Draft_SOW.docx

PERFORMANCE WORK STATEMENT

1. GENERAL

1.1 Introduction

The Executive Office for Immigration Review (EOIR) is a national court system within the Department of Justice (DOJ). Its primary mission is to adjudicate immigration cases by fairly, expeditiously, and uniformly interpreting and administering the Nation’s immigration laws.

After the Department of Homeland Security (DHS) charges a foreign born individual, an alien, with violating immigration laws, EOIR decides whether that individual is removable from the country and if found removable, whether they qualify for protection or relief from removal. To make these determinations, EOIR’s Office of the Chief Immigration Judge (OCIJ) has approximately 350 immigration judges who conduct removal hearings and other administrative court proceedings in approximately 60 immigration courts nationwide.

EOIR’s appellate component, the Board of Immigration Appeals (BIA), hears appeals from certain immigration judge and DHS decisions. The majority of appeals involve orders of removal and applications for protection or relief from removal. The BIA designates certain orders as precedent decisions which are then published and apply to immigration cases nationwide. The federal circuit courts may also issue precedent decisions on immigration law issues that are then controlling in that particular federal circuit. The BIA is the highest administrative tribunal for interpreting and applying U.S. immigration law.

Also residing within EOIR is the Office of the Chief Administrative Hearing Officer (OCAHO), which hears cases involving employer sanctions for illegal hiring of unauthorized workers and employment eligibility verification violations, unfair immigration-related employment practices, and civil penalty document fraud.

1.2 Background

EOIR continues to face both internal and external challenges to increasing adjudicative and case processing capacity to help reduce the pending caseload. Internal challenges include the IJ hiring process and the geographic disbursement of courtrooms. Externally, the most significant factor is the recent shift in DHS enforcement priorities and resulting rapid increase in the number of new immigration cases.

As of September 30, 2017, there were nearly 650,000 cases pending in immigration courts nationwide, a 25 percent increase from FY 2016 and by far the largest pending caseload before the agency, marking the eleventh consecutive year of increased pending caseload. Additionally, in FY 2017, DHS filed nearly 300,000 NTAs, compared to fewer than 240,000 NTAs filed during FY 2016, demonstrating a marked increase in enforcement activities.

OCIJ Caseload in Fiscal Year 2017[footnoteRef:1] [1: Due to data entry lag, recent months underreport the number of receipts, incorrectly implying that the pending caseload is increasing at a slower rate. ]

While the challenges noted below are specific to the Office of the Chief Immigration Judge (OCIJ), EOIR remains cognizant that the large and growing pending caseload will also affect the Board of Immigration Appeals (BIA). From FY 2014-2016, BIA received on average about 13,000 appeals per year. However, in FY 2017, over 17,000 appeals were filed with BIA, a 34 percent increase. This work is shared across 16 (out of an authorized 17) current Board Members, an extremely large volume for any appellate body. As both new OCIJ case receipts and the number of immigration judges increase, the BIA will likely continue to face a resultant increase in the number of appeals filed, especially as the appeal rate tends to stay constant (about ten percent of completions).

To better address these challenges, all EOIR offices are focused upon identifying efficiencies and more effective processes. As such, one way EOIR is seeking to better manage strategically and operationally is through the enhancement of its planning, analytic/evaluative, data governance, and statistics capabilities.

2. SERVICES

2.1 Scope

The purpose of this requirement is to obtain contractor support and disciplines to support the following task areas: 1) Strategic Planning, EOIR Transformation and Deployment Support; 2) Current State EOIR Analytics, Evaluations and Research; and 3) Forward Focused Advanced Analytics, Modeling and Simulation. The completion of the tasks will improve EOIR’s ability to comply with the Government Performance and Results Act, Federal Managers Financial Integrity Act, and other acts, regulations, agency policies, etc. which require a federal entity to manage strategically.

