Final Workforce Planning and Assessments_PWS_Final.doc

Performance Work Statement (PWS)

Workforce Planning and Assessments

4Vision Statement

1 General Information

1.1 Scope of Work

1.2 Background

1.3 Constraints

1.4 Non-Personal Services

1.5 Period of Performance

1.6 Place of Performance

1.7 Hours of Operation

1.8 Special Qualifications

1.9 Post Award/Kickoff Conference

1.10 Status Meetings

1.11 Contractor Travel

1.12 Transition In

1.13 Transition Out

2 Definitions and Acronyms

2.1 Definitions

2.2 Acronyms

3 Government-Furnished Property and Services

3.1 Government Services

3.2 Facilities

3.3 Equipment

3.4 Materials

3.5 Quality Assurance (QA)

4 Contractor-Furnished Items and Services

4.1 Facilities

4.2 Equipment

4.3 Materials

4.4 Contractor Responsibilities

4.5 Contractor Personnel

4.6 Identification of Contractor Employees

5 Specific Tasks

5.1 Project Management Support

5.2 Workforce Assessment

5.3 Recruitment and Retention Strategy

6 Deliverables

6.1 Quality Control Plan

6.2 Acceptance Criteria

7 Related Documents 8 Performance Requirements Summary

Vision Statement

To provide a repeatable process to strategically manage and maintain OCPO's workforce.

1 General Information

1.1 Scope of Work

The Department of Housing and Urban Development (HUD), Office of the Chief Procurement Officer (OCPO) is seeking a Contractor to provide independent, expert, technical, analytical, and subject matter support for workforce planning. The Contractor shall provide the timely integration and application of many disciplines and functional specialties that are too broad and complex to acquire through individual, competitive procurements with commercial contractors. This includes long-term continuity experience in support of the OCPOs strategy, mission, goals, and internal operations assessment and enhancement.

Specifically, OCPO seeks the assistance of the Contractor to support a strategic organizational assessment and workforce planning project to provide recommendations to support next steps for a forward-looking vision for the OCPO.

1.2 Background

OCPO provides quality, timely, innovative, and compliant acquisition, and business solutions to support the creation of strong, sustainable, inclusive communities and quality, affordable homes for all and is responsible for all matters related to the Departments acquisition-related needs and activities, including managing the acquisition workforce in addition to conducting procurement activities. Procurement activities are conducted in Washington DC, Atlanta, GA; Ft Worth, TX; Denver, CO; Chicago, IL; and Philadelphia, PA in support of all HUD program offices.

HUD moved its financial management services and acquisition management system to Treasury's Administrative Resource Center's (ARC) shared services solution in October 2015. As part of this transition, also known as New Core Release 3, HUD moved its current acquisition management system, HUD's Integrated Acquisition Management System (HIAMS) to ARC's shared services Purchase Request Information System Management (PRISM) solution.

PRISM is a web-based application that provides federal and defense acquisition communities with the tools needed to effectively support the complete acquisition management lifecycle, from initial planning and requisitioning through source selection, award, post award management, and closeout.

HUD’s acquisition approach integrates various disciplines (CO, CS, COR, PM, Technical SME, Budget and General Counsel). HUD utilizes PRISM for all contracting actions. Annually, HUD processes approximately 3,000 contract actions annually and closes out approximately 1,000 contracts per year. In Fiscal Year 2023, OCPO obligated $738.2 million worth of awards which support departmental mission.

1.3 Constraints

The services identified in this PWS will adhere to the rules, regulations, laws, standards, and conventions identified by HUD as well as within the Federal Government. Constraints include the following: N/A

1.4 Non-Personal Services

The Government will neither supervise Contractor employees nor control the method by which the Contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual Contractor employees. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services.

If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor's responsibility to notify the Contracting Officer (CO) immediately. These services shall not be used to perform work of a policy, decision making, or management nature, i.e. inherently Government functions. All decisions relative to programs supported by the Contactor shall be the sole responsibility of the Government.

