QA Questions-Responses final.xlsx
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- Executive Coaching Services (Amended)
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- TIB-2021-RFP-0001
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| File | Type | Posted |
|---|---|---|
| RFP TIB-2021-RFP-0001 M001_final.pdf | ||
| Attachment 003- Oracle Supplier Request Form CUI.pdf | ||
| TIB-2021-RFP-0001_final CUI.pdf | ||
| Attachment 001- NDA Contractor Company CUI.docx | DOCX document | |
| Attachment 004- QA Template CUI.xlsx | XLSX spreadsheet | |
| Attachment 002- NDA Contractor (CTR) Employee CUI.docx | DOCX document |
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TIB-2021-RFP-0001
| Question No. | Reference | Question Category | Question | Response |
| 1 | C3.1.2 | Certified through the International Coach Federation as Master Coaches (MCC). | Will coaches be accepted at the PCC level with 2000 hours or is this not acceptable? Note the MCC coach is 2500 hours. | Per section C3 of the RFP, "The Contractor shall provide key personnel on this contract that have the following qualifications:" MCC certification is listed as a qualification in paragraph C3.1.2 and is therefore required. No exceptions will be made. |
| 2 | C3.1.1, C3.1.2, C3.1.5 | Key Personnel | Would x number of years of experience as a coach working with a number of large (and small) organizations qualify in lieu of having Master Coach certification or experience with interpreting CCL instruments or possessing an advanced degree? | Per section C3 of the RFP, "The Contractor shall provide key personnel on this contract that have the following qualifications:" MCC certification is listed as a qualification in paragraph C3.1.2 and is therefore required. No exceptions will be made. |
| 3 | C3.1.2 | Key Personnel | We do have executive coaches who have attained MCC certification. In addition, several of our executive coaches are accredited to offer Continued Coach Certification credit by ICF as well as teach/direct in Top Tier Coach Certification Programs. These individuals, coaching for over 20+ years, starting coaching prior to ICF. Because of their long-term expertise, international recognition, publications and experience coaching executives and their teams, a number have elected not be credentialled by ICF. Would these credentials be considered equivalent to MCC certification? | Per section C3 of the RFP, "The Contractor shall provide key personnel on this contract that have the following qualifications:" MCC certification is listed as a qualification in paragraph C3.1.2 and is therefore required. No exceptions will be made. |
| 4 | F3 | Deliverables | Will you be providing a template for the Coaching Progress Report and the Close-Out Coaching Progress Report? | No, FRTIB will not be providing a template for these reports. These reports are intented to be a status report from the coach only for the purpose of confirming meetings held in coaching engagement(s). Discussion with HRD would be for the purpose of status updates or identifying issues in forward progress of coaching engagements, only. Client participation will not be needed on the report or in HRD discussions, and clients should not participate. Reports and meetings are with coach and HRD only and details will not be documented or discussed that would violate coach-client confidentiality. |
| 5 | L3 | Past Performance | Can FRTIB be listed as a Past Performance reference? | Yes, FRTIB can be listed as a past performance reference |
| 6 | M1 | Basis of Award | Will there be more than award granted? If so, how many? | There will be only one (1) award. On page 3 of the RFP, it states that "This RFP will result in a single award BPA, with one (1) - 12 Month Base Year and four (4) Option Years". |
| 7 | C1., p.4 | Coach qualifications | Could the government please confirm if the term "high-level coaches" requires any additional coach qualifications beyond what is listed in section C.3 Key Personnel? | No additional qualification requirements. All qualification requirements are listed in section C.3 Key Personnel. |
| 8 | C1., p.4 | Coach qualifications | Could the government please confirm if different coach qualifications are required for coaching SES, GS-15, GS-14 candidates versus coaching the GS-14, GS-13 candidates who are interested in becoming supervisors? | Qualification requirements are the same and listed in section C.3 Key Personnel. |
| 9 | C1., p.4 | Place of Performance | The SOW states that "coaching will be provided in-person or, as approved by the COR, over the phone." In cases when the COR requires coaching to be conducted in-person, does the government pay for the travel time of the coach? | No, travel time of the coach will not be reimbursed. |
