USAID/RDMA Mission-Wide Retreat

The United States government, represented by the U.S. Agency for International Development (USAID), Regional Development Mission Asia (RDMA) invites qualified companies/individuals to submit proposals of the services specified below. This is to support the operation of USAID/RDMA, Bangkok Thailand. Proposal submission and questions regarding this Request for Proposal (RFP) shall be ONLY via email to [email protected] by the time/date specified above. The award of a contract hereunder is subject to the availability of funds. Issuance of this RFP does not constitute an award or commitment on the part of the U.S. Government, nor does it commit the U.S. Government to pay for costs incurred in the preparation and submission of a quotation. Please be advised that all interested parties are required to be registered in Dun and Bradstreet and are subject to SAM registration before an award can be made. Information on obtaining the Data Universal Numbering System (DUNS), can be found at this website: http://fedgov.dnb.com/webform . Offerors are also required to register their business on the U.S. Government’s System for Award Management (SAM) at www.sam.gov . Information on this process for foreign vendors is available here . Prospective offerors are encouraged to register in SAM prior to the submittal of proposals. STATEMENT OF WORK - USAID/RDMA Mission-Wide Retreat Introduction USAID Regional Development Mission for Asia (RDMA) is in a time of staff, structural and strategic transition. In order to effectively foster this transition, the Mission seeks to engage in a series of targeted organizational development interventions with all staff in Bangkok, Thailand, to achieve the following objectives: Build consensus around RDMA’s evolving mission and consolidate understanding of organizational vision, identity and core values. Create and promote a Mission culture of belonging, inclusion and diversity. Forge a common understanding on how to improve mission, team and individual capacity to advance collaboration, improve emotional intelligence and foster a positive work-place environment through the application of the Insights Discovery tool. Increase staff effectiveness through deeper awareness of individual personal behaviors, and shared understanding of interpersonal and team dynamics. Create an opportunity for mission-wide fun, team-building and increased staff morale. Highlight new Administration priorities, policies, and initiatives to RDMA staff. Background USAID/RDMA consists of more than 200 positions, with approximately 160 staff on-board. The Mission is composed of a diverse workforce, to include American Foreign Service Officers (aka ‘direct hires'), Cooperating Country Nationals (CCNPSCs aka FSNs), U.S. Personal Services Contractors (USPSCs - both local and international hires) and Eligible Family Members (EFMs), introducing a complex organizational culture with mixed incentives and performance metrics. The Mission's ten offices (including the Bureau for Humanitarian Assistance (BHA) and the Office of Transition Initiatives (OTI)) report directly to the Front Office in a relatively flat organizational structure that relies on institutional checks and balances to ensure compliance. These offices include technical, support and oversight functions, and in order to achieve the organization's goals, must operate in a highly collaborative, fast-paced environment with a high degree of change. Additional challenges include the Foreign Service tours of duty (which translate to predictable but constant staff changes in leadership positions), inter-Agency dynamics (USAID's interaction with State department, and other U.S. Government representatives), RDMA’s evolving role as a regional service provider to 14 USAID bilateral Missions, and the complexity of the international development and foreign policy context in Asia. This operational context is critical background to devise a successful workshop given the complexities and challenges within which RDMA operates. Services Required The following defines the services required under this Purchase Order. Approach Part of the work being solicited is to assist the Mission in identifying the right approach to elicit participant involvement and ownership and, as such, Mission leadership is open to suggestions from the applicant on how to best achieve this in meeting the ambitious objectives. The applicant is invited to suggest the appropriate pacing, sequencing, and platform (virtual and in-person) required to achieve overall objectives. RDMA visualizes virtual pre-retreat actions and deliverables, as well as an in-person mission-wide (or some variation thereof) retreat, if feasible (given COVID-19 health guidelines). Applicants are encouraged to propose alternate approaches to achieve the overall objectives within the estimated time frame. USAID/RDMA suggests the following: A baseline survey of staff to measure perceptions on how RDMA is doing in key areas widely understood as necessary for effective organizations. Pre-event consultations, and diagnostics (via survey, focus group or key informant interviews) as incorporated into the workshop preparation and planning process. Application of the Insights Discovery® Model for all RDMA staff, with the aim to use this tool to enhance trust and dialogue through improved self-awareness, mutual understanding and a new mental framework