SOURCES SOUGHT
R -- Source Source Notice - Career Development, Counseling and Coaching Services
- Notice Date
- 7/17/2018
- Notice Type
- Sources Sought
- NAICS
- 611430
— Professional and Management Development Training
- Contracting Office
- Department of State, Office of Acquisitions, Acquisition Management, 1735 N. Lynn St., Arlington, Virginia, 22209, United States
- ZIP Code
- 22209
- Solicitation Number
- 19AQMM18N0074
- Archive Date
- 8/4/2018
- Point of Contact
- Gwendolyn Mansfield, Phone: 7038756049, Gwendolyn Mansfield, Phone: 7038756049
- E-Mail Address
-
mansfieldg@state.gov, mansfieldg@state.gov
(mansfieldg@state.gov, mansfieldg@state.gov)
- Small Business Set-Aside
- N/A
- Description
- THIS IS NOT A SOLICITATION AND DOES NOT ASSUME THE GOVERNMENT WILL AWARD A CONTRACT IN THE NEAR FUTURE. THIS NOTICE IS ONLY FOR MARKET RESEARCH PURPOSES. This is a Small Business Sources Sought notice to determine the availability of potential small businesses. The purpose of this notice is to obtain information regarding: (1) the availability and capability of qualified small business sources; (2) whether they are small businesses; HUBZone small businesses; service-disabled veteran-owned small businesses; 8(a) small businesses; veteran-owned small businesses; woman-owned small businesses; or small disadvantaged businesses; and (3) their size classification relate to the North American Industry Classification System (NAICS) code for the proposed acquisition. Responses will NOT be accepted from any other source(s). Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. An organization that is not considered a small business under the applicable NAICS code should not submit a response to this notice. The North American Industry Classification System Code (NAICS) are 541611, 541612 and 611430. The submission of this information is for planning purposes only and is not to be construed as a commitment by the Government to procure any items/services. GENERAL: This notice is a Request for Information (RFI) and is NOT a Request for Proposals (RFP), nor is this a Request for Quotations (RFQ). The purpose of this RFI is to identify potential sources that are interested and capable of providing the services herein. Participation in this effort is strictly voluntary. It is the responsibility of the interested parties to monitor the FedBizOpps site for additional information pertaining to this RFI. Please be advised that all submissions become U.S. Government property. Response to this RFI will not be returned. The RFI does not commit the government to procure or contract for said services. The contracting officer is the only individual who can commit the government to the expenditure of public funds in connection with the proposed procurement. Proprietary/competition sensitive information will be protected from disclosure to the greatest extent practical, however, it is preferred that respondents do not provide proprietary or otherwise restricted responses. Each page considered by a submitting organization to contain proprietary information should be clearly marked. The requested information is for planning and market research purposes only and WILL NOT be publicly released. RESPONSE PREPARATION INSTRUCTIONS: Responses must be submitted via email to Gwendolyn Mansfield, Contract Specialist (mansfieldg@state.gov). The deadline for the submission of responses to this RFI is 2:00 p.m. EST, Friday, July 20, 2018. All questions concerning this RFI must be submitted by sending an email to Ms. Mansfield no later than 1:00 p.m. EST, July 18, 2018. Questions received after that date will not be answered, unless the Government determines the answer to the question imparts information material to Industry's ability to respond to this RFI. Government response to questions will be posted. All Government responses to questions will be made available on www.fedbizopps.gov. No phone calls will be accepted. Do not submit any pricing information in response to this RFI. There is no commitment by the Government to issue an RFQ or RFP, make an award or awards, or to be responsible for any monies expended by industry responses to this RFI. DESCRIPTION OF INFORMATION REQUESTED Responses to this RFI should include the organization's full name, headquarters locations, and location of an office in the Washington, DC area, if any. They should also include the name of a point-of-contact and his/her email and conventional mailing addresses. Firms are invited to indicate their interests and capabilities by providing the follows: • Brief Capability Statement • Other specific and pertinent information as it pertains to this service • Description of capabilities and a general approach for meeting the requirements • Federal Supply Schedule (FSS)/Government Wide Acquisition Contract (GWAC) • Identify your NAICS closely associated for these type of services • Socioeconomic Classification is listed below, please identify which one contain to your company - HUBZone - SDVOSB - VOSB - EDWOSB - WOSB - 8(a) - Small Business    DRAFT STATEMENT OF WORK Career Development, Counseling and Coaching Services 1. Introduction 1.1 The Department of State (DOS) provides career development, counseling, and coaching services for employees and eligible family members (EFMs) at the Career Development Resource Center (CDRC) located at 2401 E St., NW, SA-1, Columbia Plaza, Room L-321. The CDRC also provides professional support for a Career Center at the International Board of Broadcasting located at 330 C St. SW, Switzer Bldg. 1.2 The CDRC supports the goals of the Department of State to attract, develop, promote, and retain a talented, diverse, and motivated workforce by preparing employees for career progression and retention. It emphasizes development of knowledge, skills, abilities, and competencies employees need to improve job performance and satisfaction. It provides assistance to meet requirements for a job/career change, transition, or promotion, and assists employees seeking to identify and achieve specific career goals. Employees and EFMsuse the CDRC's services/resources to establish personal career objectives and devise developmental activities designed to achieve those objectives. CDRC staff helps individuals analyze interests, values, goals, and capabilities. 