Questions_inregards_to_Solicitation.docx

Questions for Solicitation: SP4702-15-R-0023

1) Is DLA looking for four named coaches?

RESPONSE: As cited on page 14 or 68 of the solicitation, Section C. Requirements: DLA will contract for a team composed of a MINIMUM of four executive coaches… It will be left to the vendor to determine how many coaches will be staffed to meet the contracting requirements, but no less than four.

2) Does every coach have to have full credentials, or just the lead coach?

RESPONSE: As cited on page 17 of 68 of the solicitation, Section D. Technical Capability, 1 Staffing Plan a - f): Contractor proposals shall provide a staffing plan to include a resume for EACH coach to include geographic location; business experience/background; formal education/training; coaching training/certification and experience…

1. Is there an incumbent who is eligible to compete?

*RESPONSE: No, the solicitation is open for receipt of proposals from vendors based on the acquisition being a service disabled veteran owned small business set-a-side

2. Is this a follow on effort, or is it a new requirement?

*RESPONSE: The current subject solicitation has been publicized for receipt of proposals to replace the current existing coaching contract that will expire on September 30, 2015. Please contact contracting office for instruction to obtain copy of current contract thru Freedom of Information.

3. Does the contractor conduct the Multi-Source Feedback Survey (360 degree instrument) or will it be provided by others?

RESPONSE: As cited on page 13 of 68 of the solicitation, Project Description, A. Background, 2., DLA’s current Multi-Source Feedback survey vendor is thru Denison Consulting. The subject solicitation does not site or has no requirement for the awardee of the subject contract to provide the MSF tool. The awardee’s coaches will be provided the respective supervisors MSF survey results report at the designated time as the supervisors into the MSF/coaching process quarterly.

4. Do coaches need to be certified (e.g. ICF certified)? The subject solicitation does not specifically cite any particular certification requirement for a coach.

RESPONSE: As cited on page 17 of 68 of the solicitation, Section D, Technical Capability, 1. Staffing Plan a – f): Contractor proposals shall provide a staffing plan to include a resume and certification for the DLA program managers review and evaluation to determine if the vendor’s proposed coaches are technically acceptable to provide coaching services to DLA supervisors.

We would like to get clarification on the estimated performance dates of the contract. The only reference to any performance date was a mention of a “basic year” outlined in the solicitation and a mention about timeline coordination during the post-award conference. Should an offeror consider a start date of 1 Jan 2016 or would performance commence after a certain period once receiving the Notice to Proceed?

*RESPONSE: POP has been established as November 1st, 2015 to October 31, 2016.

The DLA ELDP, RFP SP4702-15-R-0023, has many similarities to a previous RFP, SP470215Q0018, that doesn’t seem to have ever been awarded. Is this new RFP a rewrite/consolidation from that previous RFP?

*RESPONSE: This has does not pertain to the other RFP. This solicitation address this requirement.

Running the math the # of hours per manager looks to be 4 sessions a day for 365 days –

RESPONSE: Clarification provided to the above statement: Coaching will be provided based DLA supervisors participating in a MSF survey each quarter of a fiscal year, i.e. 4 MSF/coaching cycles per year). The solicitation provides for a coach to conduct a session with a supervisor at least once a month for completion of the required four (4) coaching session per supervisor. Please reference detailed information on coaching sessions as cited on page 15 of 68 of solicitation, C. Requirements, 2. Coaching Services, c, (i thru iii) One coaching hour is provided to the designated coach for each supervisor to allow for administration of session, the remaining four sessions will be spent in four individual coaching sessions, conducted not more than once every two weeks, and not less than once a month. On average, it is expected that the four coaching sessions will be completed within 2 to 4 month period of time.

Based upon DLA's average monthly supervisor appointment rate for the past 2 years, it is estimated that approximately 500–525 supervisors will progress through the coaching activity in Level 3. Additionally, it is estimated that another 175 supervisors will transition from 1st level to 2nd level supervision in the Level 4 program annually. This results in approximately 1900 coaching sessions annually (four sessions each) for Level 3 and 4 combined, with an additional 675–700 sessions targeted to the coaching team for preparation and coordination (see section C2c below).

