Sources Sought Request -Advisory and Program Mgmt.pdf

SOURCES SOUGHT

ADVISORY AND PROGRAM MANAGEMENT SUPPORT

MEDICAL EDUCATION AND TRAINING CAMPUS (METC)

JOINT BASE SAN ANTONIO (JBSA) – FORT SAM HOUSTON, TX

6 OCTOBER 2022

This is a Sources Sought Request ONLY.

This is NOT a solicitation or Request for Quote.

PURPOSE: This Sources Sought request is to identify potential contractors who are interested and capable of. providing Seven (7) Full-Time Equivalent (FTE) personnel to provide advisory and program management support for the Medical Education and Training Campus (METC), which is located on Joint Base San Antonio (JBSA) - Fort Sam Houston, Texas.

1.1. DESCRIPTION OF SERVICES. The contractor shall provide Full-Time Equivalent (FTE) personnel to support, assistance, advice, and/or provide training for the efficient and effective management and operation of the Standards and Evaluation Division (SED) within METC. The contractor shall provide a variety of management and professional services in the following subcategories as described in this performance work statement

(PWS):

• Accomplishing data analysis and lessons learned development

• Drafting reports

• Providing reviews, evaluations and recommendations on subjects of highly specialized areas of concern

• Conducting coordination efforts with program sponsors, management and technical personnel, support organizations and outside agencies

• Supplementing METC Faculty and Staff’s knowledge and expertise in the areas of (but not limited to) instructional delivery processes, curriculum development, course evaluation, academic counseling, instructional qualification records, and institutional and programmatic accreditations

1.1.1. QUALITY ASSURANCE AND ACCREDITATION SUPPORT. The contractor shall provide two (2) Training Technicians to provide comprehensive support to the Quality Assurance and Accreditation Branches within SED.

1.1.1.1. Collect, analyze, and evaluate accreditation, affiliation, and quality assurance data. Create trend reports concerning data collected and make recommendations based on results. Develop various databases to store and retrieve accreditation, affiliation, and quality assurance data. Assist SED personnel with creating metrics, metric presentations, and reports. Examine problem areas and identify solutions. Rely on analytical skills, including mathematics and statistics, to plan and accomplish goals. Develop processes to improve the effectiveness of current SED operational activities. Work with Information Management/ Information Technology and other METC divisions on processes to streamline data collection.

MEDICAL EDUCATION AND TRAINING CAMPUS (METC)

1.1.1.2. Interact daily with METC academic programs to schedule End of Program (EOP), Quality of Life (QOL), and Anytime Student Feedback Survey (ASFS). Conduct, and report information obtained from surveys to the Quality Assurance (QA) NCOIC and SED Chief weekly. Survey data retrieval shall occur within 72 hours of conducting a survey and sent to the NCOIC or SED Chief within 24 hours if a concern exists. EOP and QOL data must be sent to the program within five days unless an area of concern is discovered per the QA Standard Operating Procedure (SOP). Technicians shall be responsible for sending survey data to the Program Director, Department Chief, and any additional required individuals and communicating any issues discovered.

1.1.1.3. Perform data entry using word processing, spreadsheets, or database commands; and format material as required. Prepare graphic exhibits using software for presentations and agendas. Create data directories/subdirectories for file and report generation retrieval purposes. Maintain paper and digital files and retrieve reports upon request. Interact with departmental and other staff on matters affecting data and make recommendations for improvement or enhancement to processes to ensure data entry collection and retrieval. Support SED personnel with acquiring data required for accreditation or affiliation site visits.

1.1.1.4. Facilitate Classroom Standards and Compliance Checklists (CSCC) with METC programs annually; contact with Program Directors for scheduling shall be required. Along with analysis of current data on local share drives to review education training from the program instructors, interaction with students, classroom conditions, and items required for display within classrooms are necessary. Once all information has been received, technicians shall collaborate with Faculty Management and Accreditation to complete their reports for the verification process. CSCC reports shall be returned within 72 hours to the program for review; all deficiencies shall be identified and reassessed within thirty calendar days.

1.1.1.5. Required to learn functional areas and responsibilities to brief at METC orientations monthly. Technicians should be able to accurately and efficiently explain their role within METC, DHA, and each military service. Brief on the extended function of creating surveys upon request for programs and survey ability to improve training to incoming staff.

1.1.1.6. Assist in conducting Quality Assurance Review (QAR) by coordinating and conducting briefings with scheduled programs, providing data for return and review, arranging appointments for interviews, and finalizing the executive summary (EXSUM) as needed. Technicians shall review relevant survey data results before conducting QARs and program checklists to complete the QAR process.

