B08_Attachment 1 - Performance Work Statement_Revised.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

MORRIS K. UDALL AND STEWART L. UDALL FOUNDATION (UDALL)

Diversity, Equity, Inclusion & Accessibility (DEIA) Consulting Services

2022005 Dated – 07/06/2022

Revised – 08/30/2022

1.0 SCOPE. This performance work statement (PWS) defines the requirements for the Contractor to provide Diversity, Equity, Inclusion, and Accessibility (DEIA) consulting services including conducting a DEIA assessment or “equity audit”, developing an evaluation framework, and conducting selected trainings for the Morris K. Udall and Stewart L. Udall Foundation in Tucson, AZ.

1.1 Background

The Morris K. Udall and Stewart L. Udall Foundation (Udall Foundation) is an independent executive branch, Federal agency. The agency currently has 27 full-time equivalent (FTE) positions, two temporary (NTE not-to-exceed) positions, and one intermittent position. The agency’s Fiscal Year 2022 appropriations total is $5.096 million. Approximately half of the agency’s workforce is based at its Tucson, Arizona, headquarters with the remainder based at the agency’s Washington, D.C. office or at permanent remote duty stations. Remote staff locations are located across the U.S. including California, Massachusetts, Michigan, Colorado, and Arizona. A full organizational chart can be found in PWS Attachment 1.

The Udall Foundation requires DEIA consulting services, including a DEIA assessment, that clearly describe the current status of DEIA in agency operations, policies, decision-making, and programmatic activities. A primary goal of the assessment is to identify successes and concrete opportunities for improvement, in addition to developing a DEIA Progress Evaluation Framework (including metrics for evaluating effectiveness), identifying training opportunities, and conducting selected trainings for agency employees. The assessment and associated services will serve as a foundational resource for DEIA work at the Udall Foundation and will be essential to ongoing and future work of the agency’s DEIA Implementation Team which recently completed a DEIA Strategic Plan in response to Executive Order 14035 (Section 2.0 Applicable Documents). The assessment will also support the work of the agency’s Living Our Values Work Group (LOV WG), and the Udall Foundation as a whole, including through but not limited to program work, policies, vision, commitment, decision-making, data collection, accountability, and structure of the organization. Attention to areas the Foundation has the ability and authority to implement change will be most helpful, and Contractor recognition that there are federal rules and regulations that affect the way we work that are beyond the scope of our agency to change is critical (example: we must abide by FAR contracting requirements, OPM Regulations for hiring, etc.).

2.0 APPLICABLE DOCUMENTS. The following documents are incorporated by reference to and form a part of this PWS. Documents and/or weblinks to the applicable documents are provided. The Contractor is responsible for obtaining and abiding by the most current and approved versions of all applicable references listed with webpage links below.

Udall Foundation DEIA Assessment PWS FY 22 Page 2 of 7

a. Executive Order 14035:https://www.whitehouse.gov/briefing-room/presidential-actions/2021/06/25/executive-order-on-diversity-equity-inclusion-and-accessibility-in-the-federal-workforce/

b. Udall Foundation DEIA Strategic Plan

3.0 TASKS. The Contractor shall conduct a DEIA assessment (aka equity audit) that identifies:

a) DEIA strengths of the Udall Foundation; b) areas where DEIA improvements could be helpful for achieving the Udall Foundation’s DEIA goals, objectives, and desired outcomes;

and c) recommended methods of carrying out those improvements (including without limitation possible trainings, process revisions, etc.). This includes providing the necessary tools, guidance, knowledge, and resources; developing a data collection plan in consultation with the LOV WG, Foundation Leadership Team (FLT), and agency employees; collecting the necessary data; analyzing and interpreting the data; preparing a written report on the results;

and preparing and conducting a PowerPoint presentation on the results. In addition, the contractor shall develop a DEIA Progress Evaluation Framework (including metrics for evaluating effectiveness) and, as an optional task, identify training opportunities and conduct selected trainings. The following tasks identify the specific requirements needed to accomplish the requirement. The tasks below shall be performed in the base performance period, tasks 3.1-3.4. See Section 3.5 for task options to be separately priced in the performance period.

3.1 Develop Data Collection Plan

Develop Data Collection Plan and Present Project Plan to Foundation Staff. Plan should present methods by which contractor proposes to gather the information needed to assess the Udall Foundation’s DEIA strengths and opportunities for improvement. Plan should anticipate inclusion of document review and interviews/discussions or appropriate communication with Udall Foundation staff, and advise on how, if at all, the Board of Trustees should be involved in the assessment. Plan should address both practical and ethical considerations, including confidentiality measures for data collected. Draft Data Collection Plan due within 2 weeks of the Period of Performance (POP) start date.

Contractor will present 1) the overall project plan outlining upcoming work 2) opportunities for Foundation staff input throughout the process, and 3) the draft data collection plan to all Foundation staff on an up to 90-minute video conference call. The Government will, as needed, provide Zoom and/or Teams platform. Following the call, two weeks shall be allowed for Udall Foundation staff review and comment on the draft data collection plan. Feedback received from Foundation employees should be addressed and incorporated as appropriate. The final Data Collection Plan shall be submitted within 2 weeks following deadline for Foundation comments.

