SRCSGT | R | National Park Service Park Facility Management Division requires assistance for External Organizational Review. If responding under a GSA Contract, please include your GSA Contract information.

FBO DAILY ISSUE OF JANUARY 20, 2012 FBO #3709
SOURCES SOUGHT

R -- National Park Service Park Facility Management Division requires assistance for External Organizational Review. If responding under a GSA Contract, please include your GSA Contract information.

Notice Date: 1/18/2012
Notice Type: Sources Sought
Contracting Office: WASO - WCP - Denver Contracting & Procurement 7333 W. Jefferson Avenue Lakewood CO 80235
ZIP Code: 80235
Solicitation Number: A100000734
Response Due: 1/26/2012
Archive Date: 1/17/2013
Point of Contact: Matthew T Mulcahy Contract Specialist 3039879685 Matthew_mulcahy@contractor.nps.gov;
E-Mail Address: Point of Contact above, or if none listed, contact the IDEAS EC HELP DESK for assistance
(EC_helpdesk@NBC.GOV)
Small Business Set-Aside: Total Small Business
Description: NATIONAL PARK SERVICE Park Facility Management Division Draft Statement of Work Organizational Review and Capacity Assessment of Business Processes and Practices 1PROJECT DESCRIPTIONThe National Park Service (NPS), Park Facility Management Division (PFMD) is responsible for support the maintenance of all NPS roads, trails, buildings, utilities, grounds, vehicles, and other physical facilities to assure their safe use. PFMD is made up of six branches: Asset Management, Environmental Compliance and Response, Facilities Planning, Park Improvement, Sustainable Operations and Climate Change, and Transportation and one Office Of The Chief. Approximately 65 FTE plus 25 additional Federal employees and several contractors serve the Division. In addition, PFMD depends on the technical services from external agencies (Federal Highway Administration, US Public Health Service, Bureau of Reclamation and Denver Service Center and others) with no direct management control of staff adding to the complexity of the efficient and effectiveness of delivering business products. Also, one program, the Park Roads and Parkways Program is funded and jointly administrated with the Federal Highway Administration reflecting a nontraditional organizational structure. The NPS Park Facility Management Division requires assistance from an external entity to conduct a formal organizational review to provide guidance and recommendations with respect to organizational structure, organizational culture, and building and managing work and teams; and a capacity assessment analyzing the desired future PFMD capacities against current capacities. This assessment will generate an understanding of capacity assets and needs, which will lead to the formulation of capacity development response strategies. The National Park Service (NPS) is soliciting proposals from qualified individuals or firms to conduct an organization review and capacity assessment for the Park Facility Management Division (PFMD). 2TASK DESCRIPTIONS2.1DEVELOP PROJECT APPROACHThe contractor shall design and recommend an approach for PFMD organizational review in accordance with current standard industry practices. This approach must consider at a minimum the elements found below in this request for proposals. During the process of conducting the organizational review, the contractor shall complete an evaluation on all PFMD branches and OOTC using at a minimum the following established principles that foster organizational effectiveness:"An organizational structure that allows for the provision of the best services and support to the NPS;"Alignment of branches and groups so that PFMD is well positioned to meet present and future goals and objectives, foster collaboration and minimize duplication of effort;"An organizational structure that supports work being performed at the right level and to the right standards;"A team comprised of staff members who have the skills and abilities to perform the required work and/or have a professional development plan which includes a timeframe when incumbents should be functioning at full capacity;"Methods for consultation and decision-making processes that are understood and transparent and result in informed, integrated, and timely decisions; and "Mechanisms that foster consistent, clear, and timely communication.The contractor shall also suggest key evaluation criteria and processes that might be unique to PFMD. 2.2 PROJECT MANAGEMENTThe contractor will work with selected members from PFMD and the NPS PFMD Human Resource (HR) representative to establish PFMD Organizational Review Team (ORT). As a member of the PFMD ORT the contractor will be responsible at a minimum, for the following: "Meeting with PFMD Management Team to discuss and agree on the scope, assumptions and constraints, and guiding principles of the review;"Drafting timeline, communications, interview questions, and surveys;"Obtaining PFMD Management Team's reviews edits and approves materials."Attend meetings with directly impacted staff to discuss the review and answer any questions."Design formal communications to identify groups impacted by the review (directly or indirectly) The contractor, as a member of the PFMD ORT, will develop a project management plan. The project management plan will at minimum include: scope management, time (schedule) management, cost management, integration, communication, risk