Syn-Clean.pdf

RFQ #: 1237704

Title: OFM Collaborative Team Change Management Support

1. Solicitation Number:

2. Title: OFM Collaborative Team Change Management Support

3. Classification Code:

4. NAICS Code: 611430

5. Response Date:

6. Description:

This is a combined synopsis/solicitation for services rendered in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, in conjunction with Simplified Acquisition Procedures at FAR Part 13, and as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.

NOTICE OF FAC

This solicitation incorporates clauses in effect through Federal Acquisition Circular FAC 2021-03, effective February 16, 2021.

FAR provisions and clauses referenced in this solicitation can be found on the following website: www.acquisition.gov HHSAR provisions and clauses referenced in this solicitation can be found on the following website:

https://www.hhs.gov/grants/contracts/contract-policies-regulations/hhsar/index.html

NOTICE OF INTENT TO AWARD A SOLE SOURCE CONTRACT

The Food and Drug Administration (FDA), Office of Financial Management (OFM), intends to award a sole source purchase order to Credo Consulting, 428 Old Trail Road, Baltimore, MD 21212, to provide change management and implementation support based upon existing Strength Deployment Inventory (SDI) profiles, as facilitated and developed by Credo Consulting for the FDA in the Fall of 2020. Facilitating and implementing the required change management and providing the related deliverables will require proper certification through Total SDI, now SDI 2.0 or Core Strengths. Only Credo Consulting is known to possess the relevant qualifications as SDI certified facilitators required for this requirement. Without the SDI certification, another contractor will not be able to accurately examine and evaluate the SDI profile in order to develop and implement an effective change management solution http://www.acquisition.gov/ https://www.hhs.gov/grants/contracts/contract-policies-regulations/hhsar/index.html addressing OFM staff interpersonal and motivational traits. Relatedly, awarding this purchase order to another contractor would represent a substantial duplication of costs because of the efforts that Credo Consulting has already provided to the FDA and which this requirement will build upon.

This acquisition is issued as a Request for Quotation (RFQ).

For purposes of this acquisition, the associated NAICS code is 611430—Professional and Management Development Training. The small business size standard is $12 million.

Line Item Structure: The following is a list of contract line item number(s) and items, quantities and units of measure (including option(s), if applicable):

Project Management (Approximately 150 hours) Leadership Alignment and Development (Approximately 195 hours) Team Development (Approximately 100 hours) Meeting Support (Approximately 75 hours) Leadership Coaching/Consulting Support (Approximately 10 hours) Change Communication Support (Approximately 30 hours) Develop tools and job aides to support leaders and teams (Approximately 50 hours)

Specifications/Requirement: This requirement will provide OFM with services to develop and implement an OFM Collaborative Team Change Management Plan and implementation support. SDI Facilitator Certification is required in order to accurately examine and evaluate the SDI profiles to develop and implement an effective change management solution addressing OFM staff’s interpersonal and motivational traits.

Delivery: Full Delivery is due 12 months from date of award. The Contractor shall: Deliver sessions in an online/virtual format via FDA’s Adobe Connect environment; provide supporting materials to session attendees, as required, at least one (1) day prior to each session.

Deliverables will be planned and submitted, in accordance with the Project Work Plan (PWP).

In coordination with the FDA’s Technical Point of Contact (TPOC), the PWP schedule will be developed to allow for reviews from the TPOC, OFM Leadership, and Deputy Chief Financial Officer.

IMPORTANT NOTE: Due to the ongoing COVID-19 pandemic and related measures to combat the spread of novel coronavirus, which include alternative work arrangements (i.e., remote telework) and/or worksite closures, the Contractor is advised that the delivery date stated in this purchase order is subject to availability of Government personnel to receive and/or accept the goods or services at the Place of Performance described herein. The Contractor shall coordinate, in advance, any deliveries required under this purchase order, including any services deliverables, with the Contracting Officer's Representative (COR) or Contracting Officer to ensure that Government personnel are available at the Place of Performance to receive and/or accept the goods or services. Any delays as a result of non-availability of Government personnel at the Place of Performance shall be governed by FAR 52.212-4(f) “Excusable Delays” (for Commercial Items/Services). The Government shall not be responsible for any costs incurred for purchase order deliverables for goods or services that have not been coordinated in advance with the COR or Contracting Officer, pursuant to this paragraph.

