Performance Work Statement.pdf

ACQUISITION SENSITIVE

FOR OFFICIAL USE ONLY PERFORMANCE WORK STATEMENT

Department of the Treasury Office of the Chief Information Officer (OCIO)

Enterprise Applications (EA)

Enterprise-wide Unemployment Compensation for Federal Employees (UCFE)

Performance Work Statement (PWS) July 19, 2024

I. GENERAL DESCRIPTION

The United States Department of the Treasury, Office of the Chief Information Officer (OCIO), has identified a requirement to provide support services for Unemployment Compensation for Federal Employees (UCFE) to include claims processing, data storage and processing, appeals administration services and training.

II. STATEMENT OF NEED

The United States Department of the Treasury, Office of the Chief Information Officer (OCIO), has identified a requirement to provide the most effective and efficient system of handling Unemployment Compensation for Federal Employees (UCFE) claims while ensuring Treasury and its stakeholder Bureaus and Offices meet the Federal Unemployment Compensation Laws provided by the Department of Labor (DOL) individual states.

III. SCOPE REQUIREMENTS

The contractor will be retained to fulfill the participating agencies responsibility for Unemployment Compensation (UC) management. The contractor shall be able to provide various administrative services utilizing the detailed information provided for unemployment purposes indicated below to include storing of payroll/separation data. The contractor shall perform all administrative functions in managing UC claims and have a mastery of UC statutes and regulations in all fifty states, US territories and protectorates and the District of Columbia. However, Government officials will retain responsibility for reviewing all claims that the contractor deems protestable and determine which claims will be challenged. Each Bureau and Office using this contract will provide confirmation to Treasury Enterprise Applications of their intent to continue use of the services provided by the contractor on an annual basis.

FOR OFFICIAL USE ONLY

At present, there are 12 Treasury Bureaus and Offices serviced by the National Finance Center (NFC) with approximately 110,077 employees that could be serviced.

The contractor shall provide the following services to support Treasury Bureaus and Offices:

CLIN 0001 Base Year: Unemployment Compensation for Federal Employees (UCFE) and Employment Verification (E/V)

CLIN 1001 Option Year 1: Unemployment Compensation for Federal Employees (UCFE) and Employment Verification (E/V)

CLIN 2001 Option Year 2: Unemployment Compensation for Federal Employees (UCFE) and Employment Verification (E/V)

CLIN 3001 Option Year 3: Unemployment Compensation for Federal Employees (UCFE) and Employment Verification (E/V)

CLIN 4001 Option Year 4: Unemployment Compensation for Federal Employees (UCFE) and Employment Verification (E/V)

IV. SPECIFIC REQUIREMENTS

A. STORING OF PAYROLL/SEPARATION DATA

• Maintain a secure electronic interface for receipt, input and confirmation of the payroll/separation data transmitted from the USDA National Finance Center (NFC) and by various payroll and personnel locations including the capacity for expansion of the standard pay plan fields when additional payroll/separation data is required.

• Securely maintain the payroll/separation data that will be submitted from various payroll and personnel locations and will be transmitted in multiple formats.

• Provide for receipt and input of the payroll/separation data in the format submitted. This includes the incorporation of the required Government location identifiers -Agency Identification Code – (AIC) into the contractor's system. These location identifiers range from 2 to 15 characters.

• Provide for receipt, input, and storage of expanded comments/remarks for certain Agencies when additional separation information is available.

• Have the ability to create/modify a database that does not require a Social Security Number (SSN) to access (e.g., name, airport, etc.).

• Provide a feature to attach documents to each individual case file as designated by AIC identifier.

• Provide a secure data storage feature that is capable of receiving up to two years of historical payroll/separation data and storing and maintaining a historical database of all separation data collected. See Section 16.0 - Controlled Unclassified Information Data Privacy and Protection.

Notes:

• Agencies will provide up to two years of historical payroll/separation data at contract initiation.

• Agencies will provide pay schedules to Contractor at beginning of each Fiscal Year and as required for any mid-year modifications to their pay schedules.