1.5 Period of Performance

The period of performance shall be a base of 9 months and one 6-month option.

1.6 Place of Performance

The place of performance shall be at HUD headquarters and the Contractor's facility.

1.7 Hours of Operation

The Contractor is responsible for providing services between the hours 8:00 a.m. to 4:30 p.m. Monday thru Friday except for Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closing, or similar Government directed facility closings. Weekly hours shall not exceed a forty (40) hour work week and a typical workday will be 8 hours each day Monday through Friday. The Government reserves the right to change hours of operation or restrict contractor access. Work outside of these daily hours is prohibited without Contracting Officer approval. Government agencies will not be available during scheduled holidays, inclement weather, weekends, and after duty hours.

The Contractor shall at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within the contract when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce is essential.

1.8 Special Qualifications

N/A

1.9 Post Award/Kickoff Conference

The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5. The Government intends to convene a Post Award Conference with the Contractor within ten business days after the contract award. The Contracting Officer will notify the Contractor of the specific date, location, and agenda within five business days after contract award.

1.10 Status Meetings

The Contracting Officer, Contracting Officers Representative (COR) and other Government personnel, as appropriate may meet periodically with the Contractor to also review Contractor performance, requirement status, etc. At these meetings, the Contracting Officer will apprise the Contractor of how the Government views the Contractor's performance or progress of the requirement. The Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government. Post-Award Conference and subsequent meetings may be held via teleconference.

1.11 Contractor Travel

Prior to travel, the Contractor shall coordinate with and receive Government authorization from the COR for all travel. Reimbursement of travel costs will be in accordance with the Federal Travel Regulation and in accordance with FAR 31.205-46. The Contractor shall travel using the lower cost mode transportation commensurate with the mission requirements. When necessary to use air travel, the Contractor shall use the tourist class, economy class or similar lodging accommodations to the extent they are available and commensurate with the mission requirements. HUD will not reimburse Contractor's local travel. Local travel is defined as travel within fifty (50) miles of Washington, DC. All other travel will be reimbursed on a cost-reimbursable basis; no profit or fee will be paid.

1.12 Transition In

N/A.

1.13 Transition Out

N/A 2 Definitions and Acronyms

2.1 Definitions

Business/Work Days - Every official work day of the week which are days between and including Monday to Friday. This does not include public holidays and weekends.

Calendar Day - Any day of the week.

Contractor - A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

Contracting Officer (CO) - A person with authority to enter into, administer, and/or terminate contracts and make related determinations and findings on behalf of the Government. Note: the only individual who can legally bind the Government.

Contracting Officer's Representative (COR) - An employee of the U.S. Government appointed by the Contracting Officer to perform contract administration activities in regard to technical issues. This individual has authority to provide technical direction to the Contractor as long as direction is within the scope of the contract, does not constitute a change and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

Defective Service - A service output that does not meet the standard of performance associated with the Performance Work Statement.

Deliverable Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

Government Furnished Property (GFP) - Government-furnished property means property in the possession of, or directly acquired by, the Government and subsequently furnished to the Contractor for performance of a contract. Government-furnished property includes, but is not limited to, spares and property furnished for repair, maintenance, overhaul, or modification. Government-furnished property also includes contractor-acquired property if the contractor-acquired property is a deliverable under a cost contract when accepted by the Government for continued use under the contract.

Performance Requirements Summary (PRS) - A listing of the performance requirements under the contract that are to be evaluated by the Government on a regular basis, performance indicators for these requirements, performance standards for these requirement and surveillance methods to be used to determine if performance standards are met.

Performance Standard - The Contractor's performance level required by the Government.

Performance Work Statement (PWS) - A statement of work for performance-based acquisitions that describes the required results in clear, specific, and objective terms with measurable outcomes.

Physical Security - Actions that prevent the loss or damage of Government property.

Quality Assurance (QA) - Policies and procedures adopted by the Government to ensure that supplies and services acquired under Government contracts conform to the contracts quality requirements.