3.2 Conduct DEIA Assessment/Equity Audit

https://www.whitehouse.gov/briefing-room/presidential-actions/2021/06/25/executive-order-on-diversity-equity-inclusion-and-accessibility-in-the-federal-workforce/ https://www.whitehouse.gov/briefing-room/presidential-actions/2021/06/25/executive-order-on-diversity-equity-inclusion-and-accessibility-in-the-federal-workforce/ https://www.whitehouse.gov/briefing-room/presidential-actions/2021/06/25/executive-order-on-diversity-equity-inclusion-and-accessibility-in-the-federal-workforce/

Udall Foundation DEIA Assessment PWS FY 22 Page 3 of 7

3.2.1 – Implement the Data Collection Plan. Collect and analyze DEIA data needed to assess the Udall Foundation’s DEIA strengths and opportunities for improvement.

3.2.2 – Develop DEIA Assessment Report and Recommendations. Develop a Draft DEIA Assessment Report and Recommendations based on data collected by eight (8) weeks after approval of Final Data Collection Plan. Contractor will present results of the draft assessment report and recommendations to all Foundation staff on an up to 90-minute video conference call. The Government will, as needed, provide Zoom and/or Teams platform. Following the call, four weeks shall be allowed for Udall Foundation staff review and comment on the draft assessment report and recommendations.

Feedback received from Foundation employees should be addressed and incorporated as appropriate. The final DEIA Assessment Report and Recommendations shall be submitted within 3 weeks following deadline for Foundation staff comments.

3.3 Develop DEIA Progress Evaluation Framework

3.3.1 – Develop DEIA Progress Evaluation Framework. In consultation with the LOV WG and the FLT, develop a Draft Progress Evaluation Framework and metrics for measuring progress in enhancing DEIA at the Udall Foundation, including time to orient Udall Foundation LOV WG and consider existing tools such as the Meyer DEI Spectrum Tool (PWS Attachment 2) and similar evaluation frameworks. Draft framework due six

(6) weeks after approval of Final Assessment Report and Recommendations. Three weeks shall be allowed for Udall Foundation staff review and comment on the draft DEIA Evaluation Framework and metrics. Feedback received from Foundation employees should be addressed and incorporated as appropriate. The final DEIA Evaluation Framework and metrics shall be submitted within 3 weeks following deadline for Foundation staff comments.

3.4 Coordinate with LOV WG and FLT

3.4.1 – LOV WG Meetings. Attend up to six hours of LOV WG meetings during POP, providing project updates at each. Meetings are held approximately every 3 weeks (virtually via Government provided Teams account) and typically last 1 hour.

3.4.2. Coordinate with LOV WG and FLT members via email, phone, and virtual meetings throughout the life of the project for updates, clarifications, and discussions as needed. The Government will provide Zoom and/or Teams platform for these meetings as needed.

3.5 Task Options: In order to provide the best possible support for the requirement, the Udall Foundation may utilize Task Options throughout the performance period. The following task options shall be proposed individually and for the estimated number of occurrences provided

Udall Foundation DEIA Assessment PWS FY 22 Page 4 of 7 within the task description. Options will typically be exercised one at a time but may be combined. Task Options are virtual trainings and shall be priced without travel.

The paragraphs below provide a narrative of a single instance of a task option. Each task provides the estimated quantity for that task that can be exercised within the performance period. The contractor shall be required to support task options within 30 days of notification of intent to exercise the option.

3.5.1 – Optional Training Task. Contractor shall deliver a DEIA training as appropriate and consistent with DEIA Assessment Report and Recommendations. The virtual presentation and discussion and/or training shall not exceed 4-hours in duration.

Contractor shall provide all logistics and materials needed for the training/presentation.

The Government will provide Zoom and/or Teams platform as needed. Trainings may occur at any time during the period of performance.

Quantity: 2 optional tasks per period of performance

4.0 PERFORMANCE REQUIREMENTS. Listed below are the main performance standards for this contract requirement. These standards represent “Satisfactory” performance.

PERFORMANCE REQUIREMENTS SUMMARY TABLE

Performance Objective PWS Paragraph Performance Standard Draft Deliverables 3.1, 3.2, 3.3 Delivery of all deliverables required shall be submitted within 1 day of the stated timelines on the CDRLs

Final Deliverables 3.1, 3.2, 3.3 Delivery of all deliverables required shall be submitted within 1 day of the stated timelines on the CDRLs

Report shall be free from all grammar/spelling errors.

5.0 DELIVERABLES: The contractor shall provide the following deliverables. Deliverables in electronic form shall be in the formats compatible with Microsoft Office applications, including Word, Excel, PowerPoint, and Access. Documents and reports shall be delivered in electronic format, at a minimum, and in hard copy (when requested) in the Contract Data Requirements List (CDRL)(s). The documents shall be free from locks or protections that would prevent (or inhibit) text being copied or edited by the Udall Foundation after delivery.