RESPONSE: No question provided. Information pulled from solicitation is accurate.

Add into the mix the request for 4 coaches only - there would enough time in the year to do a good job.

RESPONSE: Clarification provided, a minimum of 4 coaches will be staffed under the subject contract. It is left to the determination of the vendor to determine how many coaches will be made available, as long as it is a minimum of 4 and it will meet the needs of the data anticipated in the historical and forecasted amount included in the solicitation. Based on information provided above, regarding on how the four sessions will be conducted, reference detailed information on coaching sessions as cited on page 15 of 68 of solicitation, C. Requirements, 2. Coaching Services, c, (i thru iii), there is ample time provided for coaching sessions to be completed within a MSF survey/coaching cycle, as long as the coach and DLA supervisor are timely on completing each session within the recommended timeframe above.

How many supervisors in a given month would you expect the 4 coaches to meet with based on the above?

RESPONSE: Again, as cited above, the vendor is expected to staff a minimum of 4 coaches. It is the vendor’s determination to provide the adequate number of coaches to meet the coaching requirement based on the history/forecasted data provided in the solicitation for DLA supervisors. As cited in the solicitation, the number of supervisors going thru coaching is based on a historical estimate to include a forecast for the extent of the proposed contract period. DLA is unable to provide definite/concrete data on how many DLA supervisors will transition into leader to participate in the MSF/coaching cycle. On average within each quarter of a fiscal year quarter a coach may be assigned an average of 10 or more DLA supervisors participating in coaching for Level 3, and 10 or more for Level 4. This number is based on a supervisor’s selection after review of a coaches credentials. It is left to the coaches coordination and scheduling with each supervisor as to how many coaching sessions they will conduct monthly.

Reference detailed information on coaching sessions as cited on page 15 of 68 of solicitation, C. Requirements, 2. Coaching Services, c, (i thru iii)

1. Is there any incumbent?

0. If so, who is the incumbent?

*REPONSE: Solicitation is open for submission of proposals as long as the vendor is within meets the solicitation requirement of being a service-disabled veteran-owned small business set-a-side. The incumbent is General Dynamics.

1. What company or companies currently provide coaching services at DLA and under what contract vehicle and contract numbers?

*RESPONSE: Defer to the DLA contracting office for response. I don’t have access to this information.

1. In reference to Section 2.2, will the contractor be expected to provide the multi-source feedback (360) survey as a part of this requirement?

RESPONSE: No, the current DLA MSF survey vendor is Dennison Consulting, as cited on page 13 of 68 of the solicitation.

2. If not, what multi-source feedback surveys are being utilized as a part of the program?

RESPONSE: MSF survey as serviced thru Denison Consulting are being used by DLA Level 3 and Level 4 programs, see page 13 of 68 of the solicitation.

2. If not, would the government consider adding the delivery of 360-degree survey product to the solicitation?

RESPONSE: No, the current DLA MSF survey provider is Denison Consulting. DLA’s MSF survey contract is managed at the DLA headquarter level.

1. In reference to Section 2.2, what topics are covered in the computer-based training “Soft Skills Training” and who is the vendor, if applicable, who provides those training modules?

RESPONSE: Information provided about Skill Soft was for vendor information purpose to be a general knowledge about the Level 3 program requirements. As the Skill Soft training is not directly linked to coaching, please consider as FYI. As the training is provided to DLA supervisors by the DLA program managers for completion within their two year program requirement, no other detailed information is needed by the vendor to submit a proposal on the subject coaching requirement, unless determined otherwise by the DLA program manager.

1. In reference to Section 2.2, what are DLA’s core competencies?

RESPONSE: DLA leadership competencies include, leadership, teamwork, oral and written communication, strategy and focus, responsibility/accountability, customer service, professionalism, resource stewardship, innovation and initiative.