2.2 Task Area Objectives and Specific Tasks

The contractor shall provide all labor, supervision, and transportation necessary to perform the services described. Because of the iterative/ongoing nature of planning, analysis and statistics efforts, all task areas are performed on an “as needed” basis. For purposes of this Scope, “as needed” is determined by the Government. It is also understood that many of the planning, analytic, and statistical activities noted below are not mutually exclusive, but may overlap.

2.2.1 Task Area 1: Strategic Planning, EOIR Transformation and Deployment Support

a. Provide facilitation and documentation services to assist in various EOIR and DOJ planning efforts (Strategic, Business, Operational) to include:

i. Facilitation, coaching, training, and support;

ii. Facilitate meetings and/or focus groups;

iii. Facilitate and update the plans as needed

iv. Facilitate and document continued buildout of EOIR and DOJ performance measures/indicators

v. Collect inputs and vet with EOIR Leadership

vi. Work with applicable EOIR and DOJ offices to facilitate and develop related communication plans

vii. Support the implementation of plans

b. Work with EOIR partners to support planning-resource activities:

i. Support alignment of EOIR priorities to DOJ priorities in performance budget and planning documents, organizational alignment documents, and other documents requiring such alignment

ii. Support EOIR’s ability to track, plan, and justify expenses and budgets through development of relevant tools, processes and procedures

iii. Provide as needed assistance with Appropriations processes and documents (e.g., Budget Justification) where planning, analytic and/or evaluative inputs/expertise is required

iv. Work with applicable offices to align financial, human resources, information technologies to EOIR and DOJ strategies and priorities

v. Enhance EOIR capabilities to track, plan, and justify expenses and budgets

vi. Incorporate internal controls analyses per Task Area 2.2.2c into relevant planning-budget documents

vii. Establish a comprehensive EOIR resource model for identifying, hiring, and assessing positions, roles and staff.

viii. Identify, evaluate and report upon new challenges and opportunities to determine and plan for business transformation needs.

c. Assist EOIR programs with business transformation processes and procedures:

i. Assist with Current State and Readiness Assessments

ii. Support project management, organizational change management activities, and deployment planning

iii. Provide technical assistance and analytic support of deployment activities

iv. Assist with developing and managing project schedule for deployment and tracking progress against planned activities

v. Provide as needed support to identify, plan, and deploy new capabilities for initiatives that support the EOIR mission to include, but not limited to:

1. Provide business process and requirements analysis, coordinate presentation development, and facilitate project management

2. Develop agendas, presentation materials, project schedules, project risks/issues, in support of Working Groups, Committees

3. Conduct analysis to identify bottlenecks, issues, non-value added activities and other areas of improvement

4. Conduct site visits, surveys, and interviews as applicable to the development of process analysis studies, lessons learned and best practices for future project implementations and business process reengineering

5. Provide recommendations for improvements to process, workforce, IT/systems and infrastructure and their prioritization

6. Identify change impacts resulting from process improvements

7. Assist with the development of As-Is process maps to depict existing processes

8. Assist with the development of To-Be process maps for critical processes

9. Analyze current business processes, develop lessons learned and recommend optimal service delivery models

10. Identify baseline functions and processes, analyze workload and staffing levels of EOIR operational entities and document findings

11. Assist EOIR leadership in developing and implementing a decision process regarding future service delivery models

12. Recommend processes and high-level standard operating procedures

13. Support development of process implementation plan if required

14. Provide thorough documentation including methodologies used, risks, assumptions, and all other relevant information such that analyses can be recreated and rerun

15. Provide transparency into how each analysis is being conducted and provide appropriate intermediate and final documentation

