating a climate capable of countering workforce challenges and strengthening the resiliency of CBP employees. This approach is designed to create a program that is sustainable and incorporated into the day-to-day culture of CBP. In addition, the program will be used as a management tool for change, helping senior leadership to institutionalize new behaviors, practices, cultures, and values on an organization-wide basis.

CBP LI participants will be a cross-functional mix of new and experienced senior managers (GS-15s) and a small cadre of leaders from the Senior Executive Service (SES) who serve as executive mentors in the program. Participants in the program represent the top 10% of CBP leadership, providing an opportunity to influence and impact the entire workforce. The participant mix also reinforces networking opportunities among senior leaders. Upon completion of the program, participants will be expected to perform successfully in key CBP leadership positions at the GS-15 and SES level.

2 SCOPE

The purpose of this procurement is to obtain educational services for the creation and implementation of the CBP Leadership Institute. The Contractor shall be responsible for all levels of designing, developing, delivering, evaluating, and administering an executive level leadership development program, including the curriculum, course material (participant guides, relevant books, and other professional reference material), staff support, instructional faculty, executive coaching services, assessments, and evaluations.

This procurement will be priced on a per participant basis. At least one month before the start of each cohort, the Contracting Officer Representative (COR) will notify the Contractor of the number of registered participants. Included in that number will be the executive mentors. Given the limited number of executive mentors within the agency, it is highly likely that in each cohort a number of the mentors will be repeating the program. In this case, separate pricing should be identified which excludes such things as executive coaching, multi-rater assessments, climate assessments, and other high cost components of the program where there is no value added to the executive mentor or the agency for him or her to repeat. Repeating mentors should only be charged for participant material provided in the classroom. The COR will work with the Contractor to determine which mentors need all student material.

3 APPLICABLE DOCUMENTS

Customs and Border Protection strategy, mission, vision, core values -https://www.cbp.gov/about

OPM Executive Core Qualifications - http://www.opm.gov/policy-data-oversight/senior-executive-service/executive-core-qualifications/

Federal Employee Viewpoint Survey (FEVS) - https://www.opm.gov/fevs/

4 SPECIFIC TASKS

4.1 General Program Requirements

The expectation is to hold up to four cohorts per fiscal year. The program will be 24-days in length (approximately 192 total training hours). The total training time for each cohort will occur over a six-nine month time period, divided into three distinct segments: Session 1 will be 10 days in length; Session 2 will be 9 days in length; Session 3 will be 5 days in length. To maximize resources, two cohorts may be in session at one time (e.g. Cohort 1 would be completing Session 2 while Cohort 2 is completing Session1). A typical training day runs from 8:00 – 5:00 with a one hour lunch break.

Each cohort will be comprised of 36-48 participants (students and executive mentors). There will typically be one mentor for every 5 students. The actual number of CBP LI cohorts and participants will vary depending upon the agency’s workforce analysis and funding. The course schedule for each year will be developed in coordination between the Contractor and the COR.

All training will occur at the CBP Advanced Training Center (ATC), Potomac Hall, Harpers Ferry, WV.

4.2 CBP LI Curriculum Design and Development

The Contractor shall:

Model the CBP Leadership Institute after executive development programs provided by major colleges and universities and used widely by major public and private companies.

Develop the curriculum at the graduate level of study and should provide a multi-disciplinary approach to leadership issues with emphasis on leading in a law enforcement environment.

Ensure the curriculum is always in alignment with current CBP initiatives and OPM/DHS requirements, embedding three key concepts throughout the curriculum:

(1) cultivate strong abilities in the OPM ECQs;

(2) promote emotionally intelligent climates; and

(3) strengthen the role of leaders in creating a climate capable of countering workforce challenges and strengthening the resiliency of CBP employees.

https://www.cbp.gov/about http://www.opm.gov/policy-data-oversight/senior-executive-service/executive-core-qualifications/ http://www.opm.gov/policy-data-oversight/senior-executive-service/executive-core-qualifications/ https://www.opm.gov/fevs/

4.2.1 Develop a curriculum in consultation with CBP that is comprised of a residential academic component interspersed with experiential and scenario-based activities. The curriculum should integrate a mixture of the following program learning elements. For all the elements, the greatest emphasis should be placed on experiential learning in a law enforcement environment.

