SOLICITATION NOTICE
U -- PRESENTATIONS/WORKSHOPS
- Notice Date
- 1/9/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 611430
— Professional and Management Development Training
- Contracting Office
- Department of Veterans Affairs, VA Corporate Franchise Data Center, Department of Veterans Affairs Corporate Franchise Data Center, Department of Veterans Affairs;Education SVC;#1 Jefferson Barracks Drive;Austin TX 78772
- ZIP Code
- 78772
- Solicitation Number
- VA-777-09-RQ-0060
- Response Due
- 1/20/2009
- Archive Date
- 3/21/2009
- Point of Contact
- Department of Veterans AffairsEducation SVC<br />
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, and 13.106, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation. The provisions and clauses incorporated herein are those in effect through Federal Acquisition Circular 2005-23, effective December 26, 2007. This requirement is being synopsized by the government as intent to Sole Source to Florida Unlimited Incentives, Inc., 12447 Muraro Groves Road, Groveland, FL under standard industrial classification code 8999, NAICS Code 611430; size standard is $6.5 million. The resulting contract will be a Firm Fixed Price type Contract under FAR Part 12 - Acquisition of Commercial Items. COMMERICAL ITEM DESCRIPTION: The Department of Veterans Affairs Medical Center/Employee Education Resource Center, St. Louis, MO proposes to enter into a firm-fixed contract, To train approximately 425-440 staff members and facilitating services for 8-10 breakout sessions with the "Disney" approach (In Accordance With the Statement of Work). Quote are due Tuesday January 20, 2009 by 1:00 pm CST to Linda Eley, linda.eley@va.gov, or fax to (314)894-6436. Questions can also be permitted no later than Thursday Jan 15, 2009 @ 1:00 pm CST. All questions must be addressed to the Contracting Officer/Specialist only. Any other official may disqualify the offeror from submission of a quote. STATEMENT OF WORK PERFORMANCE BASED WORK STATEMENT Keynote Address, Workshop and Facilitation Services "Making the Connection" - VALU/EES All Staff Conference Tuesday, March 31 - Thursday, April 2, 2009 St. Louis, MO SECTION 1.0 GENERAL 1.Background The Department of Veterans Affairs (DVA) consists of three administrations: (Veterans Health Administration (VHA); Veterans Benefits Administration (VBA), and National Cemetery Administration (NCA). The VA Learning University (VALU) supports DVA on staff education topics that apply to all three administrations of the VA. The Employee Education System (EES) supports the largest administration in DVA, the Veterans Health Administration, in the areas of staff education and training. The Dean of VALU also serves as the Chief Learning Officer of EES. This year VALU and the Employee Education System are planning to conduct a joint All Staff Joint Conference. The theme of the conference is "Make the Connection" and is scheduled in St. Louis, MO March 31-April 2, 2009. The conference participants will include senior leadership in organizations, as well as educational project managers, education specialists, new media specialists, campus managers, project support assistants, managing directors, and a myriad of support personnel in acquisitions, fiscal, human resources, and other program support staff. VALU/EES is headquartered in Washington, DC and has nine education resource centers scattered across the country from which staff work, as well as in smaller satellite offices. It has been five years since EES had an All Staff Conference, and we have had a significant number of changes since then. VALU/EES is currently beginning its second year of implementation of a new learning management system, which has brought significant challenges and opportunities. There have been a large number of retirements as the baby boomers age, and subsequent new hires during that time frame. Over 90 new hires have been hired or are projected within the 6 months prior to the conference. Given these significant changes in staffing, the conference will serve as an opportunity for us to make a connection with all of the new faces and roles within the organization as well as "reconnect" with our countless "virtual" colleagues. In an effort to improve our organizational creativity in responding to new challenges we began utilizing the "Disney Institute" to train individual staff members in "the Disney approach" to successful outcomes. While "thinking outside the box" is a common phrase for creative thinking, we in federal government often have to "think inside the box" in creative ways to achieve desired outcomes. 2. Goal The overall objective of the VALU/EES conference is to strengthen our commitment/competence in streamlining and standardizing our business processes for improved efficiencies through systems redesign while maintaining creativity and innovation. We also hope for our staff to make connections within our organizations by better understanding each of the various roles and functions to enhance our ability to provide outstanding customer service. The conference will include a VA Systems Redesign overview that we need to ensure our take away message is in line with as we pursue future process improvement efforts. 