SOLICITATION NOTICE
R -- Deep Dive (Rapid Engagement) Tool Demonstration
- Notice Date
- 9/6/2005
- Notice Type
- Solicitation Notice
- NAICS
- 541611
— Administrative Management and General Management Consulting Services
- Contracting Office
- General Services Administration, Public Buildings Service (PBS), Physical Capital Asset Management Division (PGE), 1800 F Street, NW, Room 4302, Washington, DC, 20405
- ZIP Code
- 20405
- Solicitation Number
- GS-00P-05-CY-7023
- Response Due
- 9/19/2005
- Archive Date
- 9/30/2006
- Description
- This is combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 13.6, 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. This request for proposals (RFP) is being issued under Solicitation No. GS-00P-05-CY-7023. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-05. The associated North American Industrial Classification System (NAICS) Code for this procurement is 541611 with a size standard of $6 million. GSA Workplace 20.20 Scope of Work ? Deep Dive (Rapid Engagement) Tool Demonstration. (1) Goals and Objectives. The General Services Administration, Public Buildings Service (GSA/PBS) is seeking the services of a contractor (Government reserves the right to award one or multiple contracts as a result of this combination synopsis/solicitation) in developing and piloting tools and methods (such as verbal reporting) as approval for the Deep Dive Rapid Engagement Process. The contractor?s methods should also be responsive to gauging organizational culture, reward systems and change management. The key tasks are: (1) to provide an understanding of the organizational context and business goals as the basis for design; (2) to contribute to the refinement of the ?Deep Dive? through identification of lessons learned and the development or refinement of client engagement tools and methodologies; (3) to provide guidance to the design process to assure that organizational goals and objectives are addressed in the design solution and implementation. These tasks are described more fully below. (2) Background: Introduction ? Workplace 20.20 and the ?Deep Dive? The U. S. GSA/PBS, developed the Workplace 20.20 Program to develop a strategic approach for delivering real estate solutions to its clients, with a focus on addressing organizational change and evolving work processes in the Federal government. The program differs from other workplace-making efforts in several ways. First and foremost, the aim is delivering workplaces that facilitate organizational goals and business strategy. By using workspace as a strategic tool in meeting business goals, GSA aims to distinguish itself in ways that make a difference to its customers. By using the WorkPlace 20.20 process, GSA is better able to foster highly responsive ?workplace solutions? for its customers as well as to support its Agency environmental responsibilities. However as the result of lessons learned over the course of the WorkPlace 20.20 Pilot Program undertaken thus far, the need for a more streamlined approach that could address a larger volume of work in a highly efficient, accurate and rapid way became apparent. The Deep Dive Rapid Engagement Process was formulated as a result. Under this scope, the Deep Dive will be further developed and tested to resolve any issue prior to launching in on a larger scale. The Deep Dive requires understanding current internal and external drivers for change as they affect the client Agency. In addition, it is intended to uncover existing and desired ways of working, as well as the cultural and organizational factors that can inhibit and facilitate change. These issues are analyzed prior to the development of workplace concepts and solutions in the Design Charrette Phase, which will follow the Deep Dive. The facility solutions resulting from this two-step process shall embody sustainable design objectives that promote healthy, flexible, and productive workplaces that can enhance user satisfaction, reduce reconfiguration costs, minimize waste, support facility reuse, and help attract or retain valued staff. A second differentiator for the Deep Dive, as for Workplace 20.20 has been the use of the Balanced Scorecard as a planning, design and measurement framework. A Balanced Scorecard Matrix links business goals in four domains (financial, business process, customer and human capital) to changes in behaviors that will facilitate goal attainment, workplace features that support desired behaviors, and measures of success. The Balanced Scorecard is thus more than just an evaluation tool, it is ?the compass?, used throughout the process, and provides a framework for decisions as the design moves forward. It is intended to ensure that business goals remain in the forefront. However, the contractor is free to offer a different framework for achieving the same aims, if approved. The Deep Dive also differs in its emphasis on business value rather than first costs. The sophisticated cost tracking method currently used in real estate is not accompanied by a similar development in understanding the value of the workplace in other than financial terms. Just as the dissatisfaction with financial emphasis led to the creation of the Balanced Scorecard for measuring organizational effectiveness, so too does the real estate field need to understand the value of space for other business