Request for Proposal Organizational Development Consulting

Request for Proposal Organizational Development Consulting Services

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February 4, 2020

RFP Number: _CEO012001_

Question Answer

If we are currently working with Napa County in another

capacity do we still need submit our Company profile in

the RFP response?

Yes, please include all requested elements of this RFP. This RFP is for

services . Therefore there will be a different selection panel which may or

may not be familiar with your company proposal.

Is this RFP for 1:1 coaching or for small teams? Both.

If the coach does not provide instructor led training, are

there additional resources that could be partnered with

the coaches services to help the individual and/or team?

Yes. The County has relationships with additional vendors who we can

partner with to create customized training to benefit a team.

Who are these services geared toward?There is no a pre-defined audience. The selected vendor(s) would be

matched with the individual and/or team on an as needed basis.

Does the place of business need to be in Napa County

(Monday-Friday) or is it acceptable for the services to be

accessible in Napa County Monday-Friday?

The vendor does not have to have a business address in Napa County but

the services must be made available in Napa County (in person, over the

phone, Skype (or another electronic means) to staff during normal business

hours, which are approximately Monday - Friday 8:00 - 5:00.

Do you anticipate extending the bid due date? No, not at this time.

Addendum No. 1 - Submitted Questions and Answers



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What additional details are you willing to provide, if any,

beyond what is stated in bid documents concerning how

you will identify the winning bid?

We will not be releasing any additional details regarding how a bid(s) will

be selected beyond the time period in which the review, selection, and

negotiation will take place (Monday, February 18 –

Friday, March 5, 2020, on page 2 of the RFP) and the Evaluation Process

(Item K , on page 7 of the RFP)

An evaluation team will rank the proposals received in accordance with the

terms of this RFP in the following manner:

Company History, Experience, and Qualifications (See Attachment B) – 40

points

Available Programmatic Elements/Scope of Work - 30 programs

Pricing / Rate Proposal – 30 points

Was this bid posted to the nationwide free bid notification

website at www.mygovwatch.com?No.

Other than your own website, where was this bid posted? This RFP was only posted on www.countyofnapa.org

Are these services intended to serve the entire agency or

one division in particular?

The services would be accessible to any Department/Division within the

County


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How does this RFP differ from the contract the County has

in place with certain vendors for Training Services?

This RFP is geared towards coaching for an individuals and potentially

teams. If the coaching process determines that training is needed, and the

coaching vendor is not able to provide the training, we will match the

coaching vendor up with one of our training vendors.

Are there any priority organizational issues to be

aware of?

No, not at this time. As opportunities arise the selected vendor(s) will be

matched with individual and/or team. If there are specific areas that need

addressing, the coaching vendor will be apprised of the areas prior to

engaging in services. In addition, as stated in the RFP (Page 11, Item (B)(A)

Scope of Work) the "vendor must commit to regularly scheduled

communication with Human Resources and Training and Organizational

Development about planned and executed individual, team, and

department activities." This regular communication will ensure that

individual, team, and organizational issues are addressed.

Is there a specific project that this effort will support?

No, not at this time. As opportunities arise the Training and Organizational

Development Officer and/or Human Resource Staff will partner with the

selected vendor(s).

Do you see this work as full-time, part-time or a

combination based on planned activity?

The amount of time will vary, and depend largely on the number of

individuals and/or teams the coaching vendor(s) are connected with and

the number of activities or initiatives involved. That being said, this work

will not likely result in consistent, full-time work.


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In terms of planning and organizing work (post

assessment), would Napa County Sponsors be

comfortable with Work Order Authorizations (WOA

process)?

The Work Order Authorization process is a way to have

mini-contracts about specific work that may become more

clear at a future date.

For example, after the assessment is done and there are

recommendations, each recommendation can be

reviewed for effort, priority and cost. This would allow

you/Napa Co. to understand very specifically what you are

authorizing in advance of the work being doing.

From a project perspective, Phase 1: I can plan with

accuracy for the cost of the assessment and

recommendations.

And then, for Phase 2, you/Napa Co. prioritize and choose

the implementation of particular recommendations, for

example a custom course or process

redesign/improvement. It puts you, the client, in the

driver's seat (so to speak!)

