Department of Veterans Affairs, Network Business Center, 5901 East Seventh Street, Bldg 149, Long Beach, CA 90822

R -- ORGANIZATIONAL CULTURAL ASSESSMENT SERVICES SOL RFQ 600-010-00 DUE 120999 POC Ronald Ferrer, Contracting Officer, (562) 961-8062 This is a combined synopsis/solicitation for commercial services prepared in accordance with subparts in the Federal Acquisition Regulation 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only Request for Quotes and a written RFQ will not be issued. This RFQ document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 97-14. The Government intends to procure Organizational Cultural Assessment Services, in this RFQ No. 600-010-00, from the Atchison Consulting Group on a sole-source basis (SIC 8742), under the authority of FAR 6.302. Schedule of Services: Organizational cultural assessment services shall be conducted within the approximate timeframes specified for the phases and steps described below . Actual dates for each step will be established by mutual agreement between the two parties. Fees and Payment for Services: The Contractor shall propose pricing based on completion of the steps for thetwo phases and/or a per participant or per facility basis. The Contractor shall bill for travel and per diem costs at Government rates. Invoices shall be mailed to the Contracting Officer. The Contractor shall furnish all materials, overhead slides, handouts, lecture materials, etc. Additionally, if the Contractor intends on using a computerized PowerPoint presentation, the Contractor shall provide the necessary software, disks, and laptop computer necessary to support the presentation. If specifically identified and requested in the Contractor's quote, the Government will provide an overhead projector, audio/visual equipment, PowerPoint presentation projection capability and any special room arrangement (i.e. seating, tables, Phase I: Data Collection/Direction Setting Step 1 -- Qualitative Research: Objective -- Identify the current status of the corporate culture of the VA Greater Los Angeles Healthcare System (GLAHCS) and identify elements of an alternative, more desirable culture. Qualitative research includes interviews, analysis and report preparation. The VA GLAHCS is comprised of the following facilities: West Los Angeles Healthcare Center, Sepulveda Ambulatory and Nursing Home Center, Santa Barbara Ambulatory Care Center, Bakersfield Ambulatory Care Center and various community-based clinics. Process -- A structured interview technique will be used. The Contractor shall ask each executive and approximately 24 other personnel, the same set of open-ended questions. The responses by the VA personnel shall be coded by frequency of themes in the answers. The most common themes are interpreted as dominant drives of the culture and barriers to change. Benefits -- A list of positive and negative factors that define the current culture. A second list of elements that will exist in a different, better culture. Dates for Completion: December 1-3, 1999. Step 2: Strategic Thinking Session: Objective -- To work with the qualitative data and environmental realities to develop action plans, metrics and accountabilities. Process -- The VA senior executives will meet for 1 to 1-1/2 days with the Contractor facilitator to design the new corporate culture. Several organizational development techniques (e.g. force field analysis and nominal group) will be used to elicit the best ideas. Benefits -- Measurable action plans. Dates for Completion: Mid to late December or early January 2000. Step 3: Quantitative Research: Objective -- To collect data survey about the strength of the current corporate culture. Process -- Each VA executive, department head and supervisor will complete a standardized survey that is designed for the healthcare industry and which has been completed by over 40,000 healthcare leaders in the last 15 years. The data will be sub-classified by groups and locations to determine intra-organizational variation. Benefits -- Data that can be compared to a national database. Intra-variation analyses across leadership groups and location. A clear picture of GLAHCS' readiness to change. Dates for Completion: January 2000 Step 4: Co-Creation of Recommendations: Objective -- To identify a guiding coalition and internal champion to lead the transformational process. This step helps to determine where the change process will be most effective (i.e. where to begin), and to start the process of specifying behaviors of the new culture. Process -- The VA senior executives will spend one day with the Contractor facilitator to analyze the data to achieve the above objective. Benefits -- A new level of understanding about the change potential, the most qualified people to lead the change process and a picture of what the new culture will look like. Dates for Completion -- Late January to early February 2000. Phase II: Initial Transformation: Step 1: Executive Alignment: Objective -- Based on typical data patterns from organizations with new Chief Executive Officers (CEO), Contractor shall conduct a one-day session with the VA senior executives. The purpose is to maximize the perceptual alignment around