Attachment (A) SOW.pdf

August 2022 Statement of Work 1

Statement of Work

Date Title

Brookhaven Science Associates August 11, 2022 Culture and Engagement Survey Platform

Background

Brookhaven National Laboratory (BNL) is a United States Department of Energy Office of Science multi-program research facility located on Long Island, NY and operated by Brookhaven Science Associates (BSA), a consortium of the Battelle Memorial Institute and the State University of New York at Stony Brook. BNL conducts research in nuclear and high-energy physics, the physics and chemistry of materials, environmental and energy research, nonproliferation, and structural biology.

Project Objective

Brookhaven Science Associates (BSA) is committed to investing in the design and development of the BSA workplace culture and environment that enables Brookhaven National Laboratory to deliver on its goals, objectives and overall mission. An optimal BSA workplace culture will enable the development of organizational structures and processes that support the Lab as well as attract and retain the best talent.

The Culture and Engagement Survey Platform and associated professional services will enable BSA to continue to assess workplace culture and employee experience, identify opportunities, and measure progress.

Scope of Work

Engagement Survey: The Contractor shall collaboratively develop and support interpretation of results of an engagement survey. The survey shall measure multiple aspects of workplace culture inclusive of Diversity, Equity and Inclusion (DEI), Engagement, and other key focus areas. The Contractor shall build on previous Engagement Survey Results (2019, 2022 surveys) and provide support or direction in determining the key focus areas relative to BNL’s current and future workplace culture. The Contractor shall provide support or direction in determining key focus areas relative to BNL’s workplace culture. The Contractor shall design and administer the survey, interpret results, provide reports, and recommend action plans. The Contractor may also be required to participate in the presentation of the results to BNL leadership and employees. The Contractor shall have the ability to deliver follow up surveys to measure changes in employee engagement.

Other Surveys: The Contractor’s technology platform shall have the capacity to execute additional surveys such as exit, onboarding, benefits, employee well-being and other customized surveys, which can be designed and administered as needed by BSA throughout the term of the contract.

Employee Engagement Platform (Service Option): The Contractor will provide a digital online employee focus group engagement platform that allows for enhanced, focused conversations at scale that includes the ability to create and send targeted customizable questions, crowdsourced voting, prioritized real-time results, visual data and infographics, and trend analysis dashboards about feedback obtained through an

August 2022 Statement of Work 2 anonymous and transparent electronic process either thru email, text or on-demand tablet. Utilization of push/pull technology for employee engagement will allow organizational leaders to conduct unlimited real-time crowdsourcing of ideas/feedback with groups or subgroups of employees and receive their direct input and insights as a continuous employee engagement process for up to 2,700 employees.

Engagement & Other Surveys

Requirements

• Working in partnership with BNL, the Contractor shall follow best practices as it relates to survey work, including but not limited to:

1) Expertise and support in survey design

2) Survey administration and best practices to increase survey response rates

3) Normative benchmarking of survey results

• The Contractor shall have experience working with the federal government or federal government contractor organizations.

• The Contractor shall develop an understanding of BSA workplace culture such that BSA’s 2022 Engagement Survey results can be built upon. This should include the option for a 2-part engagement survey including the following steps:

1) Tying the culture initiative to BSA’s broader strategy and prioritizing which aspects of culture will be most important to study and address. This shall include engagement with BSA’s leadership team to ensure the direction is consistent with the needs of

BSA.

2) Establishing the culture baseline to assess BSA’s critical culture components; those that are opportunities shall be the focus of a broader and deeper study.

3) A full census Engagement Survey focused largely on areas of opportunity identified in the culture baseline phase

4) Analysis of results and identification of change actions

5) Executive briefing to share insights into the most important themes and focus on priorities for change actions

• The Contractor shall create and execute a marketing and implementation plan that maximizes engagement survey completion and protects privacy of participants.

• The Contractor shall ensure secure storage and transfer of any data collected from BSA and its employees.

• BSA shall retain sole ownership of all data collected.

• BSA will provide the Contractor with a data feed of employee information.

• The Contractor shall ensure the survey data is stored in a secured manner and is readily accessible and able to be manipulated for meaningful analysis and targeted distributions.

• The Contractor shall provide training to administrators and other users (e.g., HR Business Partners) on navigating the survey platform, reporting metrics, survey development, comment search tools and analysis. The Contractor shall provide support to users and administrators.

• The Contractor shall provide help desk support.

Project Management The Contractor shall manage the day-to-day activities of the project. The Contractor shall provide professional assistance from beginning to end with a Project Management Team that includes but is not limited to the following: Project Manager and an Industrial/Organizational Psychologist/Strategist (People Analytic Specialist).

The Industrial/Organizational Psychologist shall have expertise in survey design and data analytics and a PhD. The Industrial/Organizational Psychologist shall be able to effectively communicate with a scientific based organization.

The Contractor’s project management activities include, but are not limited to, the following:

• Develop and maintain a detailed project plan identifying deliverables, tasks and timeframes with clear assignment of responsibilities

August 2022 Statement of Work 3

• Set up the survey and provide survey design branded with BNL logo and hosted by the Contractor.

• Provide overall project guidance and direction.

• Monitor actual progress against the project plan and produce regular project status reports, which should include activities both on-site and off-site.

• Provide industry-level benchmarking using normative comparators to industry, which will be agreed to with BSA, and consistent with previously reported benchmarks.

• Support engagement survey communication efforts inclusive of sample communications (e.g., email, talking points, FAQ’s)

• Ensure data files are structured appropriately to align with reporting needs.

