BSA RFI-475671_Statement of Work_03-31-2026_DRAFT.pdf

P.O. Box 5000

Upton, NY 11973-5000 managed by Brookhaven Science Associates for the U.S. Department of Energy

STATEMENT OF WORK (SOW)

Workday Human Capital Management System

Subscription Renewal

March 31, 2026

1. INTRODUCTION

Brookhaven Science Associates (BSA) is the management and operating contractor for the U.S.

Department of Energy (DOE) at Brookhaven National Laboratory (BNL). BNL is a multidisciplinary research institution supporting advanced scientific discovery and operational excellence.

As part of its digital modernization strategy, BSA transitioned from a legacy, internally developed Human Capital Management System (HCMS) to Workday Human Capital Management (Workday HCM), a cloud-based Software-as-a-Service (SaaS) platform. Workday HCM has served as BSA’s enterprise system of record since its production deployment on September 23, 2023.

This SOW defines the scope, requirements, and expectations for the renewal and potential expansion of Workday HCM services to ensure continuity of operations, system optimization, and scalability to meet evolving organizational needs.

2. SCOPE

2.1 Current Functional Modules in Use

Workday HCM currently supports approximately 3,000 employees and includes the following functional areas:

• Absence Management

• Advanced Compensation

• Benefits Administration

• Compensation Management

• Core Human Capital Management

• Learning Management

• Onboarding

• Payroll (U.S.)

• Recruiting

• Talent Management

• Time Tracking

These modules support the full employee lifecycle, including recruitment, onboarding, development, compensation, time reporting, and separation.

2.2 Subscription Renewal Requirements

The Contractor shall provide:

• Continued subscription access to all currently licensed Workday HCM modules

• System availability in accordance with Workday’s Service Level Agreements (SLAs)

• Ongoing system updates, patches, and enhancements

• Data hosting, backup, and disaster recovery services

• Security controls compliant with federal and DOE requirements

2.3 Optional Module Expansion

BSA reserves the right to expand functionality through additional Workday modules, including but not limited to:

• Workday Extend (application development platform)

• Workday Help (case management and employee support)

• Workday Journeys (employee experience workflows)

• Workforce Planning (strategic workforce modeling and forecasting)

• Workday Success Plans (WSP) Accelerate Plus (Enhanced technical support)

Implementation of additional modules may be executed under this SOW.

2.4 Tenant and Environment Requirements

BSA requires multiple Workday tenants to support development, testing, and production operations.

Current and future needs include:

• Existing Production Tenant (e.g., BNL5)

• Additional Implementation Tenants (minimum of two)

• Sandbox and testing environments as required

The Contractor shall ensure proper provisioning, maintenance, and synchronization of these environments.

3. DELIVERABLES

The Contractor shall deliver continuous access to the Workday HCM platform along with all associated services required to maintain system functionality and performance. This includes ensuring system availability in accordance with SLAs, providing regular system updates and release management, and maintaining documentation related to system changes and enhancements.

The Contractor shall also provide support services for incident resolution and service requests, ensuring that issues are addressed in a timely and effective manner to minimize disruption to BSA operations.

4. PERFORMANCE REQUIREMENTS (SLAs)

The Workday HCM system must meet defined performance and availability standards to support mission-critical operations at BNL. The Contractor shall ensure system uptime of no less than 99.7 percent, excluding scheduled maintenance windows.

In addition, the Contractor shall provide timely responses to incidents based on severity levels, maintain acceptable system response times consistent with industry SaaS benchmarks, and ensure that data backup and recovery processes meet established standards for reliability and continuity of operations.

5. SECURITY AND COMPLIANCE

The Contractor shall implement and maintain security controls consistent with federal and DOE requirements. All data must be encrypted both at rest and in transit, and access to the system must be governed through role-based access controls.

The system must support audit logging and monitoring to ensure accountability and traceability of system activities.

BSA retains full ownership of all data within the Workday system. The Contractor shall not access, use, or disclose BSA data except as required to perform services under this scope.

6. ROLES AND RESPONSIBILITIES

The Contractor is responsible for delivering and supporting the Workday SaaS platform, including coordination of infrastructure, system availability, security, and ongoing updates in alignment with Workday’s standards and services. The Contractor shall also provide customer support services, including defined escalation procedures for critical issues.

BSA is responsible for system configuration, business process management, user access administration, and oversight of integrations with other enterprise systems.

7. GOVERNANCE AND SUPPORT

The Contractor shall provide a structured support model that includes defined service tiers, escalation paths, and communication protocols. Regular communication regarding system updates, releases, and potential impacts shall be provided to BSA.

The Contractor shall work collaboratively with BSA to ensure alignment on system changes, issue resolution, and continuous improvement efforts.