Sol_140FS123Q0154.pdf

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Falls Church VA 22041 5275 Leesburg Pike FWS, SAT Team 1 FWS, SAT Team 1

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541620

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08/21/2023 0800 HT

08/10/2023

8088950356Alexander Swift (No collect calls)

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140FS123Q0154

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ANCHORAGE AK 99503-6199

1011 EAST TUDOR ROAD, MS 381

FWS OFFICE OF THE REGIONAL DIRECTOR

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Falls Church VA 22041 5275 Leesburg Pike FWS, SAT Team 1

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00010 Develop & Facilitate Strategic Plan

Period of Performance: 10/01/2023 to 09/30/2024

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USFWS Develop Strategic Intent Plan Alaska Regional Office SOLICITATION NO. 140FS123Q0154

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation;

quotes are being requested and a separate written solicitation will not be issued.

The U.S. Fish and Wildlife Service, JAO, FWS Office of the Regional Director, located at 1011 East Tudor Road, ANCHORAGE AK 99503-6199, has a requirement to develop a Strategic Intent Plan per the attached Performance Work Statement. All minimum requirements must be met to be considered as a valid bid.

This Request for Quotation (RFQ) is conducted under the procedures of FAR Parts 12 and 13, incorporating provisions and clauses in effect through Federal Acquisition Circular 2005-101.

The NAICS code is 541620 Environmental Consulting Services and the small business size is $19M.

Instructions All responsible small business sources may submit a quote, which shall be considered by the agency. Award will be made as a firm-fixed-price contract. The basis of award is the lowest price determined fair and reasonable Award will be made to a responsible source pursuant to FAR subpart 9.1.

Please submit your quotation (showing unit and total price) on company letterhead or the enclosed SF-1449 form with DUNS No. and point of contact phone number and e-mail address. Additionally, if your company holds a GSA contract that would apply to this requirement, please provide the contract number. Refer to FAR provision 52.212-1 Instructions to Offerors – Commercial Items for additional submission guidance and include a copy of FAR provision 52.212-3 Offeror Representations and Certifications -- Commercial Items with applicable sections completed.

Requests for Information Due: 2023-08-21 0800 HST alexander_swift@fws.gov Quotes Due: 2023-08-21 0900 HST.

E-Mailed Quote Submission: alexander_swift@fws.gov

In order to have a quote considered for award, respondent must be registered at the System for Award Management (SAM) website (https://www.sam.gov) as an active vendor by the time an award decision is necessary.

United States Department of the Interior Fish and Wildlife Service

STATEMENT OF WORK

Regional Strategic Planning – Strategic Intent Plan 5-year Review Anchorage, Alaska

PROBLEM STATEMENT:

The U.S. Fish and Wildlife Service (Service) – Alaska Region (Region 7) is in the need of updating their current Strategic Intent Plan, also referred to as Regional Strategic Intent. This document is foundational and outlines how Region 7 supports and furthers the mission of the Service, and helps define and highlight the unique role Region 7 plays within the Service and the larger conservation community. Ultimately this plan is about looking to the future and uniting around opportunities to work together, across programs, and across work units. Updating and revising this plan will ensure the region is grounded in a shared sense of purpose, has a role in defining and an understanding of regional priorities and strategic issues, and can help identify a set of guiding values that the region can use to align their work across programs and landscapes.

PROJECT DESCRIPTION:

The process described in this scope of work (SOW) aims to set the stage for establishing a shared purpose and it opens the opportunity for discussions to align conservation goals. Region 7 can further advance it’s (and the Service’s) mission by revising and updating their Strategic Intent Plan. This plan helps Region 7 share their vision, stories, values and goals with the employees, partners, and the public and it defines why this work matters. The Government is looking for an experienced facilitator(s) that is/are required to have expertise facilitating meetings, experience in engagement techniques, and the ability to remain neutral. All sessions require effective communication, skilled agenda management, and expert coordination.