| 10 | C1., p.4 | Place of Performance | If coaching engagements are in person, will proof of vaccination be required prior to interfacting with a coaching client? | FRTIB has not made a decision on its COVID 19 vaccine policy. It is dependent upon the guidance received by the Office of Personnel Management. |
| 11 | C1., p.4 | Pricing | Could the government please confirm if the CLIN structure can be modified to add an additional CLIN for travel? | No, the FRTIB does not plan to modify the CLIN structure to add travel. Travel outside the metropolitan Washington, DC area is not expected and local travel will not be reimbursed. |
| 12 | C1., p.4 | SOW | The SOW states that HRD will "match the suitable coach with the client." It then states, "The contractor shall provide each coaching client identified by FRTIB with an assigned leadership coach who will develop the individual coaching development plan collaboratively with the coaching client." Will the government please clarify which entity: a) the HRD or b) the contractor, makes the assignment of coach to client? | HRD will do the coach matching but may reach out to the contractor for suggestions. |
| 13 | C1., p.4 | SOW | Will FRTIB coaching clients have any role in choosing their coach? | No, FRTIB clients will not have a role in choosing their coach. |
| 14 | C2.3, p.5 | SOW | The SOW states that coaches will "participate in brief information sessions with coaching clients to which they are matched, in order to orient the leadership coach to the FRTIB culture. These information sessions will be part of an individual’s coaching session." Will the government please clarify who will participate in the information sessions? | The FRTIB coaching client and the coach will be the only two participating in the information session. |
| 15 | C2.3, p.5 | SOW | Will the government clarify the duration in terms of time for the information session AND whether the time of the coach will be billable? | The information session will be part of the first 90 minute coaching session and is expected to last approximately 15 minutes. The coach can only bill for 90 minutes. |
| 16 | C2.3, p.5 | SOW | Will the information sessions be in-person or virtual? | The information session is part of the first 90 minute session and can be either in-person or virtual. |
| 17 | C2.3, p.5 | SOW | Could the government please confirm if the CLIN structure can be modified to add an additional CLIN for the information session? | No, the FRTIB does not plan to modify the CLIN structure to add a CLIN for the information session. The information session should be a part of the first 90 minute session. |
| 18 | C2.3, p.5 | SOW | Will coaches who are assigned to multiple FRTIB clients be asked to participate in orientation information sessions for each new client? | The information session is part of the first 90 minute session. This session can be skipped If it is determined the information session is not needed bc the coach is already aware of the FRTIB culture. |
| 19 | C2.5, p.5 | SOW | Does FRTIB have a template for the coaching agreement that it will require the contractor to use? | Yes, the FRTIB has a template for the coaching agreement. |
| 20 | C2.6, p.5 | SOW | Does FRTIB have a template for the Individual Coaching Development Plan that it will require the contractor to use? | Yes, the FRTIB will provide a template for the Individual Development Plan. |
| 21 | C2.7, p.5 | SOW | Does FRTIB have a template for the midway and close-out progress reports that it will require the contractor to use for each coaching engagement? | No, FRTIB will not be providing a template for these reports. These reports are intented to be a status report from the coach only for the purpose of confirming meetings held in coaching engagement(s). Discussion with HRD would be for the purpose of status updates or identifying issues in forward progress of coaching engagements, only. Client participation will not be needed on the report or in HRD discussions, and clients should not participate. Reports and meetings are with coach and HRD only and details will not be documented or discussed that would violate coach-client confidentiality. |
| 22 | C2.7, p.5 | SOW | Will the time spent by coaches to complete these reports be billable? If a template exists can the government please provide a sample to help us determine the associated time requirements for coaches to complete and our coaching program manager to review? | There is no template for these reports. Preparation should be factored into the CLINs 0004 and 0005. |