• Treasury will provide payroll/separation information to the Contractor on a bi-weekly basis concurrent with scheduled agency payroll.

B. CLAIMS PROCESSING

• The contractor shall be designated as the addressee of record for the receipt of Request for Wage and Separation Information – UCFE (Form ES·931) and other related inquiries as appropriate.

Note: ES-931 forms must be returned to the state UC office no later than the 12th calendar day from the “date of request” or the state is authorized by DOL regulation to pay benefits to the ex- federal civilian employee based on their affidavit.

Using the payroll data, the contractor must:

• Determine whether the claimant is a former employee of the respective Government agency.

• Identify the sub-unit within the agency, which employed the claimant at the time of separation.

Note: Agencies shall provide current and updated sub-unit listings throughout the period of performance.

• Contractor must Complete claims forms and return them to the State agency within four days but no later than the last calendar day authorized by the state “date of request.”

• Contractor must review employee separation documents to ensure that needed employment information is provided.

• Contractor must review claimants' circumstances of separation, availability for work, and allocation or severance or other special payments.

• Contractor will review all claims and refer questionable State determinations to the appropriate Government agency officials.

• Contractor must be able to interface with the Federal Interstate Connection (ICON) System to electronically receive inquiries from the various state unemployment offices and respond electronically. The contractor must have the hardware/software necessary and agrees to work with the ICON administrator regarding procedural matters. ICON is a vital Unemployment Insurance (UI) system that aids in processing interstate claims and claims for former federal workers (UCFE).

• The Contractor shall have the ability to coordinate all procedural matters with the ICON administrator.

• When processing a claim, the Contractor shall ensure that the employee’s Form SF- 50 provides a decision or resignation cause, and (if it includes a decision), attach:

A copy of all witnesses' statements supporting the decision.

2.2.7.2 Guidance on conduct or performance.

2.2.7.3 Any other documents that supported the action.

• Upon receipt of a claim or appeal, the Contractor shall within 24 hours contact the appropriate agency point-of- contact (POC) to convey the information contained therein.

• Contractor shall ensure that the notice of a claim or appeal has been received by the appropriate agency POC not later than ten business days before any hearing or appeal is scheduled.

• Contractor shall establish and maintain a methodology for electronic tracking of all claims-related correspondence to ensure that timely responses are made to all claims or appeals.

• Contractor shall scan documents received in hard copy and send them to agency POCs via email. Data containing Personally Identifiable Information (PII) must be encrypted prior to transmission. Passwords for opening encrypted documents may be passed telephonically or via separate email. (Faxing of these documents is not permissible.)

• Contractor shall verify that documents sent to the respective agency are legible.

• Contractor shall provide and maintain the necessary hardware/software required for processing unemployment claims in accordance with the requirements of this Statement of Work.

• Contractor shall audit its incoming correspondence – both written and electronic – and the means of delivery to ensure that it is receiving all notices of claims and appeals in a timely manner, and if necessary, take the appropriate steps to resolve any problems with such delivery.

• Contractor shall notify the appropriate agency POCs for the case in writing (includes email) within five days of the State’s Unemployment Compensation Case determination in order to send out all decision notices.

• Contractor shall update the agency POCs in writing for the case and within five days of the State’s Unemployment Compensation Case decision Contractor shall provide the following:

Employee Name.

Social Security number (SSN).

Government location identifiers (Agency Identification Code – AIC).

Note – This may require additional detailed information (e.g., location, airport [TSA], etc.).

Issue being decided.

State or Territory decision as either “Qualified” or “Not Qualified.”

• Contractor shall ensure that each notice of a claim or appeal is given to each agency POC to ensure the message is conveyed to the primary or alternate POC.

• Agency specific deliverables will be provided as addendums to this agreement.

• Contractor may be required to provide a secured interface capability with agencies for needed employment and wage information on a pay period or quarterly basis.

• Contractor shall be responsible for Benefits Accuracy Measurement (BAM) and complete any necessary research and documentation and return to the responsible Bureau/Office.

• Contractor shall have the ability to utilize a file sent by Treasury to map Employee ID to SSN that can be used for displaying data for specific claimants.

