Attachment_1_to_12RADZ19Q0001;_Performance_Work_Statement.pdf

PERFORMANCE WORK STATEMENT

Kentucky Rural Development

Project and Organization Change Management

SECTION 1 GENERAL INFORMATION

1.1 General: This is a non-personal services contract to provide support for project and organization change management contract for the Kentucky Rural Development. The Government shall not exercise any supervision or control over the contract personnel performing the services herein. Such contract personnel shall be accountable solely to the Contractor who, in turn, is responsible to the Government.

1.2 Introduction:

USDA Rural Development (RD) offers loans, grants and loan guarantees to help create jobs and support economic development and essential services such as housing, health care, first responder services and equipment, and water, electric and communications infrastructure.

RD promotes economic development by supporting loans to businesses through banks, credit unions and community-managed lending pools. This program offers technical assistance and information to help agricultural producers and cooperatives get started and improve the effectiveness of their operations.

The agency provides technical assistance to help communities undertake community empowerment programs. It helps rural residents buy or rent safe, affordable housing and make health and safety repairs to their homes.

1.3 Background

The Kentucky (KY) Rural Development (RD) State Office held a statewide employee training conference in July 2018. The conference included an introduction to the topic of Organizational Change Management utilizing the Prosci ADKAR model. The ADKAR model stands for Awareness, Desire, Knowledge, Ability and Reinforcement. The KY State Office is looking to implement organizational change management practices using the Prosci ADKAR methodology to help team members prepare for and accept personal organizational change. The national office realignment initiative as well as a reduction in the number of personnel requires employees to adjust their expectations, revamp work processes, and look for innovative ways to accomplish their work goals.

The KY RD State Office is also looking to improve efficiency and customer service through organizational realignment of the duties and responsibilities of the staff. They are looking to accomplish this through enhancement of their program and project management disciplines and skills through the application of ISO 9001:2015 practices and guidelines.

1.4 Objectives: The overarching objectives of the support described in this Performance Work Statement (PWS) are to:

• Ensure staff are trained in project management skills,

• Have at least two levels of project management tools developed for each program area,

• Provide an overall assessment of the work completed, and

• Identify work that will need continued effort by the state RD staff.

1.5 Scope: This PWS describes the scope of work, objectives, tasks and resources required to successfully fulfill KY RD’s requirement to implement Project and Organizational Change Management.

The goal is to organizationally realign the staff to obtain maximum utilization of staff skills with a focus on quality, timeliness, and superior customer service. The given priorities are to streamline the program delivery process through realignment of staff responsibilities utilizing the application of project management tools and techniques. As a result, the KY RD State Office will have the capabilities required to implement the national office realignment, and the staff will be better prepared for the organizational change. All services provided by the contractor must adhere to the laws, regulations and policies that govern the work being performed.

1.6 Place of Performance:

Work will be performed at the contractor’s facility within the local area and the contractor shall meet with Government personnel on a regular basis at the Kentucky State Office at 771 Corporate Drive, Lexington, KY 40503. Occasionally, the contractor may be required to go to a field office. If travel is required, the contractor is responsible for transportation and other travel arrangements. The cost will be reimbursed in accordance with the Federal Travel Regulations as specified in the order. The contractor is prohibited from traveling in a government vehicle.

1.7 Government Hours of Operation/Recognized Holidays:

Government office hours are generally between 8:00 AM and 5:00 PM ET, Monday through Friday, except federal holidays or when the government facility is closed due to local or national emergencies, administrative closings, or similar government directed facility closings. Individual employee hours will vary within this period.

Designated federal holidays are:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas

In addition to the days designated as holidays, the government observes any other day designated by federal statute, any other day designated by executive order, and any other day designated by a President’s proclamation.

The contractor shall plan its work to accommodate the above schedule.

1.8 Contractor Qualifications: The contractor must possess the qualifications and skills identified in the PWS. The contractor must ensure that all services provided in performance of the contract are of high quality and in compliance with the PWS and terms and conditions of the contract.

During the performance of this contract, the contractor may be required to provide resumes, skills descriptions, training certificates and certifications for any individuals performing work under the contract. The following must be met for each labor category.

1.8.1 Consultant

1.8.1.1 Required Skills and Experience. Possesses strategic skills for mission oriented integrated projects which may include strategic consulting, surveys, requirements analysis, training, facilitation, change management, business improvement, and/or program management. Responsible for project success.

Participate in establishing priorities, standards, procedures, and work plans. Monitors progress and participates in problem solving with customer. Subject matter expert in relevant field. May develop long-range objectives and strategic plans for customer. Ability to identify and recommend areas for improvement and document lessons learned.

1.8.1.2 Minimum Years of Experience. At least five (5) years of progressively more responsible experience in consulting or offering expert advice to businesses, organizations, government and other on project and organization change management.

1.8.1.3 Minimum Educational/Degree Requirement. BS/BA in Business or possess a degree in a related field of study. Additional experience (4 years) may be substituted for a Bachelor degree.

