WC2024M15HRSK0001 Sole Source Special Notice in PDF for 2025 Executive Onboarding Program (003).pdf

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DEPARTMENT OF TRANSPORTATION

OFFICE OF THE SENIOR PROCUREMENT EXECUTIVE

ACQUISITION SERVICES DIVISION

SOLE SOURCE SPECIAL NOTICE Number

693JK424R500009

A. Description of Supplies/Services.

The Department of Transportation (DOT), Office of the Secretary, Departmental Office of

Human Resource Management (DOHRM), Executive and Political Resources Center (EPRC) is seeking contractor support for implementation, delivery and evaluation of DOT’s comprehensive executive onboarding program for newly hired executives, including the

Federal Aviation Administration (FAA) newly hired executives. The DOT Executive

Onboarding Program is intended to provide a uniquely tailored program that includes facilitator-led executive core learning sessions, mentoring, executive coaching, career development and evaluation analysis. The contractor shall provide all personnel, equipment, supplies, transportation, tools, materials, supervision, and other items and non-personal services necessary to implement, deliver and evaluate the DOT Executive Onboarding

Program as defined in this Sole Source Justification except for those items specified as government furnished property and services.

The U. S. Department of Transportation (DOT) requires the services of its current contractor, the Partnership for Public Service (PPS), who has the requisite experience and unique qualifications to provide a four (4) (2-day sessions) bi-monthly senior executive onboarding program specially tailored to the unique demands of federal leadership within DOT.

The EPRC along with the Partnership for Public Service has successfully completed several programs with a total of 166 executives graduating.

With 2024 - 2025 being a transition year, any consequent potential delay in leadership turnover could have a detrimental effect on DOT’s programs, and so the Department must ensure that new executives are trained immediately and without a break in training. Since PPS has assisted DOT in the design and implementation of the pilot program and in past years’ programs, DOT believes that PPS is uniquely qualified and has the required knowledge and expertise needed to successfully implement the 4 (2-day sessions) bi-monthly senior executive onboarding program that will again include the FAA newly hired executives.

The executive development training is imperative to the transition of executives into their new roles within the Department and is mandated by 5 CFR 412.202 and adheres to the

Executive Order on Strengthening the Senior Executive Service (SES). This program is critical in ensuring that all executives can carry out DOT’s mission objectives. This shall be accomplished through a uniquely tailored program that includes in-house vendor-assisted core learning sessions conducted by a vendor with the organizational focus and knowledge to successfully implement this program. The 2025 program will require contractor support to redesign, as necessary; implement; deliver (in-person and virtually); and evaluate the program components, with recommended solutions to any concerns or issues, in accordance with DOT executive leadership’s mission and objectives. All materials designed specifically for this onboarding program will become the property of DOT.

The following is a set of specific tasks required:

Program Implementation

• Work with DOT to redesign and implement a training plan and program timeline, as necessary, for newly hired executives that will also include newly hired executives at the

FAA.

• Initial meeting with DOT personnel will provide the vendor with any additional information and documentation related to the successful completion of the work, including the program redesign and framework (based on prior participant feedback), and review of the tasks to resolve any questions.

• The sessions will be scheduled quarterly and convened at a location and time selected by

DOT. The Contractor will prepare/update all briefing materials for speakers and panel members and all course materials for executive participants, regardless of whether it is in-person or virtual.

• The executive onboarding program consists of (4) (2-day sessions) bi-monthly and each will be led by an experienced trainer/facilitator who has past experience as a federal senior executive, has worked with federal senior executives and is a Subject Matter

Expert in leadership and management. Federal experience is highly recommended, but not mandatory. Each session will focus on essential executive leadership competencies and will follow the instructional guide and topics as defined by DOT. Executives will remain with their cohort throughout the duration of the program.

• Each new executive will have the option to be paired with an experienced executive mentor within their first three months of participating in the Executive Onboarding

Program and up to one month after the program has ended. Mentors will help the new executives navigate relationships, answer any questions the new executive may have in confidence, and give a general introduction to what being a DOT executive is like.

• If any form of self-assessment or leadership assessment tool is provided to the executive participant, the Contractor will assist in the implementation and facilitation of the assessment results and feedback.