1.1.1.7. Assist SED with data to develop goals, objectives, and strategic plans. Provide graphical data to demonstrate trends and other statistical data to users at the program

MEDICAL EDUCATION AND TRAINING CAMPUS (METC)

level and senior executives. Make recommendations to department personnel and provide continuous process improvement to SED.

1.1.2. INSTRUCTOR EVALUATION SUPPORT. The contractor shall provide one (1) Instructor Trainer to provide education and training support to the Faculty Management Branch (FMB) within SED. Primarily responsible for administration of the METC Instructor Evaluator Program; in addition to managing the faculty database that maintains instructor records, Faculty Tracking database, and Academic Reporting Menu.

1.1.2.1. Administer the instructor evaluator program. Design and develop policies, procedures and training lesson plans for program administration and training. Identify developmental training needs of evaluator members and provide for needed development and training. Serve as lead program trainer for campus instructional staff. Identify ways to improve production or increase the quality of the instructor evaluation process being performed. Plan, direct, coordinate and manage the scheduling, functions and activities of the program’s evaluator members. Develop internal policies, methods and procedures and training programs for carrying out evaluator functions, based on guidance and directives of executive leadership. Plan, coordinate and conduct Instructor Evaluator meetings. Provide Instructor Evaluator Program orientation briefings to incoming instructional staff. Based on program manning levels, find ways to improve production and/or increase quality of the evaluation process being directed. Develop and maintain program performance standards. Ensure maximum production and utilization of program staff. Forecast and coordinate utilization program staff to ensure mission accomplishment during temporary manning shortages. Collect completed monthly program evaluations, ensuring proper content, quality, timeliness and accuracy of all completed evaluations.

Report program performance results for organizational metrics reporting purposes. The administrator shall interface with a variety of METC staff at various levels.

1.1.2.2. Data analysis. Coordinate, direct and manage all aspects of daily faculty and programmatic data collection for METC academic programs comprised of approximately 1,200 faculty and support staff. Ensure compliance, proper content, quality, timeliness and accuracy of program data entry for monthly metrics reporting purposes. Conduct detailed analysis, monitoring data content and quality from program reporting sources.

Ensure analysis/studies are coordinated with the appropriate activities of the METC project management team tasked with utilizing data for preparation of reports and presentation of results to METC executive leadership. Focal point for ad hoc queries of programmatic information to include faculty qualifications and certification status, faculty utilization, and service component manning ratios. Oversee, manage and grant academic reporting menu and faculty tracker database access for various levels of program/support level activity ranging from read-only to full control permission levels. Lead trainer for faculty tracker and all academic reporting group menu tabs. Develop and perform various levels of database training for both classroom environment to executive leadership functions.

MEDICAL EDUCATION AND TRAINING CAMPUS (METC)

1.1.2.3. Quality assurance. Study, analyze, develop and implement methods to improve evaluator program. Plan, coordinate and monitor the Instructor Evaluator program’s progress. Perform self-inspection and present detailed comprehensive report with any corrective action taken to supervisor. Follow-up to ensure complete and quality resolution of discrepancies and assess and revise policies and procedures as needed to find ways to improve quality, timeliness, and efficiency work. Respond to external and internal customer needs by researching records and files, contacting others to obtain and disseminate proper and accurate information. Perform various assignments as a member of the FMB involving the execution of operational policies and procedures; examine concepts, policies, techniques, methods and their effectiveness to determine preferred courses of action for instructors at METC.

1.1.3. FACULTY MANAGEMENT SUPPORT. The contractor shall provide four (4) Healthcare Administrators, one to serve as Lead Faculty Manager and three as Faculty Managers, to provide faculty management support to FMB within SED. Primarily responsible to collect, analyze, and evaluate faculty record data, and make sound recommendations based on findings. Administrators shall interface directly with a variety of METC program staff and Academic Affairs staff. Administrators shall maintain the instructor records located in the faculty databases.

1.1.3.1. The Lead Faculty Manager shall provide guidance to the Faculty Managers in support of all METC courses. Develop and maintain detailed processes to determine the effectiveness of current operational activities, examines problem areas, and develops solutions. Provide feedback to FMB Chief on complex matters and takes steps to resolve the problem. Serve as technical expert in instructional qualifications and credentialing requirements and provide record analyses. Establish priorities, plans, and schedules and conduct work to accomplish the mission. Inform FMB Chief on changes in policy and any potential impact on the mission. Rely on analytical skills, to include mathematics and statistics, to plan and accomplish goals utilizing locally developed reporting tools, faculty database, and/or local instructor database. Initiate and provide in-depth training on the faculty database to METC faculty.