Quality Assurance Surveillance Plan (QASP) - A plan describing how the agency will survey, observe, test, sample, evaluate and document the Contractor's performance in meeting critical performance standards identified in the contract.

Quality Control (QC) - All necessary measures taken by the Contractor to assure that the quality of an end product of service shall meet contract requirements.

Service Contract - A contract that directly engages the time and effort of a Contractor whose primary purpose is to perform an identifiable task rather than to furnish an end item of supply.

Subcontractor - Any person, other than the prime Contractor, who offers to furnish or furnishes any supplies, material, equipment, or services of any kind under a prime contract or a subcontract entered into in connection with such prime contract, and any person who offers to furnish or furnishes general supplies to the prime contractor or a higher tier subcontractor. The Government does not have a contract with a subcontractor.

Work Week - Monday through Friday, unless specified otherwise.

2.2 Acronyms

AMA - Acquisition Maturity Assessment AQL - Acceptable Quality Level CO - Contracting Officer COR - Contracting Officer's Representative

COR - Contracting Officer Representative

CPO - Chief Procurement Officer of HUD

DCPO – Deputy Chief Procurement Officer of HUD

EST - Eastern Standard Time (U.S.)

ETC - Estimate to Completion

FTEs – Full-time Employees

HUD - U.S. Department of Housing and Urban Development HUDAR - HUD Acquisition Regulation

OCPO - Office of the Chief Procurement Officer

OIG - Office of Inspector General

OMB - Office of Management and Budget

PL Public Law

PM - Project Manager

POC - Point of Contact

QA - Quality Assurance

QASP - Quality Assurance Surveillance Plan

QCP - Quality Control Plan

3 Government-Furnished Property and Services

The Contractor shall ensure accurate control and accountability of all Government-Furnished Property in accordance with the terms and conditions of this contract. The Government will furnish, at no cost to the Contractor, the GFP shown below.

3.1 Government Services

N/A

3.2 Facilities

The Government will provide, when appropriate, space at HUD HQ for work needs.

3.3 Equipment

N/A

3.4 Materials

The Government will provide the following:

· OCPO Maturity Assessment.

· PM/COR/CO-CS Needs Portfolio Spreadsheet

· OIG Final Report No. 2020-OE-0004A titled “HUD’s Processes for Managing IT Acquisitions” Copies of required materials may be provided to the Contractor in hard copy or soft copy. All materials will remain the property of the Government and will be returned to the COR upon request or at the end of the contract period.

3.5 Quality Assurance (QA)

The Government shall evaluate the Contractor's performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable quality level.

4 Contractor-Furnished Items and Services

The Contractor shall furnish, all facilities, equipment, and supplies required to perform the work under this contract that are not listed under Government-Furnished Property and Services.

4.1 Facilities

The contractor shall furnish all facilities unless onsite performance at HUD is requested.

4.2 Equipment

The contractor shall furnish all equipment necessary to fulfill the requirements of this PWS.

4.3 Materials

The contractor shall furnish all other materials necessary to fulfill the requirements of this PWS.

4.4 Contractor Responsibilities

The Contractor shall only conduct business with designated Government personnel listed as points of contact (POCs). Names of authorized personnel shall be provided to the Contractor by the Government, in writing, and updated as necessary throughout the contract period.

U.S. Government records, copies of original results and reports, verified original data, corrected data and corrected supporting final reports which are maintained by the Contractor remain the property of the U.S. Government. These files/results must be surrendered to the COR.

4.5 Contractor Personnel

The Contractor shall provide a Contract/Project Manager who shall be responsible for the performance of work. An alternate shall also be designated to act in the absence of the Contract/Project Manager. These Contractor personnel (main point of contact and alternate point of contact) are considered Key Personnel by the Government and shall be listed as such in accordance with HUDAR 2452.237-70, "Key Personnel. The Contract/Project Manager and alternate shall have full authority to act on all contact matters relating to daily operations of this contract. Accordingly, at a minimum, the points of contact shall have the technical knowledge of the requirement and be in the position to receive assignment, guidance, and direction from the COR, PM and CO per HUDAR 2452.237-73, "Conduct of Work and Technical Guidance" and shall be allocated enough hours to the requirement to ensure successful performance. These points of points of contact shall each be an employee of the Contractor.

