Attachment_1_HRMII_PWS_20260810.pdf

UNCLASSIFIED

Human Development Directorate (HD)

Human Resources Management (HRM II)

NATIONAL GEOSPATIAL-INTELLIGENCE AGENCY

Performance Work Statement

Human Resources Management (HRM) II

10 August 2026

PWS Revision Log

Date Section/ Description of

Change

Author/ Approver Revision

Number

Table of Contents

1.0. Background & Scope

2.0. Description of Work

2.1. Workforce & Management Services Office (HDC)

2.2. National Geospatial-Intelligence College (HDN)

2.3. Talent Acquisition Office (HDR)

2.4. Human Capital Advanced Capabilities Office (HDS)

2.5. Business Innovation (HDF)

3.0. Applicable Documents

4.0. Program Management

5.0. Transition Period

6.0. Special Projects

7.0. Period of Performance

8.0. Contractor Furnished Property, Equipment, and Services

9.0. Government Furnished Property

10.0. Place of Performance

11.0. Hours of Operation

12.0. Other Direct Costs (ODCs)

13.0. Security Information

14.0. Contractor Personnel

15.0. Mandatory Training

16.0. Performance Requirements Summary

Appendix A: Deliverables Table

Appendix B: Key Personnel

Appendix C: Acronyms

Appendix D: Definitions for HRM II

Appendix E: Performance Requirements Standards

1.0. PURPOSE, BACKGROUND & SCOPE

1.1. Purpose

This is a non-personal services requirement to provide the National Geospatial-Intelligence

Agency (NGA) Human Resources Management (HRM) II Services. The purpose of this contract is to obtain the full range of performance capabilities in support of NGA’s Human Development

Directorate (HD). The Contractor shall provide all personnel with TS-cleared staff and SCI eligible at the time of security eligibility deadline, supervision, and non-personal services necessary to successfully perform on-site contracting services for NGA HRM II as defined in this Performance Work Statement (PWS).

1.2. Background

HRM II is focused on NGA’s most important resource – its people, an estimated 8,500 personnel to include Government and military employees. It encourages a holistic approach by encapsulating the end-to-end processes involved with managing people’s resources in the organization, from recruitment to retirement and everything in between.

NGA’s Human Resources Information System (HRIS), currently based in PeopleSoft, is the principal management tool for the activities described below, and it includes employees covered under the Civil Service Retirement System (CSRS), the Federal Employee Retirement System

(FERS), and the CSRS Offset Retirement System. PeopleSoft is also used to capture information related to assigned military personnel and NGA Contractors. Government civilian personnel actions shall be processed in accordance with the Office of Personnel Management (OPM) and

NGA guidelines.

1.3. Scope

The HRM II requirements provide non-personal services to HD in support of all aspects of human capital (HC) processes and programs utilizing and maintaining hard and soft copies of all applicable regulations, Agency procedures, and forms while executing NGA’s mission to achieve its vision and goals. Contractor tasks shall include the use of best practices and lessons learned, and proposing, then implementing approved innovative ideas into requisite functional areas, increasing integration between all HD offices. The current HD Offices are Workforce and

Management Services Office (HDC); Human Capital Advanced Capabilities Office (HDS);

Talent Development Office (; Talent Acquisition Office (HDR); National Geospatial-Intelligence

College (HDN), and the HD Chief of Staff (HDF).

2.0. DESCRIPTION OF WORK

2.1. Workforce and Management Services Office (HDC)

The Contractor shall provide a weekly and monthly activity report identifying accomplishments, issues, resources, emerging issues, roadblocks with action plan, and upcoming activities as outline in the below section 2.1. The Contractor shall highlight all impediments that require

Government assistance during the weekly and monthly activity report. (CDRL A001, A002).

2.1.1. Personnel Data

NGA’s goal is to have 100% of its Government and Contractor data processed in a timely and accurate manner in accordance with OPM and NGA standards. After an employee starts at NGA, virtually all personnel data is captured and acted upon through PeopleSoft. Hard-copy Official

Personnel Files (OPFs) were previously stored at NGA St. Louis; the hard copy files shall be properly maintained until transition to a solely electronic system. Personnel data services include accurate, timely, and courteous responses to customer requests on personnel. The Contractor shall remain current in Government and NGA personnel data regulations, maintain the office library, and perform the following, but not limited to:

2.1.2. Personnel Action Request (PAR) Processing

• Coordinate, track, and maintain documentation in share folders associated with PAR processing for civilian employees. Respond to customer requests for information within 1 business day.

• Review and apply Veteran’s Preference for Appointment and RIF, Disabled Veteran’s

Leave, and other military entitlements

• Support PeopleSoft testing requirements for system upgrades and provide 100% of the results of the test scenarios to ensure continued functionality as directed by the

Government.