Classroom instruction

Individual and group/team activities

Structured peer coaching

Case studies/simulations

Participant assessments

Multi-rater assessment which allows Contractor to collect and analyze aggregate data over time for CBP use (360 assessment with employee/supervisor/peer feedback)

Climate assessment which allows Contractor to collect and analyze aggregate data over time for CBP use (like the Gallup G-12)

Other assessments which enhance participant understanding of learning objectives

Experiential learning activities which take advantage of nearby Civil War Battlefields and the proximity to Washington, DC.

4.2.2 Develop and implement a plan that ensures the entire program is integrated. The purpose is to ensure continuity and so that the program is not comprised of individual stand-alone sessions. In addition to continuity, the Contractor will verify that instructors are not duplicating examples, case studies, videos, etc.

4.2.3 Coordinate with the COR when planning for each individual session to integrate CBP subject matter experts as needed. This may take the form of a 60 minute discussion on a hot topic or a more robust half day session to supplement Contractor content.

4.2.4 Ensure the program is comprised of in-depth learning opportunities with no individual training module less than 3 hours in length.

4.2.5 CBP may add weekly evening sessions to the curriculum, inviting key senior leaders to address the class in an informal session. CBP will work with the Contractor to ensure appropriate fit into the curriculum.

4.2.6 Provide professional executive coaches who are either certified or master certified by the International Coaching Federation or equivalent in relevant subject experience. The coaches shall meet with participants to help them apply classroom learning on the job and to troubleshoot on-the-job leadership issues they are dealing with in their current leadership position. Coaches will also help participants build upon their development plans (provided by CBP) and to identify ways to improve organizational climate.

4.2.6.1 There shall be enough certified coaches based on the total number of participants for each cohort. Coaches should be assigned to follow an entire cohort through completion of the program (six-nine months).

4.2.6.2 Each participant will be allotted an initial 90 minute coaching session followed by three one-hour coaching sessions over the duration of the cohort.

4.2.6.3 The first 90 minute coaching session will occur on the first Saturday of the first session of the cohort. Coaching will be scheduled from 8:00-3:00 on that day at the Advanced Training Center.

4.2.6.4 A second one-hour coaching session will occur during the second session of the cohort. Coaching will be scheduled at the Advanced Training Center at a time mutually agreed upon between the Contractor and the COR.

4.2.6.5 The additional two hours of coaching will be coordinated between the participant and the coach and conducted via telephone.

4.2.7 Integrate executive mentors in final program activity (“graduation”), which gives them an opportunity to give leadership presentations as part of the DHS LDP “give back” requirement.

4.2.8 Ensure the initial curriculum and any revisions be reviewed and approved by the COR before being implemented. Submit session agenda to the COR at least 30 business days before each session for review and approval.

4.2.9 Routinely review and update the curriculum when policy, procedures, or other changes have been put into practice, or as requested by the

COR.

4.3 CBP LI Curriculum Delivery

4.3.1 Course Material

4.3.1.1 For each Session, the Contractor shall compile a participant guide and handouts to facilitate understanding of the course content. In addition, the Contractor shall develop or make available to each participant relevant and up-to-date leadership reference material (relevant books and other professional reference material) to be used as resources back on the job.

4.3.1.2 At least 10 business days before each session, the Contractor will submit all material for review and approval.

4.3.1.3 Course material should not be branded with Contractor’s branding.

4.3.1.4 At the conclusion of the program, all program materials will become the property of US Customs and Border Protection.

4.3.2 Faculty

4.3.2.1 As the quality of the course of instruction will depend largely on the quality of the instructors, the Contractor shall assemble a highly qualified faculty with considerable experience in leadership and management education at the graduate level.

