RFP 10911_SolicConfCall_Agenda_FINAL.pdf

SOLICITATION CONFERENCE CALL AGENDA

REQUEST FOR PROPOSAL (RFP) #10911

Monday, February 24, 2025 @ 11:30 a.m. EDT

Florida Department of Juvenile Justice

For Conference Attendance by Telephone Call #1-888-585-9008 and enter Participant Code 760-231-540# when directed

Description of Services Sought: The Department of Juvenile Justice (DJJ) is seeking a provider to create and implement an executive leadership program to strengthen leadership skills among its executive team. This program will include comprehensive assessments and targeted coaching aimed at improving both individual and team leadership capabilities. Key services required are a Team Leadership Assessment to evaluate team effectiveness, Individual 360 Evaluations to provide each leader with feedback on strengths and growth opportunities, Leadership Coaching sessions to develop individual leadership skills, and a Team Leadership Enhancement Plan to bolster collective team effectiveness. The selected provider must have qualified, certified staff experienced in leadership development, particularly within public sector or state agencies. The program should be adaptable to meet the varied needs of DJJ’s 20-member leadership team and is expected to run for six to nine months. In their proposal, the provider must detail their approach, expected impact on DJJ’s goals, and an innovative service delivery model. Regular progress reports and detailed invoicing will be required, with performance evaluations to ensure the program’s effectiveness in achieving DJJ’s mission.

1. Introductions

Tiffany Baylor, Procurement Manager

2. Review of Answers to submitted questions.

3. Opportunity for Additional Questions/Discussion from Prospective Respondents

All verbal questions discussed during the Solicitation Conference Call must be submitted in writing for an official Department response. Additional questions for submission after this Solicitation Conference Call is concluded must be submitted in writing to the Procurement Manager by 5:00 p.m. EDT, Wednesday, February 26, 2025.

4. Review of Calendar Deadlines (All listed times are local time Eastern Standard in Tallahassee, Florida.)

DATE TIME ACTION WHERE

Monday, February 24, 11:30 AM

EST

Solicitation Conference Call

(This is a Public Meeting to be held via telephone only upon public interest)

Bureau of Procurement and Contract Administration Knight Building, DJJ Headquarters 2737 Centerview Drive Lobby (for directions) Tallahassee, FL 32399-3100 or telephone 1-888-585-9008 and enter code 760-231-540# when directed.

The Agenda can be found on MyFlorida.com web site https://vendor.myfloridamarketplace.com/ under the solicitation #.

Wednesday, February 26, Before or by 5:00

PM EST

Deadline for Written Questions

Send to Tiffany.Baylor@djj.state.fl.us

Thursday, March 13, 2025

Before or by 5:00

PM EST

Anticipated date answers to written questions will be posted on the web site

MyFlorida.com web site https://vendor.myfloridamarketplace.com/

Tuesday, March 18, 2025

1:00 PM

EDT

Technical Assistance (TA) Conference Call

(To be held before proposals due)

Bureau of Procurement and Contract Administration Knight Building, DJJ Headquarters 2737 Centerview Drive Lobby (for directions) Tallahassee, FL 32399-3100 or telephone 1-888-585-9008 and enter code 760-231-540#

A recording of the Conference Call will be available at:

http://www.djj.state.fl.us/partners/contracting/confer ence-calls within 48 hours of the Briefing being concluded, excluding weekends and holidays.

Monday, March 24, 2025

Before or by 5:00

PM EDT

Deadline for Respondents to request access to the Bid Library

Send to Tiffany.Baylor@djj.state.fl.us

See Section VI., C., 1., b. & c., below for Bid Library information.

Monday, March 24, 2025

Before or by 5:00

PM EDT

Deadline for Submission of Intent to Submit a Response (Attachment N)

Submit to the Bid Library.

Thursday, March 27, 2025

Before or by 2:00

PM EDT

Proposals Due and Opened - Conference Call

Telephone 1-888-585-9008 and enter code 760- 231-540# when directed.

Wednesday, April 9, 2025

11:00 AM

EDT

Evaluation Team Briefing Conference Call

(This meeting is open for public attendance via telephone)

Bureau of Procurement and Contract Administration Knight Building, DJJ Headquarters 2737 Centerview Drive Lobby (for directions) Tallahassee, FL 32399-3100 or telephone 1-888-585-9008 and enter code 760-231-540#

A recording of the Conference Call will be available at:

http://www.djj.state.fl.us/partners/contracting/confer ence-calls within 48 hours of the Briefing being concluded, excluding weekends and holidays.

https://vendor.myfloridamarketplace.com/ mailto:Tiffany.Baylor@djj.state.fl.us https://vendor.myfloridamarketplace.com/ http://www.djj.state.fl.us/partners/contracting/conference-calls http://www.djj.state.fl.us/partners/contracting/conference-calls mailto:Tiffany.Baylor@djj.state.fl.us http://www.djj.state.fl.us/partners/contracting/conference-calls

Tuesday, April 29, 2025

9:30 AM

EDT

Evaluation Team Debriefing Conference Call

(This meeting is open for public attendance via telephone)

Bureau of Procurement and Contract Administration Knight Building, DJJ Headquarters 2737 Centerview Drive Lobby (for directions) Tallahassee, FL 32399-3100 or telephone 1-888-585-9008 and enter code 760-231-540#

A recording of the Conference Call will be available at:

http://www.djj.state.fl.us/partners/contracting/confer ence-calls within 48 hours of the Debriefing being concluded, excluding weekends and holidays.