1.8.2 Junior Consultant

1.8.2.1 Required Skills and Experience. Performs basic tasks in support of a wide range of mission oriented integrated services. Representative tasks include support, research, wide-ranging analysis, problem solving, and supporting the development of strategies and alternatives, analyzing results, recommends area for improvement and documents lessons learned.

1.8.2.2 Minimum Years of Experience. Two (2) years of relevant experience.

1.8.2.3 Minimum Educational/Degree Requirement. BS/BA in Business or possess a degree in a related field of study. Additional experience (4 years) may be substituted for a Bachelor degree or an additional 2 years of experience with an Associate’s degree.

1.8.3 Instructor

1.8.3.1 Required Skills and Experience. Provides expert support to research and development of courseware. Designs courseware including, structuring training classes, creating training text, delivery course to students and testing effectiveness of course. Coordinates with customer to ensure that the course meets the objectives outlined by the requirement.

1.8.3.2 Minimum Years of Experience. Four (4) years of relevant experience.

1.8.3.3 Minimum Educational/Degree Requirement. BS/BA in Business or possess a degree in a related field of study. Additional experience (4 years) may be substituted for a Bachelor degree.

1.9 Contractor Quality Control: The contractor is responsible for quality control to ensure services are performed in accordance with this PWS. The contractor shall implement procedures specific to this requirement to identify, prevent and ensure non-recurrence of defective services. The contractor’s quality control program is how he assures that the work complies with the requirement of the contract. At a minimum, the contractor must develop quality control procedures that address the areas identified in the Performance Requirements Summary.

1.10 Government Quality Assurance: Government contract quality assurance shall be performed at any stage of performance of services as may be necessary to determine that the services conform to contract requirements.

1.11 Contracting Officer Representative (COR): The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance;

maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements; monitor Contractor's performance; and notify both the Contracting Officer and Contractor of any deficiencies. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR.

The COR is not authorized to change any of the contract or order prices, delivery dates or terms and conditions.

1.12 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the contracting activity in accordance with the FAR Subpart

42.5. The contracting officer, State Director, COR, and other government personnel, as appropriate, may meet periodically with the contractor to review the contractor’s performance. At these meetings the CO will apprise the contractor of how the government views the contractor’s performance and the contractor will apprise the government of problems, if any, they experienced. Appropriate action will be taken to resolve outstanding issues. These meeting shall be at no additional cost to the government.

1.13 Confidentiality of Records: All case files and other information related to assigned cases shall be considered a system of records within the meaning of the Privacy Act, and the contractor shall institute safeguards required by that Act. The contractor shall take all necessary steps to maintain and ensure the confidentiality of the information contained in each file and to protect against unwarranted disclosure of any such information.

1.14 Constraints:

1. Future budgets are unknown and may impact the successful continuation or completion of the required services.

2. General government participation and involvement may be limited due to other priorities.

SECTION 2 DEFINITIONS AND ACRONYMS

2.1. Definitions:

Contractor. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

Contracting Officer (CO). A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

Contracting Officer’s Representative (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. The COR will perform surveillance to assure that the contractor satisfies the contract requirements and acts as a liaison to the contractor. This individual has authority to provide technical direction to the Contractor if that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

Defective Service: A service output that does not meet the standard performance associated with it in the performance work statement.

Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used by the Government for surveillance of contractor performance to assure services meet the requirements of the PWS.

Quality Control. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

Subcontractor. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor. Performance of work by subcontractors in accordance with the contract requirements is the responsibility of the Prime Contractor.

2.2. Acronyms:

AGAR Agriculture Federal Acquisition Regulation CFR Code of Federal Regulations CO Contracting Officer COR Contracting Officer’s Representative FAR Federal Acquisition Regulation PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QC Quality Control RD Rural Development SOO Statement of Objectives SOW Statement of Work USC United States Code.

USDA United Stated Department of Agriculture.

SECTION 3 SPECIFIC TASKS

3.1 Requirements: The contractor must address the following six phases of the requirement. The Government Contracting Officer (CO) will issue a Task Order for each phase or a combination of phases.

3.1.1 Phase 1 - Evaluation: Utilize a business analysis and project management tools and techniques to document the “as is” state to help determine the desired “to be” state. Review the current program/project work processes and work flow charts to understand the “as is” state.

Conduct interviews with designated employees. Analyze the existing skill set levels of the management team(s) and future management team(s) members. Identify desired leadership/interpersonal skills, management and technical skills for future management team members. Document the results of the evaluation in a written report including a strategy for implementation.

3.1.2 Phase 2 - Training Plan Development: Work with the State Director and COR in developing each RD program’s main project management goals and outcomes for developing the required training. Based on the goals and priorities established in the scope of work, develop a requirements analysis. Based on the requirements analysis, establish organizational change management and program/project management training curriculum based on the organizational level(s). The contractor shall develop a training plan for each training course. Training curriculum and training plans will be approved by the State Director or her designee prior to implementation.