Yes, this is the manner in which the work would happen.

A request will come in from an individual, team, division, Department or

Human Resources. The vendor and the requestor/recipient will design the

work agreement and submit for approval against the contract allocation.

Depending on the size and need of the coaching recipient(s) the amount of

time and intensity in the planned services may vary greatly, and may need

to be adjusted over time.

Does Napa County have internal OD practitioners that will

be internal partners in this work?

Yes, the Training and Organizational Development Officer and members of

the Human Resources Department will partner with the coaching vendor

on a consistent basis. At times, more senior members of the coaches

Department leadership could be involved as well.

Has there been any Org Assessments previously done in

the past few years? If so, will a copy be provided to

vendor/consultants?

Organizational assessments have been conducted with various teams by

internal staff and by previous contractors. Where available, and applicable

to the work that the selected coaching vendor are doing with the matched

individual, team, or Department, the information with be shared.


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Do you have a budget in mind?

We do not have a budget in mind. We would tap into the services on an as

needed basis. While there may be an allocation at X dollar amount, there

may be some years (or periods of time) where we use all of that allocation

and others were we use only a portion of it.

Can you please let me know the process for registering

and receiving any addenda updates for this RFP?

Page 7 Item J Organization of the Proposal, Number 9 states

"RFP Addenda, if any. Any and all addenda shall include an

acknowledgment of receipt that must be returned. The acknowledgement

form must be signed and attached to the final response. Failure to attach

any acknowledgement form may result in the rejection of the final

response (See section L).

and

Page 9, Item N RFP Addenda states

"Any changes to the RFP requirements and answers to questions submitted

pursuant to the provisions of this RFP will be made by addendum. All

addenda shall include an acknowledgment of receipt that must be

returned. The acknowledgement form must be signed and attached to the

final response. Failure to attach any acknowledgement form may result in

the rejection of the final response. Addenda will be provided to all known

interested firms and posted on the County website."

To register for notifications, please see Napa County’s purchasing site

(https://www.countyofnapa.org/771/Purchasing) where one can complete

Vendor Registration and sign up for notifications when RFP’s are posted.


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I often collaborate with one of a number of highly skilled

and qualified subcontractors on an important project like

this - particularly if the scope is broad. If a subcontracting

arrangement is established with your approval, is that

something that will be considered for this work?

The qualifications of subcontractors will be considered if they are part of

the team proposed to provide services to the County. The County will only

enter into a contract with the selected vendor that submits for the RFP. If

the vendor works with other contractors to facilitate the work, (pursuant

to Section 16 of the Sample PSA Contract that is attached to the RFP) and

pays the subcontractor out of the funds received from the County for the

service rendered, the selected vendor is welcome to utilize additional

subcontractors. The County will not make payment directly to any of

vendor's subcontractors.

Do we need to be registered as a vendor with Napa

County BEFORE we submit a bid?

No, one does not have to be a registered vendor to submit a bid for the

RFP.

Are you looking to build a bench of qualified vendors or to

contract a single firm of coaches?

Only a single firm will be awarded a contract under this RFP, but there is no

limit on the number of coaches the firm employs.


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Have you performed any assessments, engagement or

culture surveys, or development/performance reviews

that would provide us data of the competencies,

behaviors, skills or attitude gaps that you seek to develop?

Would you like that service as a potential offering to

determine what content is needed?

Organizational, department, and team assessments have been conducted

with various teams by internal staff and by previous contractors. There are

two Departments that have, in the past, conducted Engagement Surveys,

and the County hopes to do one countywide in the future. The County is

also in the process of revamping it Performance Evaluation process and

recently acquired a software to assist with that. The new Performance

Evaluations Process/Design will likely include competencies.

Whenever the selected vendor enters into a coaching relationship, the

vendor will be given as much information as possible. Information will

definitely include a background on why coaching is being sought and what

the desired result is. Other information provided will likely include the

competencies, behaviors, skills or attitude gaps that would benefit from

improvement.

Since the information will be available, it does not seem that an additional

service would be needed to figure out said information.

Are there particular levels of the organization for which

these services are specified? Examples: Senior level,

Director-level, Leader of Leaders, Front-line Supervisor,

Individual Contributor?