Currently, the Alaska Region’s (Region 7) vision includes four parts:

• Our national mission

• The Alaska Region’s distinct purpose

• Program priorities and regional strategic issue areas

• Guiding values

The Contractor for this work will orchestrate and facilitate this process within Region 7 (adapted as needed), gather and compile data, synthesize outcomes, and develop a Strategic Intent Plan.

Working with a Region 7 Support Team (as delegated by the Regional Director or Deputy Regional Director), the Contractor will engage employees from across Region 7 early and often to ensure they are included and informed throughout.

1. GENERAL:

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.

The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to coordinate the required pre-scoping meetings, several group and one-on-one meetings, the facilitation of three

(3) in-person meetings, conduct leadership team training on strategic plan implementation and evaluation, and update the Alaska Region Strategic Intent Plan as defined in this Performance Work Statement (PWS). The Contractor shall perform to the standards in this contract.

1.1. Background: Promoting stewardship of Alaska’s fish and wildlife resources during a period of uncertainty and rapid change requires a comprehensive, collaborative, and forward-looking strategy. The Alaska Region Strategic Intent Plan outlines how Region 7 supports and furthers the mission of the Service and helps define and highlight the unique role that the Alaska Region plays within the Service and the larger conservation community.

The development of a revised and updated strategic plan should help guide the growth and development of Region 7 by identifying the scope and vision, developing and prioritizing objectives, and creating guidelines for working collaboratively and effectively across the region to address the many conservation needs. The plan should be created in an adaptive management framework that can be adjusted to respond to changing conditions and needs based on sound science.

1.2. Objectives: Through a process that is inclusive of Region 7 (Service) staff to the lowest extent possible, we aim to:

• Set the stage for the establishment of shared purpose

• Create opportunities for discussions concerning conservation goals

• Ensure employees feel heard by leadership and that they have a voice in co-creating the

Alaska Region Strategic Intent Plan

• Figure out what we stand for (our shared values)

• Define common goals

• Identify a shared vision and story

• Foster a deepened understanding and accountability amongst leadership to living shared purpose and values through use of new/evolved systems

• Update the current Alaska Region Strategic Intent Plan

1.3. Scope: To meet the Objectives (Item 1.2 above), the Contractor shall provide the following services (see Part 5 for a more in-depth description of each task):

• Facilitate strategic planning workshops: Through a series of in-person group workshops (potentially held in Anchorage, AK and at the Service’s Regional Hubs such as Fairbanks, Galena, Kenai, or Bethel) and several group and one-on-one sessions, the Contractor shall provide customized facilitation for the Regional Director’s Office through the steps necessary to develop a 5-year strategic plan.

• Workshops will include the Regional Directorate Team (RDT) and appropriate regional staff.

The number of participants will vary depending on the location selected. However, it is anticipated that between 25 (at hubs) to 100 (Anchorage) will participate. The actual number of participates will be determined during the pre-scoping meetings. If needed, the Contractor may also obtain feedback from a larger group of collaborators outside of the Service (e.g., partner agencies and non-governmental organizations (NGOs)) through either phone interviews or virtual meetings.

• Contractor shall also provide a series of independent exercises for the team to prepare for and follow-up on during the workshops and facilitated discussion sessions after each exercise.

• The Region 7 Support Team will work with the Contractor to evaluate progress on the current version of the Strategic Intent Plan, develop workshop agendas (refer to Workshop example – attachment 1), identify collaborative exercises, discuss how to engage attendees through discussion, activities, brainstorming, etc. This group will also discuss how to create summary documents, and how to roll-out outcomes and action items from the workshops.

• Write draft strategic plan: using the results of the workshops, group and one-on-one sessions, virtual meetings, and phone interviews, the Contractor shall draft a 5-year strategic plan in close coordination with the Region 7 Support Team.

• Training: the Contractor shall provide training (via 2-3 facilitated sessions) for the leadership team members to build the team’s capacity to implement the strategic plan and evaluate progress towards meeting the plan’s goals and objectives.