| 23 | C2.7, p.5 | SOW | Will the government please expand on what is meant by "report and discuss findings" to ensure confidentiality is maintained? | These reports are intented to be a status report from the coach only for the purpose of confirming meetings held in coaching engagement(s). Discussion with HRD would be for the purpose of status updates or identifying issues in forward progress of coaching engagements, only. Client participation will not be needed on the report or in HRD discussions, and clients should not participate. Reports and meetings are with coach and HRD only and details will not be documented or discussed that would violate coach-client confidentiality. |
| 24 | C2.8, p.5 | SOW | Does FRTIB have a template for the Monthly Progress Report that it will ask the contractor to use? | No, the FRTIB will not provide a template. |
| 25 | C3.1.1, p.5 | SOW | Can the government please confirm if all coaches are considered Key Personnel including those who coach the GS13/GS14 candidates who are interested in becoming supervisors? | Yes, all coaches are considered Key Personnel. |
| 26 | C3.1.1, p.5 | SOW | If all coaches are considered Key Personnel, is there a limit on the number of coaches who can be included in the proposal? | No, there is not a limit on number of coaches who can be included. |
| 27 | L.1 | Quote Submission | Can proposals be submitted in Microsoft Office 2016 or PDF? | Yes, the FRTIB will accept those formats. |
| 28 | L.1 | Quote Submission | Could the government please confirm if Letters of Intent are required for all proposed candidates or just Key Personnel? | Typically signed Letters Of Intent (LOI) are required for staff not currently employed by the contractor. If they are already employees of the contractor, LOIs are not required. |
| 29 | C3.1.7 Key Personnel | Personnel | Would FRTIB provide further explanation as to what kind of public recognition/awards you would accept to meet this requirement for coaches to have contributed to the improvement of organizational culture? | Some examples of what the FRTIB would accept include: an award granted by a professional assocation, selected to be a speaker, selected to serve on an advisory team, being an editor or contributer to a publication. |
| 30 | C1 Services | Coaching | Given that coaching sessions are traditionally 1 hour or less in length, will FRTIB allow the 1.5 hour long sessions to be split into multiple shorter sessions? | Yes, if the FRTIB client requests it. |
| 31 | C1 Services | Coaching Plan | Will FRTIB provide a standard template or structure for the individual development plan? If not, what information does FRTIB want the plan to contain? | Yes, the FRTIB will provide a template for the Individual Development Plan. |
| 32 | C1 Services | Coach Prep | Will FRTIB allow Vendor to invoice for 0.5 hours of coach preparation per hour of coaching? | Preparation time should be factored into CLIN 0001 |
| 34 | B1 CLIN | Location | Please confirm that coaching can be done virtually during the COVID pandemic? | Yes, during the COVID-19 pandemic coaching can be conducted virtually. |
| 35 | C1 Services | Matching | Please confirm that the HRD will do coach/coachee matching, not the vendor. | Yes, HRD will do the coach matching but may reach out to the contractor for suggestions. |
| 36 | C2.7 Tasks & Deliverables | Reporting | Regarding the required report covering progress made during the coaching engagement, what data will be requested? (Assuming it will be in accordance with International Coach Federation confidentialty standards.) | The coaching progress report is intended to be a status report from the coach only for the purpose of confirming meetings held in coaching engagement(s). Discussion with HRD would be for the purpose of status updates or identifying issues in forward progress of coaching engagements, only. Client participation will not be needed on the report or in HRD discussions, and clients should not participate. Reports and meetings are with coach and HRD only and details will not be documented or discussed that would violate coach-client confidentiality. |
| 37 | p. 32 L2. Technical Approach | Clarification | Is there a particular format you would like the resumes in? Is there a page limit? | There is no particular format or page limit for the resumes. Section L2 of the RFP states that "The Technical Approach volume shall not exceed ten (10) pages. The cover letter, table of contents, and resumes/letters of intent do not count towards the page limit." |
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| 39 | Section A, Page 2 | Solicitaton/ Contract Form | "The Agency has a coaching program which attends to the developmental needs of executives, supervisors, and staff?" We understand that FRTIB has a coaching program. If so, can FRTIB provide the name of the incumbent contractor? | The current contract is a multiple award contract. There are two (2) incumbents: Information Pathwaves Inc. and Way To Go! |
