PWS - PR 8.24.2022.pdf

PERFORMANCE WORK STATEMENT (PWS)

Applied Physics Division Professional Development Executive Coaching

Part 1

General Information

1. GENERAL:

This is a non-personal services requirement to provide professional development executive coaching (team, individual, and a combination of the two). The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Introduction:

The Department of Commerce (DOC), National Institute for Standards and Technology (NIST), Physical Measurement Laboratory (PML), Applied Physics Division (APD) located in Boulder, CO has a requirement for Professional Development Executive Coaching.

The contractor shall provide all labor, materials, and equipment for the non-personal services necessary to provide professional development executive coaching (team, individual, and a combination of the two) as defined in this Performance Work Statement (PWS) except for those items specified as government furnished materials, property, and services.

1.2 Background:

The APD Division Chief has a team of seven (7) group leaders and one (1) administrative officer who reports to them. The APD focuses on a targeted set of technical challenges to maximize impact and benefit from collaborations with industry, government, and university stakeholders. After a recent reorganization, the leaders of the division have an opportunity to examine and reshape the way they interact as team members in leading the APD. The leadership team, consisting of a division chief, an administrative officer, and seven (7) group leaders, seek to identify ways that the team could communicate and collaborate more effectively with one another and potentially with other leaders within the organization.

1.3 Objectives:

The objectives of the professional development coaching should include enabling the team of up to nine (9) individuals in the APD to:

a) Work toward common goals across the Division

b) Collaborate and learn from one another as a diverse group

c) Develop collective leadership and teamwork

d) Improve communication within the Division

e) Learn to use conflict productively

f) Effectively engage with key stakeholder groups

g) Elevate emotional intelligence skills, and improve conflict resolution skills

1.4 Scope:

The Contractor shall provide professional development coaching for effective change management which may include assessment through interviews and other tools, executive coaching, executive team development, and organizational health measurement services to the NIST Boulder APD leadership team.

Period of Performance: The period of performance includes:

One (1) Base period of one year And up to four (4) option periods to include up to two Separately Priced Options as follows:

Option Period I: one year each Option if exercised Option Period II: one-year each Option if exercised Option Period III: one-year each Option if exercised

Option Period IV: one year each Option if exercised

* The options may be exercised at any time to include: at time of award or during an option period.

**Period of Performance will not exceed a total of five (5) years, regardless of Separately Price Option Lines exercised per Option Period.

1.5 General Information

1.5.1 Quality Control: The contractor shall develop and maintain an effective quality control program (QCP) to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s QCP is the means by which they assure themselves that this work complies with the requirement of the contract. The QCP is to be delivered, i.e., within 30 days after contract award, a copy of the comprehensive written QCP shall be submitted to the CO and COR within 5 working days when changes are made thereafter. After acceptance of the QCP the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to their QC system.

1.5.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.5.3 Recognized Holidays: The contractor is not required to perform services on holidays.

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day Juneteenth Day

1.5.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 6am and 7pm Mountain Time, Monday through Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

1.5.5 Place of Performance: The place of performance shall primarily be at the Contractor’s worksite;

however, the Contractor will be required to travel to NIST Boulder, 325 Broadway Boulder CO 80305.

1.5.6 Type of Contract: The government will award a firm fixed price purchase order with one base period and four option periods.

1.5.7 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity in accordance with Federal Acquisition Regulation Subpart

42.5. The Contracting Officer (CO), Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance.

At these meetings the COR will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced.

Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government. The APD reserves the right to schedule special meetings during the course of the work, as required, to address matters that cannot be satisfactorily resolved by other means. The Contractor shall attend such meetings, which are expected to be held virtually.

1.5.8 Contracting Officer Representative (COR): The COR will be identified by separate CO appointment delegation letter. The COR monitors all technical aspects of the contract and assists in contract administration. The letter issued at time of award and distributed to the contract awardee states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in deliverables, performance requirements, etc. The COR is not authorized to change any of the terms and conditions of the contract.

1.5.9 Key Personnel: The following personnel are considered key personnel by the government: Executive Development Coaches. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of the contract.