1.4 Period of Performance (POP): Performance Period is expected to start approximately one month after contract award (anticipated start time is ~October). Contractor is required to be ready to perform services within one month of contract award. The period of performance will be 12 months from POP start date.

1.5. General Information

1.6. Quality Control: The Contractor shall develop and maintain an effective quality control program 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 quality control program is the means by which work is determined to comply with the requirement of the contract.

1.7. 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 (refer to Technical Exhibit 1). It defines the performance objectives, standards, performance thresholds, and the method of surveillance.

1.8. Recognized Holidays: Contractor will not schedule meetings, workshops, or be expected to work during federally approved holidays:

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

1.9. Hours of Operation: The Contractor is responsible for conducting business, between the hours of 8 a.m. to 5 p.m., AKST, Monday thru 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. For other than firm fixed price contracts, the Contractor will not be reimbursed when the government facility is closed for the above reasons.

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. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.1.1. Place of Performance: The work to be performed under this contract will vary between the Contractor facility (i.e., development of workshops, data analysis, drafting of the Strategic Intent Plan, etc.) and an identified/agreed to facility/facilities during the pre-scoping meeting(s).

Preference is to hold the workshops in Anchorage, Alaska and at the Service’s Regional Hubs such as Fairbanks, Galena, Kenai, or Bethel. Locations and dates will be determined following the award of this contract and during the pre-scoping meetings.

1.1.2. Type of Contract: The government will award a Firm Fixed Price contract.

1.1.3. Security Requirements: Not applicable

1.1.3.1. The Contractor shall be responsible for safeguarding all information shared by the participants. All gathered data and information belongs and should be provided to the Government as need or requested.

1.1.4. Special Qualifications: The Contractor’s assigned strategic planning facilitators are considered Key Personnel. 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 this contract. The contract manager or alternate shall be available between 8:00 a.m. to 5:00 p.m., AKST, Monday thru

Friday except Federal holidays or when the government facility is closed for administrative reasons. To be considered for award of this contract, the Contractor must possess at a minimum the following qualifications:

• Strong strategic planning skills, facilitation skills, and writing skills.

• Experienced at developing strategic plans for natural resource conservation organizations at local, state, and national scales.

• A minimum of 5 years documented knowledge AND experience delivering/guiding group discussions/decisions in face-to-face settings, with demonstrated ability to manage conflict and sensitive situations.

• A minimum of 5 years documented experience developing facilitated methods and techniques to complete problem-solving and decision-making process.

• A minimum of 5 years documented experience teaching adult learners in large group settings.

The facilitator should use procedures that support both the group’s social and cognitive processes.

• Implementing strategic plans (including adaptive management), developing programs and evaluating program objectives.

• Coaching teams in the implementation and future evaluation of the strategic plan and providing tools to assess program strengths, challenges, and opportunities.

• The facilitator should be able to remain neutral regarding content issues and values.

• The facilitator should be cognizant of the Service’s culture/priorities.

• The facilitator will need to be cognizant of Region 7 – Alaska region, the Service and current Administration’s priorities.

1.1.5. Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The Contracting Officer, 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 Contracting Officer 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.

1.1.6. Contractor Travel: Contractor will be expected to travel to all in-person workshops.

1.1.7. Other Direct Costs: This category includes reproduction and shipping expenses associated with workshop activities.

1.1.8. Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government.

These documents and materials may not be used or sold by the Contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.1.9. Contracting Officer Representative (COR): The COR will be identified by separate letter.

The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.1.10. Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.6.17. Phase In/Phase Out Period: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the thirty (30) day phase in/ phase out periods. During the phase in period, the Contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. Contractor. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. Contracting Officer. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. Contracting Officer’s Representative (COR). An employee of the U.S. Government appointed by the Contracting Officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. Defective Service. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. Deliverable. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.6. Key Personnel. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7. Physical Security. Actions that prevent the loss or damage of Government property.

