SOW.pdf

Directorate Fellows Program (DFP) Mentor Facilitation and Training U.S. Fish and Wildlife Service, National Conservation Training Center

DFP 2024

Desired Contract Length: 1 year with 4 option years

A. Background The Directorate Fellows Program (DFP) is one special hiring authority the U.S. Fish and Wildlife Service (Service) uses, as legislated, for the explicit purpose of diversifying our workforce as we engage undergraduate and graduate students in natural and cultural resources work through paid developmental Fellowships each summer. DFP Fellows participate in a paid, week-long orientation and an immersive 11-week summer Fellowship as partner hires. After successfully completing their Fellowship and degree requirement, Fellows become eligible for conversion to permanent positions for a 2-year direct hire opportunity under the Department of the Interior’s Public Land Corps Resource Assistant Internship Program.

The purpose of the DFP Mentors Program is to prepare FWS Mentors to support assigned Fellows by advising, coaching, advocating for, and helping Fellows network to secure a permanent FWS, DOI, or other conversation organizations position after they complete their degree. DFP Mentors provide a personal “face” of the Service for Fellows prior to the week-long Orientation at NCTC through, at least, job placement—hopefully with FWS or another Department of the Interior bureau.

1. DFP Orientation.

After students compete for selection as Fellows, they join one of two cohorts of talented and diverse Fellows for a week-long orientation on campus at the National Conservation Training Center (NCTC) in West Virginia, in June. After orientation, Fellows complete their respective 11-week Fellowships at Service field stations or regional offices across the country, or at headquarters, either in person or remotely. As Fellows complete their academic program, they network extensively with personnel to identify hiring opportunities and to secure jobs. Service personnel track program outcomes to support our goals to attract underrepresented students into our workforce and to convert Fellows to permanent, full-time positions at a 1:1 ratio.

2. Mentor Training Track.

To help Fellows navigate the Service and network for jobs, NCTC assigns each Fellow a Mentor.

Mentors serve as informal advisors and coaches throughout the program, from orientation through the summer Fellowship, and often through conversion to a permanent position.

Mentors are carefully selected Service employees who have experience mentoring, particularly with people between the ages of 18 and 30, or have completed mentoring and leadership training, and who wish to share their passion for our mission with a diverse group of bright future conservation leaders. Like Fellows, Mentors are required to participate in the in-person

NCTC week-long Orientation Program when they attend sessions with their assigned cohort of Fellows (mentees) as well as engage in a specifically designed Mentor training track focused on leadership, communication, networking, applied coaching and mentoring, and diversity and inclusion training, and building a peer network. Mentors participate in 2 post-cohort launch summer sessions. The selected contractor will work closely with and co-lead the Mentor program with NCTC’s DFP Mentor Co-Facilitator.

3. 2024 DFP Updates

• May cohort Fellows begin their Fellowships on May 20, travel to NCTC for Orientation June

17-20, and complete their Fellowships August 9. June cohort Fellows begin their Fellowships at NCTC during Orientation (June 17-20) and complete their Fellowships September 6.

• There will be 30 Fellows and 10 Mentors plus 2 to 4 alternate Mentors who will participate in all pre-Orientation activities, split across the May and June cohorts. Mentors will be assigned 3 Fellows each and will attend Orientation at NCTC.

• This is the first year NCTC will host 1 Orientation. Previously, we hosted a week-long Orientation for May and June cohorts; we’ve scaled the program down for FY24 to support DFP program goals.

• Programming will be limited on the Juneteenth federal holiday—Fellows and Mentors will be on a river trip and may have Fellow-Mentor mini-cohort meet-up time.

B. Statement of Work

1. Contractor Responsibilities.

Phase 1. Pre-Orientation Responsibilities.

Pre-Orientation responsibilities follow. See Contractor Proposal Guidelines in Section D of this document for dates/date ranges.

1. Meet in person with NCTC DFP Mentor Co-Facilitator for orientation, receiving existing lessons plans, mapping out next steps.

2. Develop and deliver (virtually) an interactive what is mentoring/best mentoring practices lesson plan with all Mentors for NCTC DFP Mentor Co-Facilitator review (includes Mentor roles and responsibilities).

3. Partner with the NCTC DFP Mentor Co-Facilitator to update lesson plans for pre- Orientation training (topic: DFP annual cycle).

4. Observe (virtually) a DFP Supervisor webinar focused on their welcoming Fellows with an introduction to Mentors.

5. Observe (virtually) ODIWM diversity and inclusion session with Mentors.

6. Develop and deliver (virtually) an all Fellows-all Mentors icebreaker/team building session.

7. Partner with the NCTC DFP Mentor Co-Facilitator to update Mentor handouts.

8. Participate in half-day agenda review/Q&A session to coordinate Mentor and Fellow

Orientation tracks.

9. Co-lead (virtually) May Mentor Check-in #1

Phase 2: Orientation Phase Responsibilities.

Orientation Phase responsibilities follow; Orientation is in person at NCTC. See proposal guidance for dates. Note, Day 3 is the Juneteenth federal holiday, and there is no Mentor program 6/19/24.

1. Lead/co-lead Day 1 (6/17/24) sessions, including a Fellow-Mentor icebreaker, with a high-level Mentor roles and responsibilities overview.

2. Lead/co-lead Day 2 (6/18/24) Mentor sessions and observe ODIWM Mentor session and plenaries.

3. Lead/co-lead Day 4 (6/20/24) Mentor check-in session and evaluation time followed by assisting with Fellow-Mentor closing ceremony.

Phase 3: Post-Orientation Phase Responsibilities.

Post-Orientation responsibilities follow.

