EEO Support Services RFI.pdf

DEPARTMENT OF WAR

WASHINGTON HEADQUARTERS SERVICES

1155 DEFENSE PENTAGON

WASHINGTON, DC 20301-1155

ACQUISITION DIRECTORATE

WASHINGTON HEADQUARTERS SERVICES

ACQUISITION DIRECTORATE

REQUEST FOR INFORMATION

THIS IS A REQUEST FOR INFORMATION ONLY

Title: Defense Security Cooperation Agency (DSCA) Equal Employment Office (EE0) Support

NAICS Code: 541612 – Human Resources Consulting Services

Product Service Code: R408 Support-Professional

Request for Information Post Date: Friday, April 10, 20226

Request for Information Response Due Date: Monday, April 20, 2026, at 10:00 AM (Eastern Standard Time)

1.0 REQUEST FOR INFORMATION NOTICE

To facilitate market research, the Government is looking to identify qualified firms under the above North American Industry Classification System (NAICS) code. This notice seeks capability statements to assist the Government in identifying capable firms.

This Request for Information is for information and planning purposes only and shall NOT be construed as a solicitation or as an obligation on the part of the Government. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in the response. The Government reserves the right to use information provided by firms for any purpose deemed necessary and legally appropriate.

Any firm responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the firm’s qualifications to perform the work.

The Government will not reimburse respondents for any costs incurred in the preparation of a response to this Notice.

2.0 BACKGROUND

The Defense Security Cooperation Agency (DSCA) is seeking information from potential sources, including small businesses, HUBZone small businesses, 8(a) small businesses, women-owned small businesses (WOSB), and service-disabled veteran-owned small businesses

(SDVOSB), that are capable of providing the comprehensive EEO support services detailed in this notice. The Government will use the information gathered from this RFI to determine the best acquisition strategy for potential future procurement(s). The Government is also seeking feedback from industry on the most appropriate North American Industry Classification System (NAICS) code for this requirement, which is anticipated to be 541612 (Human Resources Consulting Services).

3.0 OBJECTIVE

The objective of this Notice is to obtain information to identify firms capable of providing EEO support services for DSCA.

4.0 PLACE OF PERFORMANCE

The contractor will work in both Government operated in the National Capital Region (on-site) and contractor-operated workspace (off-site).

5.0 TASK AREAS FOR SUPPORT SERVICES

The Government is seeking a contractor to provide comprehensive, end-to-end management and execution of the agency’s EEO program. The scope encompasses the following seven key functional areas:

• Task 1: Regulatory and Policy Services: Provide expert analysis and strategic guidance to ensure program compliance. Key activities include authoring the annual EEOC Management Directive 715 (MD-715) Report, conducting in-depth workforce barrier analysis to identify and recommend solutions for systemic issues, drafting and updating EEO policies and procedures to align with federal law and best practices, and preparing for and facilitating annual EEO program reviews with senior leadership.

• Task 2: EEO Complaints Processing and ADR: Administer the entire EEO complaint lifecycle with impartiality, confidentiality, and efficiency. This includes providing EEO counseling for informal complaints, facilitating resolution attempts through Alternative Dispute Resolution (ADR), managing the acceptance and dismissal of formal complaints, preparing legally sufficient Reports of Investigation (ROI) for formal complaints, and compiling and submitting all mandatory statistical reports, including the EEOC Form 462 and No Fear Act reports.

• Task 3: Final Agency Decisions (FADs) and Appeals: Provide legally sufficient final agency actions on EEO complaints. This involves authoring legally defensible FADs that render a decision on the merits of each claim, issuing Final Orders upon receipt of a decision from an EEOC Administrative Judge, and managing the appellate process by liaising with General Counsel and preparing the complete complaint file for submission to the EEOC's portal.

• Task 5: Reasonable Accommodations (RA) and Disability Services: Manage the RA interactive process from intake to resolution in full compliance with the Rehabilitation Act and the Americans with Disabilities Act Amendments Act (ADAAA). This includes serving as the central point of contact, guiding employees and management through the interactive process, managing confidential medical documentation and case files, and coordinating with stakeholders

(e.g., IT, Facilities, CAP) to identify and implement effective accommodation solutions.

• Task 6: EEO Training and Education Services: Develop and deliver a comprehensive EEO training program for the workforce. Responsibilities include designing, maintaining, and updating a curriculum of EEO training modules (e.g., anti-harassment, No FEAR Act, conflict resolution, disability etiquette, RA procedures) and delivering scheduled training sessions in live, virtual, or hybrid formats.

• Task 7: American Sign Language (ASL) Interpreting Services: Coordinate and provide qualified, certified ASL interpreting services for deaf and hard-of-hearing employees.

This involves managing the central request system, scheduling interpreters for meetings and official events, and vetting/coordinating contract interpreters when in-house resources are unavailable.

6.0 SUBMISSION REQUIREMENTS

Interested firms should respond by submitting a capability statement answering questions from below.

