75H71222R00054 Attachment 2 Statement of Work (updated).pdf

Statement of Work HR Specialist (Classification)

BACKGROUND

The Southwest Region Human Resources Office (SWR HRO) is tasked with planning and oversight of position management and classification; recruitment and selection; personnel security and readiness; compensation and benefits; workforce development and training; employee relations and labor relations; ethics; human resources policies, and other vital functions of the human resources life cycle. The SWR HRO requires a variety of professional, clerical and administrative support services to engage in the timely and accurate handling of operations in support of IHS employees in the Phoenix Area IHS and IHS Tucson Area IHS.

The purpose of this contract is to support the IHS Southwest Region Human Resources Office by providing a full range of classification services for positions necessary to carry out Government functions in the IHS Phoenix and Tucson Areas.

OBJECTIVES

The contractor shall 1) analyze, evaluate, and classify a full range of positions including a number of dissimilar occupational groups and positions for which no standards exist; 2) take final independent classification actions on individual positions through a GS-15 in any appropriate occupational group; 3) provide high-level management advisory services and resolve especially complex cases/assignments; 4) keeps abreast of immediate and long-range program plans; and 5) analyzes and evaluates the significance of such plans both from the broad Human Resources management point of view and with respect to the classification of positions in various occupational fields and clarifying the most important or complex problems of classification.

The skill set for these duties will be substantially similar to the skill set required of the civil service OPM 0201 series with competence at the GS-12 level for a Human Resources Specialist (Classification).

SCOPE OF WORK

The work of the contract consists of providing professional support services for position management and classification and to engage in the timely and accurate handling of the administrative processes required for classification services in support of IHS’ mission during their hiring process.

Specifically, the work involves: (1) analyzing, evaluating and classifying a full range of positions; (2) managing position changes; (3) documenting increases and decreases in full-time equivalent (FTE) positions; (4) accurately documenting the number of positions on the evaluation statement and in the position maintenance system; and, (5) other administrative duties.

The work will begin with notification when classification of a position is needed. Pertinent information will be supplied in accordance with the type of position to be classified.

Depending on whether the position is a general schedule or federal wage system position, an appropriate classification/job grading standard will be identified to classify the position. If the position is a general schedule position, a general schedule classification standard will be used; however, if the position is wage grade, a job grading standard from the Federal Wage Grade System will be used.

GENERAL SCHEDULE (GS)

The Contractor will: (1) develop duties based on the hiring manager’s need of the position, (2) identify job skills, and identify (3) duties for any equipment the employee is to use. Based on the duties, the Contractor will identify an occupational group and series based on the duties of the position. A base title and a parenthetical title for the position (if necessary) will be assigned to the position.

The general schedule classification standards use the Factor Evaluation System (FES) to classify positions and uses nine evaluative factors to determine the grade of the position. Each factor is evaluated based on the duties and skill required and is evaluated on a factor-by-factor basis. A factor level for each factor is assigned and associated points are assigned to each factor level. Factor levels and points are recorded using a position evaluation summary form. After all nine factor levels and corresponding points have been assigned, the total points assigned are recorded on the position evaluation summary form. The total points are equal to a specific grade and this grade level is assigned to the position. Use of Supervisory FES, Lead Grade Evaluation and Narrative Summary Evaluations may be appropriate for certain series and position descriptions. A Fair Labor Standards Act (FLSA) determination of exempt or non-exempt is made based on the type of position, grade and supervisory level (if any). After the position has been evaluated, the Contractor will complete the OF-8 form to attach the position description. The position is then added to the organizational chart and electronic position maintenance/management system. The OF-8 is signed by the hiring manager/supervisor and a copy of the position description is provided to the employee of the position. Note: general schedule positions which are supervisory in nature are also graded using the supervisory classification standard.

RE-DESCRIPTIONS

The only difference between a new classification and a reclassification is that the current position description of an existing position is reviewed and revised where necessary. The position description will be reclassified using the same procedures as the new positions.

FEDERAL WAGE SYSTEM (FWS)

FWS classification differs in some aspects from general schedule classification. Trades, crafts and labor jobs are classified using the FWS Job Grading System. The FWS Job Grading System uses three titles (i.e., wage grade, wage leader and wage supervisor) and four job grading factors. With the exception of these differences, classification of wage grade positions will follow the procedure described above using wage grade classification guidelines.