1.5.10 Qualifications for all key personnel are listed below:

The APD requires Contractor Key Personnel to have the qualifications, knowledge, skills, and capabilities described below. The Key Personnel shall possess:

1. Demonstrated experience in coaching leaders on complex performance, leadership, interpersonal, organizational, communication, and conflict resolution issues in a scientific or technical organization.

2. Demonstrated experience in facilitation and/or oversight of change management and change implementation projects in a scientific or technical organization.

3. Demonstrated strong analytical skills.

4. Demonstrated ability to develop trusting relationships.

5. Demonstrated problem solving skills.

6. Demonstrated experience working cross culturally.

8. Demonstrated experience working with federal scientific and technical engineering leadership and teams

9. At least one Key Personnel must have a Ph.D. in psychology and certification in professional executive development coaching.

1.5.11 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Contractor personnel will be required to obtain and wear badges in the performance of this service while on the NIST Boulder site.

1.5.12 Contractor Travel: Occasional travel is anticipated during the contractual period of performance.

All travel shall be approved by the APD and billed in accordance with Federal Travel Regulations (see Federal Acquisition Regulations 31.205-46 – Travel Costs). At least one (1) trip to NIST Boulder is anticipated during the base year and approximately two (2) trips to NIST Boulder are anticipated during each Option Period. The Contractor will be authorized travel expenses consistent with the substantive provisions of the Federal Travel Regulations and not to exceed funding specified within the contract. All travel requires Government approval/authorization and notification to the COR. To the maximum extent possible, include as part of appropriate FFP CLIN pricing.

PART 2

SPECIFIC TASKS

2. Specific Tasks: The contractor shall provide initial interviews, analyze information, provide a report, and have follow up meetings and workshops. The Contractor shall explain the results of the report and discuss with the team what follow-on actions are desirable to make progress on identified challenge areas.

These tasks are described in 5.1.a-g.

The options may be exercised at any time to include, at time of award or during an option period.

2.1. Basic Services - The Discovery Phase:

The contractor shall:

a. Meet with the Division Chief to understand the needs of the team and discuss plans for executing a process.

b. Meet with the entire leadership team (1 hr.) to observe dynamics, lead discussion, discuss plans for assessment.

c. Develop interview questions with input from the division chief.

d. Team of at least two (2) coaches conducts nine (9) interviews of team members individually for one (1) hour each, discussing the functioning of the leadership team (2/3 of the time) and also goals of individuals for leadership development (1/3 of the time).

e. The contractor shall synthesize information into an interim status report that offers anonymized responses, and an in-depth analysis and explanation of the team dynamics. Develop at least three strategic areas the team could focus on to improve its performance in draft form, to be finalized after meeting with the team and the division chief.

f. Provide one (1) Team Workshop for Analysis of Results and Planning Session(s). They will involve meetings with the leadership team to discuss results and lead discussions of how the team can act on the findings. In that meeting, the team members will collectively analyze the data from the interviews to determine the critical strengths of the team and significant opportunities. Then, together with their Team Leader, the team will decide what it wants to do with the information and what next steps it wishes to take, if any. If desired, the team can seek input from the Contractor.

g. Meet with the division chief to discuss how the division chief can more effectively lead the team based on the findings.

h. Submit a draft report with its observations, reasonable recommendations, and multiple options for implementing a plan to the APD for the continued development and performance improvement of the APD’s leadership team.

i. Submit a final report with its observations, reasonable recommendations, and multiple options for implementing a plan to the APD for the continued development and performance improvement of the APD’s leadership team.

2.3 Following the base period, results from the final report deliverable, the APD may require additional services to be procured by exercising an Option Period for required tasks and deliverables.

The following Options will be identified as separately priced option line items which may be exercised multiple times during a given option period of performance. See CLIN structure attached for details regarding the Period of Performance.

2.4 Option 1 - Individual Coaching Sessions:

During the course of this work, individual team members and other members of the division may decide to engage the Contractor in individual coaching sessions. In accordance with professional standards, at a rate negotiated in the contract, the Contractor shall provide:

a. Individual coaching sessions for up to four (4) individuals of 4, 8, or 12 sessions each, to be determined during the exercise of the option at the pre-negotiated session rate.

b. A draft report confirming that the coaching sessions occurred and the dates and durations as well as recommendations for additional follow-on professional development.

