SOLICITATION NOTICE
R -- RFP024-2016 Mission Retreat Facilitator for USAID Burma
- Notice Date
- 8/26/2016
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 611430
— Professional and Management Development Training
- Contracting Office
- Agency for International Development, Overseas Missions, Thailand USAID-Bangkok, American Embassy/Bangkok, USAID Box 47, APO, 96546
- ZIP Code
- 96546
- Solicitation Number
- RFP024-2016
- Point of Contact
- Suwaphit Poomtong, Phone: 6622573000
- E-Mail Address
-
spoomtong@usaid.gov
(spoomtong@usaid.gov)
- Small Business Set-Aside
- N/A
- Description
- REQUEST FOR PROPOSAL (RFP) A. RFP no. and Date: 024/2016 - August 25, 2016 B. Subject: Mission Retreat Facilitator for USAID/Burma C. Issuing Office/Section: USAID RDMA, Executive Office 25th Fl, Athenee Tower 63 Wireless Road, Bangkok 10330, Thailand D. Closing date for receipt of questions: September 2, 2016 - (5pm, Bangkok Time) Closing date for receipt of proposals: September 9, 2016 - (5pm, Bangkok Time) E. Type of Award: Fixed Price - Purchase Order F. Basis for Award: Soliciting competition, evaluation of proposals or offers, award and documentation (FAR Part 13.106) Description of Requirements The United States Government, represented by the U.S. Agency for International Development (USAID), invites qualified companies/individuals to submit cost proposal of the services specified below. This is to support the operation of USAID/Burma. Proposal submission and questions regarding this Request for Proposal (RFP) shall be ONLY via email to spoomtong@usaid.gov 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 proposal. 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 quotations/proposals. STATEMENT OF WORK Mission Retreat Facilitator for USAID/Burma I. Introduction USAID/Burma is the Agency's newest mission; it was established in November 2012. Still in its infancy and still very much in start-up mode, the mission has grown from a staff of 3 or 4, to a staffing plan total of 71 positions. Of those 71 positions 38 are filled with either permanent staff or long term temporary fills until the permanent staff members arrive. Alongside a growth in staff, the mission has also experienced a growth in its budget to over $100 million, and it is reasonably expected to continue growing. II. Nature of Services Required The Mission seeks professional services which will achieve the following objectives: •Increase staff effectiveness through shared understanding of interpersonal and team dynamics; •Strengthen leadership behaviors, skills and approaches of all staff ; •Support continuous Mission-wide strategic planning, communications and operational improvement efforts; and •Boost staff morale and cohesion through informal, off-site interaction. A mission-wide retreat was conducted in April 2015. It is expected that all of the above objectives should build upon, and be continuation of the outcomes, findings and successes of the previous retreat. A. Approach USAID/Burma requests that organizational development services offered incorporate the following characteristics, which it believes to be critical to the successful achievement of the aforementioned objectives: •Highly participatory, interactive and experiential for all participants •Incorporates current and best practices in organizational development, customized to high-stress start-up organizations •Builds upon advance data collection (in the form of a Mission-wide survey) and organizational assessment, designed to inform service provision •Appropriately balances strategic planning, process improvement and operational orientation with that of inter-personal effectiveness, teambuilding •Is specifically tailored to USAID Burma's organizational culture •Facilitates personalization/unique experiences for participants (as opposed to a generalized ‘one size fits all'), and •Provides forward-looking recommendations for ongoing collaboration, skill-building and enhanced individual and team performance in the Mission (as provided by this offeror or others) USAID Burma requests the offeror to apply these characteristics to the following services, as part of an integrated approach to organizational development for the performance of this contract. B. Retreat USAID/Burma will host a retreat, informed by pre-retreat consultations, and diagnostics (via survey, focus group or key informant interviews) as incorporated in the preparation and planning process. Duties include: •Completing initial surveys and accompanying analysis for all staff •A prioritization on enabling follow-up and operationalization for any action items, individual or shared commitments made during the course of the retreat itself •A particular focus on inclusion, ensuring all voices are heard, including those that may be more reticent or contrary •Facilitating a frank but positive/constructive dialogue among staff, with an emphasis on problem-solving, individual responsibility and empowerment •Consistent reinforcement of the Mission's (and Agency's) emphasis on leadership behavior and development, explicit values Specific activities for each retreat session would be designed based upon initial consultations with Mission-wide staff, as well as proposed needs assessments and/or diagnostics as proposed by the facilitator(s) to gather additional background information on potential issues and areas for further development. Illustrative activities include: •Scenarios, role play or other innovative activities focused on teambuilding, identifying and strengthening shared