SFSIAQ11R0051_ Q A.pdf

SFSIAQ11R0051

Coping with Crisis Solicitation Q&A

1. Is there a schedule for when the classes will be held during the year and if so, what is the schedule?

The schedule changes year-to-year and is dependent on Federal Holidays. Generally, there is a class every week during June, July, and August. During the rest of the year, classes are every other week, but may be back-to-back over two weeks due to Federal Holiday. Classes are usually Monday and Tuesday. Our schedule for FY12 is available at http://www.state.gov/m/fsi/tc/securitytraining/sosmq911/

2. Are the 30 classes evenly distributed throughout the year?

No, see above.

3. The subject solicitation says the course is offered “approximately 30 times per year however, it also states that, “there will be no limit to the number of Calls issued under the BPA.” How many times a year will the course be taught and is there no limit to the number of calls issued under the BPA?

The course is currently held 30 times a year, but that number is subject to change due to needs of students and the budget. Also there is technically no limit to the number of calls, but we generally do one BPA Call that covers the needed classes over a six-month increment to allow for planning.

4. The subject solicitation lists the place of performance as “The George P. Shultz National Foreign Affairs Training Center at 4000 Arlington Boulevard, Arlington, Virginia” however, it also states that, “the government may issue orders requiring services at multiple locations. Where is the place of performance and will all courses be taught there?

It is the Government’s intention to have all classes held at the 4000 Arlington Blvd address.

5. The subject solicitation lists a number of items the course needs to cover in one hour, “will contain, but is not limited to the following topics: types of crises, preparation for crises, crisis management, types of victims, vicarious traumatization, resilience, post-traumatic stress, and resources available to support persons. Additionally, it states that, “The awardee must employ adult experiential learning methods, including but not limited to group exercises, case studies, open discussions, and coaching, to allow students ample opportunities to discuss strategies presented in class. Activities must pertain to current, real-life situations faced by US government employees overseas.” For the crucial nature of this material, and the amount to be covered, one hour seems an extremely short time to adequately cover all that is requested in the subject solicitation in a meaningful manner. Is there any consideration for allowing more time for this course?

No.

6. In the Requirements Section the subject solicitation states that, “Preparation and use of top-quality visual aids compatible with the Foreign Service Institute's audio-visual technology.”

Could you explain what FSI’s audio-visual technology is?

FSI has projectors, sound system, and computers in every classroom. FSI runs Windows and Microsoft Office, and presentations currently used for class are in Powerpoint. We also have SmartBoards and Turning Point (Audience Response system) available. If the awardee wishes to run a presentation using a Mac or other system that can be arranged if the system has a standard VGA output. Video tapes and DVDs are acceptable as well.

http://www.state.gov/m/fsi/tc/securitytraining/sosmq911/

7. In the Requirements Section the subject solicitation states that, “Subject matter input toward course materials, including the coping portion of the Security Overseas Seminar Guidebook. Can we get a copy of the Security Overseas Seminar Guidebook?

A copy will be provided after the award of the BPA(s).

8. In the Requirements Section the subject solicitation states that, “Winning bidder will be required to submit a course outline, lesson plan, any audio/visual or presentation files and presenter notes to the course coordinator at least five working days prior to the course. Do these materials and presentations need to conform to some standard format? Confirm that these are presented only after award?

The materials do not need to conform to a standard format, but should be clear and concise.

FSI uses MS Office, so any files sent should be compatible with that system. These files will not be needed until after the award.

9. The subject solicitation states that, “The Government will provide all necessary teaching materials and supplies to perform the duties listed above. Does this include the materials that the contractor developed for handouts and presentations?

The Government will not provide software or equipment to create the plans, presentations or other materials. However if the contractor develops handouts for the students, the Government will reproduce those for students, while still trying to abide by current Green Initiatives across the Government.

10. What is the cancellation fee if you do not notify awardees within the 7 day notification period?

Cancellation Fee is equivalent to the agreed upon cost of a session.

11. Can we get a copy of the curriculum guide into which this course is incorporated so we understand how to best integrate it?

We cannot release our curriculum guide until after the award of the BPA, and only to the awardee(s).

12. The subject solicitation states both in Section A and M that, “This solicitation will result in a pool of external trainers, consultants, and coaches contracted via multiple award agreements” and “the Government contemplates award of a Multiple Award Blanket Purchase Agreement (BPA) contract resulting from this solicitation” however, Section M.2 also states twice that, “The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. Offeror is singular in both places in Section M. In Section L it states that, “the Government reserves the right to make multiple awards if, after considering the additional administrative costs, it is in the Government's best interest to do so.” Request confirm that this is a multiple award or singular award contract.

Per 52.216-1 within the solicitation, the government intends to make multiple awards.

13. How many awardees do you anticipate awarding this course to?

The number of anticipated awards depends on the number of qualified proposals submitted by interested parties.

