R -- MANAGING DIVERSITY PROCESS

Notice Date

April 3, 2001

Contracting Office

Nuclear Regulatory Commission, Office of Administration, Division of Contracts and Property Management, 11545 Rockville Pike, Rockville, MD, 20852-2738

ZIP Code

20852-2738

Solicitation Number

SBC-01-001

Response Due

May 3, 2001

Point of Contact

Paulette Smith, Contract Specialist, Phone (301) 415-6594, Fax (301) 415-8157, Email pds2@nrc.gov

E-Mail Address

Paulette Smith (pds2@nrc.gov)

Description

This is a combined synopsis/solicitation for commercial items prepared in accordance with FAR 12.6, 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. Proposals are due on 5/3/01 by 3:30 pm at the U.S.N.R.C., Division of Contracts and Property Management, M/S T-7-I-2, Wash., DC 20555. This proposed procurement is under a 100 percent small business set-aside. The small business size standard is annual receipts for the preceding three fiscal years not-to-exceed $5.0M. The North American Industry Classification System code for the services required is 611430. The Nuclear Regulatory Commission (NRC) intends to issue a Commercial Item, Firm Fixed Price, Delivery Order/Requirements Contract for conducting sessions entitled, "Managing Diversity Process." The contractor shall provide qualified personnel and materials to support the NRC's Managing Diversity (MD) follow-up process as ordered by NRC as stated below. It is estimated that the contractor shall conduct a total of 25 full-day sessions within NRC Headquarters and each regional office at approximately 5 sessions per year (estimate 1 session at each location per year). It is estimated that the contractor shall attend a total of 70 meetings (duration of 1-2 hours each) within NRC Headquarters and each regional office at approximately 10 meetings the first year and 15 for each succeeding year (estimate 2 meetings at each location the first year and 3 for each succeeding year). The period of performance will be two (2) years with three (3) one-year option periods. The sessions are to be designed to help all employees better understand how managing diversity will link to NRC's strategic initiatives, leadership commitment, work environment, supervision, recruitment, learning and development, mentoring and coaching, advancement, personal understanding and commitment, and external relations. The meetings will address office-specific follow-up areas related to managing a diverse workforce and may include interviews, panel discussions, unit meetings, surveys, etc. The NRC estimates that the size of each office session will not exceed 250 people. The sessions/meetings shall start approximately 30 calendar days after the award of the contract. The NRC shall provide the space for the sessions which will be held at the NRC Headquarters located in Rockville, Maryland; Region 1 -- King of Prussia, PA; Region 2 -- Atlanta, GA, Region 3 -- Glen Ellyn, IL; and Region 4 -- Arlington, TX. BACKGROUND-The NRC desires to create and maintain a work environment in which every employee can and desires to do his/her best work, thereby maximizing the potential of all employees and improving regulatory excellence. In order to accomplish this goal, we must determine our organizational culture and its "cultural roots" or those underlying assumptions for success which drive the behavior of the members of our organization. The NRC must undergo "organizational/cultural awareness and subsequent "organizational improvement/change" process. The NRC's fundamental motivation for establishing this process is to complement the Agency's goal to enhance staff/agency performance, efficiencies, and effectiveness. Therefore, the NRC is initiating a MD process that will help NRC's executive team examine their ability to manage a diverse workforce within the scope of our mission and goals and create an environment that enhance regulatory excellence. In FY 1998, the first phase of the MD process was conducted and included awareness sessions for managers and supervisors. In FY 1999 through the first half of 2001, the second phase introduced the MD process to employees. It is important for each individual employee in NRC's headquarter and field offices to better understand the challenges of managing a diverse workforce, appreciate the benefits of multiple perspectives in support of diversity, and identify appropriate goals and objectives that link MD initiatives to individual and overall organizational success. To support this activity, NRC requires the support of qualified contractor personnel with specialized expertise to support the NRC's MD educational/awareness process, advocacy, strategic justification and planning, cultural diagnostic (audit), links to major human resource management initiatives, measurement tools, feedback process, and change management. ORDERING INFORMATION-The exact dates of sessions/meetings and location will be mutually agreed upon by the contractor and NRC Project Officer at least 60 days before each course. Confirmation of time, date, place and cost will be by delivery order placed by the NRC Project Officer. Additional sessions or meetings may be ordered if warranted by student/office demand. Should the NRC determine no later than 30 calendar days prior to the start of a session (or meeting) that the need is insufficient to conduct the presentation, the NRC may reschedule or cancel the session by written notification to the contractor without obligation to the Government. KEY PERSONNEL-All session presenters must have extensive experience in the corporate, private, and public sectors in the conduct of presentation and implementation related to MD at all levels of an organization as described in the BACKGROUND section above. This experience shall include: (a) Identifying the nature of subtle biases, how they exist, and their impact on organizational performance; (b) Conducting MD awareness, communication, and advocacy briefings/sessions for a diverse population of executives, managers and staff in an organization on national levels; (c) Identifying and discussing practical applications of MD and links to organizational and individual performance incorporating the