goals. WorkPlace 20.20 has developed a methodology for identifying and tracking the business value of the workplace, drawing on the expertise of a wide range of organizational and behavioral scientists, technologists, and designers. The Deep Dive will continue using these methodologies, though in a streamlined format. A final differentiating factor for the Deep Dive is the integration of research and best practices throughout the planning and design process. This ?evidence based? methodology assures that the planning and design process integrates state of the art knowledge, thereby providing a more rational basis for design. The evaluation teams provide expert briefings on current topics during the planning phase and also contribute to reviews of alternative designs at the Design Charrette to help assure that they reflect current knowledge. Finally, multi-disciplinary evaluation teams assess each workplace project pre and post, using methodologies developed in the organizational and social sciences. Lessons learned from the results are fed forward into future projects through briefings and process changes. (3) Scope of Work 3.1. Conduct ?Deep Dive? Process. 3.1.1. The Consultant is to submit a proposal for four different organization populations: (a) 20-50 people; (b) 50-100 people; (c) 100-250 people; and, (d) 250-500 people; 3.1.2. Review background materials prepared by GSA prior to the site visit for the organizational assessment. 3.1.3. Conduct a visioning session using the Balanced Scorecard Matrix and Performance Map Methodology, or some other approved methodology. The session should: identify internal and external drivers for change and how changes are affecting business goals and strategy in the four BSC domains (customer, financial, business process and human capital). The outcome is a strategic framework for the workplace that is developed more fully in the remaining tasks. Deliverable: Presentation to the leadership team on results of the visiting session. 3.1.4. Conduct an analysis of group work processes and work styles. This will involve use of rapid engagement ?Rapid Assessment/Deep Dive methods to assess informal social networks and key work activities. The methods are to be used in group settings and will identify: key relationships within and between groups; current constraints; and reasons for existing problems and constraints. Group work styles will stress how people spend their time and what spaces they use. 3.1.5. Conduct behavioral observations and analysis of space utilization. This task will provide information on existing patterns of space use. Tools are expected to include photography, behavioral mapping, shadowing, and occupancy analysis of current spaces. 3.1.6. Additional interviews as needed. The consultant will conduct additional interviews and group sessions with the client organization as determined on site. 3.1.7. Synthesis of information. This task will involve assessment of information from all of the tasks to identify and prioritize key issues, themes, and three diagrammatic concepts for client evaluation within a prescribed timeline (three to five days from arrival on site, depending on the size and complexity of the project.) The preferred concept will provide the starting point for the design, which is to be more fully explored in the Design Workshop. Deliverables: (1) Presentation of findings to the client for feedback and discussion; (2) Rapid Assessment ?Deep Dive? brief (in presentation format) that includes revisions based on feedback from the client to be submitted no later than five (5) days after the ?Deep Dive? site visit. Option: At the Contracting Officer?s option, a series of no less than three design concepts may be included in the Deep Dive Process, depending on the size and complexity of the project. Typically, this need would be for a small project, with the contract documents being prepared by a GSA indefinite delivery, indefinite quantity (IDIQ) contractor. In such a case, the IDIQ should be present at the final Deep Dive brief out at a minimum, and design guidelines should be established at that meeting. 3.2. Participate in Design Workshop. If the option is not exercised, there will be a one-day charrette with the designer of record for the project at a future date to be agreed upon. The strategic consultant will be responsible for briefing the charrette participants on the organizational issues and concepts/teams that developed from the assessment process. The consultant will also participate in the development of design concepts and scenarios at the charrette to assure that the organizational intent is integrated into the thinking about the workplace design. Deliverable: Written design Charrette Analyses of how well the design workshop direction addresses the concerns, issues and concepts developed in the Deep Dive brief. This report should be released no later than five working days after the Design Charrette. 3.3. Participation in design Development. The strategic consultant will participate along with the Workplace 30.30 core team, in periodic review of the workplace design as it develops. The consultant?s role will be to assure that the new workplace meets the organizational business goals and objectives; where conflicts or retreat from goals is apparent, the strategic consultant will provide input to the client and design team regarding the potential impact on organizational goals. Deliverable: Written comments after each review. (Minimum of two reviews). 