3.1.3 Phase 3 - Training: The training is for small teams, individual leaders, and the organization (as a whole), to develop their skills, recognize management practices, and to implement the practices they learn through the training. The contractor must work with the State Director and COR to lay out the process for training the change committee members. The contractor will assist the committee members in becoming trainers for the remainder of the field staff and will assist the committee members in presenting the training to the field staff. It is anticipated the training will be held at the KY State Office. There will be approximately 35-40 attendees. Training days will be a full eight (8) hours per day. A change team has been organized and, if possible, they will assist the contractor with further training of employees in program positions.

Additional training may be required in time management, personality assessment as it relates to work that needs to be performed, soft skills in marketing, and organizational relationships. The need for these may be revealed as the contractor and the State Director access the ability of the present staff to perform the project management duties to an agreed upon level of performance.

3.1.4 Phase 4 - Implementation: Implement the strategy approved in the evaluation phase.

Consult with and report status to the State Director and the RD change committee during the implementation phase. Support the implementation of the RD custom program/project management/organizational change management framework that was developed.

3.1.5 Phase 5 - Execution: Support the transition of the organization to a proactive, innovative cross-functional team focused on providing excellent services to rural stakeholders. Provide project management mentoring services, organizational leadership mentoring services and organizational change planning and mentoring services. Support the State Director and RD Directors key initiatives through tracking and status reporting.

3.1.6 Phase 6 - Lessons Learned/Continuous Improvement: Provide lessons learned which will give the State Director and the change committee insight on areas that will need continuous improvement throughout the program/project areas. Share the lessons learned from the project to ensure the KY RD State Office can continue to achieve the desirable outcomes and preclude the recurrence of undesirable outcomes. The lessons learned should include the issue that was encountered, a brief description of the problem or success, the impact on the project (e.g. time, scope, quality, schedule), and the process improvement recommendations (lessons learned).

3.2 Deliverables:

Deliverable Frequency Medium/# of Copies

Submit To

Post Award Conference Minutes

2 days after conference

1 copy via email State Director, CO and COR

Evaluation Report, including strategy for implementation

At completion of Evaluation Phase

1 copy via email State Director

COR

Training Curriculum and Plans After Development

Electronic file submitted via email

State Director

COR

Training Material After Development

TBD State Director

COR

Deliver Training TBD TBD Staff Mentorship TBD TBD Staff

Weekly Activity Report Monday for previous week

1 copy via email;

conference call as needed

State Director

COR

Progress Report assessing results, any problems & corrective actions

Monthly 1 copy via email;

conference call as needed

State Director

COR

Lessons Learned Close-Out TBD State Director

COR

Change Committee

SECTION 4 GOVERNMENT-FURNISHED PROPERTY AND INFORMATION

4.1 Government-Furnished Facilities:

4.1.1 Temporary Facilities: As needed, the Government will make available to the Contractor temporary on-site work space and/or access to various resources such as, desk(s), chair(s), and meeting/conference room(s), Video Teleconferencing.

4.1.2 Training Facilities: The government intends to provide the facilities at the Kentucky State Office for training unless a different location is specified in the task order.

4.2 Government Information and Personnel: All government unique information related to this contract which is necessary for contract performance will be made available to the contractor. The Government will also furnish access to the applicable personnel necessary to perform the required tasks. The COR will be the point of contact for identification of any required information and personnel interface.

SECTION 5 CONTRACTOR FURNISHED ITEMS

Except for those items specifically stated to be government furnished in Section 4, the contractor must furnish everything needed to perform this contract according to all its terms.

SECTION 6 PERFORMANCE ASSESSMENT

6.1 Performance Evaluation

The Government will monitor the contractor’s compliance with the Performance Work Statement by one hundred percent inspection of output. The absence of any contract requirement in the Performance Requirements Summary does not negate the enforceability of the requirement, nor does it limit the rights or remedies of the Government under any other provision of the contract.

6.2 Performance Requirements Summary

The standards of performance will be monitored in accordance with the following Performance Requirements Summary.

Performance Requirements Summary

Item Performance

Objective Performance Quality Level

Method of Surveillance

Frequency Sample Size

Timeliness Deliverables provided on schedule

99% Periodic Surveillance As required 100%

Customer Service

Telephonic and written inquiries and responses are accurate and timely

99%

Random Sampling, Customer Complaint

As required 100%

Communication On schedule 99% Periodic Surveillance, Random Sampling, Customer Complaint

As required 100%

Program Management

On schedule 99% Periodic Surveillance, Random Sampling, Customer Complaint

As required 100%

Performance Management

On schedule 99% Periodic Surveillance, Random Sampling, Customer Complaint

As required 100%

Types of surveillance to select from:

Random Sampling: Appropriate for frequently recurring tasks. Evaluate randomly selected samples of a lot to determine the acceptability of the entire service.

100 Percent Inspection: Appropriate for tasks that occur infrequently. Inspect and evaluate performance each time the task is performed.

Periodic Surveillance: Evaluation of samples selected on other than 100% or statistically random basis (i.e. monthly, quarterly, semi-annually, etc.

Validated Customer Complaint: Complaints must be validated by the COR.