3. RFP Enclosure 1, Attachment (A) SOW Sept 2024.pdf

Procurement & Property Management Division

P.O. Box 5000 Upton, NY 11973-5000

Phone 631-344-4000

Managed by Brookhaven Science Associates for the U.S. Department of Energy www.bnl.gov

Statement of Work Service and Retirement

Recognition Awards Program September 2024

1. Program Title

1.1. Brookhaven Science Associates (BSA) Service and Retirement Recognition Awards

Program

2. Overview of Services

2.1. Brookhaven National Laboratory (BNL) is a multi-program, national laboratory operated by Brookhaven Science Associates, LLC (BSA) for the U.S. Department of Energy (DOE). BSA has a current staff of approximately 3,000 scientists, engineers, technicians, and support staff. BSA's role for the DOE is to produce excellent science and advanced technology with the cooperation, support, and appropriate involvement of our scientific and local communities.

2.2. For Contractor estimate purposes only, BSA issues approximately 500 Service awards and approximately 50 Retirement awards annually. There is no guarantee of this volume.

Actuals are dependent on awards issued during any given year.

2.3. The Contractor shall administer for BSA, a Service Recognition Award Program

(“Service Awards”) that is a fully automated program recognizing employees for achieving anniversary milestones in 5-year service increments. Services Awards shall be in accordance with the Internal Revenue Service taxation treatment for length of service employee achievement programs (IRS Publication 5137 (Rev. 10-2022), Fringe Benefits, Length-of-Service Achievement Awards). Increments will begin at 5-years of eligible service in 5-year increments up to the highest service level for the employee population (i.e., 60 years).

2.4. The Contractor shall administer for BSA, a Retirement Recognition Award Program (“Retirement Awards”) that is a fully automated program recognizing employees for their retirement from BSA . Retirement Awards shall be in accordance with the Internal Revenue Service taxation treatment for retirement award programs (IRS Publication 5137 (Rev. 10-2022), Fringe Benefits, Length-of-Service Achievement Awards).

2.5. Contractor shall be responsible for all aspects of the recognition programs, to include program management, gift fulfillment, technology platform (including BSA’s access to current data and status of orders), and customer service.

3. Data Management

3.1. BSA will provide employee data and manager data to Contractor prior to the anniversary month through scheduled file transfers generated from BNL Workday systems. The contractor will promptly notify BSA of any lapses in receipt of these files.

3.1.1. For Services Awards, data will be provided 2 months ahead of the anniversary month.

3.1.2. For Retirement Awards, data will be provided for notices of retirements received

30 days past or up to 30 days in the future.

3.2. Employee data including but not limited to work e-mail address, work phone number and home address will be provided.

3.3. Manager data including but not limited to work e-mail address and company business address will be provided.

3.4. Contractor shall receive employee information via secure file transfer protocol (SFTP).

To allow BSA to transmit this information securely, Contractor shall provide its delivery details, including delivery address, destination folder authentication method, required file type (CSV, Excel, etc.), and the Contractor’s public encryption key.

3.5. BSA will consider any integration efficiencies between the Contractor’s platform and the Human Capital management system (“Workday”) that can be leveraged during the Program’s administration and facilitate communication to employees and managers.

4. Recognition Process

4.1. Manager Process for Service Awards

4.1.1. Contractor shall send a Service Recognition package to the Manager approximately 4 weeks prior to employee’s anniversary month. The Service Recognition package will include at a minimum personalized content including a letter from Lab Director or other designated lab official, framed certificate, and engraved memento.

4.1.2. Contractor shall send an email to the Manager approximately 4 weeks prior to the employee’s anniversary month with a link to the Contractor’s Recognition website with tools to invite coworkers to provide congratulatory messages, including template options for an email to be sent to the employee that will be held until the appropriate anniversary date. The Contractor shall provide manager with presentation resources.

4.1.3. Contractor shall send the Manager a reminder e-mail approximately 1 week prior to the employee’s anniversary date.

4.1.4. The Service Recognition package shall comply with the Internal Revenue Service taxation treatment for length of service employee achievement programs (IRS Publication 5137 (Rev. 10-2022), Fringe Benefits, Length-of-Service Achievement Awards)

4.2. Employee Process for Service Awards

4.2.1. Contractor shall send the employee an email on their anniversary date with a link to a website where they may place their gift selection order.

4.2.2. Non-responding employees will receive a follow-up email after their anniversary date if an order is not placed. If an employee does not select a gift within 120 days, a pre-selected (default) gift will be sent to the employee. Employees will be able to exchange the default gift for a gift of their choice within an agreed upon program return timeframe of receipt of the default gift as outlined in Section 10, Satisfaction Guarantee Return Policy. Contractor suggests timeframes and processes to spur employees to make selections and or returns.