2.1.8. Quality Assurance. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. Quality Assurance. Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of Contractor performance.

2.1.10. Quality Control. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11. Subcontractor. One that enters into a contract with a prime Contractor. The Government does not have privity of contract with the subcontractor.

2.1.12. Workday. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.13. Work Week. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

ACOR Alternate Contracting Officer's Representative AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CCE Contracting Center of Excellence CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 KO Contracting Officer OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: Not applicable

3.2. Facilities: The Government will identify and secure Regional Hub facilities as needed and identified during the pre-scoping meetings.

3.3. Utilities: Not applicable

3.4. Equipment: The Government will not provide access to equipment

3.5. Materials: The Government will provide access to relevant reports, policies, and other background materials as necessary. The Government will also provide documents that are relevant to the strategic planning effort. Additional documents will include but may not be limited to the current Strategic Intent Plan for the region and any available Strategic Intent Status Reports.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1. General: The Contractor shall furnish all supplies, secure facilities or work with Region 7 to secure Regional Hub facilities, and provide services required to perform work under this contract that are not listed under Part 3 of this PWS.

4.2. Secret Facility Clearance: Not applicable

4.3. Materials: The Contractor shall furnish all materials required to perform work under this contract that are not listed under Part 3 of this PWS.

4.4. Equipment: The Contractor shall furnish all equipment required to perform work under this contract that are not listed under Part 3 of this PWS.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. Basic Services: The Contractor shall provide services for facilitation for and creation of a 5-year strategic plan for the Alaska Region – Region 7.

5.2. Facilitate Strategic Planning Workshops: through a combination of in-person workshops, one-on-one sessions, and focused interviews, the Contractor shall provide customized facilitation for Region 7 in an effort to develop and update their Strategic Intent Plan. The specific facilitation subtasks include the following:

A. Pre-workshop preparation – participate on pre-scoping meetings, review any appropriate government furnished materials including the current Strategic Intent Plan.

B. Evaluate progress and accomplishments of the current Strategic Intent Plan, also referred to as Regional Strategic Intent.

C. Develop scope, vision, targets for strategic planning effort.

D. Identify and rank barriers to and opportunities for achieving vision.

E. Conduct one-on-one meetings with the RDT members or identified field staff – identify their roles, primary interests, goals, objectives, barriers, and their visions.

F. Develop a situation model – a common understanding of the cause-and-effect relationships among barriers, opportunities, and key actors in order to make meaningful, incremental progress beyond the current situation.

G. Develop goals –broad, open-ended statements of the ultimate desired conditions that we hope to achieve.

H. Develop, assess, and prioritize strategies to address the most important barriers and opportunities.

I. Articulate theory of change – being explicit about the results we expect to happen when strategies are implemented.

J. Develop objectives – specific, measurable, achievable, relevant, and time-bound (SMART) statements of the outcomes that are necessary to attain the goals.

K. Identify thematic groupings of actions that are tied to achieving SMART objectives; these themes provide the structure for the development of the annual Strategic Intent Status Reports (basis for tracking the effectiveness of strategies).

5.3. Write Strategic Plan: Using the current Strategic Intent Plan (supplied once awarded), the results of the workshops, group meetings, the one-on-one interviews, and any external collaborative conversations, the Contractor shall draft a 5-year strategic plan (revision) in close coordination with the Region 7 Support Team. The Contractor shall assume three rounds of review will be conducted. Based on Government furnished materials and the results of Part 5, the Contractor shall develop a draft Strategic Intent Plan that has been edited and formatted. The Government will review the deliverable and provide comments and edits to the Contractor. The Contractor shall then submit a 2nd draft Strategic Intent Plan that completely addresses the Government’s comments and edits. The Government will conduct a final review of the deliverable and provide comments and edits to the Contractor. The Contractor shall then submit a 3rd and final deliverable that completely addresses the final comments. The final strategic plan deliverable will be due for completion 12 months after the contract is awarded.