3.Deliverables VALU/EES is seeking multiple deliverables in support of this conference of approximately 425-440 participants. a.VALU/EES is seeking to extend Disney concepts throughout the organization and is desiring the talents of a dynamic keynote speaker to present a one-hour keynote address on the first full day of the conference (March 31, 2009.) The presentation requires a Disney Institute trainer skilled in Disney concepts and the "Disney approach". Topics to be presented by the speaker include: valuing our employees or "cast members", understanding roles and responsibilities within the organization, the value of standardizing processes to achieve efficiencies while maintaining creativity and innovation in the process. The presentation requires the individual to have previously worked with government agencies, health care organizations, and training organizations. Qualities much include the ability to relate well to educators in a health care training organization; desire to have interaction with participants, knowledge and experience teaching the Disney approach and concepts, experience in providing training to a very large organization like the VA which is geographically dispersed. Speaker would need to attend planning calls with VALU/EES to develop objectives and outcome goals and tailor the presentation to our organization and systems redesign focus of the conference. b.VALU/EES is seeking a 3 hour workshop provided by facilitators well acquainted with the Disney Institute and who have been trained in the Disney approach to quality and standardization/systems redesign. Session must be dynamic, stimulate participant interaction and discussion, allow for questions and answers, and include workshop exercises and media examples to advance participants' learning. See objectives outlined in agenda below. c.VALU/EES is seeking the coordination of facilitators for 8-10 breakout sessions on April 1, 2009. Facilitators should possess a working knowledge of the Disney approach to facilitate multiple concurrent breakout sessions focusing on hot key issues to be determined by VALU/EES. d.A consistent message across all aspects of the three deliverables and the remainder of the conference is required. The curriculum required is outlined in the draft conference agenda: Make The Connection St. Louis, MO Tuesday March 31st - Noon Thursday, April 2 Draft Agenda Time AgendaNotes Monday 3-6pm 1-4pmRegistration at Hotel St Louis EERC to Register at CampusPhotos taken for EES "Yearbook" Tuesday 7-8amLate Registration at HotelPhotos taken for EES "Yearbook" 7:00 - 8:00Refreshments outside the ballroom 8:00-8:15 am Presentation of Colors/Star Spangled Banner soloBenjamin Bell will do the call to order. His presentation will follow immediately after the Presentation of Colors/Solo 8:15 - 9:15 am The Mission of the Guard of Honor Tomb of the Unknown Soldier: Benjamin Bell Learning Objectives 1.State 2 approaches used by the Guard of Honor to maintain the highest standards and traditions of the United States Army and our Nation while keeping a constant vigil at the tomb of the unknown soldier This presentation will be a "soft" introduction standardization of business practice + linkage to our mission of service to Veterans 9:15 - 9:20 am Skit on All Staff Conference processDesigned to demonstrate the complexity and connections of functions across EES. This will be interactive and include EES Leadership. Scripting will include information on the purpose and desired outcomes of the conference as well as a creative introduction to the first Disney speaker by Jane and Janet 9:20 - 9:25 amJoy Welcome Message and Mixer Instructions 9:25 - 10:00 am Face N Place MixerMixer melds into break 10:00 - 10:15 amBreak 10:15 -11:15 amIntro kick off by Disney - Importance of Understanding all Roles in an Organization Learning Objectives: 1.State two system-wide benefits of understanding the roles and responsibilities of others within the organization 2.State two personal benefits in your day to day work from understanding of the roles and responsibilities of others in the organization 3.Describe how role clarity will foster a climate of collaboration and creativity 11:15 -11:20 amTransition stage from Disney to "Functional Conversations" Collaborative Conversations Activities 11:20- NoonFunctional Conversations Functional Overview of 1) VALU/NTEO; 2) ELT/LMB/RMB; Mixed audiences 15-20 minutes for 2 sessions End second session with instructions for afternoon functional conversations. Noon - 1: 15 pmLunchOn your own 1:15 - 3:15pmFunctional Conversations Connecting Roles and Functions Across the Organization by introducing functional groups to each other and clarifying their contribution to the mission of the organization Learning Objectives 1.Identify the contribution of your functional role to the mission of the organization 2.Identify the contribution of at least three EES functional roles to the mission of the organization 3.Identify how the context of your work relates to the work of others 4.Identify how the context of your work relates to the work of the organizationFunctional Audiences 3:15- 3:45 pmBreak and transition to Ballroom 3:45- 4:45 Mike Davies: Systems Re-Design Learning Objectives 1.Identify key