Upon completion of the classification and position maintenance and control; the work will be reviewed for accuracy and quality and will be submitted to the COR within the established time frame. In addition, monthly status reports outlining the number of positions descriptions classified, amount of time used for each classification and any unforeseen circumstances that need further detail will be sent via email to the COR by the 5th working business day (excluding weekends and holidays) of the following month.

STAFFING

One or more classification specialist(s) will be assigned to the contract and will be available immediately to accept and process work outlined in the contract.

Project Manager will be responsible for the completeness, quantity and quality of work produced throughout the contract. All work produced will be reviewed and approved by the Project Manager who will be responsible for submitting all work to the COR for review and approval.

DELIVERABLES/REQUIRED REPORTS

The six identified deliverables of the contract are outlined below. Completed standardized position descriptions and supporting documentation will be sent by E-mail to the COR. The COR will review the deliverables submitted for acceptance and approval.

a. Analyze, evaluate and classify a full range of positions, including a number of dissimilar occupational groups and positions for which no standard exists.

b. Take final independent classification actions on individual positions through a GS-15 in any appropriate occupational group.

c. Keep abreast of immediate and long-range program plans.

d. Analyzes and evaluates the significance of such plans both from the broad HR management view point and with respect to the classification of positions in various occupational fields and clarifying the most important or complex problems of classification.

e. Provide a final classification position description within five (5) business days from the receipt of the initial assignment, unless otherwise agreed upon by the Contractor and the COR.

f. Provide monthly status reports to include the number of position descriptions classified, amount of time devoted to each classification and if there were any unforeseen circumstances that need to be further detailed.

GOVERNMENT FURNISHED PROPERTY

The Contractor shall provide all management, administration, supervision, labor, transportation/travel, equipment, materials, and supplies, as necessary to provide the experienced personnel required by this Statement of Work.

TRAVEL

The majority of work will be done in a virtual office / remote work environment. With the exception of obtaining the necessary clearances and access to perform the duties required; there would be no travel required to perform the services requested.

SCHEDULING OF SERVICES AND FEE SCHEDULE

This is a Firm-Fixed Priced (FFP), non-personal, performance-based service contract with one (1) Base Year and one

(1) Option Year, contingent upon need and availability of funds.

The firm-fixed unit price paid to the Contractor shall be considered as payment in full for services provided under this contract and shall be inclusive of all labor, deliverables, taxes and associated fees.

The quantities shown herein are estimated quantities and based on past ordering patterns for completed classification actions. The government will schedule requests for actions on a weekly basis with anticipated deliveries agreed upon between the both parties. Due to various factors, work may have varying delivery times in the beginning of the period of performance.

QUALIFICATIONS OF CONTRACTED PERSONNEL

Knowledge of position classification principles, theories, policies, practices and procedures to maintain a position classification program covering General Schedule and Federal Wage System.

Knowledge of the updated classification standards and current classification standards established by the U.S.

Office of Personnel Management.

Knowledge of position management theories, policies, principles and practices and organizational structures and mission of activities serviced and interrelationship with position classification to classify federal positions.

FAILURE OR INABILITY TO PERFORM SERVICES

The Contractor shall submit a plan which outlines a course of action, should the vendor be unable to carry out the duties outlined within the contract.

EVALUATION OF PERSONNEL

The SWR HRO Lead Classifier and/or the Staffing Supervisor shall periodically evaluate the performance and quality of services provided through spot checks. These checks are to ensure the adherence to required policy and procedures, and any deviations from such will be noted and submitted to the contractor for review and/or response.

REFERENCE MATERIAL

The contractor shall be required to develop familiarity and abide by current classification policies, procedures, by-laws, and regulations of the U.S. Office of Personnel Management, Department of Health and Human Services, and Indian Health Service.

75H71222R00054

HR Staffing Specialist Response to Questions

1) What was the primary driver of the RFP? What underlying concern/issue is the Southwest Region Human Resources Office hoping that the successful consultant will solve? We are hoping to move our Classification requests to the next recruitment level.

2) Other than the QA personnel, what internal team members will be managing the project?

Classification Lead and the Human Resources Director

3) How many total existing classifications are overseen by the SWR HRO? 106 that are being actively worked with 1268 that will be forthcoming.

4) What is the anticipated volume per month of classification requests that the successful contractor will be expected to process? 40 to 84 per month.

5) Does the SWR HRO/IHS have SOP’s in place for assigning pay grades to classifications? Or is development of SOP’s within the scope of the project? We use the Office of Personnel Management’s guidance.