4.3.2.2 While faculty familiar with federal government and law enforcement is preferred, it is seen as secondary to their strengths as leading experts in leadership and management education and their “real world” (non-academic) experience.

However, the faculty should, at a minimum, have the ability to modify content to frame it in a federal and/or law enforcement context

4.3.2.3 The initially named faculty members and any new faculty members must be reviewed and approved by the COR before being implemented at scheduled conference calls. To be considered, contractor shall submit resume of proposed faculty to COR for discussion at bi-weekly conference call.

4.3.2.4 The faculty shall be routinely reviewed and updated when policy, procedures, or other changes have been put into practice, or as requested by the COR.

4.4 CBP LI Curriculum Evaluation

To ensure that the program continually meets the needs of the participants and the organization, the Contractor shall continually evaluate the quality of instruction and program content.

4.4.1 At the end of each training module, Contractor will conduct a thorough evaluation of content and instruction and, in coordination with the COR, make necessary adjustments before the next offering. Contractor shall follow Kirkpatrick Level 1 modality.

4.4.2 At the end of each cohort, Contractor will conduct a thorough evaluation of content, instruction, and program structure, and, in coordination with the COR, make necessary adjustments before the next offering. Contractor shall follow Kirkpatrick Level 1 modality.

4.4.3 Contractor shall submit a summary of all program evaluations, along with recommendations for changes, within 10 days of session end date.

4.4.4 Once the program is operational, Contractor will participate in bi-weekly conference calls with CBP COR and Program Manager to conduct after action analysis and to discuss program improvements and modifications.

4.5 CBP LI Program Administration

4.5.1 The Contractor will provide all material and resources required to conduct each session.

4.5.2 Contractor will provide adequate classroom staffing to allow for setup and breakdown of the classroom for each session. Setup may be required on Sunday to prepare for class Monday morning.

4.5.3 The Contractor will prepare individual name tags to be worn by participants, faculty, and staff.

4.5.4 Contractor will design and present for approval personalized certificates of completion for all participants and mentors 30 days before the beginning of the first Session 3.

4.5.5 At the end of each cohort, Contractor will take an official class picture and make a copy for each participant before the end of the last day.

4.5.6 Contractor will manage all logistics for offsite activities, including providing transportation.

4.6 Implementation Plan

4.6.1 Within one week of contract award, a kick-off meeting will be scheduled with the CBP Contracting Officer, COR, program manager, and the Contractor key personnel. The purpose of this meeting will be to officially kick-off the project, establish expectations, discuss roles and responsibilities, and establish an initial timeline of milestones. At that time, CBP will provide feedback about the proposed curriculum which will assist the Contractor in curriculum design.

4.6.2 Throughout the design and development of the initial course curriculum, CBP and the Contractor will work together closely to ensure that the agency’s needs are met.

4.6.3 Prior to the start of the program, all Contractor faculty and staff are required to attend a one day orientation about CBP/DHS and the CBP Leadership Institute and a second one day site visit to a local CBP Port of Entry (Baltimore, MD or Dulles, VA) to become familiar with the organization and the program.

4.6.3.1 The location of the first day will be negotiated between the Contractor and CBP and could occur at 1) The Advanced Training Center, 2) 1717 H Street, NW, Washington, DC, or 3) the Contractor’s office. The specific date for each day will be negotiated between CBP and the Contractor. If needed to accommodate faculty, two separate orientation sessions may be scheduled.

4.6.3.2 As new faculty are brought into the program, they will be required to complete the two-day orientation prior to teaching in the program.

5 DELIVERABLES

DELIVERABLE DISTRIBUTION DUE DATE SOW

REFERENCE

Session Agenda COR 30 days before each Session

4.2.8

Participant guide and handouts

COR 10 days before each Session

4.3.1.1

Leadership reference material

COR 10 days before each Session

4.3.1.1

Module evaluation summary and recommendations for changes

COR 10 days after conclusion of each session

4.4.3

Cohort evaluation summary and recommendations for changes

COR 10 days after conclusion of each cohort

4.4.3

Bi-Weekly Conference Calls

COR Bi-Weekly 4.4.4

Certificate of Completion

COR 30 days before first Session 3

4.5.4

Official Class Picture

COR/Participants By last day of Session 3

4.5.5

Kick-off Meeting CBP Contracting Officer, COR, and program manager, and the Contractor key personnel

Within one week of contract award

4.6.1

6 GOVERNMENT FURNISHED EQUIPMENT (GFE) / INFORMATION (GFI)

6.1 GFE

6.1.1 CBP will provide classroom and breakout space (as needed) for each session at the Advanced Training Center, Harpers Ferry. WV.

