Attachment 1 - Statement of Work.pdf

STATEMENT OF WORK

FOR LEARNING MANAGEMENT SYSTEM (LMS)

BUSINESS CONSULTANT/ANALYST SUPPORT SERVICES

SOLICITATION #93310024Q0008

1.0 BACKGROUND

Federal Mediation and Conciliation Service (FMCS) is an independent agency of the Federal Government responsible for preventing or minimizing work stoppages by assisting labor and management to settle their disputes through mediation, promoting the development of sound and stable labor-management relationships, and advocating collective bargaining, mediation, and voluntary arbitration as the preferred process for settling issues between employers and representatives of employees. In addition, the FMCS mission includes developing the art, science, and practice of conflict resolution, and fostering the establishment and maintenance of constructive joint processes to improve labor-management relationships, employment security and organizational effectiveness.

Headquartered in Washington, DC with six Regions comprising of more than 60 Field and Home Offices, FMCS has approximately 200 full-time equivalent employees. These employees currently all use LMS365, which is managed by FMCS’s Center for Conflict Resolution Education (CCRE). However, limitations of the LMS have only served to increase the use of agency resources, create user frustration, and does not guarantee compliance with Federally mandated training. Further, there is a need to streamline processes and own a single system that manages all process steps from the submission of the initial SF-182 Training Request by the student to automated evaluation data gathering of the training impact and benefits to reporting of all training completions and eHRI data as required by the Office of Personnel Management

(OPM).

2.0 SCOPE OF WORK

The purpose of this requirement is to obtain business consultant/analyst support services to evaluate the effectiveness of the current Learning Management System (LMS) and demonstrate three (3) to five (5) alternate LMS systems that could potentially be more compatible with FMCS’s needs. Although this requirement will be overseen by the FMCS CCRE, the contractor will work with stakeholders throughout the agency to conduct the needs assessment and gap analysis of the current system process and needs.

3.0 OBJECTIVE

The objective of this requirement is to obtain Business Consultant/Analyst support services for the FMCS Center for Conflict Resolution Education (CCRE).

4.0 VENDOR REQUIREMENTS

4.1 The contractor shall have five (5) years of experience working with learning management systems within the Federal sector, including all aspects of the Standard Form (SF) -182.

4.2 The contractor shall have minimum of five (5) years of experience working directly with small to medium governmental agencies. Equivalent experience may be accepted as determined by FMCS.

4.3 The contractor must have a completed and active background investigation at the Tier 2 moderate risk level (formerly MBI) with a favorable adjudication prior to starting work. FMCS will verify this information prior to start of the purchase order.

5.0 TASKS

The contractor shall perform the following tasks:

Phase 1 – Gap Analysis and Industry Benchmarking

5.1 Evaluate FMCS Information/Data Collection and Reporting Processes. The contractor shall identify pertinent data to be collected including time on task for creating and generating reports, validity and reliability of generated report data, ease of mandatory reporting, ability/functionality/time on task when connecting integrated resources (M365, eHRI, Zoom.Gov, Teams Meetings) to function with the LMS, ability and ease of ensuring 508 Compliance, archiving data, analysis of reported user errors and LMS manager time on task to fix errors/rate of ability to fix known/reported issues), and other important information identified by FMCS staff. This evaluation should utilize focus groups with mediators and other staff, one-on-one interviews with leadership and other relevant information and reporting process.

5.2 Assessment of LMS System. The contractor shall review and evaluate LMS365 using tools such as database files and reports, interviews with stakeholders, as well as other mechanisms suggested by the contractor.

5.3 Gap Analysis of LMS System/Business Processes. The contractor shall gather Industry research data on best practices in similar industries and compare those with the LMS365 and FMCS’s current business processes related to the design, development and delivery of training to identify gaps, deficiencies, and any other problems.

Phase 2 – Demonstration of Alternate LMS Systems

5.4 Demonstration of Alternate LMS Systems. The contractor shall demonstrate three (3) to five (5) alternate LMS systems. The demonstrated systems shall be based on FMCS’ requirements and the evaluations found in Phase 1.

5.5 Recommendation for Path Forward. The contractor shall provide guidance and advice to the FMCS CCRE on whether to enhance the current LMS system or purchase one of the demonstrated alternate LMS systems.

6.0 DELIVERABLES

All contractor-written deliverables shall be clear and concise, comprehensive with respect to all relevant aspects of the subject matter, and sufficiently detailed to provide a full understanding of the conclusions contained therein. They must be thoughtfully organized and structured to ensure readability, carefully edited and free of grammar, punctuation, and spelling errors, detailed, and containing both functional and technical design requirements as required.

The contractor shall submit all written deliverables to the COR electronically unless otherwise requested to be submitted in hard copy. Additionally, the contractor shall provide an electronic copy of each deliverable to the Contracting Officer. All deliverables are considered “draft” until the contractor receives notification that they are accepted from either the COR or Contracting Officer. Draft deliverables are the initial submission for COR review and comments. The Final deliverables shall contain revisions that address the COR comments prior to submission to a wider group of stakeholders for review. The COR or Contracting Officer will provide the contractor with all approved comments from the stakeholder reviews. The contractor shall incorporate the comments into the deliverables and resubmit to the COR for final approval within two (2) weeks after the receipt of the comments.