5.4. Training and Capacity Building: The Contractor will provide customized training to increase the leadership team’s skills and capacity to implement the Strategic Intent Plan and critically evaluate the region’s progress towards meeting the objectives of the strategic plan in the future.

PART 6

APPLICABLE PUBLICATIONS

6. Applicable Publications

6.1. The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures.

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. ATTACHMENT/TECHNICAL EXHIBIT LIST:

7.1. Technical Exhibit 1 – Performance Requirements Summary

TECHNICAL EXHIBIT 1

Performance Requirements Summary

The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective Standard Performance Threshold

Method of Surveillance

PRS # 1.

The Contractor shall meet timelines for major milestones identified

Timelines identified (developed by Contractor and

Government during pre-scoping meetings and after each workshop).

100% of established timelines for deliverable are met with zero deviation from the standard.

Region 7 - Support Team

PRS # 2

The Contractor will work with the designated POC/Region 7 – Support Team to evaluate current Strategic

Intent Plan, develop pre-work, craft agendas, identify collaborative exercises, and figure out how to engage attendees through discussion, activities, brainstorming, etc.

Within 30-days of POP

100% of established timelines for deliverable are met with zero deviation from the standard.

Region 7 - Support Team

PRS # 3

The Contractor shall facilitate three

(3) customized strategic planning workshops

Customized strategic planning workshops are completed and successfully accomplish objectives.

Workshops are provided with zero deviation from the standard.

Region 7 - Support Team

PRS # 4

The Contractor shall provide a draft and final version of the strategic plan

Clear, succinct, and well composed strategic plan.

Strategic Intent Plan is completed with zero deviation from the standard.

Region 7 - Support Team

PRS # 5

The Contract shall conduct group talks and one-on-one phone calls and/or virtual meetings as needed or requested by the Region 7 Support

Team

Gather additional information as necessary to prepare for in-person workshops or develop the Strategic

Intent Plan.

Determined during pre-scoping meeting, in-person meetings, or requested by Region 7 – Support

Team

Region 7 - Support Team

PRS # 6

The Contractor shall provide training to the leadership team on the

Strategic Intent Plan’s implementation and evaluation.

Clear training material on strategic plan implementation and evaluation

2-3 facilitated team discussions

Region 7 - Support Team

WORKSHOP EXAMPLE – ATTACHMENT 1

*This agenda is provided merely as an example for the Contractor and Region 7 Support Team to consider as they develop agendas during the pre-scoping meetings.

Day

Date

Desired Outcome: Common understanding of and unity around the conservation goals that ground our work.

8:00 Convene Meeting (Facilitator and Deputy Regional Director)

8:25 Opening Remarks – Regional Director

8:45 XXX - Partner, XXX – Species and Habitat Conservation In America – A Perspective on the Past Seven Years – Challenges and Opportunities for the Future? (Presentation and Q & A)

9:45 Break

10:00 The Power of Shared Purpose: Setting the Stage

Set the stage for the establishment of shared purpose and discussion of conservation goals; introduce “Golden Circle” framework; re-affirm workplace goals. This afternoon we will work as a large group and in break-out groups to identify for the Alaska Region:

● What we stand for (our shared values)

● Our unique value; what we provide the world that no one else does (including in the broader FWS) and couldn’t get without us

● The common goals that guide all of our work

● How all of this comes together to communicate a shared vision and story to each other and external audiences Shared vision/story, values and goals matter because they help us advance and express our mission. They communicate to employees, partners and the public why we do what we do (direction and priorities) and why our work matters.

10:45 The Power of Shared Purpose: Break out groups work on 3 exercises

Master facilitator: XXX

Supporting facilitators: XXX

We each have a personal story of why we work for the U.S. Fish and Wildlife Service (FWS), and why we feel our work makes a difference. We live this every day through the projects, relationship building, and communications we participate in or lead in nearly every single corner of this immense state. But our work in the Alaska Region is more than a collection of individual projects and stories occurring in isolation. What is the shared purpose and story that connects us all and guides our work, no matter the focus of our work or the location of our office?