| 40 | Section A, Page 2 | Solicitation/ Contract Form | If there is an incumbent contractor can the government advise the contract number and contract dollars awarded for this effort to date? | TIB-2016-A-0003 (Information Pathwaves) total dollars awarded on this effort to date is $140,077.88 and on TIB-2016-A-0004 (Way To Go!) total dollars awarded on this effort to date is $334,030.00 |
| 41 | Section A, Page 2 | Solicitation/ Contract Form | If there is an incumbent contractor can the government advise if the name of the contractor can whether the incumbent contractor is eligible to bid on this BPA? | See above. Yes, the incumbents are allowed to bid on this contract. |
| 42 | Section A, Page 2 | Solicitation/ Contract Form | If there is an existing contract, can the government advise if the work performed under that contract is substantively the same in scope and scale as the work required under this solicitation? If not, can the government advise what it considers to be significant differences? | The only difference is we expanded the scope to include coaching for approximately 10 non-supervisory employees at the GS14/13 level. |
| 43 | Section B, Page 2 & Section F2 Page 7 (Deliverables) | Supplies or Services | "These services are to be performed at the Government facility, FRTIB headquarters." We are assuming that until the pandemic is over all coaching sessions will be held via the telephone or a virtual platform. Can the government advise if this is a correct assumption? | Yes, during the COVID-19 pandemic coaching can be conducted virtually. |
| 44 | Section B, Page 2 & Section F2 Page 7 (Deliverables) | Supplies or Services | If the response to the above question is 'yes' can we assume that when the pandemic is over, we may engage in a combination of in-person and phone and/or virtual sessions, as agreed by/between the client and the coach? | Yes |
| 45 | Section C, Page 4. | Statement of Work | C.1 "The contractor shall provide leadership coaches to work closely with HRD to ensure the success of each coaching engagement" Can you clarify this statement? | The FRTIB expects coaches to work closely with HRD for the purpose of status updates or identifying issues in forward progress of coaching engagements. |
| 46 | C1, Page 4 | Services | The solicitation desires the coaching for Senior Executives as well as individuals who are interested in becoming supervisors or managers. Have any of the employees selected for coaching received any leadership coaching under a previous contract at FRTIB? | FRTIB has a leadership development and mentor program. Some of the employees who may be interested in coaching may have participated in one or both of the programs at some point in their careers. |
| 47 | C1, Page 4 | Services | For the employees who are to receive the proposed coaching, what if anything will the Agency do promote and support the coaching effort in a positive way so that it is perceived as an opportunity for personal/professional improvement? | The agency plans to promote the Executive Coaching program in a variety of ways such as emails, briefings, information sessions, and past participant panel sessions. |
| 48 | C1, Page 4 | Services | How will the employees to be coached under this contract be selected for the coaching program? | There is no selection process for supervisory employees to participate in the coaching program. There will be a selection process for the non-supervisory participants but that process has not yet been determined. |
| 49 | C1, Page 4 | Services | What is the typical span of control for each of the levels of employees who will participate in the coaching program? | It varies. It could range from executives who are responsible for offices that range in size from 2-70 to line supervisors that have teams that range in size from 2-12. |
| 50 | C1, Page 4 | Services | How does the work of the GS-14 supervisors differ from the GS-14 employees who are interested in becoming supervisors or managers? | The GS-14 supervisors currently have supervisory responsiblities and have direct reports. GS-14 employees do not. |
| 51 | Section C, Page 5. | Statement of Work | "C2.3 Participate in brief information sessions with coaching clients to which they are matched, in order to orient the leadership coach to the FRTIB culture. These information sessions will be part of an individual’s coaching session." Is FRTIB implying that the coach should, upon being matched with a new client, include in their first session an orientation of the leader’s job, responsibilities, function and relationship to the FRTIB? Can you clarify "culture" Does that mean the culture of FRTIB at large, as well as the leader’s department or division? | Yes, the coach should include in their first session a brief orientation of the client's job, responsibilities, function and relationship to FRTIB. Culture includes botht he FRTIB at large and the client's department or division. |