14. With multiple awardees expected how many times to you anticipate any one awardee will actually teach the course during the year?

There will be a rotation among the winning bidders. Due to the unknown number of awards, we will not be able to submit an accurate amount of course times each winning bidder will have.

15. Will the choice of awardees who teach the course be on a scheduled rotation or at the will of the contractor?

All BPA awardees will be rotated.

16. If the choice of teachers is at the will of the contractor or not on a scheduled rotation, what determines who the contractor will choose for each teaching opportunity?

Not applicable. We are using a rotation Schedule.

17. The presentation entitled, ‘Coping in a Crisis', will contain, but is not limited to the following topics: types of crises, preparation for crises, crisis management, types of victims, vicarious traumatization, resilience, post-traumatic stress, and resources available to support persons.

Could you elaborate on “types of crises?” Does State Department have an established categorization of crises? Or might we review FEMA’s categorization of disasters such as Chemical Emergencies, Earthquake, Flood, Hazardous Material, Landslide, Nuclear Power Plant Emergency, Terrorism?

There is no established list of crises. The above list from FEMA is good, but we would also include hurricanes, tsunamis, epidemics (such as avian flu) and civil unrest. Crises can also be events such as the death of an employee at an embassy. This type of event, as in any small community or workplace environment, still requires the use of coping mechanisms, and knowledge of available strategies and resources.

18. Could you elaborate on “types of victims?” Do you mean special populations, such as children, elders, mentally ill and first providers?

Yes.

19. Could you elaborate on “resources available to support persons?” Are these resources that State Department has currently available and the presentation should reinforce their availability? Or are these resources that the contractor provides?

The State Department has mental health resources currently available through the Medical office and Employee services and the presentation should reinforce this. We will work with the awardee to develop this list and incorporate it into the class. The contractor is not expected to provide mental health counseling.

20. The government may issue orders requiring services at multiple locations. Can we assume all training locations will be in the Virginia/DC area?

Please see question and answer 4.

21. The contractor shall have travel experience in foreign countries, familiarity with foreign policy issues, and possess a working knowledge of the current structure, policies, regulations and operational mechanisms of U.S. foreign affairs government agencies, and specifically U.S.

missions overseas.

a. US has various policies with specific foreign countries, is there a specific list of countries that we should focus on?

No, we are not referring to US policies towards other countries. We are referring to internal policies and structures that govern employees who are assigned to embassies and consulates overseas.

22. The awardee must employ adult experiential learning methods, including but not limited to group exercises, case studies, open discussions, and coaching, to allow students ample opportunities to discuss strategies presented in class.

a. We are proponents of balancing didactic teaching and adult experiential methodology. Given the time constraint of 60 minutes presentation, what are FSI’s top objectives? That is, what takeaways does FSI most hope to achieve in the hour?

Our top objective is to deliver the content in a way that is memorable and useful for the student. That content includes types of crises, preparation for crises, crisis management, types of victims, vicarious traumatization, resilience, post-traumatic stress, and resources available to support persons.

b. Is the coaching to be delivered individually or in small groups after the 60 minute presentation and 10 minutes Q & A?

No, the contract does not specify additional time after the 70 minutes. There is no expectation that the contractor works individually with students. Coaching in this sense did not mean with individuals, but only as part of the overall class.

23. Subject matter input toward course materials, including the coping portion of the Security

Overseas Seminar Guidebook. Is this guidebook available now?

A copy will be provided only to the awardee(s) of the contract.

24. May the contractor propose other proactive strategies for FSI to support individuals during their overseas assignments?

Yes, however FSI may not have the ability to implement these strategies, as that is controlled by the Medical and HR offices, so the awardee must be prepared to work within existing policy and guidelines, which will be discussed after the award of the contract.

25. Overall, what kinds of support does FSI wish the contractor to provide outside of the 60 minute presentation and 10 minutes Q & A?

The contractor is not expected to provide support to students outside of the presentation time.

26. We wish to clarify the possible permutations in class composition. We understand that the participants in the session will be a mixture of senior (veterans with twenty years or more of service) mixed with junior staff (newcomers in the overseas environment). We wanted to confirm the composition of the family members that are said to attend. Do children attend? Do adolescents attend?

Spouses of employees attend the class regularly also. Children above the age of 16 are permitted to attend, but this is rare. We only had 5 children over the age of 16 attend throughout all of last year.

27. With the October 19, 2011 deadline for submission, it is written that “no electronic proposals will be accepted.” That means submissions may not be emailed to shokryno@state.gov, correct?

mailto:shokryno@state.gov

No electronic proposals will be accepted. Please review section “L.1.” for the specific number of copies required and mailing instructions.

28. As an alternate to courier service, may we hand-deliver it to 4000 Arlington Boulevard?

Yes. If delivering, please ensure that you deliver your proposal before the closing time.