Staff will be from all levels of the organization can be engaged in coaching

services.

Are these intact teams? Or cross-functional? All types,

varied? Are there virtual teams (do they all work together

physically, or do some work from home or otherwise)?

Most teams are intact; however, on occasion, there may be the need for

coaching in a cross functional team (as more of our business is moving

towards the need for collaboration across disciplines.) While some teams

may be a different County sites, at this time, there are no virtual teams

(work from home or out the County teams.)


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What is your process for choosing coaches? Does the

individual get to play a role in determining a match or is

this driven at the HR or organization level?

This has not been fully vetted, and may be determined by the vendor, HR,

OD, and/or the individual/team.

What length of sessions are optimal for your audience

(Examples: half-day, full-day, multiple consecutive days,

learning journey over time)?

We currently offer micro-training (lunch hour or shorter), 2-3 hour, 1/2

day, full day, and consecutive day training. The length of time is

determined on the need and the curriculum.

How will you reinforce the individual and team coaching,

et al? Are you seeking to develop your leaders into

coaches around the work being performed by a vendor

partner, to ensure longevity, accountability, or change?

Napa County is committed to the development of its staff and as such

provides several opportunities for learning and development. That being

said, for the purposes of this proposal/work, the coaching relationship is

between the vendor and the party/parties being coached. The

reinforcement method(s) will be determined by the vendor and

individual/team receiving service coaching, and may or may not be

applicable to the organization as a whole.

Are there any significant changes happening in the

organization that would benefit from change

management content around this development work?

The changes that are relevant to the coaching work that the employee and

vendor will engage in will be shared when two parties are matched.

Depending on the situation, change management content/work may be

necessary.

What is your experience with virtual instructor-led

training, web meetings, online learning? Do individuals all

have access to laptops or other tech used for such

purposes?

While virtual and online training opportunities are available to staff, they

are less utilized than instructor-led classroom opportunities.

Napa County has a computer training room, which staff can access for

group or individual web-based/virtual training. Staff can also use their

desktop computer. Not all staff have laptops.

Do you need support around communications and

implementation strategies to ensure the systemic roll-out

is successful? As opposed to an event-based approach?

While there may be a need, it is not the purpose or intent of this proposal

(on the larger scale.) That being said, communication support and

implementation guidance may be needed based on the coaching

agreement/relationship.


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How many staff (non-supervisory roles) are anticipated to

be included in the individual and team coaching and

development and/or training at Napa County?

This number will vary greatly, depending on the situation. It could be

working with one party in one capacity, and a team, division, or

department in another.

How many managers/supervisors are anticipated to be

included?

This number will vary greatly too. The number will depend largely on the

number of individuals and/or teams the coaching vendor(s) are connected

with and the number of activities or initiatives involved.

How many employees is the County expecting to involve

as participants in this development effort?

This number will vary greatly, depending on the situation. It could be

working with one party in one capacity, and a team, division, or

department in another.

How will employees be included as participants in project

activities (i.e.., mandated by superiors, at own discretion,

etc.)?

This will vary based on the situation. Some could come via request for

services, others could be through the encouragement of their senior

leadership, and others through the suggestion of Human

Resources/Organizational Development.

Can a breakdown of percentages of employees who would

be involved at different positions/levels in the hierarchy

be provided?

The number of employees at each level that are involved in the coaching

services will vary greatly. As a vendor enters into a coaching relationship

with an individual and/or team, the demographics of the individual and/or

team will be shared.

What learning or development objectives have been

defined by the County, and how much variation in

objectives exists between different departments,

positions, etc.?

Specific objectives, as they relate to learning, development, and coaching,

have not been defined by the County.


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How do the County’s objectives for this project support

the mission/vision/desired culture of County

Government? How is this priority relative to other internal

priorities for the County?

Napa County recently adopted its 2019-2022 Strategic Plan. Under the

pillar of Open and Effective Government is Goal 15. Strengthen effective,

efficient and fiscally responsible County operations, and Strategic Action E.

Invest in our workforce by improving strategies for recruitment and

retention and creating a workplace culture where individuals and

operations can thrive. Napa County sees providing coaching, learning and

develop as an essential recruitment and retention strategy.