7. STATEMENT OF WORK (SOW) AND DELIVERY SCHEDULE

Background The Food and Drug Administration (FDA) is an operating division within the Department of Health and Human Services (DHHS), responsible for promoting and protecting the public health in the United States. Within the FDA, all levels of management are responsible for establishing and maintaining a high functioning collaborative team environment. In order to continue to provide a high level of services to the FDA, OFM is developing and implementing a collaborative team change management plan. This plan is based on an existing Strength Deployment Inventory (SDI) profile and derived from a tool used for understanding the motives and values that drive behaviors.

Scope This requirement will provide OFM with services to develop and implement an OFM Collaborative Team Change Management Plan and implementation support.

Required SDI Facilitator Certification is required in order to accurately examine and evaluate the SDI profiles to develop and implement an effective change management solution addressing OFM staff’s interpersonal and motivational traits.

Tasks The required tasks, activities and deliverables for this requirement are:

1. Project Management (Approximately 150 hours)

In coordination with the OFM Contracting Officer’s Representative (COR) and leadership team, the Contractor shall perform project management activities to ensure that the scope, schedule, and costs are controlled and consistent with the planned approach. The Contractor shall perform Project Management activities throughout the period of performance as follows:

o Bi-weekly project status meetings o Monthly meetings with OFM Leadership to ensure alignment with OFM goals and initiatives.

o Deliver sessions in an online/virtual format via FDA’s Adobe Connect environment o Provide supporting materials to session attendees, as required, at least one day prior to each session.

o Deliverables planned and submitted, in accordance with the Project Work Plan (PWP). The Contractor shall develop the PWP schedule to allow the following reviews:

1. TPOC Review

2. OFM Leadership Review

3. DCFO Review

*The approximate days for each review will vary depending on the vendor’s input as to the page count of each deliverable.

2. Leadership Alignment and Development (Approximately 195 hours) The contractor shall provide OFM leadership opportunities to develop and apply collaborative practices to augment its leadership’s strengths and remediate its weaknesses.

o Objectives:

1. Strengthen leaders’ communication and collaborative skills, and organizational efforts.

2. Help leaders identify and improve their collaborative strengths and weaknesses.

3. Assist OFM leadership team’s organizational improvement efforts to align people, processes, and performance systems.

4. Improve change management strategies and styles.

5. Strengthen understanding of Relational Awareness and Compassionate

Communication principles to improve collaboration and productivity.

6. Build OFM leadership’s knowledge, skills and application of organizational and individual change management strategies.

3. Team Development (Approximately 100 hours) The contractor shall utilize existing SDI profiles of OFM leadership and staff in order to build effective team communication, enhance team cohesiveness and productivity. The Contractor shall use the SDI Assessment of Strengths and Assessment of Overdone Strengths to help OFM leaders and team members understand their personal performance profile. The Contractor shall enable the OFM teams to apply Relational Awareness and Communication principals to their team with the goals strengthening both collaboration and productivity.

o Objectives:

1. Reinforce concepts of relational cognizance and constructive communication.

2. Enhance team culture and motivation through promotion of creative thinking and instilment of leadership skills.

3. Develop and Conduct discussion sessions as follows for each of the six (6)

OFM Divisions:

All OFM Divisions:

o Three (3) Sessions to cover three topics of discussion (1 topic per session):

Relational Awareness, People, and Communication Productivity Processes

Division of Payment Services (DPS) o DPS is the largest OFM Division and is comprised of several teams with supervisory team leads. This structure provides for a unique team dynamic and training needs. As such, in addition to the above listed sessions, the vendor is to provide an additional session on Relational Awareness, People, and Communication for DPS Team Leads.

4. Meeting Support (Approximately 75 hours) The contractor shall provide direction on how to cultivate a team environment characterized by a high level of adaptability, teamwork, employee engagement, and meaningful communication to foster the success of OFM. The contractor shall provide leadership meetings, team meetings and OFM all hands’ meetings to design, operationalize and communicate about team shaping and productivity building initiatives.

o Objectives:

1. Increase meeting productivity by way of meeting format, facilitation, inter-team communications, and addressing interpersonal problems.