1.3 CDRC personnel provide extensive support to employees and EFMs located in the Washington, DC metropolitan area and limited support world-wide through the use of telephone, email, video-conferencing, and other methods of communication. 1.4 The CDRC staff also conducts an extensive outreach and education program with regularly scheduled seminars and workshops on career management and development topics. 2. Scope of Work 2.1 The function of the CDRC is to provide career guidance, informal training, workshops and a variety of other career development support and opportunities to the targeted populations. This contract provides services/resources to help employees develop the knowledge, skill, ability, and competencies to improve job performance; assist employees to identify and meet requirements for a job/career transition, change, or promotion; support employees seeking to achieve a career goal. Employees and EFMs will use the Center's services/resources to set personal career objectives and devise developmental activities designed to achieve those objectives. In this process, an individual analyzes his or her interests, values, goals, and capabilities; uses the available opportunities/ resources in the CDRC and the overall organization; and as requested/needed, establishes an Individual Development Plan (IDP) specifying steps toward identified career goals. 2.2 Locations - Most work is performed at the CDRC. In addition, contracted staff may provide one day of career development services per week at International Broadcasting Bureau in the Switzer Building. Personnel may also be required to work occasionally at other DOS annexes as directed by the COR. 2.3 Hours of Operation - The CDRC hours of operation are 8:30 a.m. - 5:00 p.m., Monday through Friday, exclusive of Federal Holidays. The Government does not anticipate the incurring of overtime by contracted staff and no additional funds are available or authorized for this purpose. This contract only funds days actually worked; the contractor will not bill for federal holidays or other times the center is closed unless specifically directed by the COR in writing. 3. Requirements/Performance Standards 3.1 Career Counseling 3.1.1 Personnel: Two or more experienced Professional Specialists serve as Career Counselors (CC). CCs are assigned on a daily full-time basis. Work place flexibilities may be instituted if such flexibilities meet the needs of the CDRC and are agreed to and approved by the contractor and the COR; for example a counselor contracted for three days per week could work four six-hour days rather than three eight-hour days. Anticipated usage is seven (7) to eight (8) counseling days per week. For example two part-time counselors, working three (3) or four (4) days each, or one full-time counselor working five (5) days and one part-time counselor working two (2) or three (3) days. The contractor shall arrange for at least one counselor to be present each day of the week. A backup counselor shall be available in the case of absences of any counselor extending longer than two weeks. 3.1.2 Duties: The CC provides a maximum of six one-hour private counseling sessions per day to employees or EFMs requiring assistance in career development and management. The CC assesses the client's needs and recommends ways in which Department and CDRC resources and services can help meet those needs. The CC guides employees in creating Individual Development Plans (IDP) and performs individual career assessments. The CC reviews and assists employees with federal applications, resumes, narrative Statements, and electronic questionnaires used in the application process. The CC actively assesses changing career management needs and priorities within DOS and designs or tailors services to meet those needs. 3.1.3 The CC works with clients (individuals, small groups, and organizations) to determine their needs and assist in developing, guiding, and implementing training and development plans. The CC meets with clients individually and in small groups to assist in using the CDRC services, and discusses issues relating to career development, transition, management, coaching, and other career services. The CC prepares, updates, and delivers workshops on career development topics, such as interviewing, resume writing, networking, managing change, and etc. These workshops include but are not limited to workshops already prepared by CDRC staff. The CC identifies and develops additional workshops as requested or approved by the COR. The CC provides daily activity reports to the administrator. 3.2 Counseling Support 3.2.1 One (1) Support Specialist serves as Administrator (AD) and is to be assigned daily on a full-time basis. The contractor shall arrange for a substitute in the case of absences extending beyond two weeks. 