1. In reference to Section 2.2, what are the alternative activities defined by the DLA program manager?

RESPONSE: The alternate activity assigned to a DLA supervisor if/when they do not complete their assigned coaching sessions. The contract awardee administrator, coach, and DLA program manager will coordinate when the alternate assignment will occur. At that time, the DLA supervisor will be provided the activity thru DLA’s Skill Soft leadership training by the DLA program manager. The DLA program managers will make a determination on the specific leadership training modules from Skill Soft training to replace the missed coaching session(s).

1. In reference to Section 2.2.C.1, how many hours does the government anticipate authorizing the Lead Coach to devote to management duties?

RESPONSE: Previous and current contract performance has required approximately 44 meetings per fiscal year for the head coach to manage administrative matters, this includes time for attendance at the MSF survey teleconferences, monthly administrative coaching meeting with the DLA program managers, and the meetings with coaches.

1. In reference to Section 2.2.C.2(c), the Government states that “a total of up to five sessions, each approximately 1 hour in length will be required for each DLA supervisor participating in one-on-one executive coaching” and then goes on to describe the five sessions. However, in the description of the ELDP Level 3 program and the ELDP Level 4 program earlier in the section, the Government describes “four 1-hour coaching sessions.” Could the Government clarify the number of sessions each participant shall receive?

RESPONSE: Both are accurate solicitation statements, however, the section reference in the above question, cites the details of coaching to include the 1 additional (5th hour) that is provided to the coach to manage administrative matters with each assigned DLA supervisor participating in a coaching cycle. Therefore, the coach is delegated on hour for administrative matters and 4 actual coaching hours with each assigned DLA supervisor.

1. Will the government be seeking any coaches as a part of the cadre who have Top Secret or Secret clearances for the coaching of personnel in security sensitive positions?

RESPONSE: Not, not a mandated requirement for award.

1. In reference to Section 2.2.C.2(d), would the Government consider allowing video conference sessions as an alternative to telephone sessions?

RESPONSE: As referenced on page 15 of 68, Section C., 2., d., of the solicitation, coaching sessions will be conducted by telephone, with the DLA supervisor contacting the coach by Government telephone at a pre-arranged day and time, unless the coach as agreed and arranged to initiate the call on his/her own telephone/cell phone line. Any other means of communication will be at the coaches on expense and not reimbursable by the Government and must be coordinated with the DLA supervisor for their agreement and accessibility. Any other means of communication, other than what is stipulated in the solicitation and eventual contract, will not be the responsibility of the Government for payment to the contract awardee. .

9. If so, are there video conferences, such as Skype or Citrix GotoMeeting, that would be acceptable to the Government?

RESPONSE: As referenced on page 15 of 68, Section C., 2., d., of the solicitation, coaching sessions will be conducted by telephone, with the DLA supervisor contacting the coach by Government telephone at a pre-arranged day and time, unless the coach as agreed and arranged to initiate the call on his/her own telephone/cell phone line. Any other means of communication will be at the coaches on expense and not reimbursable by the Government and must be coordinated with the DLA supervisor for their agreement and accessibility. Any other means of communication, other than what is stipulated in the solicitation and eventual contract, will not be the responsibility of the Government for payment to the contract awardee. .

1. In reference to Section 2.2.C.3, how many days after the end of the quarter are the quarterly reports due?

RESPONSE: Clarification provided to above question. Prior to the initiation of each quarterly coaching cycle, the DLA program manager will forward the contract awardee the list DLA supervisors names participating in the designated coaching cycle. The contract awardee will use the list to add that cycle of supervisors’ information to the cumulative report for submission of monthly invoices as DLA supervisors completes each coaching session. This is how the quarterly report will be managed during the entire contract period.

1. In reference to Section 2.2.C.4, the Government refers to “the MSF provider.” Who is the MSF provider on this engagement?

REPONSE: As cited on page 13 of 68 of the solicitation, the current MSF survey provided is Denison Consulting.