During the Strategic Planning process, the County leadership re-committed

to the organizational values of Respect, Accountability, Integrity,

Dedication and Innovation

As with other organizations, there are always other competing priorities

and the County does its best to effectively balance all of them. There are

times were the situation may call for elevated attention, and other times

were other priorities climb into that elevated place.

Who is the sponsor for this effort? The BOS? The CAO?

The Department Heads? (i.e., where is this initiative being

mandated/supported?)

There is wide spread support for coaching and development; however,

sponsorship comes primarily from the County Executive Officer, Human

Resources and Training and Organizational Development. This is not a

mandated initiative.

How will the training and coaching be supported after the

project? For example, are there internal systems that will

be updated and maintained to make sure/support

knowledge and skills being used and carried forward?

Napa County is committed to the development of its staff and as such

provides several opportunities for learning and development. That being

said, for the purposes of this proposal/work, the coaching relationship is

between the vendor and the party/parties being coached. Should internal

systems need updating and maintenance after the commitment, that will

be a discussion between the coachee and vendor. If there are additional

resources after the coaching, that will be discussed on a case by case basis.


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Will previously copyrighted materials be protected from

“work for hire” regulations (for example, if the consultant

wishes to use materials for another client)?

Yes, the County asserts no rights to previously copyrighted materials.

How many in-person engagements are required (ex: on a

quarterly basis)? Will the county accept proposals that

limit the number of activities/ deliverables in order to

achieve a realistic budget for services?

The number of engagements needed are entirely dependent on the

coachee and vendor relationship, and may vary greatly by relationship.

What is the annual budget allotted to this project, both

for consulting and for staff-incurred costs?

We have not set a required costs maximum, minimum, or structure. We

can be flexible on the schedule and allocation. The plan is to tap into the

services on an as needed basis. While there may be an allocation at X dollar

amount, there may be some years (or periods of time) where we use all of

that allocation and others were we use only a portion of it.

What is the County’s commitment to carrying the effort

forward past the term of the contract?

The County is committed to a one-year contract with a vendor(s), which

has the option for renewal for up to three years. After three years, the

County would put the services out for proposal again. This action aligns

with nearly all contractual agreements the County enters into.

What is required for the cost proposal - unit pricing, time

and expenses with fee schedule, fixed fee, or other

approach?


can be flexible on the schedule. The plan is to tap into the services on an as

needed basis. While there may be an allocation at X dollar amount, there

may be some years (or periods of time) where we use all of that allocation

and others were we use only a portion of it.

Will County staff be involved in delivering any of the

services/trainings?

Should the vendor desire to have County staff involved in the delivery of

any training/ services, it can be discussed on a case by case basis. This is

possible, if it is desired by the vendor.


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Any labor unions for employees that will be involved as

participants in this project?

Traditionally the union is not involved in a coaching relationship. However,

it could be that the individual or team has met with Union Representative,

or has a member of, has close affiliation to, or serves as a steward to a

Union.

Are there any Napa County consultants expressing

interest in this project at this time?

We are not currently tracking the location of the consultants who have

expressed interest at this time.

You stated that there is no price minimum/maximum or

structure, and that services are expected to be rendered

on an as-needed basis. However, the RFP states the

proposal must "communicate your proposed price for

required services." (RFP pg. 6). What is the proposed price

supposed to be based on? It seems that the County would

require some form of unit pricing (ex: $$/hour or

$$/person/training) in order to evaluate proposals based

on price for undefined, as-needed services. Is this correct?

Yes, you are correct. We would like vendors to outline their unit pricing (ex:

$$/hour or $$/person/training, 1 hr. of Executive Coaching is $X, 1 Hr. of

Mid-Level Coaching is $X, etc.) If you provide training design or delivery

services, please describe that and state the fee (or range) for that service.

Napa County has not set a pre-determined scale / structure for these

services. Meaning bids do not need to be under X amount, or services less

that X/hr., etc.


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As a first step, is there a willingness/appetite to validate

the Org Development recommendations in the Strategic

Plan in order to help the consultant ensure the

information provided supports current needs?

