A14_MR_Statement_of_Work_V0_1_Posted_1.docx

STATEMENT OF WORK

1. PROJECT TITLE

PBGC EEO Case Management System

2. BACKGROUND

The Pension Benefit Guaranty Corporation (PBGC) protects the retirement incomes of over 33 million American workers in private sector defined benefit pension plans. The agency operates two separate insurance programs —one covering pension plans sponsored by a single-employer and another covering multiemployer pension plans, which are sponsored by more than one employer and maintained under collective bargaining agreements. PBGC is currently responsible for the benefits of about 1.5 million people in failed pension plans. PBGC receives no taxpayer dollars. Its operations are financed by insurance premiums, investment income, and, for the Single-Employer Program, assets, and recoveries from failed single-employer plans.

The Office of Equal Employment Opportunity (EEO) provides support to the PBGC for the integration of EEO (Equal Employment Opportunity) requirements throughout the agency’s work environment. The EEO is committed to providing equal opportunities for all employees as well as developing and maintaining a diverse, discrimination free work environment.

3. SCOPE/REQUIREMENTS

EEO is seeking a case management solution to manage and report on the overall EEO program, while monitoring and reporting complaints in an efficient and effective manner. The solution must store, track, facilitate the management of EEO complaints, cases submitted and generate required 462 and No FEAR reports. EEO Contact Case are calls, letters, faxes, walk-in inquiries etc. received by EEO Offices that may or may not become a case.

The solution must be a governed solution that is a managed service or a hosted cloud solution that has a valid FedRamp certification. The solution must follow the Federal EEOC Processing Procedures/Timelines and meet the below functional requirements out of the box and in compliance with the EEOC requirements:

a. Workflow management for EEO cases compliance with EEOC Complaint processes and timelines out of the box

b. EEO contact Case: ability to create, read, update, close or delete

c. Informal case processing: ability to create, read, update, close or delete

d. Formal case processing: ability to create, read, update, close or delete

e. Mixed case processing: ability to create, read, update, close or delete

f. Class Action Cases processing: ability to create, read, update, close or delete

g. No FEAR Module and Reporting: ability to create and submit quarterly and annual reporting anytime on demand

h. 462 Checklist Reporting and submission of the XML files to the FEDSEP portal in EEOC compliant format anytime on demand and Quality Reporting Module: ability to create Data Integrity Analysis

i. Ability to search for multiple complaints by Case number, Claims, Cases, Complainant, Complainant Address, Consolidated Cases, Contract, Corrective action, Document, EEOC Data, Event, Fee, Statutes

j. Ability to track status changes for complaint processing

k. Ability to run the below list of reports anytime on demand:

· EEO contact report

· All informal cases report

· Open Formals and Mixed cases report

· Open inventory report

· Appeals report

· Fee report

· Corrective action and compliance report

The solution shall also come with a list of templates which enable letter creation for communication out of the box in compliance with the EEOC requirements, at minimum including:

a. EEO Counselors Report

b. Informal Issuance of Right to File

c. Formal Complaint Processing Schedule

d. Notice of Receipt of Discrimination Complaint

e. Notification of Discrimination Complaint

f. Notification of Acceptance of Discrimination Complaint

g. Investigative Plan

h. Authorization to Investigate

i. Unsuccessful Request for Information

j. Notice of Issuance of Report of Investigation

k. Compliant File and ROI Letter of Issuance

l. Receipt of Notice of Appeal

m. Notice of Dismissal of Discrimination Complaint

n. Notice of Withdrawal of Complaint

This contract will include the procurement of licenses and operations and maintenance for the licenses, PBGC specific configuration and workflow set up.

3. SPECIFIC TASKS

The Contractor shall provide qualified professional personnel, in accordance with all terms and conditions of this contract, to perform the tasks/deliverables set forth below.

Tasks:

1. Security support to meet required security guidelines

2. Software upgrades

3. Post deployment support

4. End user training

5. Operations and Maintenance

6. Production Support

Security The solution must meet federal security standards and provide all requested documentation pertaining to security for the application.

Deliverables:

The schedule for the items listed below will be determined at the project initiation meeting.

1. Required security documentation that includes access to FedRamp documentation for PGGC’s Information System Security and Privacy Officer

2. Annual Refresher Training– Contractors should provide refresher training for 5 system End-users and 3 Admin users on the software along with user material annually

Optional CLIN (FFP): In the event of major platform upgrade needed for the Case Management System, the vendor shall notify PBGC 60 days in advance. And PBGC will have the option to exercise the Optional CLIN within the current option year or at the beginning of the next option year.

The Contractor shall provide qualified professional personnel, in accordance with all terms and conditions of this contract, to perform the additional tasks/deliverables set forth below:

Optional Tasks:

1. Project Management for the initial installation on the new platform

2. Hosted application(s) installation on the new platform

3. Testing Assistance

Optional Deliverables:

1. Bi-weekly status reporting during the upgrade to new platform

2. Project Schedule

3. Design Document (configuration, Network Diagram)

4. Test plan

APPLICABLE DOCUMENTS

None

DELIVERABLES AND DELIVERY SCHEDULE

Proposed SLAs shall be delivered by the 10th business day of the period of performance.

GOVERNMENT FURNISHED PROPERTY (GFP)

There will be no government-furnished equipment.

PLACE OF PERFORMANCE

The principal place of performance will be at the Contractor’s location.

4. PERIOD OF PERFORMANCE

The Period of Performance is twelve (12) months base period plus nine (9) twelve (12) month option periods.

Base Year: September 30,2024- September 29, 2025 Option Year 1: September 30, 2025- September 29, 2026 Option Year 2: September 30, 2026 - September 29, 2027 Option Year 3: September 30, 2027- September 29, 2028 Option Year 4: September 30, 2028 - September 29, 2029 Option Year 5: September 30, 2029 - September 29, 2030 Option Year 6: September 30, 2030 - September 29, 2031 Option Year 7: September 30, 2031 - September 29, 2032 Option Year 8: September 30, 2032 - September 29, 2033 Option Year 9: September 30, 2033 - September 29, 2034