identification and risk management, quality assurance, and quality control plans. The PFMD ORT will periodically, and as necessary, brief and update the Review Team. The contractor will participate in weekly progress meetings, and provide briefs on request to the PFMD Chief, Members of the PFMD Management Team and other's associated with the PFMD organization review. The contractor will also provide technical progress reports to the COTR. The contractor will receive milestone approvals from the PFMD Management Team before proceeding to the next logical task. Deliverables"List of Assumptions and Constraints "Initial Timeline, communications plan, interview questions, and surveys for organizational review "Formal communication template for PFMD Management Team "Project Management Plan that has at least the following components:oScope ManagementoTime/Schedule ManagementoCost ManagementoIntegration ManagementoCommunication ManagementoRisk Identification and Risk Management oQuality Assurance and Quality ControloChange Management"Briefing templates and Briefings upon request"Monthly Technical Progress reports "Organizational Review Team Charter"Organizational Review Team briefings"Regular (Weekly and quarterly) progress meetings/ reports 2.3ASSESS PFMD CORE BUSINESS FUNCTIONS The contractor, as a member of the PFMD ORT, will identify the PFMD's core legislative and Departmental mandates, the PFMD's roles and responsibilities and corresponding business processes to meet these mandates as supported in the PFMD's Strategic Plan. Based on the PFMD's scope and degree of decision authority, benchmark current organization and processes and decide which processes to evaluate and determine in what depth to evaluate the current organization and processes. The contractor will review, update, and use to the maximum extent possible previous work completed to help address and streamline the assessment. 2.3.1Evaluate Business Functions To collect data and develop a baseline assessment of the PFMD's organization, the contractor will use several methods:"One-on-one interviews"Reaction surveys "Focus group meetings"Benchmarking "Reviewing web sites and other pertinent reports/documents"Reviewing job descriptions"Interviewing subject matter experts "Shadowing employees"Collecting market and internal salary data.to map current business processes, outline different organizational models and options, process improvement recommendations, and training needs, as well as management and communication recommendations. The contractor will conduct a gap analysis to assess the staffing, professional expertise and resource requirements for PFMD and identify shortfalls or surpluses. The contractor will provide recommendations to assist the PFMD Management Team in making determinations about staffing, technical expertise and external professional service needs and identify areas where functional improvements could have a significant impact on the performance of PFMD. A primary area for review must include the holistic institutionalization and integration of the branches to address sound infrastructure asset management, integration, and planning across PFMD, park Capital and maintenance improvement, environmental compliance, and technical and financial sustainable operations. The assessment should correspond and support task 2.3. Deliverables"Summary of key findings for each core business process and the organizational integration of the process"Core business function evaluation report. "Core business function benchmark (current organization) and evaluation section in Final Report"Gap analysis"Recommendations and options report"Draft PFMD Organizational Review report"Final PFMD Organizational Review report"Current "as-is" process report 2.3.2Benchmark Core Business Functions with Best PracticesThe contractor will compare and measure PFMD policies, practices, philosophies, and performance measures against those of high-performing private sector companies, and high-performing federal agencies. The best practices identified will be used to benchmark the PFMD's current practices and develop effective recommendations. Deliverables"Benchmark findings and recommendations with multiple options. 2.4EVALUATE MANAGEMENT PRACTICESThe contractor, as a member of the PFMD ORT, will assess cross-functional management and organizational practices contributing to or inhibiting the performance of PFMD. The contractor will assess organizational structures and communications, roles and responsibilities, and workforce development practices. In addition, the contractor will examine the PFMD's work planning, goal setting, budget allocation and travel planning processes to identify areas inhibiting performance and develop recommendations for improvements in those areas. The contractor will use elements of the benchmark report to support management practices recommendations. Deliverables"Current Management practices "as-is" report"PFMD Management Practices (improvement) recommendations report 2.5CONDUCT PFMD CAPACITY ASSESSMENTThe contractor will conduct a PFMD Organizational Capacity Assessment utilizing all relevant information from previous tasks including but not limited to PFMD's draft Strategic Plan, PFMD's websites and organizational chart, current and past project reports, PFMD staff position descriptions, personnel qualifications of current PFMD staff, PFMD's mission statement, and relevant