Inactive 8(a) Set-Aside (FAR 19.8)

U.S. DEPARTMENT OF STATE Office of the Procurement Executive (A/OPE) GSO Training Credentials & Continuous Learning SOURCES SOUGHT NOTICE This is a Sources Sought Notice Only. This is NOT a solicitati... U.S. DEPARTMENT OF STATE Office of the Procurement Executive (A/OPE) GSO Training Credentials & Continuous Learning SOURCES SOUGHT NOTICE This is a Sources Sought Notice Only. This is NOT a solicitation for proposals, proposal abstracts, or quotations. This Sources Sought Notice is issued for information and planning purposes only as part of U.S. Department of State (DOS) market research and does not constitute a solicitation. This requirement is covered under NAICS code: 61143 - Professional and Management Development Training. The purpose of this notice is to obtain information regarding the availability and capability of qualified 8(a) Small Business to provide GSO course, PA221ACQ, and Training Credentials & Continuous Learning as outlined in Statement of Work (SOW) below: Introduction: The U.S. Department of State (DOS) requires an experienced Contractor to deliver specific DOS Acquisition Certification for General Service Officers (GSO) instruction, personnel, supervision, support service, technology, supplies, and other non-personal services necessary to perform all services in accordance with the requirements outlined in this Performance Work Statement (PWS). Background: The DOS’ National Foreign Affairs Training Center (FSI) is the U.S. Government’s primary training institution for officers and support personnel of the U.S. foreign affairs community, preparing American diplomats and other professionals to advance U.S. foreign affairs interests overseas and in the U.S. Part of this mission is to deliver innovative, and results-oriented training programs, designed to help DOS acquisition personnel effectively accomplish their assigned job duties and critical missions. One strategy, which accomplishes this mission, is to sponsor courses leading to professional certification, credentials, and satisfying continuous learning requirements on behalf of the Office of the Procurement Executive (A/OPE). A/OPE is the main Acquisition and Procurement oversight body within DOS and is the sole responsible party for certifying the Department’s myriad of Acquisition Professionals, including GSOs serving abroad. General Scope: A/OPE, working in conjunction with FSI’s School of Professional and Area Studies (SPAS), has a requirement for training on the role of GSOs in the acquisition process. This requirement is twofold. The first part of the requirement includes updating, maintaining, and delivering the current GSO course, PA221ACQ, which is delivered to new GSOs entering the field for the first time, while ensuring the course materials and information are in accordance with the Federal Acquisition Regulations (FAR), the Department of State Acquisition Regulations (DOSAR), and the Department of State Acquisition Manual (DOSAM) as well as any associated DOS-specific policy and regulatory changes. The second part of the requirement is to create, maintain, and deliver a virtual, self-paced version of PA221ACQ, which will be offered to the legacy GSO workforce. For the purposes of this solicitation, this course will be referred to as ‘PA221ACQ-B’ until the DOS has determined the new name/course code of the course. Once created, the course materials and information must be fully maintained on a quarterly basis to ensure they are in accordance with the Federal Acquisition Regulations (FAR), the Department of State Acquisition Regulations (DOSAR), and the Department of State Acquisition Manual (DOSAM) as well as any associated DOS-specific policy and regulatory changes. Department of State General Services Officers – Acquisitions (PA221ACQ) The Department of State GSO Course, PA221ACQ, will be conducted either virtually or in person at FSI in Arlington, VA. The Contractor’s ability to travel to Arlington, VA, is required. This course will be delivered approximately four (4) to six (6) times annually. The instruction shall be 22 days in length over a five-week period. Completion of PA221ACQ will allow an individual to receive Department of State Contracting (DOS-C) certification. Training sessions shall be scheduled according to the course requirements, which includes one (1) hour for lunch and may also include breaks as deemed appropriate by the Course Instructor however, the total amount of time allotted for breaks must be approved by the Government to ensure a positive learning environment during the duty hours of the hosting location. Attendees will include Foreign Service Officers intending to serve as GSOs at Embassies and Consulates abroad. The average class size range between 20 to 30 students. The minimum number of students for each class shall be 20 students unless otherwise waived by the Contracting Officer’s Representative (COR.) The maximum class size will be 30 students per class unless otherwise waived by the COR and Contractor. The PA221ACQ course is designed to provide basic entry-level training in overseas contracting and procurement for GSOs assigned to a GSO position overseas. Instructors shall introduce students to the applicable regulations and procedures and guide them through case studies, role-plays, and other practical exercises. Students will learn the fundamental principles of Federal acquisitions, the specific rules applicable to acquisitions in an overseas environment, the required sources for procuring goods and services, and the resources available to build an effective procurement operation. The Contractor shall