• The graduation ceremony will be scheduled at the end of the core sessions and convened at a location and time selected by DOT.

Program Evaluation and Management

• Provide dedicated, experienced, and flexible program management support to monitor and ensure quality programming, timely deliverables and efficient reporting program.

• Must continue to redesign and redevelop the current program management plan to integrate all required program components.

• The Partnership for Public Service will assist in the development of a communication strategy to keep program support (HR, Supervisors, etc.) and participants apprised of and engaged in the program.

• The Partnership for Public Service must capture lessons learned and design program materials to ensure the program can be duplicated and improved for future senior executive onboarding training.

• The Partnership for Public Service must develop and implement an evaluation plan in accordance with the course evaluation criteria found in Appendix D of the DOT

Training Manual. At a minimum, Level 1 Evaluations will be developed and administered for each session and a Level 3 assessment will be developed to be distributed by the DOT Executive Onboarding Program Manager. For example, the evaluation plan would measure participant reactions, changes in learning and behavior and the changes in teams and organizational results.

• The Partnership for Public Service must develop an interim evaluation that will assess participant reaction and application of learning and be administered half-way through the onboarding program.

Program Delivery

• The Contractor must deliver the program in accordance with DOT requirements, which includes following the current Instructor Guide and providing any needed materials, such as books, handouts, articles, binders, worksheets and evaluations.

• Training sessions and meetings will take place in the surrounding Washington, D.C.

metropolitan area.

• Program will be launched with the first kickoff session for all the participants scheduled for March 2025. The program launch/kickoff session will open with remarks from the Assistant Secretary for Administration.

• All session materials will be provided to DOT Executive Onboarding Program

Manager at least two weeks prior to the start of the session.

• The Contractor will assist the DOT Executive Onboarding Program Manager in coordinating the graduation session at the completion of the onboarding program.

• The program will end once program evaluations and analysis are completed and reported in a final presentation/meeting with the Executive and Political Resources

Center’s leadership and Program Manager.

• A representative from the Partnership for Public Service must be present at all scheduled program training sessions.

• All sessions must occur in accordance with the agreed upon timeline.

Since 2013, The Partnership for Public Service (PPS) has successfully designed and implemented executive onboarding programs for other agencies, which includes the

DOT. The program is a unique approach to developing executives and has a strong emphasis on executive leadership training and development. PPS has assisted the EPRC with implementing their program, and PPS will continue to provide indispensable advice and guidance with a subject matter expert who has extensive senior executive knowledge.

C. Supporting Rationale.

The Partnership for Public Service has full knowledge and understanding of specific DOT executive programs and operations, and the learning curve needed for any new contractor-company would cripple DOT’s efforts in supporting the upcoming change of administrations.

As part of the President’s Executive Order on Strengthening the Senior Executive Service, the Department was required to implement an executive onboarding program.

As the Department continues to transition in the Secretary’s leadership team, it is imperative that the Department continue its outstanding efforts to implement the onboarding program without a long break to procure new Contractor services. The Partnership for Public Service has been involved from the inception of the program framework and has the historical knowledge to assist in the management and evaluation of the program components. P P S has spent many hours researching, analyzing, developing, and implementing the proposed onboarding program framework and will bring that understanding and perspective to the next phase of the program. D O T simply does not have the time or the money to devote to training and teaching a new contractor-company about the executive resources operations and processes throughout the Department. To utilize the services of the current contractor, PPS, will be more cost efficient and effective for DOT’s Departmental Office of Human

Resource Management, Executive and Political Resources Center.

Any interested entity, other than PPS, which believes that it is capable of performing the subject needed Executive On-Boarding project at the extremely high level of quality and efficiency indispensable to DOT, may e-mail a Statement of Qualifications to james.mowery@dot.gov and to Bree.Green@dot.gov and to Joan.Simpson@dot.gov and to

Velvet.Snow@dot.gov not later than 11:30 PM Eastern Daylight Time August 27th, 2024.

mailto:james.mowery@dot.gov mailto:Bree.Green@dot.gov mailto:Joan.Simpson@dot.gov mailto:Velvet.Snow@dot.gov