1. Co-lead May Mentor check-in #1 and June Mentor check-ins #1 and #2 (may invite all Mentors)

2. Participate, in person, in an NCTC DFP Team Orientation debrief meeting.

2. Government Responsibilities.

The Government will:

1. Provide recent Mentor Program lesson plans, virtual meeting platforms, and, for Orientation, all supplies, meetings, classrooms, audio-visual equipment, and chart paper and stands with markers.

2. Assign the Service’s DFP Mentor Co-Facilitator. The NCTC DFP Mentor Co-Facilitator, who has a high level of DFP experience, is the overall lead and will approve all final lessons plans and decisions related to Mentor Track activities. Other staff may periodically review plans and lesson plans to confirm we’re meeting the DFP National Coordinator, Human Capital, Office of Diversity and Inclusion Workforce Management (ODIWM) and others’ DFP program needs.

3. Provide prompt payment upon receipt of invoices from the Contractor.

C. Minimum Contractor Qualifications

1. Master’s degree in experiential learning, leadership development, or similar degree. Degrees in science, especially natural resource management-related fields, is helpful.

2. Minimum of 15 years of experience providing leadership development, mentoring/coaching, facilitation, team building, and related services to federal agencies.

3. Interest in applicants experienced in delivering services to diverse participants, including relatively new and experienced federal staff, people of color, and people with accessibility concerns.

4. Interest in applicants familiar with the U.S. Fish and Wildlife Service and federal legislative authorities and policies.

D. Contractor Proposal Guidelines

1. Resume(s) of the personnel that would be assigned to work under this contract that demonstrates the minimum work experience as listed under minimum qualifications.

2. Name and addresses, including email and/or phone numbers of 5 references familiar with the contractor’s skills in facilitation and training in small group settings, leadership, team development, and mentoring.

3. A detailed budget and budget narrative outlining the number of hours and hourly or similar rates required for completion of the tasks below, associated with three phases of Orientation.

Specific tasks and timing are subject to change—as the NCTC DFP Team adapts 10 years of programming for one Orientation, instead of two, for May cohort and June cohorts, and amends the agenda to reduce sessions on Juneteenth. Projected dates are subject to change as the DFP Team continues to plan for one Orientation. No funding is available for travel;

preference is for local/regional vendors.

i. Pre-Orientation Phase:

1. Briefing meeting – scheduled upon contract award (in person)

2. Update, with NCTC DFP Mentor Co-Facilitator, and develop webinar and in-person lessons plans for pre-Orientation, Orientation, and post-Orientation sessions (briefing meeting through March)

3. Co-lead 2 pre-Orientation webinars (up to 2-hour webinars, April 9-11 and April 24-25)

4. Observe (live virtually or recorded) a DFP Supervisor webinar focused on their welcoming Fellows with an introduction to Mentors (1 hour, April 16-18).

5. Observe (live virtually or recorded) diversity and inclusion pre-Orientation webinar (up to 2-hour webinar, April 16-18)

6. Revise/update lessons plans and handouts as needed (April-July)

7. Co-lead 1 all Mentor-Fellow pre-Orientation icebreaker/team building webinar (up to

2-hour webinar, April 30-May 2)

8. Participate in DFP Team DFP Orientation agenda review/Q&A session (.5 day, in person preferred, May 6-10)

9. Co-lead May Mentor Check In #1 (up to 1.5-hour webinar, May 4-6)

ii. On-site Orientation Phase

1. Monday, June 17 deliverables/requirements (assume at least .75 days):

a. Co-lead Fellow-Mentor icebreaker session (approx. 45 minutes with high-level mentor overview)

b. Co-lead Mentor roles and responsibilities and best mentor practices session with

Mentor check in (approx. 2 hours)

c. Observe non-concurrent all-participant sessions (excluding Mentor-Fellow mini-cohort meet ups)

2. Tuesday, June 18 deliverables/ requirements (assume at least .75 days):

a. Co-lead Mentor check-in and active listening/elements of trust sessions; observe ODIWM session (approx. 4 hours)

b. Observe non-concurrent all-participant sessions (excluding Mentor-Fellow mini-cohort meet ups)

3. Thursday, June 20 deliverables/requirements (.5 days programming):

a. Co-lead Mentor check-in and support Fellow-Mentor closing session

iii. Post-Orientation Phase

1. 3 Mentor virtual check-ins:

a. Check-In #1 for May Mentors (approx. 1.5-hour virtual meeting, July 9-11)

b. Check-in #1 for June Mentors (approx. 1.5-hour virtual meeting, July 9-11)

c. Check-in #2 for June Mentors (approx. 1.5-hour virtual meeting, August 6-8)

2. DFP Orientation Team Debrief (approx. 3 hours, in person)

E. Proposal Evaluation Criteria Award shall be made to the offeror whose proposal, conforming to this solicitation, provides the best value to the Government. In determining which proposal offers the greatest value or advantage to the Government, the degree to which proposals meet and/or exceed the minimum qualifications as outlined in Section C of this SOW will be approximately equal in importance to evaluation price or cost to the Government. Between substantially equal proposals, the proposed evaluated price or cost will become the major factor in selection for award.

F. Payment Payment requests must be submitted electronically through the U.S. Department of the Treasury’s Internet Payment Platform System (IPP). An invoice must be submitted as an attachment to the IPP request for payment. The Contractor must use the IPP website to register, access, and use IPP for submitting requests for payment. The Contractor Government Business Point of Contact, as listed in the System for Award Management (SAM) will receive enrollment instructions via email from the Federal Reserve Bank of Boston (FRBB) within 3-5 business days of the contract award date.

Contractor assistance with enrollment can be obtained by contacting the IPP Production Helpdesk via email ippgroup@bos.frb.org or phone 866.973.3131.

https://www.ipp.gov/ https://sam.gov/content/home mailto:ippgroup@bos.frb.org

2. Government Responsibilities.