RFP DOL089RP20612 - ATTACHMENT D.1 - DESCRIPTION OF SERVICES.doc

ATTACHMENT D.1 – DESCRIPTION OF SERVICES

ARTICLE

PAGE

D.1.1

BACKGROUND……………………………………………………………………………2

D.1.2

SCOPE OF WORK………………………………………………………………………….3

D.1.3

STATEMENT OF WORK…………………………………………………………………..3

D.1.4

DUTIES AND QUALIFICATION OF PERSONNEL BY LABOR CATEGORY….……..8

D.1.5

SPECIFICATION FOR DELIVERABLES AND REPORTING REQUIREMENTS……...10

D.1.1

BACKGROUND

The Occupational Safety and Health Administration's (OSHA) Office of Statistical Analysis (OSA) is responsible for planning, developing, and implementing an extensive statistical program that includes the collection, processing, analysis, and interpretation of information needed to support planning, operational, and management functions of OSHA. OSA meets the statistical needs of the Agency by:

defining the requirements for employer recording of occupational injuries, illnesses, and fatalities, and maintaining a consistent National recordkeeping system for over 1 million private sector employers as required by the OSH Act;

providing analyses of existing sources of safety and health data;

identifying strategies to improve the availability and accessibility of information on occupational injuries, illnesses, and fatalities; and, performing research to develop new sources of statistical information on occupational injuries, illnesses, and fatalities and to measure OSHA's impact on their reduction.

During the past several years as part of its mission, OSA has developed and implemented systems to collect, compile, and integrate data on occupational injuries, illnesses, and fatalities for establishments in high-risk, private sector industries. The purpose of this effort is to provide better data for targeting enforcement, compliance assistance, and outreach programs; developing standards; and, measuring the Agency's performance in its mission to reduce occupational injuries, illnesses, and fatalities.

These systems enhance OSHA's effectiveness by improving its capability to target its various programs toward employers with serious safety and health problems and to identify areas where the Agency's efforts will have the greatest impact. The Office of Statistical Analysis, also, provides information from other sources to support the Agency’s field operations.

The data initiative system currently consists of an annual collection of OSHA 300 log data and employment data from a universe of employers in high-risk industries; software to facilitate the collection, processing, quality control, and use of the data; and linkages of the collected establishment data to other data sources such as the Bureau of Labor Statistics (BLS) Annual Survey of Occupational Injuries and Illnesses and the OSHA Integrated Management Information System.

The data collection component of the system is modeled after the BLS Annual Survey. About 30 State agencies and the contractor collect and process data from approximately 80,000 employers. Software has been developed to address functions such as data entry, tracking, monitoring, and reporting on the data collection; maintaining quality control of the system; facilitating OSHA access and use of the establishment data for various program needs; and linking the collected establishment data to several other data sources.

OSHA also conducts audits of employer injury and illness records nationwide whereby OSHA compliance staff go on site to review the accuracy of the records, assess the quality of employer recordkeeping practices, and check the log data with the data submitted to OSHA. OSHA staff use a structured protocol (with medical access and administrative subpoenas where necessary) to assess the quality of employer recordkeeping practices‑ 250 audits are conducted each year throughout the country. OSA is responsible for the administration and oversight of this program and for the analysis of the results of the audits.

The Government Performance and Results Act (GPRA) became law in 1993. GPRA requires federal agencies to develop strategic plans, and annual performance plans and reports. The annual performance reports must provide information on the actual program performance achieved compared with performance goals expressed in the annual performance plans. The agency must report on an assessment of the results of a program activity compared to its intended purpose, the output and outcome measures and performance goals. To fulfill the requirements of GPRA, OSHA developed a strategic plan that specifies OSHA’s strategic goals, objectives and measures. OSA is responsible for the development and maintenance of a system to measure and report its performance related to the strategic goals, and objectives

D.1.2.

SCOPE OF WORK

The contractor shall perform assigned tasks in accordance with written Task Orders issued under this contract. This work shall be performed on a labor hour basis. The nature of the assignments shall include evaluation of the procedures, quality of the data, data analysis, data development, and the operation of the data collection system. These projects will utilize expertise of the contractor in the field of occupational safety and health, systems design, statistics, and evaluation.

Tasks may be conducted concurrently.