2. Develop a highly engaging and productive team culture.

5. Leadership Coaching/Consulting Support (Approximately 10 hours)

The contractor shall provide support to enhance leadership initiatives that develop their teams and would help ensure the entire organization will be able to stay up to date.

o Objectives:

1. Provide development of initiatives through direct coaching/consultation on team collaboration initiatives.

2. Develop leadership and change management skills.

6. Change Communication Support (Approximately 30 hours)

The contractor shall provide support to implement a communication plan for OFM leadership and staff to be more self-aware when communicating. Eliminating ambiguity is crucial for maximizing organizational productivity.

o Objectives:

1. Maximize efficacy of organizational communications.

2. Implement new team initiatives for change.

Including but not limited to:

• Communication Planning

• Messaging

• Drafting Written Communications

• All Hands Meetings

3. Build team environment by increasing productivity, unity and flexibility.

7. Develop tools and job aides to support leaders and teams (Approximately 50 hours)

The contractor shall provide support to assist OFM staff in identifying and developing resources needed to carry out the organization’s mission. OFM requires our leaders and staff to be equipped with the necessary tools and have proper guidance.

o Objectives:

1. Refine and enhance current OFM organizational practices.

2. Improve task guidance and support processes.

Deliverables The Contractor shall provide the Technical Point of Contact (TPOC) with at least seven (7) business days to review each deliverable. The deliverables discussed above are further detailed below. This detail includes deliverable descriptions for the proposed SOW:

The contractor shall provide the following deliverables:

Deliverable

Task Deliverable Deliverable Description Due Date

1 Project Management

Kick-off Meeting

Meeting with program personnel and COR to review the objectives and approach and to provide a high-level overview of expectations.

Five (5) business days after Award

2 Project Management

Project Work Plan (PWP)

Detailed plan and schedule for the implementation and delivery of the requirements.

Five (5) business days after kick-off meeting

3 Leadership Alignment and Development

Virtual Sessions

Eight (8) virtual meetings lasting at least 1.5 to 2 hours each delivered over the course of a year.

Per PWP

4 Leadership Alignment and Development

Virtual Sessions

Minimum of three (3) hours towards 1-on-1 leadership coaching sessions with each individual in a leadership role.

Per PWP

Deliverable

Task Deliverable Deliverable Description Due Date

5 Team Development

Virtual Sessions

3-hour long sessions for the Relational Awareness, People, and Communication topic of discussion.

Per PWP

6 Team Development

Virtual Sessions

1.5-hour long sessions for the Productivity topic of discussion.

Per PWP

7 Team Development

Virtual Sessions

1.5-hour long sessions for the Processes topic of discussion.

Per PWP

8 Meeting Support

Virtual Sessions

Meeting/Program Design Service

Per PWP.

9 Meeting Support

Virtual Sessions

Presentations Support Service Per PWP

10 Meeting Support

Virtual Sessions

Meeting Facilitation Support Service

Per PWP

11 Leadership Coaching & Consulting Support

Virtual Sessions

Technical Coaching and Consulting Support Service for leadership staff

Per PWP

12 Change Communication Support

Virtual Sessions

All-Hands Meetings Support Service

Per PWP

13 Develop Tools & Job Aides

Virtual Sessions

Resource and Guidance Support Service over the course of 12 months Tools, and job aides may include, paper and pencil guides, on-line tools and short videos

Per PWP

14 Project Management

Supporting Materials

Develop documentation, tools and job aides as required.

Representative

Per PWP

Deliverable

Task Deliverable Deliverable Description Due Date documentation includes but is not limited to:

• Meeting Agenda

• Work Guides

• Communication Plans

• Communication

Resources

• Meeting Presentations

8. PROVISIONS AND CLAUSES:

I. The provision at 52.212-1, Instructions to Offerors – Commercial DEVIATION 2018-

O0018, applies to this acquisition. The following addenda have been attached to this provision:

In addition to the requirements set forth in FAR 52.212-1, all offers responding to this solicitation must provide their business size in relation to the NAICS code contained in this solicitation and shall identify any socioeconomic categories to which they belong.