NPS's Management Policies and Directors Orders. This assessment shall include at a minimum; 1) In-depth evaluation of the PFMD organization structure and environment, which includes both internal and external factors. Personal interviews with relevant personnel from partner divisions and associates, interviews with supporting contracted and consultant staff, conduct a leadership evaluation and group discussions.2) Analyze current capacity within each the six branches of PFMD: Office of the Chief, Asset Management & IT Services, Business Operations & Support Services, Environmental Compliance & Response, Facility Planning Programs, Park Improvement Programs and Sustainable Operations and Climate Change, and compare against desired future PFMD capacities. The final report will include strengths, weaknesses and gaps in each branch, and knowledge, skills and abilities present and lacking in each branch, relative to the tasks that the branch is responsible for carrying out and the position descriptions of staff in that branch.3) Evaluate PFMD's mission, the office organizational structure, and standard operating procedures to determine if they allow for timely decision-making and project progress, staff development and growth, and open communication lines, among others.4) Develop recommendations for PFMD to build on strengths identified and fill any capacity gaps or correct any organizational issues identified during the capacity assessment. Recommendations should be prioritized in a manner that allows PFMD to implement recommendations in the future.5) Facilitate a staff meeting where the assessment is presented in its entirety and explained in an easy-to-understand manner. The contractor shall conduct all PFMD staff interviews and PFMD-based research during PFMD working hours. Deliverables"PFMD Capacity Assessment Report"PFMD Capacity Assessment Gap Analysis & Recommendation Report"PFMD Capacity Assessment Implementation Plan "PFMD Change Management Plan 2.6WRITE DRAFT AND FINAL REPORTThe contractor will document the findings of all the above tasks and write a draft report and final report. The draft and final reports will include: "Strengths and opportunities for improvement; "Short-term, near-term, and long-term recommendations for specific improvements in core business functions; and organization; and"An action plan for implementing recommendations."Plan to facilitate any organizational changes to PFMD. Deliverables"Draft Final Report"Final Report"Short -term, Near-term, Long-term recommendations"Implementation Plan"Change management Plan 3SCHEDULE AND DELIVERABLES Task NumberTask And DeliverablesEstimated Delivery Date From Project Initiation2.1Manage Project"List of Assumptions and Constraints "Initial Timeline, communications plan, interview questions, and surveys for organizational review "Formal communication template for PFMD Management Team "Project Management Plan that has at least the following components:oScope ManagementoTime/Schedule ManagementoCost ManagementoIntegration ManagementoCommunication ManagementoRisk Identification and Risk Management oQuality Assurance and Quality ControloChange Management"Briefing templates and Briefings upon request"Monthly Technical Progress reports "Organizational Review Team Charter"Organizational Review Team briefings"Regular (Weekly and quarterly) progress meetings/ reports"6 weeks2.2.1Assess Core Business Functions "Summary of key findings for each core business process and the organizational integration of the process"Core business function evaluation report. "Core business function benchmark (current organization) and evaluation section in Final Report"Gap analysis"Recommendations and options report"Draft PFMD Organizational Review report"Final PFMD Organizational Review report"Current "as-is" process report"3 months2.2.2Benchmark Core Business Functions with Best Practices"Benchmark findings and recommendations with multiple options."4 months2.2.3Capacity Assessment"PFMD Capacity Assessment Report"PFMD Capacity Assessment Gap Analysis & Recommendation Report"PFMD Capacity Assessment Implementation Plan "PFMD Change Management Plan"5 months2.3Improve Management Practices"Current Management practices "as-is" report"PFMD Management Practices (improvement) recommendations report "5 months2.4Write Draft and Final Report"Draft Final Report"Final Report"Short -term, Near-term, Long-term recommendations"Implementation Plan"Change management Plan"6 monthsThe schedule may be adjusted based on project developments, as described in this Statement of Work. 4COST ESTIMATEEstimated BudgetLabor and Overhead$185,000Travel$15,000Total$200,000 5ASSUMPTIONS AND CONSTRAINTSThe tasks and associated timelines assume availability of NPS staff time to actively participate in the Organizational Review Team and timely review of deliverables by the project sponsor.
Web Link: FBO.gov Permalink
(https://www.fbo.gov/spg/DOI/NPS/APC-IS/A100000734/listing.html)
Place of Performance: Address: 1202 Eye Street, NWWashington DC; Zip Code: 202400001
Record: SN02656853-W 20120120/120118235154-1eae448e07a96d3e8800175f2b978638 (fbodaily.com)
Source: FedBizOpps Link to This Notice
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R -- National Park Service Park Facility Management Division requires assistance for External Organizational Review. If responding under a GSA Contract, please include your GSA Contract information.