Wednesday, April 30, 2025

2:30 PM

EDT

Evaluation Team Debriefing Part 2 Conference Call

(This meeting is open for public attendance via telephone)

Bureau of Procurement and Contract Administration Knight Building, DJJ Headquarters 2737 Centerview Drive Lobby (for directions) Tallahassee, FL 32399-3100 or telephone 1-888-585-9008 and enter code 760-231-540#

A recording of the Conference Call will be available at:

http://www.djj.state.fl.us/partners/contracting/confer ence-calls within 48 hours of the Debriefing being concluded, excluding weekends and holidays.

Monday, May 19, 2025

Before or by

5:00 PM

EDT

Notice of Intended Award

MyFlorida.com web site https://vendor.myfloridamarketplace.com/

Tuesday, July 1, 2025

Anticipated Contract Start Date

5. Closing Statements

Nothing discussed during the Solicitation Conference Call will augment or change the specifications of the RFP. Any Department changes to the specifications and the Department’s formal answers to all questions will be posted in the form of an addendum to the RFP document on the Vendor Information Portal website at https://vendor.myfloridamarketplace.com/. Prospective Respondents should monitor the site for each solicitation.

NOTICE TO ALL ATTENDEES: The Department will accept oral questions during the Solicitation Conference Call and will make a reasonable effort to provide answers at that time. Impromptu questions will be permitted, and spontaneous answers provided; however, the Department will issue an official answer ONLY to questions subsequently submitted in writing. Any information communicated through oral communication shall not be binding on the Department and shall not be relied upon by any Prospective Respondent.

Respondents to this solicitation or persons acting on their behalf may not contact, between the release of this solicitation and the end of the 72-hour period following the agency posting the Notice of Intended Award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the Procurement Manager or as provided in the procurement documents. Violation of this provision may be grounds for rejecting a response.

Any person with a qualified disability shall not be denied equal access and effective communication regarding any proposal/proposal documents or the attendance at any related meeting or proposal/proposal opening. If accommodations are needed because of a disability, please contact Tiffany Baylor at (850) 717- 2680 or by email at Tiffany.Baylor@djj.state.fl.us.

http://www.djj.state.fl.us/partners/contracting/conference-calls http://www.djj.state.fl.us/partners/contracting/conference-calls https://vendor.myfloridamarketplace.com/ mailto:Tiffany.Baylor@djj.state.fl.us

RFP 10911

EXECUTIVE LEADERSHIP COACHING

Submitted Questions

DRI CONSULTING

Question #1 What does success look like for this project?

Answer #1 Attachment A page 5 – provides this information. 360 Evaluation for each member with tangible growth goals. Pre-and post-evaluation of leadership skills and implementation of learned skills.

Question #2 Does the project represent a continuation of a past or current effort or is this a new initiative? If you have used a similar process in the past, what parts do you wish to retain, and which parts do you wish to improve or discard?

Answer #2 This is a new initiative for the Department.

Question #3 Do you have an incumbent who provides similar services to those described in the RFP?

If yes, what advantage, if any, would such a vendor have in competing for the current project? What was most and least useful about the experiences?

Answer #3 No, the Department does not have an incumbent who provides similar services as describe in the RFP.

Question #4 What is your not to exceed budget or budget range or how much have you spent on similar work in the past?

Answer #4 The answer can be found in Attachment B., Section XIV., Total Maximum Contract Per

Diem Amount. The Total Maximum Contract Dollar Amount shall not exceed $100,000.00 for all expenses.

Question #5 What is your preferred modality for meetings and coaching (in-person, virtual)? Will all meetings be conducted using the same modality?

Answer #5 The Kick-off meeting should be in-person. Other meetings can use a variety of modalities.

Question #6 Do you have a preference for local consultants, or any other preferences?

Answer #6 No. The Department does not have a preference for any local consultants.

Question #7 Why are you choosing to outsource this project rather than staffing it internally?

Answer #7 The project is focused on our leadership coaching for our executive team. It would be inappropriate to use internal resources for such an assignment.

Question #8 In our proposal, may we include references and hyperlinks to electronic resources, e.g, to web pages?

Answer #8 You may include references as stated in Attachment T – Client Contact List, however hyperlinks to electronic resources to web pages are not acceptable.

Question #9 In your RFP, you mentioned that “Staff should be certified in at least one nationally recognized leadership development model.” Please provide examples of leadership development models approved vendors have gotten certifications in.

Answer #9 Maxwell Leadership Program, Certified Leadership Development Strategist (CLDS), Six Sigma, Covey, etc.

Question #10 Do you have a preference for coaches that are ICF certified?