1. In reference Section 2.2.1.D.1(b), the Government requests proof of required qualifications of coaches from an established coach training program or coaching certification provider

12. Would a letter from the organization or a certificate from the organization constitute proof?

12. Would anything else constitute proof?

RESPONSE: The vendor will follow the terms of the solicitation to provide a resume to provide proof of qualifications to meet technical capability, as cited in detail on page 17 of 68 of the solicitation, D. Technical Capability, 1., Staffing Plan, a): All information provided by the vendor will be validated by the DLA program managers.

1. In reference to Section 2.2.1.D(d), the government refers to “Section G below.” The Technical Capability section does not have a Section G. Could you provide us with the relevant section?

RESPONSE: Please refer to page 20 of 68, for Section , G. Contractor Evaluation for detailed information on the section cited in the above question.

1. In reference to 3.1.4, would the government accept a company of an offeror’s full SAM registration or a reference to the registration in lieu of completed clause fill-ins?

*RESPONSE: Defer to the DLA contracting office for response – Clauses must be filled in. SAMS is self-Registration and information changes. This will need to be re-certified on proposals.

1. In reference to 3.1.5, does the Government have a preferred format for electronic submissions of proposals?

*RESPONSE: Please see submission requirements. Email all correspondence to Laura.Cherryholmes@dla.mil

1. Does the Government preferences in terms of the number of pages in each section of the proposal?

*RESPONSE: Follow Section 3 of the Solicitation.

1. Travel budget. I did not see a travel budget (unless I missed it) or a statement regarding management of travel arrangements and travel costs. We do not want to assume that DLA will provide travel expenses - although this is customary.

RESPONSE: Refer to page 15 of 68 of the solicitation, Section C. Requirement, 2., d., Coaching sessions will be conducted by telephone… The cost of calls initiated by the coach will not be reimbursed by the Government. If the coach and the DLA supervisor are located in the same geographic area and wish to conduct sessions in person, such is acceptable; however, no travel costs will be paid.

2. Technical Capabilities.

Confidentiality. Questions 2a-c as stated are confidential to our business plan for contract administration.

a. Is there a minimum education level for the coaches? Our coaches have master's and doctoral degrees in I/O, organizational development, clinical, and leadership psychology degrees. Most assessment tools, except the Dennison, require a validated graduate degree and reference check.

RESPONSE: Coaches will be evaluated on their technical capability as provided on page 17 of 68 of the solicitation, Section D Technical Capability. A coaches credentials should be submitted in the form of a resume to include the qualifications cited in the above section of the solicitation. The DLA program managers will evaluate the proposed vendors’ coaches qualifications based on the cited technical capabilities.

b. Item F. Coaching Administration. The program manager is assigned to the DLA Training in Columbus, OH.

Question. Is the coaching manager required to be onsite full time?

RESPONSE: No, an on-site coaching manager is not mandated in not a mandated requirement of the solicitation.

With technology, our staff manages projects remotely utilizing Video Teleconferencing, Gotomeeting, or telephone. The coaching manager will be assigned the same working hours as in Columbus, OH.

c. Are coaching sessions permitted via VTC, etc? Most coaching can be accomplished utilizing VTC unless their is a specific need for the a coaches presence (goes back to travel budget information).

RESPONSE: As referenced on page 15 of 68, Section C., 2., d., of the solicitation, coaching sessions will be conducted by telephone, with the DLA supervisor contacting the coach by Government telephone at a pre-arranged day and time, unless the coach as agreed and arranged to initiate the call on his/her own telephone/cell phone line. Any other means of communication will be a the coaches on expense and not reimbursable by the Government and must be coordinated with the DLA supervisor for their agreement and accessibility. Any other modes of communication, what is stipulated in the solicitation and eventual contract, will not be the responsibility of the Government for payment to the contract awardee.

1. May a firm submit more than 4 coaches for the program?

RESPONSE: As cited on page 14 or 68 of the solicitation, Section C. Requirements: DLA will contract for a team composed of a MINIMUM of four executive coaches… It will be left to the vendor to determine how many coaches will be staffed to meet the contracting requirements, but no less than four.