3.4. Participation in Meetings. The Contractor is to participate in up to three meetings with other Contractors for the purposes of discussing findings and lessons learned during the course of the Deep Dive work. The Contractor will participate in the development of a joint GSA tool set. It is anticipated that these meetings will last for a day and a half and that they may be in San Francisco, California or in Washington, DC. The Contractor should include the various possible prices for travel based on each of these two different locations. 3.5. Participation in Tool Development. The Contractor shall participate in the development and documentation of the tools and techniques that will be used in the Deep Dive, not just for this contract, but also in future engagements between GSA and its customers (other entities on the federal government). If any tools proposed represent intellectual capital or have other protections, such as copyrights, the Contractor shall propose a license agreement for GSA for such tools. It is the government?s intent that the Deep Dive be a process that is repeatable, consistently, regardless of the practitioner performing the work. This license proposal need not be included in the Contractor?s response to this Statement of Work; however, such tools must be identified in the proposal. 3.6. Change Management Services. At an appropriate time, determined by all parties, plan and assist the Agency in the implementation of a change management plan including: Focus group, Web communication, town hall meetings; Executive meetings and other means (as defined by the contractor and accepted by GSA). Performance Period: The contract performance period is for a twelve-month base year. Technical Proposal: The Offeror shall submit a technical proposal which shall (2) demonstrate the offeror?s ability to perform the required services and (2) addresses the Evaluation Factors for Award. The offeror shall submit a minimum of two (2) references with their proposal for similar services: (a) Project/Contract Title; (b) Company/Agency Name of Reference; (c) Point of Contact; (d) E-mail address or telephone number; (e) Award Amount; (f) Award Date; and (g) Completion Date. Priced Proposal: Offerors shall submit a firm fixed price proposal (for each task). The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. Offerors will be evaluated using the greatest value method and will be based on the following factors (listed in descending order of importance, with 4, 5 and 6 being of equal value). Evaluation Factors for Award: 1. Familiarity and experience with strategic workplace consulting, the Integrated Workplace principles, and interior design principles, and in the techniques of eliciting organizational requirements for workplaces. 2. Organizational discovery and analysis; observational techniques; integration of organizational development concepts with spatial analytics. 3. Tools proposed for use of consultants in the rapid engagement process; depth and suitability of the technology to support the rapid engagement process and the deployment of tools. 4. Experience in the use of the Balanced Scorecard Methodology or other approved methods of assessing organizational success. 5. Communication ability, particularly in explaining results to clients (may be satisfied with one or more samples from prior engagements). 6. Personnel qualifications. 7. Past Performance. Interested firms meeting the requirements described above must submit three (3) completed copies of its Technical and Priced Proposals. The following information must be on the outside of the sealed envelope: (1) Solicitation Number/Title, (2) Due Date and (3) Closing Time. Only firms responding by the specified time will be considered for selection (Late responses are subject to FAR Provision 52.215-1). The following Federal Acquisition Regulation (FAR) provisions are hereby applicable and incorporated by reference: (1) the provision at 52.212-1, Instructions to Offerors-Commercial Items; and (2) the provision at 52.212-3, Offeror Representations and Certifications-Commercial Items. The offeror shall include a copy of these Representations and Certifications along with their priced proposal. The following Federal Acquisition Regulation (FAR) clauses are hereby applicable and incorporated by reference: (1) The clause at 52.212-4, Contract Terms and Conditions-Commercial Items; (2) 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Items. Submission of Qualifications: Firms having the capabilities to perform the services described in this announcement are invited to respond by submitting their technical and priced proposal on or before 3:00pm Eastern Standard Time (Est), on Monday, September 19, 2005. Responses shall be addressed to: General Services Administration (GSA), Public Buildings Service (PBS), 18th & F Streets, NW, Room 4302, Washington, DC 20405. Facsimile copies of the submittal will not be considered. It is the responsibility of the offeror to ensure that its submittal is received in a timely manner at the addressed designed above. All questions regarding this proposal must be submitted by e-mail to Virginia.Burwell@gsa.gov.
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