U009--Strategic Planning Event INTENT TO SOLE SOURCE

Bay Pines VA Healthcare System

Strategic Planning Event

Contract Title:

The Bay Pines VA Healthcare System will be conducting a day and a half strategic planning event to set long-range goals through 2030. The focus areas will include four key pillars: Customer Service, Modernizing Systems, High Reliability Organization and Access to Care.

Background:

The Bay Pines VA Healthcare System is entering an important period of transition with the appointment of our new Director after 2 years with interim leadership. This change offers a valuable opportunity to align our mission, priorities, and operations through 2030. To ensure a unified direction, it is essential for the Director to meet with key leaders and stakeholders across the organization, gain insight into current initiatives, and collaboratively establish new strategic goals that will guide work moving forward. A structured strategic planning meeting will allow us an opportunity to clarify expectations, set performance objectives, strengthen communication, and build a shared vision that supports long term success

Scope.

The contractor shall provide planning, facilitation, and administrative support for a strategic planning meeting, as well as the venue, this effort is intended to establish strategic goals for the next four years, strengthen leadership cohesion, and define performance expectations across key organizational units.

Tasks and Responsibilities

Pre Meeting Preparation

Coordinate with leadership to finalize meeting objectives, agenda, and expected outcomes.

Prepare materials including facilitation tools and current measurable data.

Manage logistics including meeting space, setup, technology requirements, and scheduling.

Run of Show and Dry Run session, each 2 hours in length.

Meeting Facilitation

Lead or support facilitation of strategic planning discussions, guided exercises, and breakout sessions.

Assist leadership in identifying organizational priorities, operational challenges, and long term goals.

Document discussions, decisions, and action items in real time.

Guide leaders through the development of measurable performance objectives aligned with the Director s vision.

Post Meeting Deliverables

Provide a comprehensive summary report outlining strategic goals, initiatives, and agreed upon performance objectives.

Deliver finalized planning artifacts, notes, and documentation developed during the meeting as well as a utilization dashboard for progress monitoring.

Offer recommendations for next steps, implementation phases, and follow up checkpoints.

Period of Performance

The contractor shall complete all meeting planning, facilitation, and documentation within the designated performance period established by the organization.

Expected Outcomes

A unified strategic direction for the next four years

Clearly defined performance objectives for leadership

Strengthened organizational alignment under the new director

Specifications/Characteristics:

Teaching facilitators must have extensive knowledge of the Secretary of Veterans Affairs priorities, the VHA Vision Plan and Long-Range Planning Framework as well as be able to integrate the priorities back to the legacy VISN 8 Strategic Plan.

In advance of the event, the facilitator will work with teams of subject matter experts in each of the key areas. The facilitator will guide the teams in establishing a brief to be used during the event by break out groups. The brief will be a valuable one-page guide with relative data, talking points, and/or SWOT to be used by the participants during the event. This can include current and/or future projects, initiatives, accomplishments to date, useful metrics, areas of need/opportunities. During the retreat, break out groups will utilize the brief to determine one overarching goal and three strategies to be tracked by the Office of Quality Management. The venue must be located off the Bay Pines campus but within 30 miles of the medical center main campus.

Training:

Training will be conducted in person.

Delivery:

Tentative date available is August 24, 2026, from 8 am 4:30 pm.

ADA Requirements

We anticipate several participants will require ADA accommodation.