development of SMART (specific, measurable, attainable, reasonable, time bound) goals in support of MD on national levels; and (d) Developing organizational assessment/diagnostic instrument to obtain staff input and determine areas for improvement and enhancement. This includes use of a balance score card approach to measure performance. The contractor project manager and session presenters shall be considered key personnel under this contract and will need the NRC Project Officer approval to be replaced. The NRC Key Personnel Clause 2052.215-70 shall be added to the resultant contract. SESSION/MEETING-The contractor may use a variety of tools and techniques to assist offices in reaching their goal (i.e., session, interviews, surveys, group discussions, etc.) The goal of the MD session/meeting is to: (a) Identify/discuss the nature of subtle biases, and highlight where and how subtle biases impact organizational performance; (b) Convey the purpose and objective of the MD process; (c) Explain how a MD process can facilitate improved organizational performance; assist NRC's employees in defining organizational goals related to MD; and discuss links to organizational and individual success; (d) Identify SMART (specific, measurable, attainable, reasonable, time bound) goals in support of the MD process and discuss how they can be incorporated into the organizations strategic goals; and (e) Develop organizational diagnostics, as requested, to obtain staff input, determine how well MD is being managed; and identify what needs to be done. Participants backgrounds and experiences will vary and the contractor shall not assume that participant has experience in understanding and implementing a MD process. GENERAL INFORMATION-Session/meeting hours start and end times are flexible but shall typically start no earlier than 8:00 am and end no later than 5:00 pm with a maximum of 8 hours of instruction time and an additional 45 to 60 minute lunch break. The participants will split into groups to work on specific case studies. Student registration and session evaluation forms shall be completed by each student. The NRC shall be responsible for preparing session announcements and session registration. At the end of each session, the contractor shall collect the student registration forms and assist the NRC Project Officer in the cleanup of the classroom, course materials, etc. The NRC reserves the right to supplement session presentations with NRC experts, if available. The Project Officer shall notify the contractor in advance of the session presentation if technical experts will be used. These experts may be used to further amplify certain topics, and/or answer questions that may arise regarding NRC policy or procedures. CONTRACT MONITORING-During the life of the contract, the NRC Project Officer or another NRC representative may monitor selected sessions pursuant to the requirements of the contract to ensure that the quality of instruction and materials are adequate, up-to-date, and meet the session requirements. As a minimum, the quality of instruction shall be evaluated on the presenter's ability to: (a) Maintain control of the learning time so that the presentation of information and exercises remain organized and timely, key points and session objectives are met, and breaks are provided within the overall session schedule; (b) Control distractions, such as questions that are of minimal interest to the class as a whole and that can be answered later and/or individually; (c) Observe the effect of the instruction on the class and reasonably attempt to clarify, provide examples, or in some ways, direct the course to help correct problems and improve the participants opportunity to learn; and (d) Improve materials and correct errors or other problems that may occur during a session. NRC-FURNISHED MATERIALS-Within 5 working days after award of the contract, NRC shall provide the contractor with the following materials: (a) NRC Functional Organization Charts, NUREG-0325; (b) Personnel Manuals and Policy Statements related to the merit process; (c) NRC'S Affirmative Employment Plan; and (d) EEO Commission Papers (the 2 most recent papers). The contractor is responsible for providing all other equipment and materials needed for the presentation at the designated locations. MEETINGS AND TRAVEL-Within 30 days of contract award, a meeting will be held at the NRC Headquarters with the NRC Project Officer and contractor key personnel to discuss the session outlines, lesson objectives, and material preparation. DELIVERABLES-The contractor shall submit an outline of the session or meetings to the NRC Project Officer for review and approval 15 calendar days prior to the due date of the briefing. The contractor shall make the appropriate revisions to the outline of the session or meeting agenda as required by the Project officer and the final outline shall be submitted to the Project Officer 5 calendar days prior to the due date of the session or meeting. REPORTING REQUIREMENTS-(a) Monthly Progress Report: During the period of session development or modification, the contractor shall provide a monthly progress report to the NRC Project Officer. The report shall include the following for each delivery order: (1) A listing of the efforts completed during the period, and milestones reached or, if missed, an explanation provided; (2) Any problems or delays encountered or anticipated and recommendations for resolution. If the recommended resolution involves a contract modification, e.g., change in work requirements, level of effort, or schedule delay, the contractor shall submit a separate letter to the Project Officer and contracting officer identifying the required change and estimated cost impact; (3) A summary of progress to date, and; (4) Plans for the next reporting period; and (b) Final Report: The contractor shall provide the NRC with a final report by the end date of the contract. The report shall include, as a minimum, a summary of the work completed during the period of performance of the contract. PROPOSAL REQUIREMENTS-PRICING-This is a five (5) year contract (base period of two (2) years and 3 one-year