Systems Redesign strategies 2.Describe out systems redesign strategies can be incorporated into daily work 4:45-5:00Joy Hunter Wrap Up/Close of Day Day 2 7:00 - 8:00Refreshments outside the ballroom 8:00-8:15EES Choir/Patriotic Opening Joy Opens the Day with her welcome and comments 8:15- 8:45Joy Hunter: "Connecting Strategic Vision, Mission, Standardization of Business Processes 8:45 - 9:55Joy Hunter Moderates Panel Showcase of Standardization Best PracticesPossible panel members: Cheryl Ludwa (HR Redesign), Bill Greaf (Acquisitions Redesign), Sheila Whetstone (VISN Team Redesign), Tim Lazurt (DLO/OrlandoVAMC project) 9:55-10:00Day Moderator thanks panel/announces break and return time 10:00 10:30Break 10:30 - NoonCollaboration Conversations: What connections can we make to improve our work? (Top 8-10 Process Improvement Opportunities will be the topic of facilitated discussions with EES Staff) Need learning objectives here Noon - 1:15LunchOn your own 1:15 - 2:15Collaboration Conversations Continued 2:15 - 4:15 pmCOP Meetings 3:00 - 6:30 pm EXPO; Activities; Refreshments Thursday 7:00 - 8:00 amRefreshments outside the ballroom 8:00 - 8:30 amCollaborative Conversations Summary Presentations 8:30 -11:30 amDisney Presentation: Learning Objectives: 1.Describe the connection between creativity and work process improvement 2.Identify innovations or best practices that link creativity and standardization of practice 3.Describe the "Disney" approach to creativity and standardization of business practices 4.Identify opportunities for innovation/best practice in your work 11:30 - NoonJoy Hunter: Wrap Up and Charge for Sustainability Goals and Learning Objectives GoalsLearning Objectives Describe the role and function of a Honor Guard Solider 1.State 2 approaches used by the Guard of Honor to maintain the highest standards and traditions of the United States Army while keeping a constant vigil at the tomb of the unknown soldier 2. Identify system-wide benefits of understanding contribution of functional roles to the mission of the organization 1.Describe strategies required to effectively participate on Systems Redesign teams 2.Describe at least two successful systems redesign projects in EES VALU Share EES/VALU and National VHA strategies for systems redesign Identify opportunities for process improvement identified through functional collaboration Explore organizational models that link creativity and standardization of business practices1.Describe the connection between creativity, customer service, and work process improvement 2.Identify innovations or best practices that link creativity and standardization of practice 3.Describe the "Disney" approach to creativity and standardization of business practices I Curriculum includes: 1)Professional development programs designed to train individuals in the theory and practical application of creative approaches in the workplace, business process improvement, and standardization practices. 2)Opportunity for interaction with a Fortune 500 Company recognized for outstanding training programs and innovation in a large workplace geographically dispersed. 3)Dynamic keynote speaker to outline the Disney approach coupled with an interactive workshop and facilitated breakout sessions designed to equip the student with skills required to improve business processes. 4)The one-hour keynote presentation from a Fortune 500 Company representative will apply the principles of adult education, using an engaging and interactive format that will equip the student with the knowledge required to apply creative approaches to increase operational efficiency. Keynote will include key components that must be in place to nurture a culture that supports business process improvement and creativity in the workplace. Keynote will analyze the individual elements of true collaboration to include the role individual skills, diverse viewpoints, and group decisions result in an outcome that is superior to an outcome designed in isolation. 5) The three-hour interactive workshop will provide the student the opportunity to apply creative approaches to current structural systems to include creation of a recommended action plan with specific actions to be implemented in the students' current work environment to improve business processes, applying the training received in previous sessions of the conference. Interactive group activity allows application of the principles of effective collaboration designed to aid in retention of lessons learned. The final work product produced from the facilitated sessions & workshop will be a storyboard depicting the recommended action steps for application. Assistance will be needed to develop breakout session content, format and outcomes. Outcomes will need to be documented using an agreed upon template to be developed by the vendor in collaboration with EES/VALU. 5. Pre and Post Seminar Material Development Contractor shall provide material to be utilized during the conference, to include slides, templates or exercised to be conducted. Contractor shall provide Kirkpatrick Evaluation questions for measuring employee satisfaction, learning, and higher levels of impact for each deliverable to be considered by the planning committee for inclusion in the conference evaluation. 