3.2.2 Duties: The AD provides coordination and administration of the CDRC, including scheduling and preparing for all counseling and outreach activities and CDRC services. The AD assists employees who call, email, or visit the CDRC. The AD maintains and controls library, media resources, and information displays in a professional, neat, and orderly way. The AD tracks and reports CDRC usage, services, and activities using the Center Records and Reporting System (CRRS). The CRRS is a database in MS Access. The AD prepares information and reports on CDRC activities and related information for dissemination to the COR. The AD maintains computer hardware and software as required, referring problems as needed to DOS/HR computer support trouble desk. The AD assists employees on all computer software applications and computer based training. The AD assists the CDRC team and the HR Bureau career development staff in related services and activities as requested by the COR. 3.2.3 The contractor is expected to maintain the Access database and make changes as mandated by the changing needs of the CDRC and/or requested by the COR. The CRRS is used to provide both monthly and ad hoc reports. The contractor is responsible to provide training and support for new employees so that they are efficient in using the CRRS. 3.3 Program Management 3.3.1 Program management includes the following items that may or may not be included in the CC and AD responsibilities. The contractor's program director (normally not a CC or AD) is expected to meet regularly (at least monthly) with the COR and staff to evaluate, plan and strategize changing needs, roles and expectations of the CDRC. Provides maintenance and updates to the CRRS database. 3.4 Other Work The CDRC may identify or receive requests from bureaus or offices to provide services that are not specifically identified in this proposal. When this occurs, the CDRC team and the COR evaluate the merits of the work against the CDRC mission, available resources, and departmental policies and priorities to determine if/how to meet the need. 4. Contract Deliverables 4.1 Career Counseling 4.1.1 Consult, counsel, or coach one-on-one or in groups with DOS employees at all levels in the organization and Foreign Service family members. These sessions are expected to help clients focus on and conduct self-assessments, career coaching, planning and implementation to improve performance, assist with career transition, and apply for promotions and new positions. Individuals may request counseling for themselves or a group may solicit counseling for itself or for all individuals in that group. Counselors are expected to maintain 5-6 available appointments per day for employee counseling unless delivering a workshop, providing outreach services or as a result of planned program development time. Counselors are expected to respond, provide help, and guidance to clients in remote locations throughout the world via telephone, webinar, video conference, email and other appropriate modes of communication. The COR will approve all requests for g roup counseling. 4.1.2 Follow up with counseled employees to 1) find out how and/or whether the career counseling provided assisted in the employees' development, and 2) encourage employees to continue work on planning and implementing their career goals. 4.1.3 Prepare job aids, handouts, and other materials for employees to use in constructing Individual Development Plans (IDPs), resumes - including electronic versions, applications, narrative statements, and etc. Assist participants in the development of federal and private sector resumes, applications and other job application forms and materials; help clients understand and respond to self-evaluation questionnaires in job announcements. 4.1.4 Research DOS job types, job descriptions, DOS functions, the Personnel job announcement and recruitment systems, education and training opportunities to become familiar with all aspects of the programs, personnel and mission of the Department as well as how employees may advance their career within DOS and the federal government. This research will be ongoing throughout the period of this contract. 4.1.5 Maintain fluent knowledge of CDRC resources to assist clients with their ongoing needs. Research and study new career development products for possible purchase. Maintain fluent knowledge of CDRC library and computer-based materials of self-help career development resources including books, audio/video, on-line resources, and DVD/CD-ROMs. Assist in maintaining the CDRC website on the DOS intranet. 4.2 Workshops 4.2.1 Identify needs, prepare materials for, and conduct periodic seminars/workshops on career-related or personal improvement/assessment topics (e.g., stress, attitude, networking, resume, interviewing, job search techniques, career management strategies, etc.). Seminars will include handouts and references to resources and services available in the CDRC and other Department of State services. Update seminar format, timing, topics, etc., based on evaluations of these sessions, conducted after each session or at the request of the COR. Workshops will be offered in a variety of locations including the CDRC, Main State, State Annexes, or field offices depending on identified need and available funding. It is expected that two to four lunchtime workshops per month will be delivered unless modified or agreed to by the COR and staff. DOS Bureaus may request a customized workshop for their workgroup throughout this contract. Additional seminars and workshops may be conducted in coordination with orientation and other courses conducted by the Foreign Service Institute as approved by the COR. 4.2.2 Two to four times per year, prepare workshops for video recording and distribution on the Department of State internal TV network. 4.3 Marketing and Outreach Activities 4.3.1 Prepare comprehensive quarterly plan to market CDRC activities. This plan should be designed to meet the current needs of the organization and submitted to COR for approval. 4.3.2 Assist in publicizing the CDRC by participating in special events, developing Department Notices (including monthly calendar for distribution), visiting and briefing managers/employees on CDRC services, asking for their input on which materials are important to them, designing and conducting Career Development workshops to build credibility and further spread the word concerning the professional resources available at the CDRC, updating the Center's Intranet Site, and conducting other promotional initiatives. All marketing and outside correspondence and publications must be approved by COR before being printed and issued. 