B08_Solicitation_Attachment_1_SOW.pdf

U.S. Department of the Interior

Deputy Assistant Secretary – Indian Affairs (Management)

Office of Facilities, Property and Safety Management

Division of Safety and Risk Management

Statement of Work

Safety Management System

Overview: Provide Indian Affairs (IA) Safety Management System (SMS) continued support and implementation across the Highest Tier, Middle Tier, and Base Tier; customization of current IA SMS (a.k.a.

IA Safety Connect) DOI SharePoint Portal, technical assistance via webinars, or other means; and enhancement of the IA Safety and Risk Management Program.

General Scope: The Offeror will provide support for International Organization for Standardization (IOS), 45001, Occupational Health and Safety Management Systems, to include Bureau of Indian Affairs (BIA), Bureau of Indian Education (BIE), and Bureau of Trust Funds Administration (BTFA). Support will include restructuring management systems in response to IA organizational changes, improving the management systems information knowledge base, onsite and remote management systems training, and technical assistance to IA.

Requirements: The Offeror must demonstrate experience in federal operations and associated statutory and regulatory requirements for the operations and activities conducted at IA (including BIA, BIE and BTFA), with expertise in IOS 45001 management system standard requirements. The Offeror shall obtain the Department of the Interior (DOI) security clearance with current certification for the Federal Information Systems Security

Awareness Training because the IA SMS resides exclusively on the DOI Network SharePoint Portal. The

Offeror shall have no Conflict of Interest - Post Employment Restrictions 18 U.S.C. §207, or interest affiliated with BIA, BIE, or BTFA operations either directly or indirectly through Tribal compacts, grants, or contracts.

Exclusions: Achievement of the IOS 45001 certification is not a requirement of this Statement of Work

(SOW).

Section 508 Compliance: Electronic and Information Technology (EIT) shall meet the applicable accessibility standards for Section 508 Compliance, 36 CFR Part 1194.

Background: Indian Affairs (IA) – Office of Facilities, Property and Safety Management (OFPSM) – Division of Safety and Risk Management (DSRM) began developing a Safety Management System (SMS) in 2013 and

2014 and continued developing the framework in 2015 - 2022. Development of the SMS included the following:

➢ Development of a Microsoft SharePoint Site, branded IA Safety Connect, accessible on the DOI

SharePoint Portal, which includes the following:

• SMS Procedures

• Safety Newsletters

• Safety Management System Pages

• Safety Topic Pages

• Region Documentation

• Safety Committee Members Tracker

• Collateral Duty Safety Officer Training Tracker

• SMS Support and Implementation across the Highest Tier (AS-IA level), Middle Tier

(Regions) and Base Tier (CDSO’s at Agencies, Irrigation, Law Enforcement/Detention

Centers and Schools)

• Remote and Trainings (SMS Awareness, SharePoint Training, CDSO, etc.)

• Safety Awards/Safety Champion Program

• Safety Marketing Campaign (e.g., Branding, SharePoint Tutorial Videos, Pamphlets, Posters)

• Middle Tier (ADD/Region Level) Support

• Training and Support for Safety Managers

• Occupational Safety and Health Video Training Library for Executives, Employees, Supervisors, Managers and CDSOs

• OSHA Written Programs Templates

• CDSO Training Tracker Developed in SharePoint

• CDSO Training Dashboards

• Injury and Illness Reporting

• Program Evaluation Tool Dashboards

• Inspection and Abatement Dashboards

• Weekly, Monthly and Quarterly Reporting Dashboards

• Update the SMS elements to include BIE to encompass the BIE restructure

• Support BIE Stakeholders in receiving access to the SMS SharePoint Site

• Expand CDSO Written Program

• Web based Self-Assessment Evaluation Tool within IA Safety Connect incorporating the six components of the IA OSHP Evaluation Review

• Web based OSHP Evaluation Tool within IA Safety Connect incorporating the six components of the IA OSHP Evaluation Review

• Web based Safety Inspector Code Compliance Tool within IA Safety Connect incorporating the Safety Inspection and Fire Protection Systems Guidelines

• Web based ICR Evaluation Tool for Code Compliance within IA Safety Connect incorporating the Safety Inspection and Fire Protection Systems Guidelines

• Update of the BIA Safety and Health Handbook for Field Operations

Acronyms:

BIA Bureau of Indian Affairs

BIE Bureau of Indian Education

BTFA Bureau of Trust Funds Administration

CDSO Collateral Duty Safety Officer

CFR Code of Federal Regulations

COR Contracting Officer’s Representative

DSRM Division of Safety and Risk Management

DOI Department of the Interior

EO Executive Order

FAR Federal Acquisition Regulations

FY Fiscal Year

IA Indian Affairs

ICR Internal Control Review

ISO International Organization for Standardization

OFPSM Office of Facilities, Property and Safety Management

OHSAS Occupational Health and Safety Assessment Series

OSHA Occupational Safety and Health Administration

OSHP Occupational Safety and Health Program

SMIS Safety Management Information System

SOW Statement of Work

Defined Terms:

Offeror: Those individuals providing services for Tasks 1 through 5 in this Statement of Work.