6. Delivery Schedule The contractor shall: Participate in weekly planning calls with the Planning Committee and VALU/EES leadership as needed to tailor presentation, workshop, and facilitation services to meet the needs of the conference. Dates/times to be determined after award. Submit handouts for approval and provide final approved electronic versions of all handouts for posting to the conference website at least 4 weeks prior to the conference. Provide the following: Keynote (1 hour) - March 31, 2009 (morning session - time to be provided upon award) Facilitated breakout sessions - April 1, 2009 (two sessions (1 hour am session and 1 hour pm session with lunch break in between, times to be provided upon award.) Workshop (3 hours) April 2 (morning session - time to be provided upon award) SECTION 2.0 DEFINITIONS Contracting Officer Technical Representative (COTR) Judy Crowder 2200 Ft. Roots Drive (138-E) North Little Rock, AR 72114 Phone: 501-257-4213 FAX: 501-257-4190 SECTION 3.0 GOVERNMENT FURNISHED PROPERTY, MATERIALS, SERVICES GOVT. FURNISHED PROPERTY/ MATERIALS/SERVICESQUANTITYWHEN, WHERE HOW TO BE FURNISHED Meeting space Audio/visual equipment Duplication/electronic posting of any course material required. Survey of staff for subjects to be covered during breakout sessions. Data or information requested by the contractor that is available from EES that will be required to complete the deliverables of this contract. 1 general session room and 8 breakout rooms Includes equipment such as microphones, projection equipment, screen, etc. 1 website 1 survey As requested EES has contracted with hotel for meeting space to include plenary and breakout rooms. EES has contracted for the use of audio/visual equipment. EES will provide technician services for operation of audio/visual support during presentations, keynotes, and breakout sessions. EES has constructed a conference website where participants can download materials and resources prior to the conference and print only those applicable to them. A conference goal is to be environmentally friendly with minimal reproduction requirements. Provided upon award via email. Provided after award. SECTION 4.0 CONTRACTOR FURNISHED CRITICAL ITEMS / SERVICES ITEM #QUANTITYDESCRIPTION Keynote Address1The keynote will be delivered by a Fortune 500 company representative with proven ability to achieve a successful business outcome in the highly competitive private sector marketplace. The Keynote will be delivered in the morning of March 31, 2009 and will last one hour. This keynote will focus on the importance of understanding and appreciating our roles, functions, and responsibilities within the organization and working together to provide creative and innovative solutions to challenges and opportunities that are encountered by organizations. The keynote will serve as a precursor to our functional conversations and must lay the essential background and context. The keynote will highlight how a Fortune 500 company has redesigned internal processes to foster creative and innovative solutions to business challenges and opportunities The keynote will be tailored to the needs of Employee Education System/VA Learning University.. Workshop 1 Topic: Standardization of Business Processes. This three hour workshop will address the topic of standardization of business processes while maintaining creativity and keeping the focus on our customers. It will address challenges encountered while working with a geographically dispersed organization. It will be interactive and apply the principles taught throughout the conference. Breakout Facilitators 8-10sessions on Wednesday The breakout facilitators will function to keep the discussion on track during the breakout sessions that will occur on April 1, 2009. Contractor will develop the content, format and ground rules for the breakout session in conjunction with VALU/EES Planning Committee. The breakout sessions on Wednesday, April 1, 2009, will focus on hot topics within the organization generated via a survey conducted by the organization. Hot topics to be provided upon award. Outcome of session is to produce recommendations for system redesign as needed using agreed upon templates for action plans. Conference PlanningThe contractor shall work with the Employee Education System to ensure that all key deliverables and planned activities blend for a unified theme and outcome. SECTION 5.0 PERFORMANCE WORK STATEMENT TASKS AND CRITICAL SUBTASKS 5.1 - Keynote Address "The keynote address will be given on the first full day of the conference (morning of March 31, 2009) and last one hour. "The keynote address will be provided by a Fortune 500 company who was able to use creativity and innovation while standardizing processes for improved efficiencies, promoting the concept that creative thinking is possible "inside the box" (i.e., within defined parameters). Understanding role's and responsibilities within the organization is critical for success. After this keynote, breakout sessions will be held to help acquaint staff with the various functions of the organization. 