Answer #10 No specific certification is sought.

FSU STOOPS CENTER FOR COMMUNITIES, FAMILIES AND CHILDREN

Question #11 The RFP says, “certified staff experienced in leadership development” What type of certification is DJJ looking for?

Answer #11 We don’t have a specific model that we are looking for. We want to know that the vendor is operating based on a proven model.

PARTNERS FOR A SOLUTION – AUDRA FOURNIER

Question #12 There are various types and versions of 360 evaluations. Does DJJ have a preferred model, or is the selection left to the discretion of the practitioner?

Answer #12 This is left to the discretion of the practitioner. The elements of the version chosen could weigh-in on our final decision.

Question #13 If the practitioner identifies additional value, would it be permissible to incorporate other assessments, such as personality or emotional intelligence evaluations, into the process?

Answer #13 Yes, it would be permissible to incorporate other assessments into the process.

Question #14 Is there a specified frequency or number of coaching sessions expected?

Answer #14 No. It should be based on the needs of the individual.

Question #15 Are virtual sessions an acceptable format?

Answer #15 Yes, virtual sessions are an acceptable format.

The Well Group, LLC

Question #16 Will DJJ provide previous leadership assessment reports or insights on past leadership development efforts?

Answer #16 This is a new initiative. There are no previous examples to be shared.

Question #17 Are there any pre-approved certifications or background check providers?

Answer #17 Only for the criminal background check process.

Question #18 According to the Per Diem Chart, the individual Coaching Program is anticipated to be six (6) months long. The RFP also states that the expected contract length is six (6) to nine (9) months long. However, page 17 section XI Contract Period and Renewal states the Contract Period is 1 year (07/01/2025-06/30/2026) long.

Question: If the contract period is for one year, and the services are expected to be provided between 6 and 9 months, can the department clarify what services or actions will be expected in the remaining 3 months of the contract?

Answer #18 The year would include the needed assessments to determine the individual and collective needs prior to providing coaching or implementing the team plan.

Question #19 Does the department intend for all 20 members of the leadership team to start their 6 month coaching program simultaneously or can they be delivered with a staggered approach?

Answer #19 The coaching program can be delivered with a staggered approach if needed.

Teach Enrich – Tanya Millien

Question #20 What are the primary objectives you hope to achieve with this executive coaching program?

Answer #20 Improve leadership skill for individuals and teamwork for the collective team.

Question #21 How do you see coaching aligning with your broader organizational strategy and leadership development initiatives?

Answer #21 The Department’s guiding principles include the development of a world class team and excellence through leadership at every level. This project will help to solidify and sustain those efforts.

Question #22 What are the key leadership or organizational challenges you're currently facing?

Answer #22 Attempting to find the balance between positivity, empowerment of team members, and productivity for all of our team members while keeping our state safe.

Question #23 Are there specific performance gaps or issues within our leadership team that you'd like to address?

Answer #23 The answer to that will vary from division to division within the Department.

Question #24 Have you previously implemented executive coaching programs? If so, what worked well and what areas would you like to improve?

Answer #24 No. We have not previously implemented executive coaching programs.

Question #25 How does this initiative integrate with other leadership or professional development programs in your organization?

Answer #25 Our training entity does similar work with the lower levels of leadership within the agency.

This will ensure all levels of leadership are working to continually improve their leadership skills.

Question #26 Are there particular models or approaches (e.g., strengths-based, transformational, action-learning) that you find especially appealing?

Answer #26 We don’t have any particular models or approaches at this time.

Question #27 How important is it for the coaching program to be tailored to your organizational culture and unique business challenges?

Answer #27 It is very important for the coaching program to be tailored to the Department’s organizational culture.

Question #28 What internal resources or assessments (e.g., 360-degree feedback, personality inventories) are currently in use that could inform the coaching process?

Answer #28 At the executive levels, there are none.

Question #29 Are there specific leadership competencies or performance indicators that are a priority for improvement?

Answer #29 No, there are no specific leadership competencies or performance indicators that are a priority for improvement.

Question #30 How do you plan to gather feedback during and after the coaching engagement?

Answer #30 That is something we are looking for the proposals to advise on.

Question #31 Do you have a preference for in-person coaching, virtual sessions, or a hybrid approach?

Answer #31 There is no preference for in-person coaching, virtual sessions or a hybrid approach?

Question #32 Are there any specific logistical considerations (e.g., time zones, scheduling constraints) we should plan for?

Answer #32 At this time there are no specific logistical considerations (e.g., time zones, scheduling constraints) we should plan for.

Question #33 Who will serve as the primary internal sponsor or point of contact for the coaching program?

Answer #33 The Office of Talent, Leadership, and Culture.

Question #34 How will success be communicated within your organization, and who will be responsible for facilitating the integration of coaching insights into broader leadership practices?

Answer #34 We would look for the proposals to make suggestions regarding this matter.

Question #35 How do you envision the role of coaching complementing your current talent development strategy?

Answer #35 It will provide our executive team with the same level of attention to professional growth that is being provided to our lower-level leaders.