6.1.2 CBP will provide erasable tent cards for student name plates.

6.2 GFI

CBP will manage all logistics related to creating participant rosters and identifying and scheduling CBP subject matter experts and guest speakers.

7 PERIOD OF PERFORMANCE

The first course offering will begin within 120 days of contract award (exact dates to be negotiated between CBP and Contractor). At least one, but up to four, programs per year will be held in each year of the contract with exact dates to be negotiated on a yearly basis between CBP and the Contractor.

Base Period: August 1, 2019 – July 31, 2021 Option 1: August 1, 2021 – July 31, 2022 Option 2: August 1, 2022 – July 31, 2023 Option 3: August 1, 2023 – July 31, 2024 Option 4: August 1, 2024 – July 31, 2025 Option 5: August 1, 2025 – July 31, 2026 Option 6: August 1, 2026 – July 31, 2027 Option 7: August 1, 2027 – July 31, 2028 Option 8: August 1, 2028 – July 31, 2029

These dates are estimates. This contact is not to exceed 10 years from notice to proceed or date of contract award.

8 PLACE OF PERFORMANCE

8.1 Program Development

During the program development, Contractor will meet with CBP subject matter experts as needed by phone and in person at 1717 H Street, NW, Washington, DC 20229. Some meetings may occur at the Contractor’s location or at the Advanced Training Center (ATC) located at 440 Koonce Road, Harpers Ferry (Millvile), WV 25425.

8.2 Course Delivery

All in-residence training will occur at the ATC in Harpers Ferry, WV. The training facility houses six modern classrooms and break-out rooms with customized audiovisual capabilities, a computer lab, and several conference rooms.

9 SECURITY

There is no classified information associated with this contract.

Contractor personnel will not have access to CBP information systems, but will have access to student Personally Identifiable Information (PII). As such, all contractor and sub-contractor personnel and systems must comply with the safeguarding requirements outlined in Attachment 1 to this SOW, “HSAR Deviation 15-01, Safeguarding of Sensitive Information.”

Contract employees shall sign and turn into the COR the following:

Foreign National Relatives or Associates Statement DHS 11000-6, “Non-Disclosure Agreement” Optional Form 306 Declaration for Federal Employment (applies to contractors as well)

10 OTHER CONSIDERATIONS

10.1 Key Personnel

In addition to the faculty and coaches designated to deliver specific program content, other key personnel are needed to ensure a high-level executive education experience.

10.1.1 Program Manager – This individual will be a single point of contact responsible for handling all program logistics for a specific cohort before, during, and after the cohort.

10.1.2 Academic Advisor/Facilitator (this may be one or two people) – This individual is responsible for ensuring continuity of curriculum. The individual will work with the faculty to ensure that the program is presented with a broad plan (and no overlap) and act as overarching facilitator for each session, tying modules together.

10.1.3 Changes in any key personnel must be approved by the COR. To be considered, contractor shall submit resume of proposed key personnel to COR for discussion at bi-weekly conference call.

10.2 Affiliation with Accredited College and/or University

To ensure the Contractor has the infrastructure and on-board bench strength to adapt quickly to the changing needs of CBP and the participants, strong affiliation with an accredited college and/or university is required. With this strong affiliation, the majority (at least 51%) of the faculty for the program should be from the accredited college and/or university and have taught at the graduate level in a university setting.

10.3 Travel

CBP will be responsible for all CBP employee travel and per diem. The Contractor will be responsible for any travel and per diem required for their employees.