1.1.3.2. In-process/out-process instructors. Develop and implement efficient processes to add and remove new/returning instructors from all METC programs in the faculty database within five duty days of arrival to the school or within five days of removal from instructor duty. Conduct analysis to monitor and verify the completion of in-processing paperwork, in accordance with school, Service and METC policy. Reconcile instructor statuses with program reports and ensure they are added and removed from faculty database based on monthly faculty tracker report. Proactively respond to external and internal customer needs by researching records and files, contacting others to obtain and disseminate proper and accurate information. Implement in place processes to ensure transcript requests and degree completion verification letters are completed and

MEDICAL EDUCATION AND TRAINING CAMPUS (METC)

submitted according to policy. Conduct out-processing procedures for instructional staff as outlined in METC policy.

1.1.3.3. Monitor instructors. Track and report instructional qualifications and requirements in faculty database to Branch and Division leadership. Manages the faculty database that maintains instructor records. Conduct thorough analysis of Internship reports, Instructor evaluations, Non-Instructor Duty reports, Subject Matter Testing, Instructor Methodology, Instructor Qualifications Worksheet, and other reports as outlined in school and/or METC policy. Promulgate information to Department Chairs and Program Directors and monitor outcomes and feedback. Review Internship Reports, Instructor Evaluations, Non- Instructor Duty reports, Instructor Methodology and Instructor Certifications. Disseminate quarterly spreadsheet to executive leadership on instructor qualification progress.

Coordinates with other Standards & Evaluation Branches and Programs for any curriculum changes or course number changes.

1.1.3.4. Trainer. Responsible for the oversight, training, development and management of METC Instructor Supervisors in their duties in managing the faculty database. Plan, coordinate and set the agenda for the Instructor Supervisors during the monthly meetings.

Provide monthly training sessions on the faculty database and ensure METC instructor qualification standards are met for all the instructors assigned as METC instructional staff.

Provide METC orientation briefings to incoming personnel. Apply knowledge and application of leadership and team building/coaching skills and techniques, such as, group facilitation, coordination, problem solving, interpersonal communication, integration of work processes and products, and obtaining resources.

1.1.3.5. Technical guidance. Provide metrics and analysis to executive leadership, monthly on compliance with requirements via status slides and reports. Provide briefings to the Branch, Division and/or executive leadership on mission essential areas affecting METC’s ability to maintain qualified instructors. Coordinate with higher echelons; Army, Navy and Air Force educational activities and METC institutions to meet identified training needs. Review the qualification standards of instructors on commissions of higher education rosters and report status quarterly. Provide weekly reports to Department Chairs and Program Directors on significant issues impacting their instructor qualifications. Provide monthly report to the Services and METC leadership regarding instructor qualification status.

1.1.3.6. Quality assurance. Coordinates and manages all aspects of daily instructional faculty and programmatic data collection for METC programs. Ensure compliance, proper content, quality, timeliness and accuracy of program data entry for monthly metrics reporting purposes. Perform self-inspection and present detailed comprehensive reports with any corrective action taken to supervisor. Initiate follow-ups to ensure complete and quality resolution of discrepancies and assess and revise policies and procedures as needed to find ways to improve quality, timeliness, and efficient work. Respond to external and internal customer needs by researching records and files, contacting others to obtain

MEDICAL EDUCATION AND TRAINING CAMPUS (METC)

and ensure dissemination of proper and accurate information. Perform various assignments as a member of FMB, involving the execution of operational policies and procedures; examine concepts, policies, techniques, methods and their effectiveness to recommend preferred courses of action for instructors at METC

SET ASIDE; The Government is contemplating issuing this requitement as a 100% Set- Aside for Service Disabled Veteran Owned Small Businesses (SDVOSB)

NAICS Code: 561110- Office Administrative Services

CONTRACT INTEREST: The Government is contemplating issuing a Firm Fixed-Price (FFP) contract to a contractor who fully understand the scope and can meet the needs of this requirement. Interested contractors should respond by email to Jacqueline Acosta, Contract Specialist, at jacqueline.acosta@us.af.mil and Gary Beck, Contracting Officer at gary.beck@us.af.mil by 12 October 2022 by 10:00 AM CT with the below contractor information.

CONTRACTOR INFORMATION

Company Name:

Point of Contact:

Company Address:

Phone #:

Email Address:

Cage Code:

UEI Number:

mailto:jacqueline.acosta@us.af.mil mailto:gary.beck@us.af.mil

MEDICAL EDUCATION AND TRAINING CAMPUS (METC)

Business Size:

(SDOSB)

YES NO

NAICS Code:

561110

YES NO