options). The offeror shall submit an overall cost proposal for the entire period of performance (base period and option years). It is estimated that five (5) sessions per year will be ordered, one (1) at each NRC location stated above. All offerors shall include a detailed cost breakdown on separate line items on SF 1411, or similar format. Offerors shall provide a fixed unit price for each location that the session shall be presented (NRC Headquarters location and each regional office as stated above) which shall include all costs for labor, travel, participant materials, fee, cost for session development and presentation; and cost of the Final Report. EVALUATION FACTORS-In accordance with FAR Clause 52.212-2(a), the following factors shall be used to evaluate offerors: COST-To be considered for an award, the proposed cost must be realistic and reasonable. The Government intends to award a contract to the responsible offeror whose proposal will be most advantageous to the Government, price and other factors considered. Although cost is a factor in the evaluation of proposals, technical merit in the evaluation criteria set forth below is a more significant factor in the selection of a contractor. The evaluation factors are: (1) TECHNICAL APPROACH -- Extent to which the proposal demonstrates sound technical objectives and a sound technical approach to achieve those objectives (40 pts.). For Technical Approach, the Offeror shall demonstrate their knowledge of the process of managing diversity and discuss the method of approach to achieving the contract objectives; (2) PERSONNEL QUALIFICATIONS/EXPERIENCE -- Extent to which the Offeror demonstrates that the proposed personnel have the required qualifications and experience to perform the effort as outlined in the Statement of Work and availability of the appropriate qualified personnel to work on the contract (30 pts). For Personnel Qualifications/Experience, the Offeror shall identify all key personnel, including backup personnel, to be utilized in the performance of any resulting contract. Discuss: (1) current and planned availability of all proposed key and backup personnel, and (2) include resumes for all key and backup personnel (including all instructors) to be utilized in the performance on any resulting contract. Include educational background, degree(s), training background, and teaching experience specific to training professional employees in managing diversity. The contractor shall include a brief description of presentations, seminars, and assistance given to organizations (national and international) within the past 3 years in the area of managing diversity related to advocacy, strategic planning, diagnostics, links to major human resource management initiatives, measurement tools (including use of SMART goals), feedback process, and change management. Such a description shall note the management levels involved in the presentation or seminar, and briefly discuss the role played in assisting the organization to apply unique principles in diversity management which required not only organizational change, but also required individual adaption to change by individual members of the organization. Include a list of honors or letters of commendation received. Also, include experience in designing and developing customized training objectives and materials for managing diversity presentations. Resumes shall be directed to the specific needs of the contract and not be general in nature. Related experience (ie, government agency experience) shall be clearly identified and its relationship to managing diversity experience explained in the resume. Resumes shall include recent and relevant contracts experience of key personnel (including contract numbers, points of contact with telephone numbers and other relevant information). The offeror shall also identify any former NRC employees that may be utilized in the performance of the contract and their NRC employment history. (3) PAST PERFORMANCE -- Extent to which the Offeror demonstrates successful past performance on work similar to that described above and extent to which the necessary knowledge and experience remain available within the organization to perform the work (30 pts.). To demonstrate Past Performance, the Offeror shall provide documentation to support their performance on previous contracts, such as letter of commendation, awards received, etc. Offeror shall provide information on accomplishments and problems encountered on the contracts. The Offeror shall provide contracts (minimum of 3) for the same or similar services in size and scope over the past 3 years and references to include contract numbers, points of contact for technical and contractual with recent telephone numbers, dollar value of contract, brief description of work, and term of contract. This criterion shall be evaluated in comparison to past contracts for work similar to that described above; list any current commitments with other organizations, Government and/or commercial, for the same or similar effort; and include the number of years the firm has been in business and company growth history (personnel and dollars). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 97-22. FAR 52.212-1 Instructions to Offerors-Commercial Items, 52.212-2 Evaluation Commercial Items and 52.212-4 Contract Terms and Conditions-Commercial items applies to this acquisition. Offerors must submit a completed copy of provision at 52.212-3 Offeror Representations and Certifications-Commercial Items with its offer. FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items, applies to this acquisition with the following additional clauses: 52.219-6, 52.219-8, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.216-18, 52.216-21, 52.217-9, and 52.247-34. Direct all questions or inquiries referencing this RFP to Paulette Smith, Contract Specialist, (301) 415-6594. Sealed offers must be received at the USNRC, Division of Contracts and Property Management, M/S T-7-I-2, Wash., DC 20555 by 3:30 pm on May 3, 2001.

Web Link

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Record

Loren Data Corp. 20010405/RSOL008.HTM (D-093 SN50I1D4)