C. APPEALS ADMINISTRATION/CONSULTATION/REPRESENTATION

• Government agency officials will determine whether to appeal or accept State/ Territory determinations within 72 hours of receipt of the determination of claim.

Contractor must ensure that the Federal official or Agency POC having first-hand knowledge of the situation/claimant must attend any hearing to give testimony and present evidence. Otherwise, any testimony given would be considered hearsay, if objected to by the claimant. In support of the Federal official, the Contractor shall:

Represent the Government agency and attend all hearings to provide responses to procedural questions and issues unless directed otherwise by the agency.

Ensure that all claim documentation is complete, accurate and complies with the specific states' guidelines and laws when filing an appeals case.

Ensure that all appeals and any supporting documents are filed prior to the filing deadline.

Provide quality assurance checks on all appeals and claim filings to ensure the filings are complete and any additional Government agency data is promptly provided.

• When an appeal is filed, the Contractor will obtain the appropriate documentation and provide the necessary review, witness preparation and consultation throughout the appeal process as set-forth by the respective State laws. Appeals/Hearings deadlines are provided in Attachment (1).

D. RECONCILIATION OF STATE BENEFITS PAID DATA TO DOL BILLINGS

• The contractor shall reconcile State benefit paid data with the amounts DOL bills to participating agencies. This includes follow up with the State unemployment offices for any missing benefit paid data or benefit paid in error.

• Reconciliation shall occur within 30 days following receipt of each state unemployment benefit charge statement.

• Contractor will conduct audits of all UC payments to claimants to evaluate the validity of payments and determine the possibility of fraudulent activity.

E. TRAINING

• The contractor shall provide training to supervisors and human resource staff for new hires remotely and/or at the Government site (on-site at 1750 Pennsylvania Avenue, 13th Floor, Washington, DC) or other designated Treasury locations. Training may include information on the UC laws of the specific area/region; how to process unemployment claims; how to determine employee eligibility; the day-to-day UC management procedures; the hearing and appeal process; reference handouts; test for understanding; and assess level of competency at a minimum with other topics deemed necessary to the unemployment compensation process. If needed, the contractor shall conduct workshops in the following areas:

Hearings and Appeals Training Procedures for day-to-day Unemployment Compensation management Cost of unemployment claims Hiring practices Part-time employment Use of probationary periods Separation terminology Proper documentation UC Law and process of unemployment claims Employee eligibility Additional areas as deemed necessary by contractor.

• Training may be via conference call, video-teleconference, webinar or in-person. The contractor shall provide any necessary training materials and is responsible for any correlating costs to meet this requirement.

F. MANAGEMENT REPORTS

• The contractor shall provide participating Government agencies when required with

Unemployment Compensation Management Reports (i.e., Executive Summary Report) monthly, with cumulative quarterly and annual reports, and the most recent four (4) quarters as of the end of the third quarter (June 30). Reports shall be available in either hard or soft copy.

• Using the location identifiers, the contractor will present the required information nested to the 4th organizational level of each participating agency. The contractor must also have the capability to roll up the data and present summary information at the first, second and third organizational levels.

• The management reports must include both summary and detailed information for:

• The number, type, classification, individual percentage, and potential cost liability associated with received claims. This report should include protest/appeals with associated win/loss ratios; Hearings scheduled and win/loss ratios; Hearing Run Off factor; Disputed Claims Percentage; and any Compliance related issues with related cost liability; and overall financial impact.

Note: Compliance issues – Ex.- Failure of Agency witness to appear Claims received too late (ES-931), etc.

• All inquiries, claims, and appeals that were initiated during the reporting period, with status of each.

• A summary of the disposition of claims determinations and appeal decisions shown as pending on previous reports. Agency specific reports will be added as addendums to this agreement.

• Charges and credits to each agency during the current quarter resulting from claims filed in a previous report.

• Notification of any Benefit Integrity Violations.

• A detailed report on the reconciliation of the State benefits paid data to the DOL billings. (Separate reports will be provided for payments made for each prior quarter.)