Evaluation Criteria - The specific evaluation criteria to be used are as follows: The proposal will be evaluated for compliance with the SOW requirements and the Offeror’s technical capability to perform the requirements.

II. Offerors shall include a completed copy of the provision at FAR 52.212-3, Offeror Representations and Certifications-Commercial Items (Feb 2021) (with its Alternate I) (Oct 2014), with its offer.

III. The clause at 52.212-4, Contract Terms and Conditions - Commercial Items (Oct 2018), applies to this acquisition. The following addenda have been attached to this clause – Not Applicable

IV. The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items (Jan 2021), applies to this acquisition. The following additional FAR clauses cited in this clause are applicable:

52.204-19, Incorporation by Reference of Representations and Certifications 52.204-25, Prohibition of Contracting for Certain Telecommunications and Video 52.204-26, Covered Telecommunications Equipment or Services-Representation https://www.acquisition.gov/content/part-52-solicitation-provisions-and-contract-clauses#i1064087 https://www.acquisition.gov/content/part-52-solicitation-provisions-and-contract-clauses#i1064087

52.216.24, Limitation of Government Liability 52.216.25, Contract Definitization 52.216-26, Alternate 1 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (Aug 2011) 52.225-13, Restrictions on Certain Foreign Purchases 52.225-25, Prohibition on Contracting with Entities Engaging in Certain Activities or Transactions Relating to Iran – Representations and Certifications 52.232-40, Providing Accelerated Payments to Small Business Subcontractors 52.233-4, Applicable Law for Breach of Contract Claim

V. The following additional contract requirement(s) or terms and conditions apply (full text of all FAR/HHSAR clauses that contain fill-in information, as well as all local clauses, can be found in the attached Provisions and Clauses Full-Text document):

52.204-7 System for Award Management 52.204-13 System for Award Management Maintenance 52.204-16 Commercial and Government Entity Code Reporting 52.204-18 Commercial and Government Entity Code Maintenance 52.204-24 Representations Regarding Certain Telecommunications and Video Surveillance Services or Equipment

352.239-73 Electronic and Information Technology Accessibility Notice 352.239-74 Electronic and Information Technology Accessibility

VI. This acquisition is rated under the Defense Priorities and Allocations System (DPAS) as N/A

VII. The following notes apply to this announcement: N/A

9. PLACE OF PERFORMANCE: Virtual

10. Period of Performance: The period of performance for this order will be 12 months from the date of award.

11. INVOICING INSTRUCTIONS

FDA Three-Way Match Invoicing Procedures https://www.acquisition.gov/content/part-52-solicitation-provisions-and-contract-clauses#i1064087 https://www.acquisition.gov/content/part-52-solicitation-provisions-and-contract-clauses#i1053316 https://www.acquisition.gov/content/part-52-solicitation-provisions-and-contract-clauses#i1054249 https://www.acquisition.gov/content/part-52-solicitation-provisions-and-contract-clauses#i1050674

A. The contractor shall submit all invoices to:

U.S. FOOD AND DRUG ADMINISTRATION

Attn: Vendor Payments Division of Payment Services 10903 New Hampshire Ave WO32 - Second Floor

MAIL HUB 2145

Silver Spring, MD 20993-0002 301-827-3742 FDAVendorPaymentsTeam@fda.hhs.gov

*** Acceptable methods of delivery include: E-mail (preferred) and Standard Mail. Provide a copy marked courtesy to the Technical Point of Contact (TPOC). TPOC will be provided at award.