• Plan for distribution of engagement survey results.

• Make recommendations to BSA on how to address issues that arise.

• Ensure consistency and quality of project deliverables.

• Provide ongoing technical support.

• Facilitate regular meetings and coordinate any necessary resources.

Survey Development/Design The Contractor shall develop a survey that includes, but is not limited to the following:

• A database of survey questions that focus on areas of interest defined by BSA.

• The ability to customize question development through collaboration with an Industrial/Organizational Psychologist.

• A questionnaire instrument that is simple with consideration to the number of questions, language and formatting.

• A platform with the flexibility of adding questions for specific areas (e.g., directorates or job classifications).

• Guaranteed anonymity or privacy of respondents based on the needs of BSA.

• Privacy of the data collected.

• Surveys must be able to be distributed and responses collected electronically through email or website. Must be accessible by computer, mobile, or tablets. The method for doing so should be fully described.

• Testing of the online survey instrument to ensure full functionality prior to administration. Testing shall include providing test links for BSA to test the survey on a variety of electronic devices (e.g., mobile capability) prior to administration.

Data Results and Processing The Contractor shall provide a dashboard of results which can be filtered using various demographics, standard reports of results and data reports containing the number of responses, mean scores, benchmarking scores, and distribution of responses for preferred reporting groups, as specified by BSA.

The Contractor shall provide comment reports containing verbatim responses to open-ended questions.

The Contractor shall have the capability to produce custom reports. The Contractor shall provide a methodology for analyzing the comments and their platform must have the flexibility to free search, flag comments, and create tags.

For the Engagement Survey: The Contractor shall provide an executive summary with the capability to customize reports for and provide access for middle managers. The executive summary shall include recommended actions for improvement.

Using the Engagement Survey Results The Contractor shall provide the following in order for BSA to utilize the results of the engagement survey:

• Action planning templates and a database of tactics to address specific issues identified in surveys. Provide executive results to be presented by Contractor.

August 2022 Statement of Work 4

• An Industrial/Organizational Strategist that shall help BSA develop action plans addressing specific issues with the flexibility to provide onsite support as needed. The Contractor must provide a minimum of two (2) on-site meetings of at least six (6) hour’s duration for the purposes of providing feedback to management.

• Training for a select group of managers on how to provide feedback.

• Methods of engaging managers and employees.

Employee Engagement Platform (Optional Service)

Requirements

Objectives:

• conduct unlimited pulses

• implement multiple pulse campaigns

• employee feedback posted every 2 hours

• dashboards updated three (3) times per month

• response data is exportable

• data can be ‘sliced and diced’ for presentations and actions plans

Requirements:

Software Deliverables

• Provide an enterprise digital focus group platform that includes qualitative voting functionality based on statistical analysis which provides a rank ordered list of the most impactful solutions to drive the best operational, cultural, employee, and business-related outcomes

• Real-time crowdsourced anonymized input of ideas from various workgroups, locations and by directorate/office/manager

• Ability to capture and share actionable, crowdsourced feedback in real-time to leverage organizational intelligence

• Ability to coordinate multiple/concurrent pulse(s) digital focus groups

• Cloud storage for data

• Software compatibility with multiple computing platforms

• Platform able to accommodate up to 2,700 live users

• Pulse(s) can be internally created/developed/customized locally

• Pulse can be disseminated via text, internal email system, software email system and accessible via smart phone, tablet, computer and laptops.

• A pulse question library of multiple metric (Likert scale, Agreement, Net Promoter Score, Yes/No) and crowdsourcing questions designed to validate behaviors, create alignment, drive accountability and improve all areas of organizational performance including but not limited to:

o Employee Experience o Operational efficiencies o Strategy and Alignment o Diversity, Equity & Inclusion o Change management o Employee Wellness o Innovation o Operational processes

• Multilanguage capabilities

• Immediately available, downloadable infographic provides data summary, rank ordered impact solutions and qualitative comment theme analysis for presentations or easy sharing

August 2022 Statement of Work 5

• Filterable leaderboard shows crowdsourced answers in order of priority to determine most impactful solutions

• Customizable level of transparency

• Reporting based on organizational structure

• Ability to recognize patterns with benchmarking data

• Ability to configure screen with Brookhaven National Laboratory logos

• Data results displayed in real-time and prioritized based on votes

• Crowdsourced feedback data displayed in multiple formats, tables and graphs and graphics to include heat maps to identify greatest opportunities for improvement.

• Data is exportable to include organizational results comparison by demographics (e.g. Location and Division)

• 508 Compliant

Planning

• Provide tailored employee engagement strategy including best practices, communication templates, insights review toolkits.

• Provide on-site or virtual training sessions for system administrators.

• Any system upgrades will have training sessions

• Configure/customize employee workgroups

• Create pulse campaigns

• Technical support online and via phone

Security Requirements

• Data is secure and not mixed with data from other organizations.

• Software as A Service (SaaS) Solution FedRAMP Authorized

Deliverables & Schedule

The Contractor shall provide the following for one full census, managed engagement survey as frequently as annually:

Item Deliverable Timeframe BSA

Approval

1 Marketing and Implementation Plan Two weeks after inception of survey planning Yes

2 Draft Survey Five weeks after inception of survey planning Yes

Final Survey Seven weeks after inception of survey planning Yes

4 Implementation of Survey Eight weeks after inception of survey planning No

5 Reports/Results of Survey Two weeks after close of survey Yes

6 Executive Summary Sessions Three weeks after close of survey Yes

7 Action Planning Five weeks after close of survey Yes