• A supplemental report covering charges and credits from the previous quarters.

• Contractor shall reconcile the State benefits paid data with the amounts that the

Department of Labor (DOL) bills to the Government agency.

• Contractor shall follow up with the State/Territorial unemployment offices for any missing benefit paid data. The Contractor shall notify the Government agency POCs when there is missing benefit paid data and when and how the issue is resolved.

• Contractor shall note that DOL bills Government agencies each quarter. The bill may include supplemental charges from previous quarters.

• The Contractor shall participate in Program Management Review (PMR) meetings to provide status on current activities, review performance metrics, submit problems and make recommendations. The quarterly PMR meetings will be scheduled by Bureaus/Offices and occur via conference call, video-teleconference or in- person.

G. SOCIAL SERVICE/EMPLOYMENT/INCOME VERIFICATIONS

• The contractor shall respond to requests for employment and wage information on any individuals employed by a department/agency that may be generated by mortgage, lending, or credit institutions (hereinafter referred to as “Lenders”), verifiers of employment, (hereinafter referred to as “verifiers”), and family service government agencies (hereinafter referred to as ''Agencies").

• Each Government agency’s payroll department or its agent shall securely transmit employment and income data to the contractor on a regular cycle, so the information remains current.

• When an employee applies for credit or other services where proof of employment or income is required, the employee provides consent to the credit grantor to verify that information when signing the application.

• The verifier – who has been carefully screened and credentialed before gaining access to the system – uses the assigned employer code and the employee Social Security Number to look up the record on the database.

• The verifier must provide a valid reason or permissible purpose for requesting the information, as defined by the Fair Credit Reporting Act (FCRA). The verifier must also have the consumer consent before requesting income or salary information.

• With the above conditions met, the verifier can validate employment or income in seconds.

The Lender/Verifier Service should provide four different levels of information to authorized users based on written access granted by the employee:

• Basic employment verification including:

Employee Name Employee SSN Employer Name Initial Hire Date Most recent Hire Date (if applicable) Current employment status (active or inactive) Total employment time with employer in years or months Position/Title

• Basic employment verification with salary information including:

All basic information above Current rate-of-pay and most recent period earnings

• Basic employment verification, salary information and salary history including:

All basic information above Rate of pay Year to date gross wages Two previous years’ total gross wages (when available)

Note: If an employee desires, they shall be able to block or unblock access to their wages via online access or a toll-free number.

• Basic social services verification including:

Contractor shall be able to provide verification for issuance of benefits related to social programs (e.g., Supplemental Nutrition Assistance Program [SNAP], Temporary Assistance for Needy Families [TANF], WIC, ACA, etc.).

INTERFACES

The system MUST interface with the National Finance Center (NFC).

V. PERFORMANCE DETAILS

a. Period of Performance

The anticipated period of performance is one (1) 12-month base period and four (4) 12-month option periods:

Contract Term Period of Performance

Base Period 09/30/2025 – 09/29/2026

Option Period One 09/30/2026 – 09/29/2027

Option Period Two 09/30/2027 – 09/29/2028

Option Period Three 09/30/2028 – 09/29/2029

Option Period Four 09/30/2029 – 09/29/2030

b. Contract Type

This task order shall be a firm fixed price contract.

c. Place of Performance

Work may be performed under this task order at Treasury office locations at 1750 Pennsylvania Ave NW, Washington DC or other locations assigned. Contractor staff who are working remotely must meet all Department of the Treasury requirements for remote work and all information, data, and reports must be protected from unauthorized access and disclosure. The Contractor must be able to support in person activities in the Washington, DC area as necessary and is responsible for any correlating costs to meet this requirement.

d. Holidays

For contractors needing to work during a Federal Holiday, approval by the COR at least three business days in advance. Currently the Government is closed during the below holidays:

• New Year’s Day

• Martin Luther King Jr.'s Birthday

• Presidents Day

• Memorial Day

• Juneteenth

• Independence Day

• Labor Day

• Columbus Day

• Veterans Day

• Thanksgiving Day

• Christmas Day

Additionally, federal holidays are displayed on the Office of Personnel Management website located: https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=Overview .

e. Non-Disclosure Agreements

Contractor personnel will have access to privileged and confidential materials of the United States Government. These printed and electronic documents are for internal use only, are not to be copied or released without permission, and remain the sole property of the United States Government. Some of these materials are protected by the Privacy Act of 1974 (revised by PL 93-5791) and Title 38.