values, and related organizational development at the team level •Exercises, facilitated discussion designed to improve communications within a given team (or sub-unit) and with other units in the Mission •Review of achievements in implementing the Mission-wide strategy and other key initiatives •Defining team work objectives that support the multi-year Mission strategy •Addressing workload and time management issues specific to the team •Developing operational enhancements to key business processes that can improve efficiency or quality of team outputs, results C. Data collection and analysis The Mission proposes the provider conduct critical pre-event data collection to serve as input for the retreat design, and requests approaches to maximize the value while minimizing staff time required to provide that input. This may take the form of interviews, surveys, focus group discussions or other methods. In addition to retreats, USAID anticipates the possible need for other data collection and analysis that might further support organizational development through the utilization of Mission ‘temperature checks' gauging staff views and experiences, for example. These will be outlined at the time they are identified. D. Scope of Work to be Performed Over the duration of this contract, it is anticipated the offeror will complete the following tasks, as requested and in achievement of the overall objectives: 1. Data collection and analysis of Mission-wide survey: Conduct the necessary survey for all staff, as well as compile and analyze results of the survey. 2. Design, conduct and/or analyze organizational diagnostic of Mission staff: In designing the retreat events, 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 related to organizational development efforts, as well as those that may be currently underway. Specifically, offerors should propose a survey, focus group, informant interviews (or other tool) that requires minimal time commitment from staff, while providing critical input into agenda design. 3. Retreat Planning: Work with a Mission Retreat Committee to convert diagnostic information into a retreat agenda that meets the stated objectives, as outlined above. Compile appropriate tools, resources, methodologies for all sessions. 4. Logistics management: Work with the Mission's Retreat Committee and administrative team to coordinate all retreat logistics and preparations. Ensure all necessary materials and audio/visual equipment are on-site for the successful execution of the retreat. 5. Retreat evaluation: Given guidance from the Mission Retreat Committee, develop, implement and analyze the results of an event-wide Evaluation tool. The aim of this tool will be to capture staff impressions and experiences to inform future retreat events, but also inform Mission leadership as to key issues that are identified resulting from retreat sessions. 6. Retreat report: Produce a comprehensive report from the retreat event that summarizes the findings of the pre-event diagnostic, activities undertaken during the event, detailed notes from all sessions (for Team Leaders and staff to reference), as well as synthesized results from the post-event Evaluation tool and recommendations for future events or interim activities, priorities or issues for Mission leadership. III. Schedule Over the duration of this contract, USAID Burma anticipates services to be requested according to the following four day schedule from November 7 - 10, 2016. •Data collection & analysis - 3-weeks before and leading up to the retreat. •Overall Retreat - The retreat will be conducted over 4 days. This will be composed of:: oMission wide retreat - 1.5 days of Mission-wide plenary sessions, supplemented by break-out sessions targeting specific teams or groups. oOffice Retreats - 3 days of retreats with individual offices. USAID/Burma is composed of 7 Offices, each of which would have a ½ or whole day retreat in the lead up to the mission wide retreat. In no circumstance will the length of the retreat exceed a total of 4 days. •Retreat evaluation and report - 3-weeks after retreat. IV. Oversight and Support USAID/Burma will provide primary oversight for the agreement, including all services provided. Designated staff from USAID/Burma will be responsible for reviewing, vetting and approving all deliverables in a timely manner. Approval and/or comments will be provided within 3 business days of receipt. Other ad hoc or working committees will be established for other services provided by the contractor as determined through the management of this contract. In addition to oversight, the following support may be available from USAID/Burma, depending upon the retreat activities as contracted: •Photocopies and limited document reproduction services. •Stationary and office supplies for the event. •Projector and laptop(s) for presentations during the event. •Identification and procurement of retreat venue, including meals/refreshments for USAID employees and facilitators during the retreat. •Local transport of contractor and staff as needed between USAID offices, and retreat venue as required. For all on-site work, the contractor shall arrange its own transportation to and from the USAID offices and pay directly for boarding and lodging costs. V. Level of Effort The Level of Effort is anticipated to maximize synergies and cost savings across the package of services requested. The LOE will be for the breakdown below but is subject to the specific retreat content; •prepare for the retreat, •to deliver the retreat, and •to complete the post-retreat reports. For non-retreat services, it is anticipated that the level of effort will be specifically determined by the Mission on an as-needed basis. VI. Required Experience The successful proposal must demonstrate the best effort at reasonable cost emphasizing the following qualities: 1.Substantial experience facilitating organizational retreats, 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. 