5.2- Conference Workshop "The workshop will be given on the last day of the conference the morning of April 2, 2009 and last three hours. "The content of the workshop will focus on Business Process Review/Standardization oIdentify and streamline the process for any business challenge oWork through a business process map to identify internal deficiencies oDecrease unnecessary steps while increasing efficiencies and customer satisfaction "The workshop must be interactive with exercises and activities that engage the learner and enhance adult learning principles. "In conjunction with the Planning Committee, workshop will be consistent with VA's approach to Business Process Review/Standardization (Systems Redesign). 5.3 - Facilitators "8-10 facilitators will be required on Wednesday, April 1 for eight - ten morning and afternoon sessions that will run concurrently with rotations of groups between sessions. "The contractor shall provide the facilitators that are to be skilled in group dynamics and will be trained by the vendor on the process to be used and the goals of the conference. Ideally, the use of facilitators from the St. Louis area could help to minimize travel costs, such as: The Business Development Centre http://www.superpages.com/bp/US/The-Business-Development-Centre-L2046306753.htm?SRC=comwp&C=Facilitator&lbp=1 International Association http://www.superpages.com/bp/Saint-Louis-MO/International-Association-L0504621898.htm?SRC=comwp&C=Facilitator&lbp=1 "Contractor shall work with EES/VALU to prepare consistent outcomes/procedures for each session. "An orientation session for the facilitators will be held by the vendor prior to the breakout sessions to orient facilitators to the goals and formats of the breakout sessions. Facilitators will be responsible for documenting the outcomes of each breakout session in a standard template to be designed by vendor in partnership with EES/VALU. 5.4- Conference Planning "Contractor shall work with VALU/EES to ensure that deliverables complement remainder of conference to include Systems Redesign presentation and other parts of the program. Full agenda and materials to be provided upon award. 5.5 - Quality Control Plan Overall quality shall be assessed in terms of the feedback received verbally and in writing from the Planning Committee of the All Staff Conference and the participants. The Contractor shall meet the following general quality standards: A.Knowledge of VALU/EES' organizational structure, mission and systems redesign process to be gained through interaction with VALU/EES staff prior to the conference B.Speaker must intimately understand the purpose, goals and intent of the All Staff Conference and its intended purpose in planning for current and emerging issues facing VA healthcare and defining key roles of leadership to promote business process improvements. C.Must have experience presenting to government organizations and using AV support effectively to enhance their presentation. D.The contractor will effectively observe participant discussions or trainings and provide clarification, additional instruction, etc. to help correct problems and improve the participant's opportunity to learn. E. The contractor shall ensure key points and course objectives are met. F. The contractor shall closely monitor the training to identify any changes/updates or modifications of instructional materials presented. 5.6- Review and Acceptance: "Materials, to include handouts, templates for breakout sessions, reporting forms, and evaluation questions shall be submitted to the Point of Contact in order to determine if they meet the specifications and intended purpose. POC: Judy Crowder Project Manager EES Little Rock Center 2200 Fort Roots Drive, Building 11 North Little Rock, AR 72114 (501) 257-4213 phone (501) 257-4190 fax The following provisions and clauses shall apply to this solicitation: 52.252-2 Clauses Incorporated by Reference. This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address (es): http://www.arnet.gov/far (FAR) and http://www.va.govoa&mm/vaar/ (VAAR); 52.212-1 Instructions to Offerors Commercial Items; 52.212-2, 52.204-7 Central Contractor Registration, Evaluation Commercial Items (factors listed in descending order of importance: 1. Technical; 2. Past Performance; 3. Price 52.212-3 Offeror, Representations and Certification-Commercial Items. Offerors must include a completed copy of the FAR 52.212-3 Offeror Representations and Certification along with his/her proposal; FAR 52.212-4 Contract Terms and Conditions Commercial Items; 52.212-5 Contract Terms and Conditions Required to Implement Statutes on Executive Orders Commercial Items and in accordance with FAR 12.603(c) (2)(xii) the following provisions under the clause apply (b)(11)-(b)(15), (b)(19)(i), (b)(21), (b)(25) (b)(26) applies if Government Purchase Card is used, (c)(1), (c)(2), and VAAR 852.270-4 Commercial Advertising; 852.237-70 Contractor Responsibilities; and 852.270-1 Representatives of Contracting Officers.
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- Place of Performance
- Address: St. Louis, MO local hotel;TBD<br />
- Zip Code: 63125<br />
- Zip Code: 63125<br />
- Record
- SN01729749-W 20090111/090109221502-4045d1fb8e0e8f7d0c62c2669a8522a2 (fbodaily.com)
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