2.2.2 Task Area 2: Current State EOIR Analytics, Evaluations and Research

a. Support the evaluation of agency, component, and programmatic performance;

i. Assist with developing tools/mechanisms/approaches to better monitor and report EOIR and DOJ performance measures/indicators

ii. Consult with subject matter experts and use integrated models/simulation tools to evaluate EOIR performance

iii. Research and assess EOIR operations and actions based on data inputs into EOIR systems

iv. Use a combination of aforementioned approaches when warranted for full scope evaluations of EOIR operations

b. Provide Risk Management Expertise (Enterprise Risk Management, Project Risk Management, Fraud Risk Management, Process Risk Management)

i. Conduct risk assessments, risk surveys

ii. Coordinate development of risk mitigation strategies

iii. Provide risk management consultation and support development of risk-related products

c. Support continual enhancement of EOIR internal controls

i. Conduct business process and requirements analyses

ii. Support EOIR efforts to independently comply with OMB A-123

iii. Support EOIR efforts to comply with DOJ guidance regarding OMB A-123

iv. Work with EOIR to meet their Year-End Federal Managers’ Financial Integrity Act Reporting requirements

v. Support EOIR efforts to comply with all relevant federal internal controls standards

d. Statistical tracking

i. Support collaboration within DOJ, DHS, and other immigration or like court components to report and analyze EOIR business data

ii. Support coordination of recurring and emergent/one-time reports for various Congressional committees, media, etc.

iii. Access and query enterprise-wide (EOIR) databases using advanced Business Intelligence techniques

iv. Augment and enhance querying techniques

v. Provide data extraction expertise using Access, R, or any subsequent/replacement product/tools

vi. Support the coordination with multiple individuals and/or organizations to resolve data requests, data quality issues, and/or other data-related items

vii. Enhance graphical reporting and visualization formats

viii. Build predictive techniques to forecast standard EOIR key performance metrics

e. Prepare briefings, issue papers, studies, recommendations, responses, and reports regarding EOIR data and data quality to include, but not limited to:

i. Support the establishment of data integrity controls to better assure information entered into EOIR systems is complete, accurate and consistent.

ii. Support the development, implementation and ongoing monitoring of queries to systems users that allow them to monitor data quality

iii. Apply business rules and change management approaches to identify data gaps, root causes, and remedies

f. Identify Issue Areas, analyze impacts of issues, and evaluate new policies, procedures, and regulations to determine their economic and operational impacts

i. Develop a structured mechanism to identify, assess, and manage fraud.

ii. Conduct regulatory impact analyses/evaluations in compliance with federal standards

2.2.3 Task Area 3: Forward Focused Advanced Analytics, Modeling and Simulation

a. Utilize existing models to strategically and systematically define, analyze, validate, inform and execute transformative changes to EOIR’s operations. Sub-tasks may include, but are not limited to:

i. Determine the optimal number of EOIR personnel at a facility based on location, personnel

ii. Identify and evaluate tactics to increase case processing efficiency and reduce the growing pending caseload

iii. Iterative approach to schedule balancing

iv. Optimal/Efficient Video-Teleconferencing distribution

v. Ad hoc Leadership requests

b. Continues maintenance and enhancement of EOIR’s existing models

i. Refresh with updated data and any changes to adjudicatory lifecycle

ii. Update with any new and/or improved technologies

c. Develop new operational models based upon ever-changing immigration paradigms/landscape

3. CONTRACTOR SUPPORT LABOR CATEGORIES

3.1 General Personnel Qualifications

1. Contract employees shall not use government equipment for personal use while on duty, such as using government computers for internet surfing or government copiers for personal matters.

2. The CO may waive qualification requirements if deemed necessary on a case by case basis. Additional personnel qualifications include:

a. Be a citizen of the United States of America and may be required to submit to a full employment suitability determination and background check as determined by EOIR Office of Security.

b. Speak English fluently, read and comprehend written English, and compose coherent written reports in English.