4.3.3 Counselors should initiate and maintain on-going relationships with DOS bureaus in need of career development services within the scope of work. Provide outreach services through briefings, bureau staff meetings, new employee orientations, brown bag lunches and other methods identified. Counselors must seek the approval of COR for all outreach initiatives prior to officially committing to the action. COR will approve requests in writing or via email. 4.4 Reports/Records 4.4.1 Each counselor maintains a daily appointment log documenting the number of appointments for each day, planned program development work/time, follow-ups and etc. in MS Outlook on office computers. CDRC success stories (e.g., promotions, interviews, etc.) are reported to the AD and COR so they can be included in monthly activity report and weekly reports to senior DOS management. 4.4.2 Contractor staff must keep all information gained from clients completely confidential in established and approved filing system. 4.4.3 The contractor shall review, analyze, and design materials and forms for career counseling/CDRC scheduling, intake, record keeping, confidentiality, counseling and evaluation of counseling activities and procedures. 4.4.4 Contractor must provide monthly reports to DOS by the 10th of every month (documenting previous month's statistics) using the CRRS and other software. The reports should contain statistics for center activities conducted, CDRC usage, service delivery, successes, bureau participation, problems encountered and other data as specified by the COR. The COR may request additional or exclude information as needed. 4.4.5 A periodic report showing results of survey or focus group assessment of effectiveness six (6) months to a year after service delivery is highly desired. 4.4.6 Contractor shall establish a time and attendance verification system, example sign-in and out daily, for invoice verification. Attendance records must be retained on file for the length of contract and are subject to COR review. 5. Staffing Requirements 5.1 Professional Counselors 5.1.1 The CDRC contract requires a minimum of three qualified personnel (two career counselors, one administrator) to meet this performance work statement requirement. All personnel will be subject to approval by the DOS COR. Resumes, references, and availability will be provided to DOS for proposed staff. Personnel should commit for a period of one year from start of their services. The Government reserves the right to release any personnel working on this contract for reason of misconduct, security, or if found to or suspected to be under the influence of any incapacitating agent. 5.1.2 Counselors must hold Master's Degree in counseling or related-field (Bachelor's Degree with appropriate documented experience could be substituted). One of the counselors must have at least 10 years of experience with five years in career counseling in the federal government. Additional counselors must have five years of experience with at least three years in the federal government. All counselors must have extensive experience preparing, conducting and delivering seminars, workshops, and other career-related presentations. Their experience must include coaching and counseling all levels of employees including executive level personnel. They should have experience marketing career services within an organization. They must be computer-literate enough to work with standard office software, such as MS-Word, Excel, Power Point, Outlook, and other career services related software as determined by the COR. DOS will train counselors on any DOS unique software. 5.1.3 Counselors must have experience facilitating and interpreting a variety of assessment instruments, such as Holland's Self-Directed Search Inventory, Campbell's Interest and Skills Survey, and the Myers-Briggs Type Indicator, certification is highly desired. 5.1.4 Counselors must have demonstrated an ability and willingness to work with a very diverse internationally experienced, highly educated, and sophisticated workforce. They must have demonstrated skills and ability designing and delivering comprehensive career management and development services to federal employees. A Demonstrated expertise coaching and motivating employees at all levels of the organization is highly desired. 5.2 Counseling Support 5.2.1 Contractor shall provide administrative personnel that will provide support to counselors and users of the CDRC. Administrator should at minimum hold an Associate Degree; Bachelor Degree is strongly recommended. Individual must have ability to work on multiple projects and tasks, have strong organization skills and demonstrated project management ability. Administrative support duties include: the daily coordination of the CDRC and CDRC activities at annexes and other locations; preparing for counseling activities; greeting visitors in-person and via phone; maintaining and controlling library resources; conducting new client orientations; assisting users with center software applications; record keeping; files management; report preparation and other administrative tasks as needed. 5.2.2 This individual must have strong documented computer skills in Microsoft Office applications including Outlook, Word, PowerPoint, Excel, and Access. 5.3 Contractor Personnel Standards 5.3.1 All staff must have strong oral and written communication skills and demonstrated effective interpersonal skills. 5. 3.2 The contractor shall provide personnel to meet all requirements for this contract. Personnel performing work under this contract shall remain employees of the contractor and will not be considered employees of the Government. 