stated goals. Research is clear about the importance of senior executives seeing the vision clearly. Process -- The survey data will drive the selection of critical success elements. These elements become the content around which executives need to align. Typically, visioning exercises are used to achieve the alignment goal. Another process to be used is the selection of the "guiding coalition," the group that will be trained to become the internal consultant for ongoing change. Benefits -- Aligned leadership is the single most important step in the cultural transformation process. Leaders serve as fountain head for all managed change processes. A second benefit is that the newly selected guiding coalition serves as the change agents for the new vision. Dates for Completion -- End of March, 2000. Step 2: Guiding Coalition Training Session No. 1: Objective -- The members of the guiding coalition need to be clear on their roles, understand the assessment data, and learn organizational development techniques that promote change. Process -- A highly interactive 1-1/2 day session will focus first on role clarity. Once roles are clear, change techniques such as symbol audits, thematic analysis, behavior logs, etc. will be taught, as appropriate, to achieve the VA executives' vision. Benefits -- Clear roles, a "tool kit" for change and a detailed work plan including periodic measures. Dates for Completion -- May 2000. Step 3: 90-day Formative Evaluation: Objective: An executive review will be conducted to fine-tune the process. Process: Two days are needed to analyze the progress to date with the guiding coalition's work plan and to audit executive alignment. Benefits -- The survey data and initial interventions created an infrastructure for the development of the new culture. A critical review will be performed to determine the degree of effectiveness. Programmatic adjustments at this point can accelerate the process and avoid any self-induced toxins. Dates for Completion -- Ninety (90) days after completion of Step 2. Confidentiality and Non-disclosure: All preliminary and final reports, associated working papers and all other materials deemed relevant by the VA which have been generated by the Contractor in the performance of this contract are the exclusive property of the Government and are to be submitted to the VA GLAHCS Chief Executive Officer at the completion of the cultural assessment project. No information will be released by the Contractor. Contractor shall submit a completed copy of representations and certifications at FAR 52.212-3, Offeror Representations and Certification-Commercial Items (Oct 1999). The full text of clauses identified herein may be accessed electronically at these addresses: http://www.arnet.gov/far and http://www.va.gov/oa&;mm/vaar. The following Federal Acquisition Regulations (FAR) clauses and provisions also apply to this acquisition: 52.212-1, Instructions to Offerors-Commercial (Jun 1999); 52.212-4, Contract Terms and Conditions-Commercial Items (May 1999); 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (May 1999); 52.222-26, Equal Opportunity (Feb 1999); 52.222-35, Affirmative Action for Disabled Veterans and Veterans of the Vietnam Era (Apr 1998); 52.222-36, Affirmative Action for Workers with Disabilities (Jun 1998); 52.222-37, Employment Reports on Disabled Veterans and Veterans of the Vietnam Era (Jan 1999); 52.232-18, Availability of Funds (Apr 1984); 52.233-2, Service of Protest (Aug 1996); 52.233-3, Protest After Award (Aug 1996); 52.222-41, Service Contract Act of 1965 (May 1998); and 52.222-42, Statement of Equivalent Rates for Federal Hires (May 1989). In addition, incorporated herein by reference are the following VA Acquisition Regulation (VAAR) clauses and provisions: 852.237-70, Contractor Responsibilities (Apr 1984); 852.270-1, Representatives of Contracting Officers (Apr 1984); and 852.270-4, Commercial Advertising (Nov 1984). This notice of intent is not a request for competitive quotes. However, interested vendors may identify their interest and capability to respond to the requirements specified herein or submit quotes. All quotes received prior to the response date of this notice will be considered by the Government. A determination by the Government not to compete this proposed contract based upon responses to this notice is solely within the discretion of the Government. Information received will normally be considered solely for the purpose of determining whether to conduct a competitive procurement. Quotes shall be submitted no later than 4:00 p.m., local time, December 7, 1999, to the Department of Veterans Affairs, Network Business Center, Attn: Ronald Ferrer (NBC/MP), 5901 E. 7th Street, Long Beach, CA 90822. Facsimile offers are accepted at (562)961-8067. FAR Provision 52.215-5, Facsimile Proposals (Oct 1997), is hereby included. Address quotes to: Department of Veterans Affairs, Attn: Ronald Ferrer, Network Business Center (NBC), Bldg. 149, 5901 East Seventh Street, Long Beach, CA 90822. Contact Ronald Ferrer at (562)961-8062 for information regarding this notice. See Note No. 22 Posted 11/24/99 (W-SN403375). (0328)

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