If a deliverable due date falls on a Saturday, Sunday, or Federal holiday, the due date for that deliverable shall be the next business day.

The following deliverables are anticipated:

Deliverable Due Date

Kick-off meeting Within ten (10) days of contract award

Project schedule Five (5) business days after kickoff meeting

Weekly Status Reports Weekly on a date agreed to by COR and contractor

Draft interview script(s) specifying questions and topics to be covered with key stakeholders

One (1) week prior to start of interviews

Assessment Report to include a summary of data gathered from Task 5.1 and 5.2

In accordance with the project schedule

Gap Analysis Report In accordance with the

Final Recommendation Report In accordance with the

7.0 PERIOD OF PERFORMANCE

The Period of Performance (PoP) shall be three (3) months from award.

8.0 PLACE OF PERFORMANCE AND HOURS OF OPERATION

8.1 The contractor shall provide up to forty (40) hours per week of remote support services.

8.2 The contractor may set his or her own hours, so long as it does not exceed 8 hours per day, as it will be necessary to communicate with FMCS employees in various time zones.

8.3 The Contractor is not required to provide service on the following U.S. Federal holidays: New Year’s Day, Martin Luther King Jr. Day, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas day.

8.4 When the Government grants administrative leave to Government employees because of inclement weather, potentially hazardous conditions, or other special circumstances, contractor personnel may work at a preapproved alternate location or be dismissed.

8.5 Work performed on holidays and other non-work time is not billable unless it is specifically requested by the COR or the Contracting Officer and approved in advance.

9.0 ACCESS TO INFORMATION TECHNOLOGY SYSTEMS

All contractors and contractor personnel shall be subject to the same Federal laws, regulations, standards and FMCS policies as FMCS, and FMCS personnel, regarding information and information systems security. Contractors must follow policies and procedures outlined in FMCS IT Security Program to ensure appropriate security controls are in place.

A contractor shall request logical (technical) and/or physical access to FMCS information and FMCS information systems for employees, subcontractors, and affiliates only to the extent necessary: (1) to perform the services specified in the purchase order, (2) to perform necessary data analysis functions for performance of the purchase order, and (3) individuals must satisfy the same conditions, requirements and restrictions comparable to FMCS employees in order to access the same type of FMCS information.

10.0 FMCS INFORMATION CUSTODIAL REQUIREMENTS

Information made available to the contractor by FMCS for the performance or administration of this contract or information developed by the contractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the Contracting Officer.

FMCS information must not be co-mingled with any other data on the contractor’s/ subcontractor’s information systems/media storage systems to ensure FMCS requirements related to data protection and media sanitization can be met. FMCS also reserves the right to conduct IT resource inspections to ensure data separation and on-site inspection of information destruction/media sanitization or disposal procedures to ensure compliance with FMCS policy requirements.

Prior to termination or completion of this contract, the contractor shall not destroy information received from FMCS or gathered or created by the contractor while performing this contract without prior written approval by the FMCS Contracting Officer. Any data destruction done on behalf of FMCS by a contractor must be done in accordance with National Archives and Records Administration (NARA) requirements.

The contractor shall receive, gather, store, back-up, maintain, use, disclose and dispose of FMCS information only in compliance with the terms of the contract and applicable Federal and FMCS information confidentiality and security laws, regulations, and policies. Applicable Federal information security regulations include all Federal Information Processing Standards (FIPS) and Special Publications (SP) issued by the National Institute of Standards and Technology (NIST).

If Federal or FMCS information confidentiality and security laws, regulations and policies become applicable to the FMCS information or information systems after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations, and policies, including FIPS or SP, in the contract.

The contractor shall not make copies of FMCS information except as necessary to perform the terms of the agreement or to preserve electronic information stored on contractor electronic storage media for restoration in case any electronic equipment or data used by the contractor needs to be restored to an operating state.

If FMCS determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for FMCS to terminate the contract for default or terminate for cause under Federal Acquisition Regulation Part 12.

11.0 PERSONNEL CONFLICTS OF INTEREST

The term "personal conflict of interest" means that a contractor employee assigned to the purchase order has interests which (i) may diminish his/her capacity to give impartial, technically sound, objective assistance and advice in performing this purchase order, (ii) may otherwise result in a biased work product under this purchase order, or (iii) may result in an unfair competitive advantage.

A contractor employee shall not participate (i.e., recommend, influence, or decide) in any matters that:

• will have a direct and predictable effect on the financial interests of that employee, his/her spouse or minor child, or organization in which he/she serves as officer, director, trustee, general partner, or employee,

• will have a direct and predictable effect on the financial interests of or any person or organization with whom he/she is negotiating or has an arrangement concerning prospective employment, or

• may otherwise cause a reasonable person to question his/her impartiality.