THREE CORE EXERCISES:

● Teams will be divided into 15 groups of 12 or 17 groups of 10

● Individuals will stay with same team for all three exercises (not enough time to rotate)

● Work will take place in three break-out rooms

● Teams will have a graphic chart to capture final work

● Each team select a scribe, facilitator and group spokesperson

Exercise 1: Our Values (40 minutes)

10:45am to 11:25am

● Each group member takes 5 minutes to write the things that, from your perspective, we (FWS) value (or aspire to value). Write one value per post-it note.

Prompting questions (for roaming facilitators to have in pocket):

o What do we stand for? What do we believe?

o How would you describe to a loved one/friend the core values we stand for in our work?

o Something to think about: Can you envision these values being as valid 50 years from now as they are today? (what should never change despite change around us; and our need to change strategies and actions)

● One person from the group starts by placing his or her post-its on the wall in a horizontal line.

● The next person then places her or his post-it underneath any values that are matching. Values that don’t match are added to the first horizontal line. The rest of the team members follow suit. This part of the exercise is done silently. Vertical columns of matching values begin to emerge.

● The group then works with the five longest columns to develop the top five value statements. Draft statements can be worked on as a group on the flip charts. Final statements are transcribed on to the team’s graphic chart.

● Group then works on suggestions for how to bring these values/principles to life-translate them into action (specific practices/actions/behaviors we can tie to our values – remember actions/practices may change over time, but values don’t).

● Try to keep your value statements between 5-10 words (no more than 10 words each).

Example before getting started:

o A timeless core value in academia: freedom of intellectual inquiry o A practice adopted to support that core value: tenure (again the practice may change, but not the value)

Report Out for Exercise 1 (15 minutes)

11:25am -11:40am

● Have a few groups report out in each room.

● Identify any common themes (will share later in large group setting report back).

Exercise 2: Our Value (40 minutes – work will start before lunch; continue after)

11:40am to Noon

• Each group member takes 5 minutes to write your “value elements” – one per post-it.

Questions to help you get at value:

o What does difference does our organization make for the resource, in peoples lives, for their communities? (think about unique aspects of this in Alaska) o What tangible and intangible benefits do we provide? (similarly think about Alaska)

• If helpful, write down your answers starting with: “The American public gets….x”

• Everyone complete at least four post-its

• Organize/merge the post-its by themes

• Prioritize elements (dot voting?)

Exercise will continue after lunch. While at lunch start thinking about how your group may begin to combine your “value elements” into a short paragraph/statement

12:00 Lunch

1:00 Our Shared Purpose (completion)

Complete exercise 2 (Value) (20 minutes)

1:00-1:20pm

• Group works to develop a paragraph length value statement from the elements beginning with “the USFWS in Alaska…”

Report Out for Exercise 2 (15 minutes)

1:20-1:35pm

● Have next few groups report out in each room.

● Identify any common themes (will share later in large group setting report back).

Exercise 3: Voice (15 minutes)

1:35-1:50pm

• This is going to be a rapid fire exercise in your group. Do not over think it; there will be little direction

• Identify one person in your group to quickly capture thoughts on your flipcharts (floating facilitators will help here)

• Now, imagine the USFWS-Alaska is a person – let’s name them “Fish” o What does Fish look like?

o How does Fish dress?

o Imagine they are delivering a speech; how would you describe them- credible, visionary reliable?

o Are they the same at work and at home? What do they like to do when not at work?

o How does Fish interact with other people?

o What are Fish’s likes/dislikes?

o ????

Look at list –

• Are there aspects of Fish that exemplify how we should express/present ourselves to the world? Circle those

• Are there pieces missing? Ways we should aspire to present ourselves to the world? Add them to list

• As a group pair your voice elements down to 5 and fill in the circles on the graphic chart

Report Out for Exercise 3 (10 minutes)

1:50-2:00pm

• Have final set of groups report out in each room.