provide all training materials, supplies, course Instructor(s), technology, supervision, and any other personnel necessary to deliver the required training, whether in- person or virtually. The Contractor shall adhere to the guidelines and policies outlined in the FSI Student Policies and Information. Virtual Instructor-led Training (vILT) Requirements: The Contractor shall provide all technology necessary to effectively deliver vILT on an accessible platform. At a minimum, the technology shall allow for: Screen sharing Multiple breakout rooms with instructor monitoring (moving in and out) Audio and video conferencing Polling / Surveying Instant messaging between students and instructors. Attendance Tracking Other features that encourage student interaction and engagement are desired. The Contractor shall use innovative methods to keep students engaged and shall monitor student engagement and participation closely. vILT Technical Support: The Contractor must offer and assist students with technical issues with accessing and offered training up to one half hour before or during vILT sessions. The Contractor must assist students within 10 minutes of each request. Also, the Contractor must have a mechanism in place for ensuring all questions are answered by the instructor and ensuring the instructor is aware of all engagement of students during the course. Course Instructor: The Course Instructor shall oversee and teach the PA221ACQ Course. The instructor must be highly knowledgeable about a Contracting Officer’s (CO) roles and responsibilities in the acquisition process and be able to present the slides for the course, give DOS-specific examples, engage with the students, and encourage course participation. The course instructor must also be capable of addressing common technological issues and managing the distribution and collection of course materials, tests, rosters, and surveys, unless these duties are designated to another Contractor employee accompanying the course instructor. Program Management: The contractor shall provide appropriate program management to ensure all tasks performed under this PWS meet the performance requirements and address performance issues timely. One individual shall be identified to the Government to lead this task. Department of State General Services Officers – Acquisitions (PA221ACQ-B) The Department of State GSO Course, PA221ACQ-B, will be conducted virtually in a self- paced learning environment only. Students will be given 90-days to complete the course to include the final exam. Student must pass the final exam with a minimum of 80%. Upon course completion, students will be eligible to earn the Department of State Contracting (DOS-C) certification. Attendees will include legacy Foreign Service Officers already serving as GSOs at Embassies and Consulates abroad. The PA221ACQ course is designed to provide continuous training in overseas contracting and procurement for GSOs assigned to a GSO position overseas. The course shall reinforce acquisition regulations and procedures as well as guide them through case studies, role- plays, and other practical exercises. Students will refresh and strengthen their existing knowledge of the fundamental principles of Federal acquisitions, the specific rules applicable to acquisitions in an overseas environment, the required sources for procuring goods and services, and the resources available to build an effective procurement operation. The Contractor shall provide all training and exam materials and personnel necessary to deliver the required training, via a virtual learning environment. The Contractor shall build and incorporate a Frequently Asked Questions database as part of the course to aid student in navigating the course as well as an acquisition resource database to accompany the training materials. The Contractor shall adhere to the guidelines and policies outlined in the FSI Student Policies and Information. Virtual, Self-Paced Training Requirements: The Contractor shall provide all technology necessary to effectively deliver the course on an accessible platform. Other features that encourage student interaction and engagement are desired. The Contractor shall use innovative methods to keep students engaged. Technical Support: The Contractor must offer and assist with identified technical issues associated with accessing and completing the training. Upon identification, the Contractor shall address and resolve issues within 48 hours. Program Management: The contractor shall provide appropriate program management to ensure all tasks performed under this PWS meet the performance requirements and address performance issues timely. One individual shall be identified to the Government to lead this task. Period of Performance The period of performance shall be for a base period, with four option periods: DOS’ GSO – Acquisitions Courses - Period of Performance Base Period: March 2024 – March 2025 Option Period One: March 2025 – March 2026 Option Period Two: March 2026 – March 2027 Option Period Three: March 2027 – March 2028 Option Period Four: March 2028 – March 2029 Optional 6-month Extension: March 2029 – September 2029 Place of Performance Place of performance includes: Virtual (The instructor shall be located within the CONUS but must be able to teach a vILT course) In-Person - FSI, 4000 Arlington Boulevard, Arlington, VA 22204. Key Personnel Key personnel serving as a Course Instructors/Subject Matter Experts shall meet the following: Bachelor’s degree and at least ten years’ experience in federal government acquisitions, including at least five years of experience as a CO with