B. Invoices submitted under this contract must comply with the requirements set forth in FAR Clauses 52.232-25 (Prompt Payment) and 52.232-33 (Payment by Electronic Funds Transfer - System for Award Management) and/or other applicable FAR clauses specified herein. To constitute a proper invoice, the invoice must be submitted on company letterhead and include each of the following:

(i) Name and address of the contractor;

(ii) Invoice date and invoice number;

(iii) Contract/Order number (including a reference to any base award for Indefinite- Delivery/Indefinite-Quantity Contracts or Blanket Purchase Agreements);

(iv) Description, quantity, unit of measure, unit price, and extended price supplies delivered or services performed, including:

(a) period of performance for which costs are claimed;

(b) itemized travel costs, including origin and destination;

(c) any other supporting information necessary to clarify questionable expenditures;

(d) the contractor shall include the award item number for each description, quantity, unit of measure, unit price, and extended price supplies delivered or services performed;

mailto:FDAVendorPaymentsTeam@fda.hhs.gov

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on government bill of lading;

(vi) Terms of any discount for prompt payment offered (Prompt Payment terms other than

NET 30);

(vii) Name and address of official to whom payment is to be sent (must be the same as that in the purchase order/award, or in a proper notice of assignment);

(viii) Name, title, and phone number of person to notify in event of defective invoice;

(ix) Taxpayer Identification Number (TIN);

(x) banking routing transit number of the financial institution receiving payment for Electronic funds transfer (EFT);

(xi) Name and telephone number of the FDA Contracting Officer Representative (COR) or other Program Center/Office point of contact, as referenced on the award;

(xii) For all Inspections, Time-and-Materials and Labor-Hour Awards, Contractor is required to attach an invoice log addendum to each invoice which shall include, at a minimum, the following information for contract administration and reconciliation purposes:

(a) list of all invoices submitted to date under the subject award, including the following:

(1) invoice number, amount, & date submitted

(2) corresponding payment amount & date received

(b) total amount of all payments received to date under the subject contract or order

(c) and, for definitized contracts or orders only, total estimated amounts yet to be invoiced for the current, active period of performance;

(xiii) Any other information or documentation required by the award.

C. An electronic invoice is acceptable if submitted in Adobe Acrobat (PDF) format. All items listed in (i) through (xiii) of this clause must be included in the electronic invoice. Electronic invoices must be on company letterhead and must contain no ink changes and be legible for printing.

D. Questions regarding invoice payments should be directed to the Employee Resource and Information Center (ERIC) Helpdesk at 301-827-ERIC (3742) or toll-free 866-807-ERIC (3742); or, by email at ERIC@fda.hhs.gov. Refer to the Call-in menu options and follow the phone prompts to dial the option that corresponds to the service that's needed. All ERIC Service Now Tickets will either be responded to or resolved within 48 hours (2 business days) of being received. When emailing, please be sure to include the contract number, invoice number and date of invoice, as well as your name, phone number, and a detailed description of the issue.

12. CONTRACT ADMINISTRATION

a. Contracting Officer James Whitt, Contracting Officer Phone: 240-402-7627 Email: James.Whitt@fda.hhs.gov

The Contracting Officer is the only person with authority to act as agent of the Government under this contract. Only the Contracting Officer has authority to:

(1) Direct or negotiate any changes in the statement of work;

(2) Modify or extend the period of performance;

(3) change the delivery schedule;

(4) Authorize reimbursement to the Contractor any costs incurred during the performance of this contract; or

(5) Otherwise change any terms and conditions of this contract.

b. Contract Specialist Kim Pennix / Brian Wodzisz Phone: 240-402-9703 / 301-796-7376 Emil: kimberly.pennix@fda.hhs.gov / brian.wodzisz@fda.hhs.gov

c. Technical Point of Contact-Contracting Officer’s Representative The following COR will represent the Government for the purpose of this contact:

Name:

Phone:

Email:

(To be completed at time of award)

The COR is responsible for:

(1) Monitoring the Contractor's technical progress, including the surveillance and assessment of performance and recommending to the Contracting Officer changes in requirements;

(2) Interpreting the statement of work and any other technical performance requirements;

mailto:James.Whitt@fda.hhs.gov mailto:kimberly.pennix@fda.hhs.gov mailto:brian.wodzisz@fda.hhs.gov

(3) Performing technical evaluation as required;

(4) Performing technical inspections and acceptances required by this contract; and

(5) Assisting in the resolution of technical problems encountered during performance.

13. LIST OF ATTACHMENTS

The following attachments are hereby incorporated into this solicitation and resultant purchase order award.

Far Class Deviation 2020-05 – Implementation of the United States-Mexico-Canada Agreement HHS Class Deviation 2020-20 – Accelerated Payments

Signature:

Contracting Officer