An employee of a subcontractor is not acceptable for either of these positions. The Contract/Project Manager or alternate shall be available between the hours of 8:00am to 4:30pm Monday through Friday EST, except Federal Holidays or when the Government facility is closed for administrative reasons.

4.6 Identification of Contractor Employees

All Contractor/subcontractor personnel shall wear company picture identification badges as to distinguish themselves from Government employees. When conversing with Government personnel during business meetings, over the telephone, or via electronic mail, Contractor/subcontractor personnel shall identify themselves as such to avoid situations arising where sensitive topics might be better discussed solely between Government employees. Contractors/subcontractors shall identify themselves on any attendance sheet or any coordination documents they may review. Electronic mail signature blocks shall identify their company affiliation. Where practicable, Contractor/subcontractors occupying collocated space with their Government program customer shall identify their workspace area with their name and company affiliation, or at a minimum, "Contractor" after name.

5 Specific Tasks

5.1 Project Management Support

5.1.1 Project Plan

Within 10 days after the kickoff meeting, the Contractor shall develop and submit a project plan. The contractor shall meet with HUD and review the Acquisition Maturity Assessment(AMA) to gain an understanding of HUD PM and CORs, processes, polices that develop, train, and how PMs and CORs are certified.

The PMP shall contain the management approach that shall describe, in detail, the following:

· A description of management structure

· A section detailing management members and their responsibilities and authorities as it pertains to this requirement

· A chart or section detailing interactions between and responsibilities of each level of the organization.

· A section explaining different aspects of your organization being managed and the policies and procedures of that management.

· A schedule for updating, enhancing, and growing management and the management plan

Performance Standards

a) Standard: Develop and submit project plan within 10 days of kickoff meeting.

AQL: 1 day deviation Deliverables A001 Project Plan

5.1.2 Bi-weekly Status Report

The Contractor shall create and submit a Bi-weekly Project Status Report every other Friday before 3pm. The report shall contain all activities completed for that week and planned activities for the following week.

Performance Standards

a) Standard: Submit bi-weekly status report every other Friday before 3pm.

AQL: 1 hour deviation Deliverables A002 Bi-weekly Status Report

5.1.3 Communications Plan

The Contractor shall develop a communications plan outlining how to communicate important, ongoing project information to key stakeholders. The communication plan shall be due 5 days after the kickoff meeting.

Performance Standards

a) Standard: Communications Plan due 5 days after kickoff meeting AQL: 1 day deviation

A003 Communications Plan

5.2 Workforce Assessment

5.2.1 Maturity Assessment Analysis

The Contractor shall conduct an analysis of the Acquisition Maturity Assessment (AMA) within 30 days after the kickoff meeting and provide written feedback to the CPO and DCPO of their analysis. The written feedback shall include:

· Any recommendations of what could have been omitted and included in the AMA

· Any areas of the AMA that could have been more or less detailed

· Probability of success of implementing the "Future State" of the AMA

Performance Standards

a) Standard: Provide written feedback of the AMA within 30 days after the kickoff meeting.

AQL: 1 day deviation

A004 AMA Written Feedback

5.2.2 OCPO Workforce Capacity and Skill Level Assessment for IT Acquisitions

The Contractor shall:

· Conduct a department-wide staff capacity assessment to identify resource and skills gaps of staff involved in IT acquisitions. The assessment shall identify staffing levels and skills across offices which shall assist agency leaders regarding approaches for aligning workforce capacity with current IT acquisition process needs.

· Evaluating IT acquisition process workflows and identifying ways to simplify processes, facilitate more effective stakeholder coordination across offices, and create efficiencies when possible. Simplifying or improving IT acquisition processes may include:

· Working collaboratively across offices and actively developing solutions for requisition deficiencies that recur persistently to facilitate related performance improvement and greater process efficiency.