an unlimited warrant. A minimum of two years professional instructor experience delivering acquisition- related subject training to the federal workforce. Possess good interpersonal and communication skills. Ability to obtain and maintain a public trust certification. Possess experience with the practical application, implementation, and utilization of Federal government or private industry policies, procedures, standards, and practices in relation to the PWS requirements provided herein. Multicultural experience highly desirable. The Contractor agrees that personnel may not be removed from the contract work or replaced without compliance with paragraphs (a) and (b) of this section. If one or more of the key personnel, for whatever reason, becomes, or is expected to become, unavailable for work under this contract for a continuous period exceeding 30 work days, or is expected to devote substantially less effort to the work than indicated in the proposal or initially anticipated, the Contractor shall immediately notify the COR and shall be subject to the concurrence of the COR to promptly replace the personnel with at least substantially equal ability and qualifications. Each request for substitution approval must be in writing and include an explanation of the circumstances leading to the proposed substitutions. The request must also include a complete resume for the substitute and other information requested by the COR to evaluate the proposed substitution. The COR (with input from the CO) shall determine the Contractor's request and the COR shall promptly notify the Contractor of their decision in writing. If the COR determines that suitable and timely replacement of key personnel who have been reassigned, terminated, or have otherwise become unavailable for the contract work is not reasonably forthcoming or that the resultant reduction of productive effort would be so substantial as to impair the successful completion of the contract or the service order, the agreement may be terminated by the CO for default or the convenience of the Government, as appropriate. If the CO finds the Contractor at fault for the condition, the contract price or fixed fee may be equitably adjusted downward to compensate the Government for any resultant delay, loss, or damage. Contractor Description of Services Training The Contractor is required to provide synchronous, virtual instructor-led training virtually (vILT) via an accessible but secure platform (e.g., Adobe Connect), Desktop Video Conferencing (DVC) or webinar in appropriate training blocks as required per the course schedule during the duty hours of the hosting office (FSI). The Contractor is required to provide synchronous in-person training, and provide course materials, in appropriate training blocks as required per the course schedule during the duty hours of the hosting office (FSI). The Contractor shall provide at minimum one (1) Course Instructor for the purpose of conducting the training. In addition, a minimum of two (2) Course Instructors are required to be familiar with materials in order to serve as a backup Course Instructor to the scheduled Course Instructor. The Contractor is responsible for providing all curriculum materials, classroom content, and instructions for the classroom and vILT courses. Course materials shall include, but not be limited to, all printed instructional material, Course Instructor notes and activities, student handbooks, workbooks, and handouts. Appropriate hands-on exercises and job aids shall follow each step of the acquisition process. The emphasis of the instruction shall reinforce the Federal Acquisition Regulation’s (FAR) concept of the acquisition team as described in FAR Part 1 and the roles and responsibilities of the Contracting Officer, as well as DOS acquisition regulations, policies, and procedures (e.g., Department of State Acquisition Regulation (DOSAR), Department of State Acquisition Manual (DOSAM), Foreign Affairs Manual (FAM), Foreign Affairs Handbook (FAH), and DOS Acquisition Alerts). Strong proactive communication skills and techniques shall be emphasized in addition to law and regulation. The Contractor must coordinate with the COR to provide the appropriate number of student materials five (5) calendar days prior to start of each session. FSI has a 100% attendance requirement, and the Contractor does not have the authority to waive this standard without prior approval by the COR and FSI management. All students are required to sign an attendance roster both morning and afternoon (e.g., signing in at the start of class, and signing in after lunch). The Course Instructor verifies attendance and signs the roster upon completion of each session, and delivers the completed attendance roster to the COR. The Contractor shall establish the course schedule, in accordance with the COR and FSI, within 45 days of each course. The Contractor will be notified of any postponements as soon as possible. The Contractor will not be reimbursed for prepared session documents for any rescheduled classes. Should it be necessary to cancel a session within ten (10) calendar days of the class start date, the Contractor may be paid a cancellation fee, which includes the cost of returning any student materials to the Contractor. The Course Instructor shall arrive at least one (1) hour before the start of the session each day, but no earlier than 7:00 a.m. local time and should be prepared to stay at least one (1) hour at the end of each day. Sessions must start between 8:00 am and 9:00 am local time each day, unless otherwise requested by FSI or the COR. Using the instructional design