to better shape team dynamics. A particular focus on inclusion, ensuring all voices are heard. Facilitating a frank but positive/constructive dialogue among staff, with an emphasis on problem-solving, individual responsibility and empowerment. Demonstrating a deliberate connection between the retreat activities related to organizational development and effectiveness, and the achievement of USAID's development objectives. Design a methodology for a deliberate outcome of the retreat which could be a mission leadership profile philosophy and/or office-level plans which could tackle one or a number of (but not limited to) organizational effectiveness, communication, morale, leadership, etc. The retreat(s)/interventions would result in the following immediate outcomes: Individual awareness and understanding of one’s own Insights Discovery Profile within the context of their immediate team, across offices, and within the mission such that each person is able to more effectively act as a productive and positive member of the RDMA community. A better understanding, at an office and mission level, of team communication profiles and dynamics in order to improve effectiveness, collaboration and morale. Improved communication between supervisors and subordinates as each comes to understand the Insights Profile of the other and how to effectively engage. High-level office action plans highlighting an overall goal and clear objectives/aspirations for the team to pursue, as well as a plan for regular progress review. Scope of work to be performed (Illustrative) 1. Analyze organizational diagnostic of Mission staff: In designing the retreat, facilitators should propose a process by which key data related to organizational dynamics, team and Mission-wide issues are identified for prioritization in the agenda. This will include review of existing documentation such as Federal Employee Viewpoint Survey (FEVS) data, focus groups and/or key informant interviews that will further define the retreat agenda, and a survey to identify the current viewpoints on areas of strengths and weaknesses of RDMA in key areas of effective organizational operations. 2. Provision, application and analysis of the Insights model: As part of pre-event planning, provide all RDMA staff with Insights Discovery assessments to complete profiles that will be used during the mission-wide retreat and follow-on activities. 3. Retreat Planning: Work with Mission leaders to convert diagnostic information into an agenda that meets the stated objectives, as outlined above. Compile appropriate tools, resources, methodologies for all sessions, building on the Insights Discovery profiles (mission-wide and for individual teams). These tools should be discussed and finalized with designated Mission and Office leaders for maximum buy-in and tailoring to emerging needs. 4. Logistics management: Work with the RDMA Executive Office (EXO) to coordinate all workshop logistics and preparation. 5. Conduct and manage all sessions of the retreat(s) and make recommendations about how to maintain positive momentum at a Mission level following the retreat. 6. Retreat evaluation(s): Develop, implement and analyze the results of a post-retreat evaluation. The aim of this evaluation will be to capture staff impressions and experiences to inform future events, but also inform Mission leadership as to priorities of the key issues identified during the workshop sessions. 7. Retreat report and debrief: Produce a brief report that summarizes the major outcomes and recommendations with attachments to include 1) a summary of pre-event diagnostics and their analysis, 2) a copy of all materials used for the retreat, and 3) recommendations for actions to be taken as a result of the retreat. Participate in a debrief, including discussion of the retreat results and recommended next steps, with USAID/RDMA leadership. Schedule RDMA anticipates that administration and analysis of the Insights Discovery tool and pre-retreat activities/surveys will occur before the in-person retreat. The in-person mission-wide retreat will take place on or about August/September 2021. In the event that the dates change, USAID/RDMA and the successful bidder will negotiate in good faith to amend this Purchase Order accordingly. Anticipated LOE Activity Estimated Days Preparation 10 Mission-wide retreat 2 Follow on interventions as proposed by applicant to further overall objectives 5 Report: writing and follow-up discussion with Mission leadership 2 TOTAL 19 Deliverables Organizational Development Sessions 1) Pre-Organizational Development Sessions (pre-retreat, virtual): a. Draft assessment design, including plan for surveys, focus groups, interviews, and/or other diagnostic methodologies, as well as accompanying tools. b. Procure and administer Insights Discovery assessments for all staff. c. Complete Insights Discovery® analysis and reports for all staff members. d. Draft evaluation survey/methodology for review, comment and approval. e. Draft retreat agenda based on insights assessment and survey results, for review, comment and approval by Mission DIrector and Oversights Committee. 