2.a. Contractor Responsibilities may include:

· execution of the data collection;

· design and implementation of quality control procedures for data collection and processing;

· developing software to support the data collection and performance measurement systems and provide data to the OSHA national and field offices;

· analyzing and conducting special studies on targeting methods, data quality and performance measurement;

· integrating or creating interfaces with other data sources;

· preparation and documentation of data files;

· other activities outlined in the proposal that are essential for the successful completion of the data collection.

b. The work shall be accomplished in accordance with the STATEMENT OF WORK and all other terms and conditions contained herein.

c. All personnel, materials, and facilities necessary to perform the work shall be provided by the Contractor, except as specified herein.

D.1.3. STATEMENT OF WORK

D.1.3.a. BASIC REQUIREMENTS Task 1: Project Initiation and Design

1.1 Contractor Review of OSHA Background Materials.

Immediately following the award of the contract, the contractor shall review and become familiar with the OSHA background materials, including documents related to the OSHA Data Initiative, the OSHA performance measurement system, OSHA inspection targeting systems, and OSHA’s injury and illness recordkeeping audit program. The Contracting Officer's Technical Representative, hereafter referred to as the COTR, shall provide the background project materials.

1.2 Meeting with the COTR

Within 1 week of the start of the contract, the contractor shall meet with the COTR and project staff to review the project tasks and to discuss issues related to the conduct of the work. This conference shall be considered part of the background review and as input for the project management work plan. The COTR shall provide the contractor with requirements for the data collection system, including outputs.

1.3 Project Management Workplan

Within 2 weeks of the meeting with COTR, the contractor shall provide a workplan with an implementation schedule. The contractor shall incorporate into the workplan a description and justification for revisions to the original plans specified in the proposal for the following areas: data collection; data processing; reporting plan; the proposed project organization chart, staffing plan, and schedule. The workplan shall also detail the management techniques that will be employed to insure timely, efficient, and cost-effective data collection, processing, analysis and reporting. The report shall include the most up-to-date versions of the proposed project organization chart, staffing plan, schedule of activities and deliverables, budget, control procedures, personnel and task coordination procedures, and quality control procedures.

The contractor shall revise the workplan based on the COTR's comments within 1 week of receiving the COTR's comments.

Task 2: Support the injury and illness data collection

2.1 Identify the Universe of Employers

During the initial phase of the data collection cycle, the Government will provide the Contractor access to a universe file of employers. This data file will be based on a Dun & Bradstreet database. The Contractor, using other sources, shall edit this list and supplement it with establishments and industries not contained on the list. The Contractor, in accordance with OSHA's requirements and approval shall develop, update and maintain a master universe file.

2.2 Develop and maintain data collection software and procedures manual

The contractor shall develop and maintain a procedures manual for conducting the data collection. At a minimum it shall include the following procedures:

(a) Mail data collection forms and instructions to employers;

(b) Check in employer responses;

(c) Enter data;

(d) Edit data; and,

(e) Follow back to employers for data clarification and non-response.

The contractor shall modify the existing software, as needed, to interface with other data sources.

The contractor shall develop procedures for insuring the overall quality of the data collected. The contractor shall develop data edit procedures and software. At a minimum, editing of the data shall include range checks and consistency checks.

2.3 Provide Training to Data Collection Personnel

On an annual basis, the Contractor shall develop materials and deliver training to the collecting States and OSHA on the collection procedures and system software.

2.4 Serve as Data Collection Agent

The Contractor shall serve as a data collecting agent for jurisdictions not being collected by state agencies. For bidding purposes, assume direct collection of data from approximately 12,000 establishments.

2.5 Provide Status Reports

Throughout the data collection period, the contractor shall provide the COTR with weekly progress reports. These weekly reports are in addition to the monthly reporting requirements described in Section C.5. This status report shall include cumulative summary statistics of the number of problems detected for the various types of items; and the status and method of corrective actions taken. Any problems encountered that either have consequences for the project's budget or time schedule shall be brought to the attention of the COTR in these weekly progress summaries.

2.6 Data files and Documentation

The contractor shall prepare (following DOL standards on data files and documentation) and deliver to the COTR preliminary or final copies of the following computer-related products:

1. A verified and edited file of the injury and illness data;

2. All software developed to support the data collection.

The Contractor shall be responsible for providing documentation/user's manuals in concordance with OSHA's requirements and approval on:

(a) Procedures used to update and maintain the universe list;

(b) Procedures for data collection; and,

(c) Computer software; and,

(d) Database.