• Identify any common themes (will share later in large group setting report back).

2:00 Our Shared Purpose – Report Out o Groups return to large room where large group report out will take place

2:45 Break

3:00 Conservation Goals

Introduction (10 minutes)

● Facilitator provides overview of how we got to goals.

● Facilitator gives breakout instructions.

Breakout Groups (60 minutes)

● 8 stations with approximately 20 people per group. Locations for groups:

○ 4 in X room; 2 in X room; 2 in X room; and so on).

○ X volunteer facilitators, each working with 2 groups, X as support.

● One station per goal, including a 4th station for two additional questions:

○ What goals (if any) are have not been identified or are missing?

○ What is your role in implementing our conservation goals?

● Each station has a set of guiding questions (see revised set below).

● One “facilitator” or reviewer for each goal that checks-in on group activity, addresses any questions, starts to flag duplicates or things that are shared within and between like goals.

● Participants spend approximately 10-15 min at each goal station (includes time to transition from one station to another) responding on flipchart paper and with markers to the guiding questions (facilitator encourages open dialogue/conversation, but does not have to be group consensus).

Guiding Questions

● Is this goal achievable? (provide scale, 0-5, “not at all” to “absolutely” Participants indicate with marker on a scaled poster.

● How can this goal be improved? For example, what is missing? What would make it more specific?

Focus on substance rather than on technical editing.

● What is the most important immediate next step for this goal?

● (gets rolled into 4th station)

Report Back (50 minutes)

● Facilitator will assistance, large group reports back, allowing approximately 12 min/goal for report back. Idea is to share big themes per goal (not per group). Specifically, facilitators report major themes/questions/concerns to large group. Only report “new” items.

● Written input including posters, post-its, others will be collected by facilitators and given to Charla).

5:00 Recap and Next Steps: Facilitator (if time, Regional Director and/or Deputy Regional Director will make observations)

● Reiterate next Steps o Email with existing goals will go out immediately after meeting with deadline for additional feedback; Input incorporated and will go out one more time for review; Finalize by XX.

Take opportunity to think about goals, share with staff. .

5:15 Adjourn to Poster Session (5:15 – 6:30)

END OF STATEMENT OF WORK

ADDITIONAL CONTRACT REQUIREMENTS (PROVISIONS AND CLAUSES)

FAR Provisions by Reference

52.204-7 – System for Award Management (Oct 2018) 52.204-16 – Commercial and Government Entity Code Reporting (Aug 2020) 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (Nov 2021) 52.204-26 Covered Telecommunications Equipment or Services-Representation (Oct 2020)

FAR Provisions – Full Text

52.252-1 Solicitation Provisions Incorporated by Reference (Feb 1998)

This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es): https://www.acquisition.gov/

(End of provision)

FAR Clauses by Reference

52.204-13 – System for Award Management Maintenance (Oct 2018) 52.204-18 Commercial and Government Entity Code Maintenance (Aug 2020) 52.212-4 Contract Terms and Conditions – Commercial Items (DEC 2022) 52.232-39 Unenforceability of Unauthorized Obligations (Jun 2013) 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (Nov 2021)

FAR Clauses – Full Text

52.212-5 Contract Terms and Conditions Required To Implement Statutes or Executive Orders—Commercial Products and Commercial Services.

As prescribed in 12.301(b)(4), insert the following clause:

CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (JUN 2023)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial products and commercial services:

(1) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (JAN 2017) (section 743 of Division E, Title VII, of the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)).

(2) 52.204-23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab and Other Covered Entities (NOV 2021) (Section 1634 of Pub. L.

115-91).

(3) 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment. (NOV 2021) (Section 889(a)(1)(A) of Pub. L. 115-232).

(4) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (NOV 2015).

(5) 52.232-40, Providing Accelerated Payments to Small Business Subcontractors (MAR 2023) ( 31 U.S.C. 3903 and 10 U.S.C. 3801).