Conflict of Interest: Any interest that would compromise the performance of the deliverables in this contract including, but not limited to Post Employment Restrictions 18 U.S.C.§ 207, or interest affiliated with BIA or

BIE operations either directly or indirectly through Tribal compacts, grants, or contracts.

Management Systems Assistance: Includes but not limited to: restructuring and improving the management systems information knowledge base, onsite and remote training, and technical assistance via telephone help sessions and/or webinars.

Tiered Management Systems: Organizational levels vertically aligned in a tiered approach identified with specific management responsibilities within Indian Affairs.

Higher Tier: Assistant Secretary - Indian Affairs.

Middle Tier: BIA Regional Offices, Office of Justice Services District Offices, BIE Associate Deputy Director

Offices, and BIE Education Resource Centers.

Base Tier: BIA agencies, field offices, irrigation project offices, law enforcement offices, correctional facilities, BTFA field offices, and BIE schools, and dormitories.

1.1 Tasks: The Offeror will provide Indian Affairs Safety Management System Services. Services will be provided in four Tasks consisting of (1) Project Planning; (2) IA SMS (IA Safety Connect Portal) Development and Implementation; (3) Kick-off Meeting and Close-out Meeting, and (4) Weekly Teleconference Meeting.

1.1.1 Task 1 - Project Planning: The offeror will meet with the Division of Safety and Risk Management

(DSRM) in person at the Kick-off Meeting to discuss the approach for completion of the Scope of Work. Based upon results of this meeting, the Offeror will develop a Project Work Plan that includes the following:

• Project Objectives

• Schedule and Deliverables

• SMS Development and Implementation Approach (Task 2)

1.1.2 Task 2 – IA SMS (IA Safety Connect Portal) Development and Implementation:

Subtask 1 – Identify and Develop Management Level Tools to Include:

• Automated OSHP Evaluation Tool Score Dashboards utilizing i.e., Microsoft Power BI, Microsoft

Excel, Tableau

• Automated OSHP Self-Evaluation Tool Score Dashboards utilizing i.e., Microsoft Power BI, Microsoft Excel, Tableau

Subtask 2 – Worker’s Compensation: The Offeror will develop within the IA SMS (IA Safety Connect

Portal), an IA Worker’s Compensation Dashboard utilizing i.e., Microsoft Power BI, Microsoft Excel, Tableau

(data obtained from the DOI’s SMIS). The dashboard will assist the DSRM to communicate to IA Leadership in real-time actual worker’s compensation performance and costs. The dashboard shall comply with Section 508

Standards.

Subtask 3 – Operational Risk Management Tool: The Offeror will develop within the IA SMS (IA Safety

Connect Portal), an Operational Risk Management Tool utilizing Microsoft Power Apps. The tool will assist field level users to systematically help identified operational risks and benefits and determine the best course of action for any given situation. This risk management process is designed to minimize risk in order to reduce the likelihood of the incidents and accidents from occurring the have the potential to impact the mission of IA. The tool shall comply with Section 508 Standards.

Subtask 4 – Semiannual and Annual Accomplishments Report:

The Offeror will provide to DSRM a Semiannual and Annual Accomplishments Report in Microsoft Word format. The report shall describe the current context in which the IA SMS is operating in; challenges;

accomplishments; results; benefits; value; and how the SMS contributes to the Presidential Executive Order

140035 of June 25, 2021: Diversity, Equity, Inclusion, and Accessibility in the Federal Workplace.

Subtask 5 – Occupational Safety and Health Program Evaluation: The Offeror shall perform Occupational

Safety and Health Program Evaluations at BIA regional and BIE level designated sites (6 total) selected by

DSRM. The evaluations shall be conducted in accordance with the IAs’ OSHP Evaluation Questionnaire Tool and the IAs’ Program Evaluation automated Microsoft Power App. The offeror shall complete each evaluation report in draft and five (5) business days for DSRM review of the draft before it is finalized by the Offeror.

Subtask 6 – Code Compliance Internal Control Review: The Offeror shall perform Code Compliance

Internal Control Reviews (Safety and Health Inspection Program Accessible Unit Test) at BIA regional and BIE level designated sites (8 total) selected by DSRM. The ICR shall be conducted in accordance with the IAs’

Code Compliance Evaluation Tool and the IAs’ Code Compliance (ICR) automated Microsoft Power App. The offeror shall complete each evaluation report in draft and five (5) business days for DSRM review of the draft before it is finalized by the Offeror.