• Research and provide recommendations to resolve discrepancies with personnel data

• Coordinate actions necessary for Government to process each PAR. All documents shall be reviewed within 5 business days. If additional information is required, the Contractor shall contact the employee within 2 business days. The contract shall deliver new service history report to the Government.

• Complete actions to calculate and update all Service Computation Dates (SCD).

• All documents shall be reviewed within 5 business days of receipt, and a new service history report shall be generated and provided to the Government. Periodic inspection will occur each month to ensure adherence. (CDRL A003)

• Coordinate actions and track documentation necessary to transfer civilian employees to other Federal Agencies. All documents shall be reviewed within 5 business days of receipt, and an activity log shall be generated and provided to the Government monthly.

(CDRL A004)

• Complete actions to update military entitlements within 5 business days of receipt. If additional information is required, the contractor shall contact the employee within 2 business days. All documents shall be reviewed, and a new service history report shall be generated and provided to the Government.

2.1.3 Defense Finance and Accounting Service (DFAS) Processing Monitor and review

DFAS data in the Defense Civilian Payroll System (DCPS).

The Contractor shall perform the following:

• Identify, research, and provide recommendations to resolve discrepancies between DCPS and PeopleSoft.

• Submit Remedy tickets to DFAS within 3 business days when unable to resolve discrepancies to reconcile systems. All Remedy tickets should clearly document the nature of the change and the reason. Document in a daily log, the nature and related activities for discrepancies between DCPS and PeopleSoft to be reported monthly.

• Document in a daily log, the nature and related activities for all Remedy tickets to be reported monthly.

• Maintain all hard and electronic documents and respond to requests from auditors

2.1.4. Official Personnel Folder (OPF) Maintenance

The Contractor shall perform the following:

• Research and resolve discrepancies with OPF documents.

• Scan, upload, and maintain current documents to NGA’s electronic OPF system to include backlog documents to the building site at NGA St. Louis in accordance with

OPM’s guide to Personnel Recordkeeping and NGA Guidance.

• Maintain a log to document the scanning and uploading activity, OPF disposition, and all other related OPF actions for civilian employees and provide monthly.

• Provide copies of OPFs to NGA workforce and other Government entities upon request.

All requests for less than 10 documents shall be completed in 3 business days with a 1% error rate. A request for the complete OPF shall be completed within 10 business days with 99.9% accuracy. Random sampling will occur to ensure full compliance.

• Respond to and coordinate visits with security investigators and other approved individuals to review OPF within 1 business day of receipt. Contractor shall provide and maintain a log to document the investigation and audit activity monthly.

• Request OPFs from other Government agencies.

• Provide oversight and maintenance of the hard copy OPF file system until the Agency completes the transition to fully electronic OPF; once transitioned, ensure appropriate disposition of records. Troubleshoot, report and coordinate resolution of hardware and software in support of OPF Maintenance. Report all issues to HD immediately within 1 business day of occurrence. Provide a weekly report outlining all occurrences and resolutions or status.

• Disposition OPFs in accordance with OPM’s Guide to Personnel Recordkeeping and

National Personnel Record Center guidance as civilian employees leave NGA within 5 business days of reaching disposition date. If additional documents are discovered after the OPF has been dispositioned, those documents shall be forwarded to the appropriate party within 5 business days of discovery.

2.1.5. Contingent Worker Record (CWR) Processing

• Create and update CWR data received from multiple sources. All actions shall be completed within 2 business days of receipt with 99.9% accuracy.

• Research and resolve customer requests within 3 business days. Adhere to the NGA desk guides to facilitate CWR data maintenance. If the Contractor is unable to resolve this issue, the Contractor shall clearly document both the nature of the request and the actions taken to resolve and send it to the Government POC.

• Maintain a list of all customer requests and action taken to resolve in a monthly report.

2.1.6. Separation Process

• Research and resolve Separation customer requests within 5 business days of receipt.

• Monitor the separation checklist and coordinate with the process owners to ensure each section is complete.

• All separation actions shall be reviewed within 5 business days of the separation date for completion. If the checklist signatures are not completed, Contractor shall contact them verbally and in writing to facilitate completion. If the process owner does not complete their portion within 5 business days of notification, the Contractor shall document their attempts on a monthly log.

• Coordinate and process personnel data for civilian employees leaving the Agency. All requests shall be completed within 5 business days of receipt.

• Monitor and respond to inquiries from NGA Exit Process PM Email box.

• Coordinate, monitor, and track all separation actions and assist the employee, Contractor, supervisor, Contract Officer’s Representative (COR), or program owner to ensure all required actions are completed.

2.1.7. Benefits and Retirement Services

NGA’s goal is to have 100% of its employees informed about the full range of benefits and services available to them and to have that information accurately and timely disseminated.