2.Demonstrated experience working with international development organizations employing multi-ethnic staff in multi-cultural work environments. Prior experience working with USAID will be advantageous. 3.Experience in Asia, more specifically Burma, is preferred. VII. Deliverables A. Pre-retreat: 1.Conduct surveys, focus groups, interviews, and/or other diagnostic methodologies, as well as accompanying tools. 2.Draft retreat agenda for review, comment and approval. 3.Draft retreat evaluation survey / methodology for review, comment and approval. 4.In-briefing with Mission Director and Retreat Committee. B. Retreat: Facilitation and Session Coordination 1.Continuation and expansion of the mission wide retreat conducted in April 2015. The retreat should address keys areas highlighted in the April 2015 retreat report, which will be provided to the successful offeror, including progress analyses for individual offices and the mission as a whole. oMission wide retreat - 1 day of Mission-wide plenary sessions, supplemented by break-out sessions targeting specific teams or groups, focused on team-building and office dynamics. oMission wide half-day session on strategic country engagement. oOffice Retreats - 3 days of retreats with individual offices. USAID/Burma is composed of 7 Offices, each of which would have a ½ or whole day retreat in the lead up to the mission wide retreat. In no circumstance will the length of the retreat exceed a total of 4 days from November 7 - 10, 2016. Offeror may propose alternative structures, as deemed the most effective to achieve desired results. C. Post-Retreat: 1.A draft Retreat Report providing a record of retreat proceedings, evaluation results and recommendations for Mission leadership, teams and staff resulting from retreat sessions. 2.A final Retreat Report incorporating any Mission edits or suggestions, due two days after receiving Mission comments. 3.A summary report appropriate for distribution to all staff. 4.Out-briefing with Mission Director and Retreat Committee. VIII. Technical Selection Criteria The criteria by which the Proposal will be assessed are as follows in descending order of importance. The list below serves as the standard against which all technical information shall be evaluated and serves to identify the significant matters, which the Offeror shall address; 1.Technical approach (25 points): •demonstration of a clear understanding of organizational concerns and operating context, and an ability to impact techniques for promoting organizational change and development •degree of creativity and innovation in the proposal approach to achieving the stated objectives 2.Key personnel (25 points): Extent to which the proposed key personnel meet the required qualifications demonstrating the Offeror's ability to effectively conduct the review. 3.Past Performance (50 points): The breadth and relevance of prior experience of the organization or consultant(s). IX. Technical Proposal (maximum 4 pages) The offeror shall include in the technical portion of the quotation: •A draft program and agenda for the retreat, based upon the inclusion of activities that include all staff, and potential office-level breakout sessions (not part of the 4-page limit) •Description of expertise of proposed facilitator(s) for retreats and executive coaching. Resumes (3 pages maximum per candidate not part of the 4-page limit) of proposed providers must be included. •References for at least three (3) contacts where similar services have been provided. X. Cost Proposal (no page limit) Price quotations shall include the hourly rate for the instructor(s); the level of effort in hours for preparation prior to the course, course delivery, and for preparation of post-event report and course evaluation preparation. The price quote should also list separately cost for transport of training materials by express courier, and other miscellaneous costs. Venue costs and snacks during the training, airfare/accommodations/local transport/meals & incidentals in Burma will be provided separately by the Mission. The evaluation of the offeror's price proposal shall deal with whether the price is fair and reasonable in relation with the Independent Government Cost Estimate. The USAID Contracting Officer will determine the "Best Value to the Government" based on prices that are realistic, fair and reasonable in relation with the Independent Government Cost Estimate The Contracting Officer may enter into negotiations with the offeror to discuss areas where the proposal could be improved and costs reduced. Upon successful negotiations with the offeror, a Blanket Purchase call off order will be used to procure the services, and the total payment made upon acceptance of deliverables and within 30 days of receipt of invoice.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/AID/OM/THA/RFP024-2016/listing.html)
- Place of Performance
- Address: Rangoon, Burma, Rangoon, Burma
- Record
- SN04244313-W 20160828/160826235916-f03fe68915543084aa95ecb36d8bb19b (fbodaily.com)
- Source
-
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