Task 3: Establishment Data Systems

The contractor will provide the Agency a software system that will integrate establishment, injury and illness, hours worked, and IMIS data with additional establishment specific data such as Bureau of Labor Statistics’ data, state workers’ compensation data, and Environment Protection Agency data. The software facilitates OSHA's use of the collected establishment data and other linked data sources to target and evaluate OSHA's various programs and initiatives. For each cycle, the software must incorporate modifications to the data collection system and other data sources. In addition, the software must be updated with the most recent data collected.

The contractor will also provide and maintain software systems that deliver inspection targeting lists to the agency’s field offices. This work involves those activities related to modifying the software, updating the database, distributing the data, and providing user support. Users include OSHA's National, Regional, and Area Offices, and the State Plan States. This includes the distribution of data for Construction and General Industry compliance efforts.

Task 4: Performance Measurement

The contractor will assist the Agency in developing and maintaining its performance measurement and reporting system and will provide ongoing support, outreach and training to assist the Agency in addressing performance measurement issues related to the Agency’s efforts to fulfill the requirement of the GPRA.

4.1 Data Analysis Support

The contractor will help OSHA obtain and analyze data for purposes of assessing current occupational safety and health programs and initiatives and the need for new programs and initiatives; supporting development of needed new programs and initiatives; tracking OSHA’s progress in reaching the goals set out in the Strategic Plan, and improving OSHA’s ability to identify and reach the workplaces where workers are most at risk.

4.2 Software Support

The contractor will develop, use, and maintain software systems, including the OSHA Measurement and Reporting System and establishment matching and tracking systems, to collect, process, manage, track, and analyze safety and health data as well as data used to support OSHA’s efforts to fulfill the requirements of the Government Performance Results Act (GPRA).

4.3 Performance Measurement Support

The contractor will help OSHA collect, analyze, and present safety and health data for purposes of establishing and interpreting performance measures; developing and improving indicator methods, documentation, outreach materials, and initiatives on data measurement and calculation; identifying improvements to OSHA’s performance measurement system; conducting special studies to evaluate the effectiveness of OSHA actions, and reporting on OSHA’s efforts to fulfill the requirements of the Government Performance Results Act (GPRA).

4.4 Program and Standard Development and Evaluation Support

The contractor will help OSHA to plan and develop new programs and standards and evaluate the effectiveness of current programs and standards by collecting, analyzing, and reporting on occupational safety and health data from recognized sources, using accepted statistical methods.

Task 5: Audit and Verification of employer injury and illness records

The Office of Management and Budget has set evaluation of the accuracy of employer injury and illness records as a precondition for approval of OSHA’s injury and illness data collection. A protocol for conducting audits of employers’ injury and illness records (OSHA Log 300) has been developed along with software to assist compliance officers in conducting the audit. Each year OSHA conducts records audits. The Contractor will support OSHA in this effort.

5.1 Software Support

The contractor shall maintain and modify the existing audit software, as needed.

5.2 Training Auditors

On an annual basis, the Contractor shall develop materials and deliver training to the auditors on the audit procedures and software.

5.3 Analysis of Audit Findings

The Contractor will support OSHA by compiling data from audits of injury and illness recordkeeping, analyzing the results, presenting the findings in a useful format, and providing recommendations for continuous improvement of the audit program based on the findings.

D.1.3.b ASSISTANCE:

(1) General

a. The Contractor shall, in accordance with fully executed Task Orders issued under this contract, conduct research efforts related to occupational safety and health. Examples of possible assignments include:

i.

Comparison of the cost/effectiveness of different methods of employer submission of injury and illness data;

ii.

Evaluation of the utility of illness categories on the OSHA Form 300 for health targeting;

iii.

Comparison of targeting lists generated using OSHA Form 300 data, workers' compensation data, and IMIS industry violation data.

D.1.3.c Deliverables (1) Basic Requirement Reports The Contractor shall prepare and deliver the reports identified in the Basic Requirements section. The reports shall be typed, and they shall include the contract number and the Section number. Each Report shall consist of an original and three copies.

(2) Task Order Reports The Contractor shall prepare and deliver the reports identified in fully executed Task Orders. The reports shall be typed, and they shall include the contract number and the Task Order number. Each Report shall consist of an original and three copies.

(3) Progress Reports The Contractor shall prepare and submit progress reports on all the work that it preformed under the Basic Requirement and Task Orders. The Specifications for these reports are shown in Section C.5. of the Schedule.

D.1.4.