· Considering methods to increase the consistency of OCPO requisition review results provided to program offices.

· Considering protocols to improve requisition review process efficiency, such as a risk-based approach for requisition approvals.

· Evaluating opportunities for automating recurring tasks and improving or replacing tools, such as the Acquisition Requirements Roadmap Tool for requisition templates. M

· Making recommendations to implement improved protocols to ensure that ITPMs and CORs in OCIO are consistently aware of revised OCPO acquisition document templates.

The results and recommendations of this assessment shall be captured in the Workforce Capacity and Skill Level Assessment Report. The plan shall be submitted to the COR 180 days after assigned.

Performance Standards

a) Standard: Submit Workforce Capacity and Skill Level Assessment Report 180 day after assigned.

AQL: 181 days

A005 Workforce Capacity and Skill Level Assessment Report

5.2.3 Post Maturity Assessment Analysis

The Contractor shall use the OCPO Maturity Assessment and the attachments, identified in section 3.4 of this PWS, to conduct an analysis of the workloads for COs, PMs, and CORs. The analysis shall include:

· Comparative analysis of portfolio size and types of acquisitions against current workloads

· Gap analysis of ratio between portfolios and current FTE count for optimal workloads

The results of the analysis shall be included in the AMA Benchmarking Report along with recommendations to bring the future state of CS, PM and COR portfolios to in alignment with optimal FTE and what optimal workload should be for the perspective portfolios.

Performance Standards

a) Standard: Submit Workforce Assessment Report 30 days after kickoff meeting AQL: Zero Deviation

b) Standard: AMA Benchmarking Report submitted within 30 days of the ending of the period of performance of this contract.

AQL: Zero Deviation

A007 AMA Benchmarking Report

5.3 Recruitment and Retention Strategy

· Recruitment and retention data for OCPO full-time employees (FTEs), who are an integral part of the acquisition workforce for the past 7 years along with recommendations to improve recruitment and retention. The recruitment and retention strategy shall also include:

· Recommending how existing plans can be leveraged to guide the recruitment, retention, and skill development of staff involved in IT acquisitions – see OIG Final Report 2020-OE-0004.

· Recommendations shall include related metrics to measure plan implementation and effectiveness.

· HUD shall leverage the results of a detailed management assessment of staff resource and skills gaps to develop a plan for incrementally improving IT acquisition workforce capacity.

· Work life/Workload Balance (ie. optimal workload) as it pertains to the retention of OCPO FTEs.

The Contractor shall provide recommendations on skill sets, recruiting options and strategies, marketing approaches, and resources for recruiting OCPO staff within the context of the Federal hiring process. These recommendations will be synthesized into a Workforce Recruitment and Retention Strategy Report. The report shall be submitted within 30 days of the end of the period of performance of this contract.

Performance Standards

a) Standard: Submit Workforce Recruitment and Retention Strategy Report within 30 days of the end of the performance period.

AQL: zero deviation

A006 Workforce Recruitment and Retention Strategy Report.

6 Deliverables

The Contractor shall complete all work and submit all deliverables as specified herein. The Government reserves the right to make changes to delivery dates.

6.1 Quality Control Plan

The Contractor's QCP shall be delivered to the COR within 30 days after contract award (or with the Contractor's proposal if it is an evaluation factor). The QCP shall be submitted to the COR within 10business days when changes are made thereafter. After acceptance of the QCP, the Contractor shall receive the Contracting Officer's acceptance in writing of any proposed change to its quality control system.

The Contractor shall establish and maintain a complete quality control program that shall ensure services are performed in accordance with this contract. The Contractor shall develop and implement procedures to identify, prevent, and ensure non reoccurrence of defective services.

The Contractor's quality control program is the means by which assurances are made that work products comply with the requirements of the contract. The Contractor shall provide the associated Quality Control Plan to the Government as directed.