4.2.3. Employees will be able to exchange the automatic selection for a gift selection within their anniversary milestone gift level.

4.2.4. Employees will have the option to order a gift at a service level lower than their milestone gift level.

4.3. Employee Process for Retirement Awards

4.3.1. Contractor shall send the retiree a Retirement Recognition package. The

Retirement Recognition package will include at a minimum personalized content including a letter from Lab Director or other designated lab official, framed retirement certificate, and engraved branded memento. The Retirement Recognition package will be shipped to the retiree’s primary address within 2 weeks after the end of month of retirement or the date the retirement is reported whichever is later. The Retirement Recognition package will also include a link to a website with instructions on how to select a retirement gift, and where they may place their retirement gift selection order.

4.3.2. Non-responding retirees will receive a printed follow up letter mailed to their primary address 45 days after their retirement date if an order is not placed and no gift is selected.

4.3.3. If a retiree does not select a gift within 90 days, a pre-selected (default) gift will be sent to the retiree. Retirees will be able to exchange the default gift for a gift of their choice as outlined in Section 10, Satisfaction Guarantee Return Policy.

5. Gift Selection

5.1. For Services Awards, Contractor shall offer selection levels with a large offering of gifts per milestone gift level. Each level must include a balanced offering of gifts.

5.2. For Retirement Awards, Contractor shall offer a balanced offering of gifts with approximately 75-100 gifts. Gift selection shall not duplicate Service Award gift selection offered at same pricing level.

5.3. A balanced offering of gifts incorporates a large and diverse mix of gifts that are attractive to many employees, meeting individual and cultural preferences including, but not limited to, jewelry, fitness and wellness, eco-friendly, cutting-edge technology, swag, BNL logo items, etc.

6. Award Gift Shipment

6.1. Contractor shall ship the gift selection to the employee’s home address or alternate address of the employee’s choosing.

6.2. FOB Shipping Point. Freight is billed to BSA’s common carrier accounts.

6.3. Contractor shall ship via UPS using a 3rd party account number provided by BSA.

6.4. Any gift shipments requiring truck delivery will ship via a third-party account number provided by BSA. Any gift shipments requiring truck delivery by direct shipment from the factory will be charged on a pass-through basis up to $99.00. If a shipment costs more than $99.00, Contractor shall provide a copy of the freight bill along with their invoice.

7. Contractor Technology Products (included in program)

7.1. Contractor shall provide an Employee gift ordering website using the internet. The gift ordering system, must be paperless.

7.2. Contractor shall provide a Program Administrator website for reporting and feedback results.

7.3. Contractor shall provide all technology certifications and industry recognition governing their technology.

7.4. Contractor shall demonstrate all company safeguards governing their technology and customer data housed within.

7.5. Contractor shall implement a process to handle any suspected or confirmed breach of a system of records or the unauthorized disclosure, access, handling, or use of employee’s personally identifiable information (PII).

8. Customer Care

8.1. Contractor shall provide Customer Care Hours for phone calls during regular business hours (e.g., 8:00AM to 5:00PM Eastern Time Zone).

8.2. Contractor shall ensure Customer Care is reachable via a toll-free telephone number.

8.3. Contractor shall ensure Customer care voice mail is available 24/7.

8.4. Contractor shall establish a Brookhaven Science Associates Account Management Team with a designated Account Representative(s). Contractor shall notify the BSA Technical Representative of any changes to the designated Account Representative(s).

8.5. Contractor shall have a mechanism using modern feedback technology to obtain employee satisfaction feedback on the employee experience.

9. Gift Warranty

9.1. Contractor shall provide the employee with information for the Manufacturer’s warranty when applicable.

9.2. Contractor shall carry a limited warranty to extend all manufacturer’s written warranty periods, for up to one (1) year, subject to Contractor-specific exclusions provided on its website.

9.3. Contractor shall ensure the product is repaired or replaced with the same or like product, or if unavailable, a similarly valued product, within the Contractor’s limited warranty period.

9.4. Automatic substitutions by Contractor of unavailable merchandise will not be permitted without employee preapproval.

10. Satisfaction Guarantee Return Policy

10.1. If the employee is dissatisfied with the award gift, the employee shall have the opportunity to exchange their award for another award offered in the same or a lesser category by simply calling Contractor’s Customer Care within 90 days of receipt of the gift.

10.2. There is no cost associated with the return of an award gift to the employee. Contractor will cover all costs on returns. A prepaid and preaddressed UPS return authorization label will be issued for the return of the original gift.

11/7/24_________ John Ormond Date

11/8/2024 Melissa Schuchman Date