Unauthorized disclosure of Privacy Act or Title 38 covered materials is a criminal offense. To protect this information from unauthorized release or use, the Contractor shall provide an executed non-disclosure agreement to the COR before commencement of work.

f. Travel

The Contractor must be able to support in person activities in the Washington, DC area as necessary and is responsible for any correlating costs to meet this requirement.

g. Key Personnel

There are no key personnel for this task order however any contractor resources working on this task order shall be cleared with Treasury security. Contractors are also required to adhere to all Treasury mandated training.

h. Invoicing Notification and Support Documentation

The contractor shall submit payment requests and receiving reports using IPP Invoicing, Receipt, and Acceptance application, a secure Government web-based system for electronic invoicing, receipt, and acceptance. The contractor shall include cost back–up documentation (e.g., delivery receipts, timesheets, & material/travel costs, etc.) to the invoice in IPP. When requested by the COR, https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=Overview the contractor shall provide a soft copy of the invoice and any supporting invoice documentation directly to the COR within 24 hours of request to assist in validating the invoiced amount against the products/services provided during the billing cycle.

i. Contractor Performance Management

Contractor performance standards and requirements are outlined in the task order QASP. The ability of a contractor to perform to the outlined standards and requirement will be captured in the Contractor Performance Assessment Reporting System (CPARS)

j. Deliverables

All deliverables, work products, software, hard-copy, and electronic documents including data and any potential source code including any other products to support this requirement or developed by the Contractor while working on this Task Order are the sole property of the United States Government. The Contractor shall have no rights of ownership.

All Contractor deliverables or work products shall remain categorized as “Official Use Only.” The release of any portion must be authorized in writing by the Government.

Deliverable ID Deliverable Description Deliverable Due Submitted To

1-01 Status Reports

- May be verbal or written status updates regarding project schedule and supporting tasks with supporting meeting materials

TBD upon project kickoff

COR

Government Bureaus/Offices

1-02 Period Change Reports Quarterly Designated POC

COR

1-03 Ad-hoc Reports As requested Designated POC

COR

1-04 Treasury Annual Trainings All contractors are required to adhere to Treasury’s annual trainings.

Varies, will be communicated by the COR, or authorized official at least 60 days in advance.

COR

k. Deliverable Criteria

Final inspection and acceptance of deliverables can be conducted remotely and/or at the Government site (on-site at 1750 Pennsylvania Avenue, 13th floor, Washington, DC) or other designated Treasury locations. Deliverables are not final until reviewed and approved by the COR within five (5) business days from delivery date. If COR approval is not received within this time-period, approval will be assumed.

All Contractor-produced deliverables shall be reviewed using the following criteria:

1. Accuracy - Work products shall be accurate in presentation, technical content, and adherence to accepted elements of style.

2. Clarity - Work products shall be clear and concise. All diagrams shall be easy to understand and relevant to the supporting narrative.

3. Specifications Validity - All work products must satisfy the requirements of the Government as specified herein

4. Format – Work products shall be submitted in hard copy (where applicable) and in media as required by the project per COR direction.

5. Timeliness – Work products shall be submitted on or before the due date as mutually agreed upon by the COR.

6. File Editing - All text and diagrammatic files shall be editable by the Government

VI. PERFORMANCE SUMMARY REQUIREMENTS

Contractor Performance Evaluations Interim and final evaluations of contractor performance will be prepared on this contract in accordance with FAR Subpart 42.15. A final performance evaluation will be prepared at the time of completion of work. In addition to the final evaluation, interim evaluations will be prepared annually to coincide with the anniversary date of the award of this delivery order. Interim and final evaluations will be provided to the Contractor as soon as practicable after completion of the evaluation. The Contractor will be permitted thirty days to review the document and to submit additional information or a rebutting statement. Any disagreement between the parties regarding an evaluation will be referred to the Reviewing Official (e.g., an individual one level above the Contracting Officer) whose decision will be final.