| 52 | Section C, Page 5. | Statement of Work | Does the government need any help marketing this coaching program? If so, how should we account for the investment to perform this service? | No, the FRTIB is not looking for assistance with marketing the program. |
| 53 | Section C, Page 5 | Tasks and Deliverables | Can the government please clarify if it is expecting all of our coaches expected to attend the Kick Off Meeting or just our proposed Program Manager? | No, coaches are not expected to attend the kick-off meeting. The proposed Program Manager is sufficient. |
| 54 | Section C, Page 5 | Tasks and Deliverables | If the response to the above question is 'yes,' can coach attend via telephone or a virtual platform? | NA |
| 55 | Section C, Page 5 | Tasks and Deliverables | Can the government please clarify if it is expecting all of our coaches expected to attend Monthly COR meetings or if it anticipates our only participant in those meetings will be our proposed Program Manager? | The montly COR meeting is only upon request and will only include the COR and the Program Manager. No coaches are expected to attend. |
| 56 | Section C, Page 5 | Tasks and Deliverables | If the response to the above question is 'yes,' can coach attend via telephone or a virtual platform? | NA |
| 57 | Section C, Page 5 | Tasks and Deliverables | How will the government measure the success of this program with the participants involved? Is this the same methodology used for any existing contract? If not, what has changed about the requirement to bring about a change in measurement? | HRD typically conducts a program evaluation to obtain feeback from the clients to measure success of the program. It is the same methodology used under the current contract. |
| 58 | Section C, Page 5 | C3 Key Personnel | C3.1.2 Certified through the International Coach Federation as Master Coaches (MCC). What is the possibility that the client will allow for PCC certified coaches to provide services to the mid-level managers, as a way to save money? | Per section C3 of the RFP, "The Contractor shall provide key personnel on this contract that have the following qualifications:" MCC certification is listed as a qualification in paragraph C3.1.2 and is therefore required. No exceptions will be made. |
| 59 | Section C, Page 5 | C3 Key Personnel | We understand the government is requiring coaches to be able to interpret 360% feedback instruments. You mention MBTI. Are there other assessment instruments you prefer? Are you open to suggestions of other assessment instruments? | No other preferred instruments. FRTIB is open to other assessments that meet the needs of the client. |
| 60 | Section C, Page 5 | C3 Key Personnel | How should we address the issue of the investment for assessment instruments in our cost proposal? | The RFP has been amended to remove the words "administering" and "conducting" in Section C3, Key Personnel. FRTIB is only looking for the contractor to be able to interpret results of 360-degree assessments and similar assessments such as Myers Briggs Type Indicator. There should not be any additional cost for this as we expect the interpretation of these results, if applicable, to be discussed during the coaching sessions. |
| 61 | Section F, Page 6 | Period of Performance | When does FRTIB expect to begin this coaching program of a base year and 4 option periods? | As soon as the contract is awarded, the FRTIB plans to promote it to the eligible workforce. |
| 62 | Section F, Page 6 | Contract Performance Location | In light of the long-range impact of the pandemic, and that individual employee arrangements for combinations of in-person office work and teleworking may become more common, can we assume that this requirement will be negotiated as needed, given that “business as usual” may look different in post-pandemic federal offices?” | FRTIB is following the reopening stages of the DC government. When the DC government enters Stage 4 of its reopening plan, it will return its employees to in person office work. At that stage, if the client would like an in-person session, we would expect the contractor to comply absent extenuating circumstances. |
| 63 | Section F, Page 7 | Deliverables | Is there any specification for what items and what level of detail should be included in an Individual Coaching Development Plan? | The FRTIB will provide a template for the Individual Development Plan. |