principals, strategies, and effective techniques for adult learners accepted in the Contractor proposal (or otherwise approved by the COR), the Contractor shall update and refresh course materials on a quarterly basis, at minimum, and must include any new policies and procedures that are released. Instructional design must incorporate Government feedback into approved course materials, including curricula, handouts, etc. OPE will provide the Contractor with updated policies and procedures as they are implemented for incorporation into the course materials. This task will require using a variety of instructional design principles, strategies, and techniques for adult learners. Exams for the PA221ACQ, feedback, and attendance rosters are collected by the Course Instructor and provided to and be retained by FSI and the COR. All materials developed and/or updated under this contract becomes the property of the U.S. Government. All materials developed and/or used by the Contractor remains the property of the Department of State and may not be published, shared, and or used in any way outside of the authorized Department of State training contexts. The Contractor shall provide class feedback forms and electronic surveys. The Contractor shall provide materials such as highlighters, markers, note pads, name tents and attendance roster. The Course Instructor shall provide required exams virtually or hard copy to students, as appropriate per the COR. Upon completion of the exam, the Course Instructor shall immediately grade the exam and provide any feedback necessary to the student. A minimum score of 80% must be achieved in order to pass the exam. The Contractor shall send the final attendance roster, grades, and completion status to the COR and FSI. The COR and FSI will then generate the students’ completion certification in FAI CSOD and FSI’s Student Information System accordingly. The Course Instructor shall differ any specific questions on obtaining certification in FAI CSOD to the COR. Course Development The Contractor shall expand upon the DOS-provided GSO courses and will be subject to DOS oversight requirements. The Contractor shall: Ensure the curriculum introduces and defines the unique characteristics of DOS oversight requirements. Identify the terminal learning objectives along with the individual module learning objectives to align with the course’s objectives. Develop a pool of 100 exam questions to be used in both the classroom and eLearning environment that align with the terminal learning objectives covering all the module objectives in both the classroom and eLearning environment. Develop instruments to evaluate the courses. Coordinate with the COR upon final acceptance of the curriculum for all courses in order to provide course content, subject matter expertise and develop deployment ready eLearning modules, when applicable. Final acceptance of all training materials for all course sessions shall, include all coursework, readings, individual exercises, other educational elements, and evaluation, and receive the approval of the COR prior to dissemination and use. Government-Provided Services The government will: Coordinate registration of all session participants. Provide for in-person training, classroom space with tables, chairs, flip charts, desktop computers. Mark student completion in FAI CSOD and FSI’s Student Information System. Deliverables All deliverables and documentation shall be submitted in electronic format, unless otherwise instructed by the designated COR. Student class materials shall be provided electronically to each student for virtual and vILT courses and given in hardcopy and electronically to students attending an in-person course. The submitted electronic formats must be compatible with approved Government computer software (such as .pdf, doc, .xlsx, .pptx, docx, and other approved file types) and must meet Section 508 compliance standards which includes presented content and additional references and exercises for comprehensive learning. Student guides should be in the form of an editable exercise workbook that students use to complete the course exercises. For each course delivered, the Contractor shall provide the following deliverables to the COR: The Contractor shall furnish a monthly report, which shall include a description of all work activities of the prior month and a copy of all surveys for courses conducted in the past month. The monthly program support reports shall cover staffing and program management support matters. The Contractor shall include the difficulties encountered and action taken during the reporting period, and anticipated activity during the subsequent reporting period in each report. Lesson Plans Within 45 calendar days prior to the start of each vILT and in person course occurrence and quarterly for the maintenance of virtual course materials COR Draft Student Materials including handouts, multimedia, and presentations Within 15 calendar days of completion of accepted lesson plans. Final Student Attendance Roster, & Student Grade Report Within 14 calendar days after the course end date for each vILT and in person course session and quarterly for the of the virtual course Kick-off Meeting Within 14 calendar days after award. Inspection and Acceptance The COR for this award is a government official who has been delegated specific technical, functional and oversight responsibilities for this award. Deliverables and Acceptable Quality Level (AQL) and acceptance of all work performed, reports, and other deliverables will be performed by the COR. All final course materials become government property. 