Clarification: Will it be okay for the consultant to conduct

a mini assessment to confirm the training/coaching/OD

needs of the County?

The County will not meet with firms individually or provide any additional

information prior to the deadline for submitting Proposals, other than as

provided in the RFP and its Addenda.

Whenever a consultant/vendor is matched with an individual/team, the

Human Resources Department and/or the Training and Organizational

Development Officer will provide the consultant/vendor and the

individual/team with as much information as possible.

Clarification response: An organizational needs assessment for the entire

County is not in the scope of this RFP.

That being said, when a consultant/vendor is matched with an

individual/team, the consultant/vendor could, will likely, do an assessment

of the individual/teams needs.

Is there an org chart that can be shared so the proposal

can address more specifically to the number of employees

to be included in the coaching/development work?

Yes, an Org Chart can be shared; however, the number of employees

included in the coaching/development work does not have a correlation to

the number of employees in the County. Not every employee will be

engaged with Coaching Services. The Napa County Org Chart can be found

here: https://www.countyofnapa.org/DocumentCenter/View/366/Napa-

County-Organizational-Chart-PDF?bidId=

For compensation, is there a not-to-exceed fee that has

been established? Alternatively, is there a tiered fee

schedule that has been established for each year (since

this is a 3 year rolling contract)?

No. Napa County has not established a not-to-exceed feet, or a tiered fee

schedule for each year or for individual/team.


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Will the project sit with HR and will you be running point

for the project?

I think you are asking who will oversee the connection of the vendor and

the individual/teams recommended for, or requesting, coaching. This will

be a partnership between Human Resources, point of contacts being the

Human Resources Director, Assistant Human Resources Director, and

Principal Analyst over Employee and Labor Relations, and the Training and

Organizational Development Officer (myself).

Can you provide some examples of teams that would be

eligible for coaching? Or is that something the chosen firm

would help identify?

The individuals/teams that would receiving coaching would either be based

on a recommendation from the individual/teams leadership, Human

Resources, and/or Training and Organizational Development.

Individuals/teams can also request coaching. The request would be

coordinated through Human Resources and Training and Organizational

Development.

The teams will likely be intact teams looking to strengthen their

relationships; develop in a given area; address a concern; and/or build.

That being said, the factors leading up to a coaching request or

recommendation could be as vast and different as the individuals and

teams receiving services.

How many employees do you anticipate will be eligible for

coaching at a given time?

There is no a pre-defined audience. The selected vendor(s) would be

matched with the individual and/or team on an as needed basis. The

number of individuals and/ore teams the vendor(s) are matched with will

likely vary greatly through out the year but, will not result in full time work.

Will the chosen firm be a part of creating an evaluation

process for the trainings, coaching, etc.?

Yes, the vendor(s) can be a part of creating an evaluation process for the

training, coaching, etc.

Is the expectation ad hoc support for different groups

over the 3 years, or consistent support for a selected

group (of individuals and teams)?

The work will look more like Ad Hoc work with various individuals/teams

over the life of the contract (one year, with the option to roll over for up to

three years.) However, there may be some individual(s)/teams that

engaged more often or regularly with the vendor(s).


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Are there plans to pursue additional services to support

the 15E goal? Any planned efforts that we could/would

work in conjunction with?

No. Napa County issued a RFP in 2018 focused primarily on Instructor-

led/classroom training in support of Goal 15, Strategic Action E.

Have any organizational development, professional

development and/or coaching assessments been

performed? If so, might those help guide the

programmatic elements? If not, is

Organizational assessments have been conducted with various teams by

internal staff and by previous contractors. Where available, and applicable

to the work that the selected coaching vendor(s) are doing with the

matched individual, team, or Department, the information with be shared.

Is there a desired format or length of pages for the

Proposed Programmatic Elements section?No.

Is there any information on a proposed budget that can be

shared?


can be flexible on the schedule and allocation. The plan is to tap into the

services on an as needed basis. While there may be an allocation at X dollar

amount, there may be some years (or periods of time) where we use all of

that allocation and others were we use only a portion of it.

This Addendum must be signed as acknowledged and submitted with proposal.

Acknowledged________________________________________Date_________________


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Documents

Request for Proposal Organizational Development Consulting