Udall Foundation DEIA Assessment PWS FY 22 Page 5 of 7

Written deliverables must be submitted electronically to the TM and COR by the due date specified in the CDRL(s). All titled vested in each of the following documents transfers to the Udall Foundation upon acceptance of each deliverable.

CDRL CDRL

Number

Paragraph Reference

Schedule

Data Collection Plan A001 3.1

Draft deliverable required shall be submitted within 2 weeks following the POP start date.

– AND –

Final deliverable for review within one (1) week following the deadline for Udall Foundation feedback/comments.

DEIA Assessment Report & Recommendations

A002 3.2

Draft due eight (8) weeks after Approval of FINAL Data Collection Plan.

– AND –

Final due three (3) weeks after receipt of comments

DEIA Progress Evaluation Framework Metrics

A003 3.3

Draft due six (6) weeks after Approval of FINAL Assessment Report and Recommendations

– AND –

Final due three (3) weeks after receipt of comments.

6.0 GOVERNMENT FURNISHED PROPERTY (GFP) AND/OR INCIDENTAL PROPERTY.

There is no GFP on this contract.

7.0 CONTRACTOR FURNISHED EQUIPMENT (CFE). The Contractor shall provide all equipment, materials and items required to perform the requirements of this contract.

8.0 SECURITY. All Contractors in support of this contract must comply with these requirements.

Udall Foundation DEIA Assessment PWS FY 22 Page 6 of 7

8.1 Contractor Identification.

1. The Contractor must provide each of its employees who will be involved in the performance of the contract, on a government facility and in all meetings, with an identification (ID) badge. The ID badge shall clearly display the contractor's name and the employee's name. It is the contractor's responsibility to ensure that all contractor personnel wear the ID badge at all times when performing work under this contract. Unless otherwise specified in the contract, each contractor employee shall wear the ID badge in a conspicuous place on the front of their clothing and above their waist, except when safety or health reasons prohibit such placement.

2. Contractor personnel shall clearly identify themselves to all attendees as a contractor employee before the commencement of meetings with Government or other contractor personnel. Contractor personnel shall clearly and immediately identify themselves as a contractor employee when placing, answering or participating in telephone/VTC conversations with Government or other contractor personnel.

3. When contractor personnel send e-mail messages from or to a Government-owned computer, they shall include a signature block that includes their employer's name, and the employee's full name and e-mail address.

4. Each of the requirements set forth in paragraphs 1-3, above must be included in all subcontracts at any tier.

9.0 PLACE AND PERIOD OF PERFORMANCE.

9.1 Place of Performance. The place of performance will be at the contractor’s facility.

9.2 Period of Performance. The period of performance will be 9 months from date of contract award (estimated 26 September 2022 through 25 June 2023).

10.0 MATERIALS/OTHER DIRECT COSTS (ODCs).

The Government does not anticipate any ODCs for this requirement.

11.0 PERSONNEL.

11.1 Key Personnel. Certain skilled/experienced professional and/or technical personnel are essential for successful Contractor accomplishment of the work to be performed under this contract. The proposal should identify individuals as "key personnel."

The Contractor agrees key personnel shall not be removed from the contracted work or replaced without compliance with the following:

Udall Foundation DEIA Assessment PWS FY 22 Page 7 of 7

a. If one or more of the key personnel for whatever reason becomes, or is expected to become, unavailable for work under this contract for a continuous period exceeding 30-calendar days or is expected to devote substantially less effort to the work than indicated in the proposal as initially anticipated, the Contractor shall promptly notify the Government Contracting Officer. Upon concurrence of the Contracting Officer or his authorized representative, the Contractor shall promptly replace such personnel with personnel of at least substantially equal ability and qualifications.

b. All requests for substitutions must be in writing and provide a detailed explanation of the circumstances necessitating the proposed substitution(s). They must contain a complete resume for the proposed substitute, and any other information requested by the Contracting Officer needed to make a recommendation on the proposed substitution. All names shall be redacted from the resume. The Contracting Officer or their authorized representative will evaluate such requests and promptly notify the Contractor with the Government’s recommendation, in writing.

11.2 Personnel Qualifications. Minimum qualification includes the following:

a) Documented experience with leading a DEIA assessment or equivalent equity audit for a Federal agency;

b) Demonstrated cross-cultural competency (e.g., working well with individuals from a wide array of backgrounds and identity groups, including from both mainstream and racial minority groups; those affiliated with the LGBTQ community; Native Americans / Alaska Natives, and other under-served or under-represented groups);

c) Effective communication (including listening skills, making interactive presentations, writing skills, facilitating interactive group discussions, and cross-cultural communication);

d) Collaborative approach to working with governments and affected parties; and

e) Demonstrated project management experience showing track record of completing projects on time and within funding.

12.0 QUALITY CONTROL (QC). QC shall be performed in accordance with the Quality Assurance Surveillance Plan (QASP) to ensure that the standards outlined in paragraph 4.0 of this PWS are met. The Government Quality Assurance Surveillance Plan (QASP) is provided separately as a reference/informational. It is noted that the QASP is not a part of the contract, nor is it intended to duplicate the Contractor’s QCP.