2) Organizational Development Sessions: Facilitation and Session Coordination (retreat, in person): a. In-briefing with Mission Director and Oversight Committee. b. Site and materials preparation c. Facilitation of retreat sessions 3) Post-Organizational Development Sessions (post-retreat, in person and virtual): a. Out-briefing with Mission Director and Oversight Committee. b. A draft report providing a record of proceedings, evaluation results and recommendations for follow-up actions/activities by Mission leadership, teams, and staff in response to retreat recommendations. c. A final report incorporating any Mission edits or suggestions, due two days after receiving Mission comments. d. A summary report appropriate for distribution to all staff. Roles and Coordination Given the nature of these services, it is anticipated that the consultants will work in a highly collaborative manner with the following parties: Mission leadership – Validate and clarify all workshop objectives, as well as propose activities and interventions for the workshop that align with overall Mission vision. RDMA EXO office – Work in close coordination with the successful bidder to ensure successful application of the tool as it relates to the retreat objectives. Ensure clear communications and logistics support, as needed. Required Qualifications The successful proposal must demonstrate the best effort at the most reasonable cost emphasizing the following qualities: Past experience with and use of the InSights Discovery® Model is required. Substantial experience facilitating organizational development sessions for both large and small groups, experience with organizational development through promoting leadership behavioral change, promoting leadership development, as well as demonstrated experience in organizational process design and improvement, strategic planning, communications, team building, change management, organizational design, and leadership development. Demonstrated experience working with international development donor organizations employing multi-ethnic staff in multi-cultural work environments. Experience in Southeast Asia; Thailand-specific experience is beneficial. Use of the services of a Thai multi-cultural expert on the team. Evaluation Criteria 1. Technical approach (40 points): Demonstrated experience facilitating discussions across multi-cultural and multi-national lines with large international development donor organizations. Demonstrated knowledge of organizational structures and challenges, and methodologies for managing them. Demonstrated ability to design effective and engaging retreats/workshops based on the organization’s survey results. 2. Key personnel (20 points): Extent to which the proposed key personnel meet the required qualifications demonstrating the Offeror’s ability to effectively conduct the review. Use of the services of a Thai multi-cultural expert on the team. 3. Past Performance (40 points): The breadth, relevance and quality of prior experience of the organization or consultant(s). Experience administering and analyzing the Insights Discovery® model. Submission Requirements 1. Technical Proposal Technical portion of the proposal shall include: The illustrative approaches and activities; Description of expertise of proposed lead facilitator and key team members for the retreat. Resumes of the proposed lead facilitator and key team members; Sample survey questionnaires and mission retreat agendas; References for at least three contacts where similar services have been provided. 2. Cost Proposal Cost proposal shall include: The daily rate for the facilitator team members; the level of effort in days (8 hours equivalent) for preparation prior to the retreat, retreat delivery, out-briefing and for preparation of retreat evaluation and the Retreat Report; Cost of procuring and administering Insights Discovery assessments; The transportation to/from the venue; Lodging cost, if any; Cost for site and materials preparation; and Breakdown of other miscellaneous costs, if any. 3. Representation/certification regarding Section 889 as follows; (d) Representation. The Offeror represents that— (1)It___ will,___ will not provide covered telecommunications equipment or services to the Government in the performance of any contract, subcontract or other contractual instrument resulting from this solicitation. The Offeror shall provide the additional disclosure information required at paragraph (e)(1) of this section if the Offeror responds “will” in paragraph (d)(1) of this section; and (2)After conducting a reasonable inquiry, for purposes of this representation, the Offeror represents that— It ___does, ___does not use covered telecommunications equipment or services, or use any equipment, system, or service that uses covered telecommunications equipment or services. The Offeror shall provide the additional disclosure information required at paragraph (e)(2) of this section if the Offeror responds “does” in paragraph (d)(2) of this section. USAID intends to make a contract award that represents the best value to the U.S. Government. “Best value” is defined as the offer that results in the most advantageous solution for the U.S. Government, in consideration of technical, cost/price, and other factors. All evaluation factors other than cost or price, when combined, are significantly more important than cost or price. When the Contracting Officer determines that competing technical proposals are essentially equal, cost/price factors may become the determining factor in source selection. Upon successful negotiations with the offeror, a fixed-price Purchase Order will be issued to procure the services.