2.5 Option 2 - Skill Building Workshops:

The APD will engage in Executive Team Development. In accordance with professional standards, at a rate negotiated in the contract, the Contractor shall provide

a. two (2) team skill-building workshops for up to nine (9) team members, or for groups of 10- 30 individuals within the division, to improve interpersonal communication, decision-making, emotional intelligence, and conflict resolution skills, which may include:

i. Use of team-based survey tools and other assessments to further understand the health and effectiveness of the team.

ii. Individual assessments for one or more team members.

iii. 360-degree review of the team, its customers, and its outside stakeholders within and/or external to the organization.

iv. Observation and participation in team meetings for purposes of assessment and to provide feedback during or after the meeting.

b. A draft/interim report.

c. A final report (with multiple options) and a meeting to provide observations, reasonable recommendations, and an implementation plan for continued development and performance improvement of the APD’s leadership team.

2.6 Deliverables/Timeline Base

The Contractor shall provide the deliverables listed below to the Division Chief and COR in electronic .pdf format. The APD will notify the Contractor in writing whether the deliverable has been accepted, and/or will provide written comments to the Contractor within 21 calendar days of receipt. If the APD requires revisions to a deliverable, the Contractor shall make revisions and resubmit to the APD within 21 calendar days of receipt of the APD’s comments.

Task Number Deliverable/Task Format Timeframe (Days after award)

2.1 a-d Meet with Team leader

Meet with the entire leadership team Develop schedule of interview questions Team of at least two coaches conducts 9 interviews of team members individually for 1 hr.

Virtual/In Person

0-90

2.1 e The Contractor shall submit an interim status report to the Division Chief and COR electronic .pdf 90

2.1.f The coaches will lead a Team Workshop for analysis of results and Planning Session(s)

Virtual/In Person 45-150

2.1.h The Contractor shall submit the draft report described above the Division Chief and COR for the continued development and performance improvement of the APD’s leadership team.

electronic .pdf

2.1.i Contractor shall submit a final report with its observations, reasonable recommendations, and multiple options for implementation plan the Division Chief and COR for the continued development and performance improvement of the APD’s senior leadership team.

electronic .pdf

Options can be exercised based on mutual agreement of the CO and the contractor.

2.7 Deliverables/Timeline Option 1

The Contractor shall provide the deliverables listed below to the Division Chief and COR in electronic format. The APD will notify the Contractor in writing whether the deliverable has been accepted, and/or will provide written comments to the Contractor within 21 calendar days of receipt. If the APD requires revisions to a deliverable, the Contractor shall make revisions and resubmit to the APD within 21 calendar days of receipt of the APD’s comments:

Task Number Deliverable/Task Format Timeframe (Days after award)

2.4.a-b Conduct up to 12 sessions each with 1-4 team members during the Option Period

Virtual/In Person 240

2.4.c The Contractor shall submit a draft report to the Division Chief and

COR

electronic .pdf 303

2.4.d Contractor shall submit a final report to the Division Chief and

COR.

electronic .pdf

Options can be exercised based on mutual agreement of the CO and the contractor.

2.8 Deliverables/Timeline Option 2

The Contractor shall provide the deliverables listed below to the Division Chief and COR in electronic format. The APD will notify the Contractor in writing whether the deliverable has been accepted, and/or will provide written comments to the Contractor within 21 calendar days of receipt. If the APD requires revisions to a deliverable, the Contractor shall make revisions and resubmit to the APD within 21 calendar days of receipt of the APD’s comments.

Options can be exercised based on mutual agreement of the CO and the contractor.

Task Number

Deliverable/Task Format Timeframe (Days after award)

Plan and execute two team skill-building workshops for team members

Virtual/In Person 180

The Contractor shall submit a draft report to the Division Chief and COR electronic .pdf 240

Contractor shall submit a final report with its observations, reasonable recommendations, and multiple options for implementation plan to the Division Chief and COR for the continued development and performance improvement of the APD’s senior leadership team.

electronic .pdf