3.2 Hours of Work and Recognized Federal Holidays

EOIR Building Operations are from 6:00am-6:00pm. Core hours of work are from 10am-3pm Monday-Friday. All contractor personnel are expected to be available during these core hours (either onsite, phone, email) unless federal holiday or contractor has notified COR of persons unavailability with sufficient notice (aside from emergency and dependent upon import of tasks being worked, generally 1-2 weeks). The Government recognizes the following holidays. Should a recognized holiday fall on a weekend, the alternate day designated by the Government shall be recognized as the holiday.

4. DELIVERABLES

The contractor shall provide the following services and/or deliverables.

The COR and the contractor shall mutually agree upon content requirements for deliverables #1 and #2 identified above after award, but #2 will include at a minimum: Status of task to include risk, organizational chart with position of personnel, security status of new personnel.

The contractor shall provide all deliverables in electronic form and may provide them by email. The contractor shall provide all deliverables in MS Office 2007 or a later version to the assigned COR and Contracting Officer.

For Draft Deliverables, referred to as Deliverables #1 and #2 (Weekly and Monthly Reporting) in Section 4 of the PWS, the Government has thirty (30) calendar days after delivery to return comments. Booz Allen will incorporate comments within fifteen (15) calendar days. For Draft Deliverables, referred to as Deliverables #3 (Various Tasks) in Section 4 of the PWS, the Government has five (5) working days to return comments. Booz Allen will incorporate comments within five (5) working days. For Final Deliverables, the Government shall either accept or reject Deliverables within five (5) working days of Deliverable submission.

In the event of rejection, the Government shall notify Booz Allen in writing of the reasons for such rejection. Absence of notification shall be construed as acceptance.

To achieve the delivery schedule or objectives outlined, a contract start date no later than October 1, 2018 will be required.

Acceptance will be in accordance with the criteria defined in Section 5 of the PWS.

5. ACCEPTANCE CRITERIA AND REQUIREMENTS

5.1 Acceptance Criteria

EOIR will accept or reject deliverables #1 and #2 within thirty (30) calendar days after delivery. If rejected, the contractor shall make corrections as specified and resubmit the deliverable for review and approval within the agreed upon timeframe, or not later than fifteen (15) calendar days from notification of the rejected deliverable and at no additional cost to the government for re-work.

Deliverable 3 acceptance will vary dependent upon the task. Unlike many contracted items, requests for ad hoc planning and analytic requests from DOJ and EOIR leadership cannot be predicted. Nor can updates to data definitions, performance measures, regulations, laws, etc. that have direct implications on analyses (as well as upgrades/updates to models) be foreseen. As such, EOIR has developed Section 5.2 to identify Requirements to the maximum extent practical. When a customer that requests a deliverable that falls under a Task Area, the vendor will work to meet the desired results of performance as agreed upon.

5.2 Requirements

· Accurate: Business Process Management products are accurate based on the information provided to the contractor. Contractor complies with applicable federal standards dependent upon the task.

· Complete: Business Process Management products meet the specific request as agreed upon by contractor and government.

100% inspection

· Accurate: Products are accurate based on the information provided to the contractor. Contractor complies with applicable federal standards dependent upon the task.

· Complete: Products meet the specific request as agreed upon by the contractor and government.

· Accurate: Products are accurate based on the information provided to the contractor. Contractor complies with applicable federal standards dependent upon the task.

· Complete: Products meet the specific request as agreed upon by the contractor and government 100% Inspection

· Accurate; Updates to existing models are accurate based on the information provided to the contractor.

· Complete: Updates to existing models meet the specific request and/or recommendation as agreed upon by contractor and government.

Periodic inspection, Final update inspection

· Accurate; New model buildouts are accurate based on the information provided to the contractor.

· Complete: New model buildouts meet the specific request and/or recommendation as agreed upon by contractor and government.

Periodic inspection, Final update inspection

6. MEETINGS

6.1 Post Award Conference

The contractor agrees to attend any post-award conference convened by the contracting activity or contract administration in accordance with FAR 42.5, Post Award Orientation.

