Questions_and_Answers_on_RFQ_776837.pdf

Questions and Answers on RFQ 776837

1) Is there an incumbent? We have not had a contractor do this specific leadership development for the Area Office’s before.

2) Is this exercise a follow-on of previous work by USDA-ARS? No.

3) If there is an incumbent, can they bid on this opportunity? We have done facilitation in the past but we have not had a contractor do this specific leadership development for the Area Office’s before. Any small business vendor can provide a quote.

4) The soliciting notes that the required service period of performance could be 2-3 days.

Please can you be more specific so that our costing can be accurate? 2 days meeting time (noon Monday to noon Wednesday) plus planning time as recommended by contractor.

5) Have the participants of this exercise been identified and informed of their role? Not yet.

6) Will USDA-ARS provide meeting facilities, and necessary AV equipment such as easels, paper pads, markers, tape? Yes.

7) Do you anticipate have any read ahead resource material for the participants review prior to the sessions? We have no preconceived notions on this.

8) If there is read ahead material will we have access to it prior to the session? Yes.

9) If there is read ahead material who will be responsible for distribution and how many copies may be required? ARS

10) If there is read ahead material who is responsible for its preparation? Contractor

11) Is there a specific submission format required, such as font size/type, number of pages? I would say to keep to 10 pages not including the resumes.

12) How many participants will there be? And, what the management levels of responsibility of each participant? 20 SES and GS-15 senior leaders in ARS, including 3 of 3 Agency Administrators

13) Will there be any catering services required (breaks, working lunch) or are these requirements at the participant’s responsibilities? ARS responsibility

14) How will your agency follow up to this type of effort - whether it be training or facilitation?

We are planning to require similar training for the teams of those present over the course of the next year.

15) If the group makes suggestions or decisions during the session, how will the ideas be implemented? Through the administrator’s office and at her discretion

16) What kind of commitment does the leadership have for making some things happen? High commitment.

17) Will there be a needs assessment so we can understand their workplace and staff expectations for the session? This is possible.

18) If we have not completed any projects for the USDA but we have experience in similar projects for local and state government agencies, will that still meet the qualifications? At this time we are looking for companies that have done work with USDA or ARS specifically. If you do not have the specified experience please state so in your proposal and you will be rated as neutral in the factor.

19) Since Meyer Briggs personality style is for the overall personality style, we have developed our internal typing to more accurately reflect a person’s workplace personality style, since many people act differently at work then they do at home or any other place. Will an alternative to Meyer Briggs be accepted? Yes.

20) Is there an incumbent for this training? If so, what did the agency like best and what would the agency had liked to see in the training? We have not had a contractor do this specific leadership development for the Area Office’s before.

21) What budgeted amount has been set aside for this training? I cannot divulge this information.

22) How many team members will attend the retreat? 20 SES and GS-15 senior leaders in ARS, including 3 of 3 Agency Administrators

23) Will the contractor be responsible for selecting and obtaining the facilities? no

24) Will a company that has provided leadership development services for non-government agencies be considered, or is past experience working with government agencies required? At this time we are looking for companies that have done work with USDA or ARS specifically.

If you do not have the specified experience please state so in your proposal and you will be rated as neutral in the factor.

25) How many participants will be actively participating in this program? 20 SES and GS-15 senior leaders in ARS, including 3 of 3 Agency Administrators

26) What city and state will this program take place? Beltsville, Maryland

27) Can you provide the dollar amount of any previous awarded contract related to this program? We have not had facilitation done for this specific type of leadership development.

28) In the SOW; Scope, it states "Follow-up with participants as necessary and tracking of all open and closed action items."

a. Is the extent of the follow-up at the contractor's discretion? ARS will work with the contractor to determine appropriate follow up

b. Or is it to be mandated by the client?

29) Will there be a non-participatory supervisory body in the program to oversee the course?

There might be up to 2 people but they may not be supervisory.

How long has the new Administrator been in his/her position? 2 years

30) How many direct reports to the Administrator are there? In addition to the direct reports how many others will be in attendance and who do they report to? I don’t think this information is germane to a proposal. The group in attendance will all be direct reports to the administrator.

31) How many total participants do you expect for this retreat? 20 SES and GS-15 senior leaders in ARS, including 3 of 3 Agency Administrators

32) How many individuals are anticipated to attend this retreat? 20 SES and GS-15 senior leaders in ARS, including 3 of 3 Agency Administrators.

33) Is the retreat anticipated to be held at USDA offices in Beltsville, MD? yes

34) If the retreat will be held at the Beltsville offices, is it anticipated that tables, chairs, overhead projectors and screens, refreshments and/or meals be provided by ARS at that location or are those or some of those items to be provided by the Contractor (if so, which ones)? ARS has the responsibility

35) Is the vendor expected to provide Myers-Briggs testing and typing of attendees as part of the SOW? yes

36) How many participants are expected to attend the retreat? 20 SES and GS-15 senior leaders in ARS, including 3 of 3 Agency Administrators

37) Is the retreat a mix of facilitated meetings and training sessions? IF so, what is the approximate break out of each over the 3 day period? This has yet to be determined

38) Will attendees participate in single plenary sessions or are multiple concurrent sessions expected? This has yet to be determined

39) Will any of the attendees or sponsors be making presentations? If so how many and how much time will be allotted? This has yet to be determined

40) The RFQ states that “conversations are to be facilitated” is there an agenda of topics/meeting items that will provided? The specifics has yet to be determined and is precisely what we are asking contractors to do, but we request that the vendors plan to work with ARS to develop the topics.

41) Will all participants attend all facilitated conversations? Or will groups be broken out into different sessions being conducted at the same time? This has yet to be determined

42) The RFQ states that training will be delivered during the retreat …is the training part of the facilitated conversations? Or are the facilitated conversations separate from the training sessions? Or are the facilitated conversations an output of the training sessions? This has yet to be determined. We expect to work with the vendor to determine the best course of action.

43) The RFQ states that coaching will take place… Is it the expectation that coaching sessions be provided during the retreat or as part of the overall training and feedback? Or are coaching post retreat sessions offered to the participants? Post retreat

44) The RFQ states that the facilitators are MBTI certified… Is the expectation that the MBTI instrument be given and debriefed during the retreat? Yes, or similar tool.

45) The RFQ states that action items will be noted and followed up on…. Will the Action Learning methodology be considered one acceptable process to frame the leadership retreat within (meetings, break though thinking, training, and leadership competencies)? This is possible.

46) How many participants will be at the retreat? 20 SES and GS-15 senior leaders in ARS, including

3 of 3 Agency Administrators

47) What facilities will be used for the retreat? Will the government be supplying the facilities?

yes

48) What are the desired hours for the retreat, i.e. 8:00am - 4:30 pm? This has yet to be determined, but more than likely.

49) In reviewing the SOW for the above solicitation, I observed that there is no mention of location for delivery and no mention of the requirement for the successful vendor to procure and provide facilities for the leadership retreat. However, in the attached specifications, the following is provided without being otherwise addressed. In order to submit a responsive quote, the offeror knowing if the vendor will be required to provide facilities for the meeting and the location where the meeting is to take place is crucial information to develop a quote. Can you offer any insight as to the intention of the program needs with respect to this conflict? My apologies Place of performance is at

USDA ARS GWCC

5601 Sunnyside Ave Beltsville, MD 20705

I will edit clause 452.211-72 to remove the statement about providing equipment and facilities. As these are things that the Government will be providing.