1. Deliverables Acceptance Criteria General quality measures, as set forth below, shall be applied to each work product received from the Contractor under this PWS: Accuracy ? Work products shall be accurate in presentation, technical content, and adherence to accepted elements of style Clarity ? Work products shall be clear and concise. Any/All diagrams shall be easy to understand, relevant to the supporting narrative, and 508 compliant Consistency to Requirements – All work products must satisfy the requirements of this PWS and resultant contract File Editing ? All text shall be editable by the Government Timelines ? Work Products shall be submitted on or before the due date specified in this PWS or submitted in accordance with a later scheduled date determined by the Government 1. Deliverables Quality Assurance The COR will review, for completeness, preliminary or draft documentation that the Contractor submits, and may return it to the Contractor for correction. Absence of any comments by the COR will not relieve the Contractor of the responsibility for complying with the requirements of this PWS. Deliverables prepared by the Contractor during the course of this contract are the property of the Government. Deliverables Review The Government will have a maximum of seven (7) working days from the day the draft deliverable is received to review the document, provide comments back to the Contractor, approve or disapprove the deliverable(s). The Contractor shall also have a maximum of five (5) working days from the day comments are received to incorporate all changes and submit the final deliverable to the Government. All days identified are intended to be 15 workdays, unless otherwise specified. 1. Government Furnished Equipment (GFE)/Government Furnished Information (GFI) Upon award of the contract, the government shall provide an electronic copy of all current materials. 1. Contractor Travel Each request shall comply with Federal Travel Regulations. Each in-person course iteration requiring travel shall be funded in the award, with any pertinent information related to travel, and performing the course at FSI. Roles and Responsibilities Listed in the chart below are roles and responsibilities for the personnel who will be supporting contractual requirements, both from the government and the Contractor’s perspective. Contracting Officer (CO) A Contracting Officer is an individual who has the authority to enter into, administer, or terminate contracts and make related acquisition determinations and findings. As a warranted government professional, the CO is the only person who can make awards and changes/modifications to the contract, and legally bind the government. Contracting Officer Representative (COR) This individual is assigned as the liaison to the CO for the contract. The COR performs day-to-day management of the program, ensuring that performance is done in conformance with the schedule and quality requirements within the scope of the contract. The COR’s responsibility is limited to technical direction, acceptance of deliverables, surveillance, monitoring, and recommending proposed changes in scope or provisions to the contract to the CO. Contractor Project Manager (CPM) This individual interfaces with the government COR. The CPM’s primary job is to ensure that Contractor personnel provide quality and timely performance within the scope of the contract. The CPM will have responsibility for ensuring that all Contractor personnel issues are addressed in a timely fashion to ensure minimal operational disruptions to the contract. 1. Standards of Conduct The Contractor shall ensure that personnel assigned to this contract observe the highest standards of personal and professional conduct, and that employees traveling to locations outside the United States observe the requirements of the local law and applicable U.S. mission regulations. vILT: Virtual Course Instructor Led training is a training method in which a simulated virtual environment is used that enables the Course Instructor to explain, show and/or test certain abilities that may contribute to the learning process. Sources Sought Instructions: All 8(a) Certified Small Business Firms with the capability to provide the services outlined in the SOO of the recommended product description/specifications with the DOS requirements. The qualified schedule holders shall present other applicable information that will benefit the acquisition (Ex. Capability Statements) Cost or price information is not solicited and will not be reviewed. All interested Certified 8(a) Small Business Firms shall provide their current NAICS code, and Socio-Economic Business Size (small businesses; HUBZone small businesses; service-disabled veteran owned small businesses; 8(a) small businesses; veteran owned small businesses; woman owned small businesses; and small disadvantaged businesses). Interested firms shall submit an electronic copy of their submission via email to Crystal Brooks at brooksCC@state.gov. The due date and time for submission of responses is 2:00 PM Eastern Standard Time (EST) [February 20, 2024]. No phone calls related to this Sources Sought will be accepted. All correspondence shall be via email. Firms responding to this Sources Sought shall be registered in the System for Award Management under NAICS Code 61143 - Professional and Management Development Training. All responses must include the following information: 1. Company name. 2. Company address. 3. Company business size (Respond: “Small” or “Other Than Small”). 4. Unique Entity Identifier. 5. Point-of-contact name, telephone number, and email address.