6.2 Periodic Progress Meetings

The CO, 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 contrracotr of how the Government views the Contractor’s performance, and the contractor will apprise the government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government. The COR and/or assigned government program manager will meet daily, or as mutually agreed upon, to discuss ongoing activities and tasks status.

7. GOVERNMENT FURNISHED ITEMS, TRAVEL. AND TRAINING

7.1 Government Furnished Equipment

The Government will provide necessary equipment to perform the work. The contractor shall keep and maintain and inventory of Government-furnished equipment such as laptops, thumb drives and tokens, and will make these available for inventory and accountability to the COR or EOIR Property personnel upon request. Due to space limitations, the Government will provide workstations on a space-available basis, but no less than ten (10).

7.2 Government Furnished Information

The Government shall provide initial familiarization, and any information manuals, texts, briefs, and other materials associated with this task as required.

The COR and/or Contracting Officer will work with the contractor to arrange all required meetings, teleconferences, video-teleconferences, or consults between the contractor and Government personnel, or other entities that are mutually agreed upon to have a stake in timely and accurate completion of deliverables.

7.3 Emergency, Natural Disasters and Other Occurrences

In the event of an emergency, natural disaster, or other occurrence that renders the government or contractor facility or facilities to be inaccessible or unoccupied by employees for a period of time greater than forty-eight (48) hours, contractors may be required to perform services at another location on a temporary or roving basis at the discretion of the Government. If applicable, travel expenses may be approved and reimbursed in accordance with paragraph 7.4 Travel.

7.4 Travel

The contractor may elect (part of their own technical approach) to travel locally or to other domestic locations. All contractor travel shall be approved in advance by the assigned EOIR Contracting Officer’s Representative (COR) in consult with the funding program activity. The contractor shall be responsible for arrangements such as airline, hotel, and car rental reservations. The Contractor shall be required to invoice in accordance with Government Travel Regulations.

7.5 Training

a. Contractor Training: The contractor is responsible for providing immigration, EOIR, and any task-related training to all contractor team personnel, to include replacement personnel, at no cost to the Government. This training should be completed prior to contractor personnel entering on duty.

b. Government Required Training: The Contractor is required to complete any Government Training that is a requirement for all personnel (e.g., Computer Security).

c. Future Training: In the event changes to any applicable federal laws, regulations, and/or policies occur, the contractor shall be responsible for providing training to all contractor personnel at no cost to the Government. The contractor, in consult with applicable Government Subject Matter Experts, shall also be responsible for providing training on any new data sources or systems or any changes to Government systems.

d. Refresher Training: The contractor is responsible for any necessary refresher or re-training of contractor personnel as no cost to the Government.

8. COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS

8.1 DOJ Enterprise Architecture Compliance

All solutions and services shall meet DOJ and EOIR Enterprise Architecture (EA) policies, standards, and procedures as it relates to this SOW and associated task orders.

8.2 Section 508 Compliance

Section 508 of the Rehabilitation Act requires Federal agencies to make their electronic and information technology accessible to people with disabilities. This applies to all Federal agencies when they develop, procure, maintain, or use electronic and information technology.

8.3 Conflict of Interest and Avoidance Information

The contractor shall notify the Contracting Officer and COR in writing of any potential conflicts of interest as a result of their performance, any potential conflict of interest of their employees may have as a result of this contract, and/or that of their Team Members or subcontractors at any tier, on this contract.

Receipts Oct Nov Dec Jan Feb Mar April May June July Aug Sep 34327 33875 34907 38630 42272 47196 38291 37661 35631 32021 34509 27945 Completions Oct Nov Dec Jan Feb Mar April May June July Aug Sep 27391 28046 25090 28465 24182 28234 24921 27462 26900 24525 29829 23931 Pending Oct Nov Dec Jan Feb Mar April May June July Aug Sep 526499 532326 542143 552306 570395 589358 602728 612925 621657 629152 633832 637846 Receipts and Completions

Pending Caseload