5.3.3 Conduct of Personnel - The Contracting Officer (CO) or the Contracting Officer Representative (COR) may require the contractor to remove from the job site any employee working under this contract for reason of misconduct, security, or found or suspected to be under the influence of any incapacitating agent. Contractor employees shall be subject to dismissal from the premises upon determination by the CO/COR that such action is necessary in the interests of the Government. The removal from the job site or dismissal from the premises shall not relieve the contractor of the requirement to provide sufficient personnel to perform the services as required by this work statement. 5.3.4 Contractor Representative - The Contractor shall furnish adequate project management that is dedicated to the management of the CDRC contract, personnel, and programs. The project manager should be available upon COR request and for periodic oversight of the CDRC operation. This individual shall be responsible for the overall management and coordination of this contract and shall act as the central point of contact with the Government. The manager shall devote sufficient time to this project and shall be considered management by the contractor. This manager shall be educationally equipped to handle such task. The manager is the direct supervisor of all personnel hired under this contract and shall have documented experience or education in management or supervision equivalent to at least one year. 5.3.4 Alternate - The contractor shall designate an alternate who shall be authorized to act on behalf of the contractor in the absence of the project manager or when the project manager is not available. The contractor shall provide the name, address, and phone number of the project manager and alternate to the COR within 24 hours of contract acceptance. The contractor shall verbally notify the COR of changes as they occur and provide written changes not later than 48 hours after the effective date of the change. 5.3.5 Personal Appearance - Contractor personnel working under this contract shall practice high standards of personal hygiene and maintain a clean, neat professional appearance while on duty. 5.3.6 Contractor Personnel Identification - Thirty (30) Calendar days prior to the start of the contract performance, the contractor shall submit to the COR, the name, address, and the phone number of the project manager, his alternate and a list of all employees who will perform work under this contract. This list shall include name, work assignment, qualifications, and work experience. Changes shall be submitted not later than five (5) days prior to the implementation of the change. In emergency situations and cases of adverse actions where this notice is not possible, the contractor shall submit the change in writing to the COR next business day. 5.3.7 ID Badges - Contractor personnel will complete all forms in the ID badge request packet provided by the COR not later than 15 days prior to the start of the contract performance. All contractor personnel on duty shall wear identification badges provided by the government at all times. COR will coordinate the process. 6. Quality Control 6.1 The Contractor shall implement a complete quality control program that identifies potential and actual problem areas in providing requirements of the contract as specified and result in corrective action throughout the life of the contract. The Quality Control Plan (QCP) shall be provided to the COR within 30 days of contract start date. Changes to the QCP shall be submitted to the COR for approval not later than five duty days prior to the effective date of change. The basic tenet of this plan is that the contractor is responsible for quality. All methods, procedures, and forms shall support this concept. The QCP shall: 6.1.1 Be structured to assure independence from any other parts of the contractor's organization. 6.1.2 Allow for direct coordination between the government (COR) and the contractor's top management. 6.1.3 Address overall project management. 6.1.4 Be a comprehensive program plan and deliver quality services to the Government. 6.1.5 Cover all services described in this contract. 6.1.6 Describe a method acceptable to the Government of identifying deficiencies in the quality of service performed under this contract before the level of performance becomes unacceptable and address processes for corrective actions without dependence upon Government direction. 6.1.7 Establish an inspection system covering all services required by this contract. This plan shall specify areas to be inspected on a scheduled or unscheduled basis and the title of the individual who will do the inspection. 6.1.8 Contain specific quality control techniques for contract services. The quality control methods shall be comprehensive and adaptable to the reporting systems of the QCP. 6.1.9 Include a customer complaint feedback system for correction of validated complaints and to inform the customer of corrections. The QCP shall describe how users or other interested parties may identify problem areas or situations to the contractor. The customer complaint program shall be compatible with the reporting and communication systems of the QCP. 6.1.10 Require that documentation of all contractor quality control inspections and corrective actions taken are maintained by the contractor throughout the term of contract. Inspection documents shall be made available to the COR. 6.1.11 Describe methods of direct and indirect communications with the Government regarding performance of the contract. The communications shall include regular and formal meetings with the Government (COR). Informal communications shall be addressed. 6.1.12 Provide an ongoing plan for staff professional development, including orientation for new staff, required in-service, and other professional development on a continuing basis.
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