OFM Collaborative Team Change Management Support

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 2 RFQ #: 1237704 Title: OFM Collaborative Team Change Management Support 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 3 RFQ #: 1237704 Title: OFM Collaborative Team Change Management Support 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 4 RFQ #: 1237704 Title: OFM Collaborative Team Change Management Support 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: 5 RFQ #: 1237704 Title: OFM Collaborative Team Change Management Support  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: 6 RFQ #: 1237704 Title: OFM Collaborative Team Change Management Support • 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.