Copies of the evaluations, contractor responses, and review comments, if any, will be retained as part of the contract file, and may be used to support future award decisions.

The Contractor shall develop and maintain effective quality assurance control measures, to ensure services are performed in accordance with this contract. At a minimum, the Contractor shall develop written quality control procedures that address the areas identified in the “Performance Summary Requirements” set forth herein. The Contractor shall comply with the measures during the period of performance of the contract.

A. Performance Level Agreements (PLA)

PLA Required Service

Performance Element

Performance Standard

Monitoring Method

1 Complete

UCFE

documentation

Complete documentation and submit on time

100% punctuality in submitting UCFE documentation to the appropriate parties

Monitored by 100% inspection.

2 Develop high quality UCFE documents

Level of quality of documentation

1 error per 2 pages of deliverables and reports

Monitored by reviewing documentation

VII. CONTRACT ADMINISTRATION

The Contracting Officer responsible for administration of this contract is: TBD

The Contracting Officer, in accordance with FAR Subpart 1.6, is the only individual authorized to enter into, administer, and terminate work under this contract. Notwithstanding any clauses contained elsewhere in this contract, this said authority remains solely with the Contracting Officer.

In the event the Contractor makes any changes at the direction of any person other than the Contracting Officer, the change will be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in cost incurred as a result thereof.

All correspondence related to this Task Order shall be directed as follows:

Contracting Officer: TBD

DT1052.201-70 COR Appointment and Authority (APR 2004)

The Contracting Officer’s Representative (COR) for the contract is: TBD

The Alternate Contracting Officer (ACOR) for the contract is: TBD

VIII. SECTION 508

TBD

IX. SECURITY

TBD

Attachment A

FY2023 Service Volume Metrics

09/30/2022-09/29/2023 Service 2023 Storing of Payroll/Separation Data 420,988 Verification of Employment 244,565 Claims Processing 18,602 Appeals Administration 157 State Charge Detail Processing 5,360 Reconciling State Benefit Payments with DOL billings $2,296,182.36 Wage Audits 0

FY2024 Metrics Employee Population as of 5/31/2024

Bureau Employees

IRS 94,849

Departmental Offices 2,638

BEP 1,918

OCC 3,632

FINCEN 266

Mint 1,648 Fiscal Service 3,300

TTB 522

TIGTA 780

OFR 258

OIG 232

SIGPR 34

TOTAL 110,077

Attachment B

STATE APPEALS DEADLINES - These are Subject to Change and the responsibility of the Contractor to ensure they are met throughout the term of the contract.

Time Limits for Filing Appeals - subject to change and the responsibility of the contractor to ensure they are met throughout the term of the contract.

State Number of Days for Filing

AL 15 days

AK 30 days

AZ 15 days

AR 20 days

CA 30 days

CO 20 days

CT 21 days

DE 10 days

DC 15 days

FL 20 days

GA 15 days

HI 10 days

ID 14 days

IL 30 days

IN 10 days

IA 10 days

KS 16 days

KY 30 days

LA 15 days

ME 15 days

MD 15 days

MA 10 days

MI 30 days

MN 20 days

MS 14 days

MO 30 days

MT 10 days

NE 20 days

NV 11 days

NH 14 days

NJ 7 days

NM 15 days

NY 30 days

NC 30 days

ND 12 days

OH 21 days

OK 10 days

OR 20 days

PA 21 days

PR 15 days

RI 15 days

SC 10 days

SD 15 days

TN 15 days

TX 14 days

UT 10 days

VT 30 days

VI 10 days

VA 30 days

WA 30 days

WV 8 days

WI 14 days

WY 28 days

Territories Number of Days for Filing

US-AS 10 days

US-GU 10 days

US-VIR 10 days

US-MP 10 days

A. Performance Level Agreements (PLA)