6) Pricing:

a. Can the contract be priced on a per classification basis? We are pricing the work annually

b. Can the contract be priced on a “not to exceed” hours basis? The work is being priced annually

7) Outside of processing the classification requests, does the SWR HRO/IHS anticipate the project scope to include any additional projects/time? No

8) How many HR Specialists does IHS anticipate are needed for this requirement? 2

9) How many position classifications are estimated per week or per month? Currently, three classifiers are completing approximately 15‐20 per week.

10) Are there any actual or expected volumetrics that can be shared with respect to the Scope of Work to be performed by the Offeror, as described in the Statement of Work? Specifically:

a. How many positions will offerors be expected to analyze, evaluate and classify? 5‐7 depending on the complexity per specialist.

b. How many position changes will Offerors need to manage? Approximately 3‐5 per specialist.

c. How many increases and decreases in FTE positions will the Offeror need to document?

None

d. How many positions will need to be documented on the evaluation statement and in the position maintenance system? This varies as SWR has many positions that share the same position description. The Position maintenance system (EHCM) will be able to identify which positions are tied to a specific PD.

e. How much effort should the offeror anticipate to spend on performing other administrative duties? There will be minimum administrative duties.

11) Does the government have a level of effort or number of Classification Specialists to support this effort in mind? 2

12) How many employees total / per each location are supported? SWR has 2,623 filled positions and 1,374 vacant positions that will need classification. Classification will be needed on an ongoing basis as the positions are vacated and or require a desk audit. SWR Classification has a team of three HR Classifiers and an HR Assistant supporting the Region. SWR has 12 Service Units that we provide support.

13) Historically how many positions does SWR HRO open up in the Phoenix Area, on average? In 2022, the Southwest Region posted 259 announcements.

14) Historically how many positions does SWR HRO open up in the Tucson Area, on average? For 2022, HR posted approximately 5

15) On average what is the time between “need identified” to “position classified & posted,” today? 87.4 days, timeframe captured from when the request is entered into the Human Resources Tracking System (HRX) and ending when the job announcement has been advertised in USA Staffing.

16) Is there an example that can be provided regarding what a “especially complex case/assignment” might look like? An example is attached “P871T OEHE Sanitarian (Emergency Mgr) GS‐0688‐12 (08.11.2022).docx

17) How does the SWR HRO interact today with the existing programs, to do proper resource planning for both immediate & long‐range needs? HRO works with the Area and Service Unit leadership to monitor trends based on current and anticipated vacancies.

18) Can you define specific criteria/requirements needed for a GS‐12 Human Resource Specialist (Classification)? (We have reviewed the position at this link and in the SOW, is there anything more specific that can be provided like amount of schooling or years of experience?). Serve as a subject matter expert for classification of position descriptions and provide position management assessments in a changing and sometimes complex environment; serve as an SME resource to top management in classification and position management matters; propose solutions to resolve controversial, complex, and very difficult classification problems in a timely matter; provide a comprehensive range of complex services requiring intense research and analysis with the ability to effectively communicate with internal and external stakeholders related to classification tasks and work; Independently review and classify position descriptions, writing reports of findings, perform analysis for existing positions and validate or update position descriptions; prepare position evaluations as required for internal and external requests; provide expert consults and guidance related to Classification related inquiries.

19) Have you identified your targeted TCV (Total Contract Value) for this effort? Contract magnitude is between $100,000 and $250,000.00

20) What is the applicable SCA wage determination applicable to this solicitation?

Wage Determination 2015‐5469 is provided.

21) Please clarify the governments response to question #8 and Question #11 in the Response to

Questions as posted on August 18th in relation to the following:

a. The statement of Work states “One or more classification specialist(s) will be assigned to the contract and will be available immediately to accept and process work outlined in the contract. Project Manager will be responsible for the completeness, quantity and quality of work produced throughout the contract. All work produced will be reviewed and approved by the Project Manager who will be responsible for submitting all work to the COR for review and approval.”

b. Question #8 : “How many HR Specialists does IHS anticipate are needed for this requirement? 2

c. Question #11: “Does the government have a level of effort or number of Classification Specialists to support this effort in mind? 2

22) To ensure that all offerors quote the same level of effort (level playing field), and the government obtains adequate staffing to meet their requirement, please answer the following ‐ Does the government require: One (1) Project Manager and One (1) HR Classification Specialist OR One (1) Project Manager and Two (2) HR Classification Specialists?

The government requests Two (2) HR Classifications, Specialists. The Project manager identified is a current government employee.