| 64 | Section L, Page 31 | Instructions to Contractors | "Submission shall be in electronic format sent via email, in a Microsoft Office 2010 Word and/or Excel format." Would FRTIB allow and accept some or all of our response volumes to be provided in PDF format? | Yes, PDF format is acceptable. |
| 65 | C4 | Non-Disclosure and Conflicts of Interest | It is our understanding that our company and coaches do not need to sign the FRTIB confidentiality agreement provided with the solicitation documents until after BPA award and upon commencement of work. Can the government advise if this is an accurate understanding? | Yes, that is accurate. |
| 66 | C4 | Non-Disclosure and Conflicts of Interest | In reviewing the language there is reference to "applicable Ethics Agreements" that will be signed prior to beginning work and that these are Attachments 001 and 002. However, these two Attachments appear to be the contractor and coach NDAs. Can the government advise if this is the extent of the agreements that will be signed or can the government provide, or direct us to, any additional Ethics agreements that might be applicable? | In addition to the NDAs, there is also a Coaching Confidential Agreement that will need to be signed by the coach and a Coaching Agreement that will be signed by the coach and the FRTIB client. |
| 67 | G4, Page 9, Attachment 003 | Oracle Supplier Request Form | It is our understanding that this form will be completed and returned by our company only in the event of contract award. Can the government confirm that this is an accurate understanding? | Yes, this form can be completed and returned upon contract award. |
| 68 | K1, 31 | Electronic Representations and Certifications | From our review of the requirement it appears that if our SAM profile is on file and up to date we do not appear that we have to submit any portion of our SAM profile with this response. Can the government confirm that this is an accurate understanding? | That is correct, however if the FAR clauses 52.204-24 and 52.204-26 are not certified in SAM, no award will be given. |
| 69 | L3, page 32 | Past Performance | We generally provide a cover sheet and table of contents for each volume. Can the government confirm that if a Cover Sheet and Table of Contents is provided for the Past Performance volume, these two page items will not be counted against the total of the six pages allowed for this volume? | Although it was not mentioned in the RFP, the Cover page and Table of Contents will not count toward the page limit for past performance. |
| 70 | L4, page 32 | Business Proposal Submission Instructions | We are making the assumption that there are no page limitations for the business proposal submission. Can the government confirm that this is an accurate understanding? | There is no page limit for the business proposal submission. However, please provide only relevant information for an accurate price evaluation. |
| 71 | L1, Page 31 | Quote Submission | As we are providing our volumes with 1 inch margins, will the government allow headers and footers to contain information within the 1" margins to provide for usual solicitation response information as solicitation name/number, corporate logo, date, page #, and so forth, etc.? | Yes, the government will allow headers and footers to contain information within the 1" margins |
| 72 | Section F | Section F references the Period of Performance base period as Twelve months from the contract award. What is the the contract award date? What is the expected start date of this new contract/BPA? | The date of award is only an approximation, however, I am looking to award around early April, barring any delays | |
| 73 | Is there an incumbent(s) already providing similar services to FRTIB? | Yes, there are two incumbents | ||
| 74 | If so, what is the name of the incumbent (s) and current/previous contract numbers. | The current contract is a multiple award contract. There are two (2) incumbents: Information Pathwaves Inc. and Way To Go! TIB-2016-A-0003 and TIB-2016-A-0004, respectively. | ||
| 75 | Section C1 | What number of Senior Executives, supervisors and staff, does the government anticipate will be ready to begin coaching at the beginning of this new contract/BPA? | This is a voluntary program. While we plan to promote the program upon award we do not know how many will chose to participate. | |
| 78 | General Question | Is there a budget for travel over 35 miles for in-person assignments? | No, travel outside the metropolitan Washington, DC area is not expected and local travel will not be reimbursed. | |
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File details come from the government source that posted it. Updated .