SWCLA Fac Partner SOW DRAFT Pre-Solicitation.docx

SDWX5386

SCOPE OF WORK

Facilitated Partnering Session for Southwest Coastal Louisiana Nonstructural Coastal Storm Risk Management Project

XXXXXX 2024

I. SCOPE

1.1 Background/Purpose

The U.S. Army Corps of Engineers has created a partnership between its own Rock Island (MVR) and New Orleans (MVN) Districts and the State of Louisiana Coastal Protection and Restoration Authority (CPRA) to elevate or otherwise floodproof properties in the southwestern Louisiana coastal region. The risk reduction measures may be applied to up to 3,956 tentatively eligible commercial and residential properties in the southwest Louisiana region. This project will require the cooperation of local, state, and federal governing agencies connected to the divided management functions of the Project and the geographic area in which the Project takes place. Therefore, is it imperative that all parties, most importantly cost-share partners, agree on the Project Management Plan, Charter, Governance, Milestones, Issue Resolution, Change Management, Risk Management, Decision-making, and Contract execution.

The purpose of this endeavor is to provide expert third-party facilitation for the initial Southwest Coastal Louisiana Nonstructural Coastal Storm Risk Management Project Partnering Sessions between the U.S. Army Corps of Engineers’ MVN and MVR Districts as well as the state cost-share sponsor, CPRA and hired contractors. The intent is to build and sustain effective communication, productive working relationships, streamline inter- and intra-agency processes, and foster overall trust and mutual collaboration on the project.

This SOW assumes only a single individual facilitator will participate in all aspects of the contract.

1.2 Principles Features of Work

The contractor will work with the MVR senior leadership to ensure the following outcomes:

1.2.1 Pre-Partnering Session Assistance:

a. Read all relevant project materials to become familiar with the history, purpose, and importance of the project. Read Aheads may include the following:

i. Project Management Plan

ii. Charter

iii. Risk Register

iv. Governance Team Profile

v. Other materials to be determined

b. Facilitate 1-hour premeeting webcast with several key USACE and Partner leaders.

c. Gain consensus from MVR and MVN Leadership and, where appropriate, CPRA regarding the Partnering Session agenda and intended outcomes. Establish purpose and objectives.

d. Conduct up to six 1-on-1 interviews with Partnering Session participants as directed by the MVR Project Manager.

e. Develop and administer an online pre-session survey, the content of which will be approved by MVR prior to release.

f. Compile survey results to identify key trends and takeaways for the Partnering session. All survey data will be kept strictly confidential. Only group data will be presented.

g. Place of Performance: Virtual for Pre-Partnering Session Assistance only.

1.2.2 Facilitate 1-Day Initial Project Partnering Session:

a. Foster open, candid conversation during the Partnering Session to build and sustain solid teamwork, collaboration, and communication between the Corps Districts and their cost-share partners.

b. Partnering sessions could contain up to 25 people.

c. Present and discuss the results of the online Partnering Survey.

d. Identify current areas of agreement or disagreement and work to resolve issues to move the project forward – on time and on budget.

e. Develop Project Charter, Purpose, Key Success Factors, Dispute Resolution Process and Resolution Ladder and other foundational elements of the project team.

f. Based on Partnering Session outcomes, determine actions to be completed, estimated due dates, and responsible parties (Action Champions)

g. Place of Performance: Each In-Person Partnering Session to take place in Baton Rouge, Louisiana, to best accommodate Louisiana participants.

1.2.3 Post-Partnering Session Deliverables:

a. Provide Executive Summary of session outcomes to MVR for initial review and approval.

a. Summary to include attendees, key project components, decisions made, and follow-on actions with estimated due dates and champions. Clarify next steps.

b. Provide copies of summary to all appropriate recipients.

c. Place of Performance: Virtual for Post-Partnering Session Deliverables.

II. SCHEDULE

2.1 Period of Performance

The base contract will contain two full cycles of pre-partnering sessions, facilitated-partnering sessions, and post-partnering session deliverables. The report process must be spread out as close to 6 months as allows while completing post partnering session deliverables prior to contract completion. The base contract will be accomplished during the months of July 2024 and June 2025.

Option 1 will again contain two full cycles of pre-partnering sessions, facilitated-partnering sessions, and post partnering session deliverables. Option 1 will be accomplished during the months of July 2025 and June 2026. Contractor will be provided notification of intent to award option on or before 30 May 2025.

Option 2 will again contain two full cycles of pre-partnering sessions, facilitated-partnering sessions, and post partnering session deliverables. Option 2 will be accomplished during the months of July 2026 and June 2027. Contractor will be provided notification of intent to award option on or before 30 May 2026.

Option 3 will again contain two full cycles of pre-partnering sessions, facilitated-partnering sessions, and post partnering session deliverables. Option 2 will be accomplished during the months of July 2027 and June 2028. Contractor will be provided notification of intent to award option on or before 30 May 2027.

Option 4 will again contain two full cycles of pre-partnering sessions, facilitated-partnering sessions, and post partnering session deliverables. Option 2 will be accomplished during the months of July 2028 and June 2029. Contractor will be provided notification of intent to award option on or before 30 May 2028.

The following table provides a breakdown of the activities and the anticipated timeframe to deliver products for the 2 sessions associated with the base contract. Options 1 and 2 would follow this same timeframe but 1 and 2 years later, respectively. These dates assume a contract award date of Mid-June 2024.

2.1.1 Base Contract Period: July 1, 2024 – June 30, 2025

Second meeting 2 weeks prior to 1-day facilitated partnering.

Final 2 weeks after comments received.

2.1.2 Option 1: July 1, 2025 – June 30, 2026

Second meeting 2 weeks prior to 1-day facilitated partnering.

2.1.3 Option 2: July 1, 2026 – June 30, 2027

Second meeting 2 weeks prior to 1-day facilitated partnering.

2.1.4 Option 3: July 1, 2027 – June 30, 2028

Second meeting 2 weeks prior to 1-day facilitated partnering.

2.1.5 Option 4: July 1, 2028 – June 30, 2029

Second meeting 2 weeks prior to 1-day facilitated partnering.

III. REQUIRED EXPERIENCE

3.1 See Contracting Clause 52.212-2

IV. POINTS OF CONTACT

4.1 For U.S. Army Corps of Engineers, Rock Island District:

Contracting: John Wysocki Email: john.j.wysocki@usace.army.mil