DUTIES AND QUALIFICATIONS OF PERSONNEL, BY LABOR CATEGORY

The following categories of labor shall be applicable to that work at the hourly rates established in Section B of this contract. The Government will not request any other categories of labor for the work, and the Contractor shall not furnish personnel to work in any other labor categories.

The duties and Qualification of the persons performing in the labor categories are identified below.

a.

Project Director (This labor category is considered to be exempt from coverage under the Service Contract Act).

Duties:

(1) The Project Director is the liaison between the Contractor's personnel and the Contracting Officer's Technical Representative (COTR); and

(2) The Project Director is responsible for all administrative matters and for ensuring that the proper methodology and procedures are being followed to obtain the desired results and products under each Task Order.

(3) The Project Director is responsible for coordinating and directing personnel to ensure delivery of a high quality product on time and within budget limitations.

Desired Qualifications:

(1) This individual is a senior person with the Contractor's organization.

(2) Experience managing large scale data collection projects.

b.

Senior Research Analyst/ Systems Analyst (This labor category is considered to be exempt from coverage under the Service Contract Act).

Duties:

(1) Individuals in this category shall be the primary manager utilizing their specialized skills in the approach to the project.

(2) They will design the data collection project protocol and have primary responsibility for the project. The protocol is subject to review and approval by the Project Director.

(3) They will develop task order project protocol and have primary responsibility for project conclusions and results. These conclusions and results are subject to review and approval by the Project Director.

Desired Qualifications (1) Experience in large scale data collection; and

(2) Experience in formulating organizational activities or functions in statistical terms so that data can be gathered, collated, processed, reported and analyzed to determine if objectives have been met and in what manner.

(3) Experience in supervising and task management and be able to provide technical documentation and correspondence that is understandable to Management, and Technical personnel.

c.

Analyst/Programmer Analyst (This labor category is considered to be exempt from coverage under the Service Contract Act).

Duties:

Individuals in this category shall perform work of a moderately complex nature under the direction of Senior Analyst. This person may direct the performance of one or more elements of a study which are related to his/her education and experience. They may be responsible for providing documentation on the project they are working on.

Desired Qualifications:

(1) Bachelor's degree in Mathematics/Statistics, Computer Science;

(2) Work experience in performing statistical analysis and/or computer systems analysis;

(3) Work experience in computer programming and in working with personal computer and mainframe computer systems;

(4) Work experience coding items to be entered from a variety of source documents and from information collected by telephone;.

d.

Computer Programmer (This labor category is equivalent to Service Contract Act Labor Category Computer Programmer III)

Duties:

Individuals in this category shall develop, modify, and maintain conventional programs. This person shall use standard procedures and detailed specifications to independently devise program logic, modify interrelationship of files and records, diagnose and correct errors, test and document work, and write Computer Operator instructions.

Minimum qualifications:

(1) An Associate degree and one year of experience in the performance of computer programming work at this level, or three years of computer programming experience at this level.

e.

Clerical/ Data Entry Operator (This labor category is equivalent to the Data Entry Operator II, Word Processor I, and Survey Worker (Interviewer) labor classes specified in the Service Contract Act). The Government estimates that the time spent by persons working in this labor category will spend one half of their time doing data entry, one quarter of their time doing word processing, and one quarter of their time interviewing.

Data Entry Operator Duties:

(1) Individuals in the category apply experience and judgment in selecting procedures to be followed.

Minimum Qualifications:

(1) A high school degree.

Clerical Duties:

(1) Operates word processing equipment to enter, store, retrieve, change, and present text or tabulations; and

(2) Produces a variety of printed copy such as letters, documents, or reports;

(3) Collating, preparing packages for mailing, checking in responses from employers; and,

(4) Keeping simple records and filing records and reports.

Minimum Qualifications (1) A high School degree and one year of experience in the performance of word processing.

D.1.5.

SPECIFICATIONS FOR DELIVERABLES AND REPORTING REQUIREMENTS

A. REPORTING

The contractor shall submit monthly letters of progress to the COTR and the Contracting Officer for the duration of the contract. Progress letters shall describe major activities by task and accomplishments, problems and suggested solutions, significant events, any decisions which may be needed from the COTR, and plans for the period until the next report. A summary of project expenditures shall also be included in each monthly progress letter.

The contractor shall communicate regularly and work closely with the COTR on all aspects of the project.

B. SCHEDULE OF DELIVERABLES

A project schedule shall be submitted for the COTR's approval as part of the work plan required under Task 1. For each deliverable, a draft copy shall be submitted to the COTR for review prior to final submission.