(6) 52.233-3, Protest After Award (AUG 1996) ( 31 U.S.C. 3553).

(7) 52.233-4, Applicable Law for Breach of Contract Claim (OCT 2004) (Public Laws 108-77 and 108-78 ( 19 U.S.C. 3805 note)).

(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial products and commercial services:

__ (1) 52.203-6, Restrictions on Subcontractor Sales to the Government (JUN 2020), with Alternate I (NOV 2021) ( 41 U.S.C. 4704 and 10 U.S.C. 4655).

__ (2) 52.203-13, Contractor Code of Business Ethics and Conduct (NOV 2021) ( 41 U.S.C. 3509)).

__ (3) 52.203-15, Whistleblower Protections under the American Recovery and Reinvestment Act of 2009 (JUN 2010) (Section 1553 of Pub. L. 111-5). (Applies to contracts funded by the American Recovery and Reinvestment Act of 2009.)

__ (4) 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (JUN 2020) (Pub. L. 109-282) ( 31 U.S.C. 6101 note).

https://www.acquisition.gov/far/12.301#FAR_12_301 https://www.acquisition.gov/far/52.203-19#FAR_52_203_19 https://www.acquisition.gov/far/52.204-23#FAR_52_204_23 https://www.acquisition.gov/far/52.204-25#FAR_52_204_25 https://www.acquisition.gov/far/52.209-10#FAR_52_209_10 https://www.acquisition.gov/far/52.232-40#FAR_52_232_40 https://www.govinfo.gov/link/uscode/31/3903 https://www.govinfo.gov/link/uscode/10/3801 https://www.acquisition.gov/far/52.233-3#FAR_52_233_3 http://uscode.house.gov/browse.xhtml;jsessionid=114A3287C7B3359E597506A31FC855B3 https://www.acquisition.gov/far/52.233-4#FAR_52_233_4 http://uscode.house.gov/browse.xhtml;jsessionid=114A3287C7B3359E597506A31FC855B3 https://www.acquisition.gov/far/52.203-6#FAR_52_203_6 http://uscode.house.gov/browse.xhtml;jsessionid=114A3287C7B3359E597506A31FC855B3 https://www.govinfo.gov/link/uscode/10/4655 https://www.acquisition.gov/far/52.203-13#FAR_52_203_13 http://uscode.house.gov/browse.xhtml;jsessionid=114A3287C7B3359E597506A31FC855B3 https://www.acquisition.gov/far/52.203-15#FAR_52_203_15 https://www.acquisition.gov/far/52.204-10#FAR_52_204_10 http://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title31-section6101&num=0&edition=prelim

__ (5) [Reserved].

__ (6) 52.204-14, Service Contract Reporting Requirements (OCT 2016) (Pub. L. 111-117, section 743 of Div. C).

__ (7) 52.204-15, Service Contract Reporting Requirements for Indefinite-Delivery Contracts (OCT 2016) (Pub. L. 111-117, section 743 of Div. C).

_X_ (8) 52.204-27, Prohibition on a ByteDance Covered Application (JUN 2023) (Section 102 of Division R of Pub. L. 117-328).

__ (9) 52.209-6, Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (NOV 2021) ( 31 U.S.C. 6101 note).

__ (10) 52.209-9, Updates of Publicly Available Information Regarding Responsibility Matters (OCT 2018) ( 41 U.S.C. 2313).

__ (11) [Reserved].

__ (12) 52.219-3, Notice of HUBZone Set-Aside or Sole-Source Award (OCT 2022) ( 15 U.S.C. 657a).

__ (13) 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns (OCT 2022) (if the offeror elects to waive the preference, it shall so indicate in its offer) ( 15 U.S.C. 657a).

__ (14) [Reserved]

_X_ (15)

(i) 52.219-6, Notice of Total Small Business Set-Aside (NOV 2020) ( 15 U.S.C. 644).

__ (ii) Alternate I (MAR 2020) of…