The Contractor shall develop, maintain, enforce, and document a Quality Control Plan (QCP). The QCP shall ensure the Government receives a level of quality that is consistent with the requirements specified in this contract. The QCP shall be sufficiently detailed to provide the Contractor's methodology for identifying and recruiting qualified personnel. The QCP shall also provide the Contractor's methodology for resolving problems identified by the Government during reviews conducted in accordance with its Quality Assurance Surveillance Plan (QASP). The QCP shall also provide the Contractor's methodology for establishing an internal feedback system for support personnel, and for resolving problems identified by that feedback system.

The QCP shall demonstrate and validate that the services or deliverables to be provided under the contract are completed with a level of quality that meets the minimum performance threshold established in the Government's QASP. The QCP shall address Quality Management Approach, Quality Assurance, Quality Control and Quality Standards.

6.2 Acceptance Criteria

Each contract deliverable shall meet the following inspection and acceptance criteria in additional to any "Inspection and Acceptance” contract terms and conditions:

· Deliverables shall incorporate all HUD comments.

· All deliverables shall be provided to the designated COR first in draft format for review and comment unless specified otherwise by the COR.

· Subsequent final reports shall incorporate the comments, changes, edits, and concerns expressed to the Contractor by the COR. All deliverables shall be grammatically correct, reflect comprehensive research, incorporate complete analysis, and address HUD concerns.

· Acceptance of all deliverables shall be provided in writing by the COR within 5 business days. Upon written notification by the PM/COR, the Contractor shall make any required revisions and resubmit the documentation within 5 business days, and/or submit a final draft within two (2) business days; The COR will inform the Contractor of the final draft.

· The Contractor shall provide any further refinement needed for documents required by the COR.

· All deliverables must be in compliance with Section 508 requirements as established by the Section 508 access board and other HUD guidelines; and

· In the event the Government deems a deliverable as unacceptable and the deliverable is rejected, the Contractor shall rework the deliverable at no cost increase to the contract. In the event the Government deems the services are unacceptable and rejects the service, the Contractor shall take action necessary to correct deficiencies and bring the service into compliance with the acceptability standards of the contract. The Contractor shall not be entitled to payment for services rejected as non-compliant if it fails to correct the critical defects within the period for which a progress payment for such services might otherwise be due.

All deliverables shall be grammatically correct, reflect comprehensive research, incorporate HUD feedback/comments and address HUD concerns.

7 Related Documents

The Contractor shall abide by all applicable regulations, publications, manuals, policies, and procedures in the performance of this contract.

8 Performance Requirements Summary

The summary chart below lists the contract's primary requirements, the associated performance standards, the expected target performance, and the methods of surveillance. While some contract requirements may not be listed in the chart below, requirements not appearing on the PRS chart do not negate the Contractor's obligation to perform all requirements as specified in the contract. Additionally, HUD reserves all rights and remedies under the provisions and clauses of the contract when performance of any contract requirement, whether or not listed below, is unacceptable.

HUD will develop a Quality Assurance Surveillance Plan to be used to provide contract oversight. In conjunction with the Contractor's Quality Control Plan and various other methods of assessing performance, the COR and PM may perform on-site reviews and/or other types of verification to determine that the specified target performance requirements have been met.

Regular review of Contractor performance is critical to the overall success of the contract. On a monthly basis, the COR will evaluate the quality of the product or services.

Performance Requirement Summary (PRS)

AQL: 1 day deviation

1% deduction from invoice CLIN for every day the project plan is late

AQL: 1 hour deviation

1% deduction from invoice CLIN for every instance the report is late

1% deduction from invoice CLIN for every day the communications plan is late

1% deduction of invoice CLIN

AQL: 181 days

1% deduction from invoice CLIN for every day the report is late

AQL: Zero Deviation

b) AMA Benchmarking Report submitted within 30 days of the ending of the period of performance of this contract.

AQL: Zero Deviation

1% deduction from invoice CLIN for every day the report is late

AQL: zero deviation

1% deduction of invoice CLIN