CONFIDENTIALITY: Do not include proprietary, classified, confidential, or sensitive information in your response to this Request for Information Notice. The Government reserves the right to use any information provided by respondents for any purpose deemed necessary and legally appropriate, including using technical information provided by respondents in any resultant solicitation. Responses to this Notice will not be returned.

7.0 CAPABILITY STATEMENTS

Vendors must demonstrate their ability to comply with the requirements in this Request for Information in order to be considered capable of satisfying the Government’s requirement.

There is a maximum page limitation of fifteen (15) typed pages using 12-inch Times New Roman font within an 8.5 x 11 inches page size. Cover letters and extraneous materials (brochures, general capabilities statements, etc.) will not be reviewed. No hard copy or facsimile submissions will be accepted.

To facilitate a timely and comprehensive review of all submitted responses, firms must respond using the format requested in this Notice. ANY deviation from this format may lead to the rejection of the response.

Interested firms shall submit their response to include requested information in the following order:

General Information:

1. Company name, address, point of contact name, telephone, and email address.

2. Unique Entity Identifier (UEI) and Commercial and Government Entity (CAGE) Code

3. Business size and classification (e.g., large, small, small-disadvantaged, SBA Certified 8(a), HUBZone, service-disabled veteran-owned) based on NAICS: 541612

4. If applicable, potential proposed teaming arrangements to include business size and classification of prime and subcontractors; or joint venture

Technical Capability:

The government is requesting responses to the following questions:

Category 1: Technical Methodology and Legal Acumen

1. Regarding MD-715 and Barrier Analysis: Describe your methodology for conducting a barrier analysis as required by MD-715, Part G. How do you move beyond simple data presentation to identify root causes and develop actionable, data-driven recommendations?

2. Regarding Final Agency Decisions (FADs): Describe your internal quality control process for ensuring the legal sufficiency and defensibility of a Final Agency Decision before it is issued. Please include details on legal review, case law updates, and consistency checks.

3. Regarding EEO Investigations: Given the strict regulatory timelines for EEO investigations, describe your case management strategy for ensuring Reports of Investigation (ROIs) are completed on time without sacrificing quality. How do you manage caseloads and mitigate delays?

Category 2: Staffing, Retention, and Quality

1. Regarding Personnel Qualifications: What is your strategy for recruiting, vetting, and retaining personnel who possess not only the mandatory 32-hour EEO certifications but also demonstrated experience in specialized areas like FAD writing and RA case management for a federal workforce?

2. Regarding Staff Retention: Employee turnover can severely disrupt an EEO program.

What is your firm's average annual employee turnover rate for EEO professionals?

Describe the specific programs or benefits you offer to ensure staff continuity on long-term government contracts.

3. Regarding Quality Control: Describe your corporate quality control plan. How do you measure the performance and quality of your EEO specialists' work (e.g., counseling reports, case files, training delivery) on an ongoing basis, and what corrective actions do you take if performance does not meet standards?

Category 3: Program Management and Transition

1. Regarding Transition-In: Describe your approach to a potential transition-in period.

What specific activities would you conduct in the first 30 days to ensure a seamless assumption of responsibilities, including the transfer of active EEO complaint files and RA cases, without any disruption to service?

2. Regarding Measuring Success: Beyond meeting the basic timeliness metrics in the

PWS, how would you measure the overall health and success of the EEO program you are managing? What key performance indicators (KPIs) would you propose to report to DSCA leadership to demonstrate program effectiveness and a positive return on investment?

System cost

• Proposed Labor Categories: Provide a list of proposed labor categories that your company would use to staff this requirement, along with a brief, one-to-two sentence description of the primary role for each category.

• Estimated Pricing: For planning purposes only, provide a not-to-exceed Rough Order of Magnitude (ROM) price for one (1) base year of services.

• Costing Considerations: Base your ROM on the following estimated Level of Effort (LOE), on an as needed basis:

o Core EEO Support (Tasks 1-5): An estimated 222 productive hours per year.

ASL Interpreting Services (Task 6): An estimated 10 hours per year to be used.

Additional Information:

1. Indicate whether your firm will submit a quote if a Request for Quote (RFQ) is issued, and whether your firm’s interest is for prime contracting, teaming agreement, or joint venture.

2. Validate or Recommend NAICS codes for this effort.

3. Validate or Recommend Contract type for this effort.

4. Other recommendations, comments or questions will be received for market research purposes, but no responses will be returned.

8.0 SUBMISSION INSTRUCTIONS

All responses to this Request for Information must be submitted electronically to Mr. Lamont Joy, Contracting Officer at darrell.l.joy2.civ@mail.mil. Responses to this Request for Information notice are due no later than April 20, 2026, at 10:00 a.m. Eastern Time.

Capability statements received after this date and time will not be considered.

The subject of the email must be titled “Request for Information: EEO Support - <Name of Your Firm>”.

No questions or phone calls will be accepted concerning this Request for Information. All firms responding to this Request for Information are advised that the Government will not provide or acknowledge receipt of the information received, provide feedback to firms with respect to any information submitted, or provide any follow-up information well after the deadline of this source sought notice.