Subtask 7 – Technical Support:

• The Offeror shall provide continued technical support services in website databases for Safety

Management System (IA Safety Connect) SharePoint, including, but not limited to: IA SRMP;

SharePoint training; user access; troubleshooting; data queries; uploads; datasheet formulations;

templates; and restructuring that includes the following:

• Continued development, implementing and maintaining the IA Occupational Safety and Health

Training course library utilizing Microsoft PowerPoint format for course draft development and

Google YouTube format for completed courses. The offeror shall provide voiceover and embedding the recording over each slide for DSRM review of the draft before it is finalized by the offeror. The

Offeror will ensure completed courses are uploaded to the DOI’s Talent Management System (DOI

Talent) and to an external hosting site, so that the courses are available for BIE employees ([BIE employees do not have access to DOI Talent] as well as Ad-Hoc reporting for participation and certificate issuance.

• Continued development, implementing and maintaining of IA Annual Workplace Inspection and

Abatement Plans Dashboard Reports utilizing i.e., Microsoft Power BI, Microsoft Excel, Tableau.

• Continued development, implementing and maintaining the IA Safety Committee Program.

• Continued development, implementing and maintaining the IA Safety Awards Program.

• Continued development, implementing and maintaining the IA Code Compliance Guidelines written program and automated Power App. This Code Compliance Guidelines App provides a means for safety inspectors to perform mandatory annual workplace inspections using the IA mandated guidelines appendices (checklists).

• Continued development, implementing and maintaining the IA Program Evaluation written program and automated Power App. This Program Evaluation App provides a means of assess the overall effectiveness of the occupational safety and health program at the BIA regional BIE local levels by

DSRM.

• Continued development, implementing and maintaining the IA Self-Assessment Automated Power App.

This Self-Assessment App provides a means of a formal self-evaluation of the location’s Occupational

Safety and Health program’s performance.

• Continued development, implementing and maintaining Safety Management Assessment and

Performance Program (SMAPP) Tool. This tool will include the following:

o Custom Calendar with Views Setup o Evaluator Contacts List o Evaluator Knowledge Base/Procedures Section o Evaluation Corrective Action Plan o Key Links for Evaluator Resources o Ability to Upload Various OSHP Evaluation Documentation o Seamless End User Integration with SMS Site o Seamless End User integration to Facilities Site List o Seamless End User integration of Permissions with SMS o Custom views for BIA Regions and BIE Safety Management

• Continued development, implementing and maintaining SMS Marketing and Promotional Media.

1.1.3 Task 3 - Kick-off Meeting and Close-out Meeting: The Offeror will meet with DSRM in person for the Kick-off Meeting and the Close-out Meeting.

1.1.4 Task 4 - Weekly Teleconference Meeting: The Offeror shall meet weekly with DSRM via virtual conference to discuss status of project requirements and expectations and addressing any issues with resolutions and innovations.

2.1 Deliverables: As applicable, for Tasks 1 through 3, and its subtasks, the Offeror will provide a monthly progress report along with the monthly invoice identifying: (1) Services provided in each Task and Subtask; (2)

Duration of service provided in hours; and (3) the name of the person providing the service. In addition, the

Offeror will provide the monthly training/technical assistance log, a copy of any sign-in sheets and training media and materials such as PowerPoint slides with the Monthly Progress Report. The Offeror will meet with

DSRM in person at the Kick-off meeting to discuss: (1) the approach for Tasks 2; (2) innovations for management systems technical assistance based upon the current SMS; and (3) possible indicators of SMS performance improvement. The Offeror will meet with DSRM in person at the Close-out meeting and provide a final report of: (1) a summary of the SMS customization; (2) a summary of the training and technical assistance provided; (3) an assessment of indicators of SMS performance improvement; (4) recommendations for continual improvement of the SMS, and (5) a summary of actions and recommendations, including program and management systems innovations.

2.1.2 Table - Deliverables for Tasks 1 through 4:

Beginning Due Date Deliverables

2 weeks after Contract Award Kick-off Meeting: Task 3

From date of contract award to end of Contract

Ongoing Services for Task: 1, 2 and 4

From date of contract award to the end of each month

Monthly (not date specific)

Billing Invoice and Monthly Progress

Reports: Services for Tasks 2, 3, and 4

From date of contract award to end of Contract

Monthly, five business days following the end of each month

Monthly log of remote training and SMS technical assistance and any training media and materials for Tasks 2

Final month of contract period of performance

End of Contract Close-out Meeting: Task 3

With Final Invoice Final Report

3.1 Government Furnished Items: DSRM will furnish meeting space for the Kick-off and Close-out Meetings.

4.1 Special Requirements: Travel by the Offeror to the DSRM office located in Albuquerque, New Mexico is required for performance of Task 1 and 3 issued under this SOW. Federal Travel Regulations (matter of public record) are the basis for travel reimbursement.

1. Per Diem: Allowable per Federal Travel Regulations

2. Lodging: Allowable per Federal Travel Regulations

3. Transportation Expenses:

a. Common Carrier: Cost is authorized for travel by common carrier at coach fare rates

b. Rental Vehicle: Cost is authorized for travel required in performance of contract duties