• Respond to customer requests within one (1) business day for information and actions related to benefits and retirement in accordance with (IAW) applicable laws.

• The Contractor shall conduct final quality control review of all Retirement Application

Packages in Online Retirement Application (ORA) prior to submission. Ensure OPM required forms/documents are accurately completed and assembled according to OPM guidance and submit in ORA no later than submit five (5) business days after the effective date.

• The Contractor shall conduct final quality control review of all completed Death

Packages in ORA prior to submission. Ensure OPM required forms/documents are accurately completed and assembled according to OPM guidance and submit in ORA no later than five (5) business days following receipt.

• The Contractor shall input military deposits and civilian deposits/re-deposits within 48 hours after receipt of the completed request. Respond to customers military deposit and civilian deposits/re-deposits inquiries to confirm receipt and completion of actions. All requests are responded to within 48 hours. Change the history status in Government

Retirement and Benefits (GRB) Platform and update RSCD in PeopleSoft once paid in full notification is received from employee. Review all historical updates following notification that deposit is paid in full.

• Calculate and validate retirement Service Computation Dates (SCD) and retirement system for employees with prior federal service and make updates to both PeopleSoft and

GRB, when required.

• Stay abreast of current Government and NGA benefits information and maintain a library

(hard and soft copy) of current NGA/HD forms, publications and standard operating procedures in designated shared folders accessible by the Government Program Manager.

• Process retirement estimates during any Agency workforce shaping efforts (including

Voluntary Separation Incentive Payment (VSIP), Voluntary Early Retirement Authority

(VERA), and Deferred Retirement Program (DRP)).

2.1.7.1 Retirement Items:

• The Contractor shall manage and maintain the retirement items inventory and tracking database.

• The Contractor will order, assemble, ship or coordinate pick-up for retirement awards and recognition package within 30 days of retiree’s submission of paperwork.

• The Contractor shall coordinate for pickup and delivery loaner retirement packages that are used for retirement ceremonies.

2.1.8. Leave Sharing Services

• Secure and maintain access to the DFAS Payroll System (DCPS) and related reporting tools contained therein.

• Administrative support for Leave Bank, Leave Transfer and Emergency Leave Transfer programs, to include initial process correspondence with applicants, preparation of case files, processing grants of donated hours, case tracking and case closures, scheduling and facilitation of board meetings. The Contractor shall maintain all case files (electronic and

/or hard copy) to ensure all data is current.

• Complete actions to process new hire enrollments. All new hires enrollments shall be processed for the next pay period after the elections received, except for employees that have insufficient leave accumulated.

• Complete actions to process and track employees with insufficient leave accumulated to ensure membership costs are deducted. All actions with insufficient leave shall be completed in the first pay period where the employee has accumulated a positive leave balance.

• Complete actions to process all other employee donations following established Leave

Bank Open Enrollment periods as identified by the Government program manager. All processing shall be completed during the Open Enrollment period to be effective the first full pay period defined by the Government program manager.

• Complete end-of-year processing actions to include but not limited to disenrolling employees who cancelled their membership during the previous year, ensuring automatic re-enrollment of current members, and the sweep of forfeited leave from those participating in the Use-or-Lose “Opt-In” program.

• Process the NGA Leave Bank and Leave Transfer program actions by adhering to NGA

Instructions related to Leave and Other Absences for Civilian Employees (NGAI 1402.1) and the Leave Bank Charter.

2.1.9. HD Key Component Engagement/Affiliate Team

Provide HD support to all Key Components and to manage the NGA Assignee and Detailee

Program. The Assignee program allows a cadre to work at NGA to perform NGA work, while a

Detailee allows a cadre to be detailed to another Agency to perform NGA work.

The Contractor shall perform the following but not limited to:

2.1.9.1. Serve as Program Manager for the NGA Assignee/Detailee Program:

• Coordinate Staff-Like Access (SLA) with counterparts to ensure completion of paperwork, psychological testing, drug testing, medical testing, security and other requirements.

• Attend and participate in meetings with leadership, customers and stakeholders in support of the program.

• Respond to customer inquiries.

2.1.9.2. Use PeopleSoft and other tools as needed to manage NGA Assignee/Detailee Program:

• Monitor and track participants of the Affiliate/Detailee/Assignee program

• Deliver Personnel Resource Documents (PRD) to customers

• Process supervisor change requests

• Process PARs

2.1.9.3. Metrics and Reports (CDRL A005):

• Maintain data integrity of spreadsheet used to track/monitor participants

• Run weekly and ad-hoc reports, and provide to customers

• Provide Government program manager or designee routine and ad-hoc status reports, such as volume of actions, program updates, trend analysis, metrics, and shortfalls/issues that allow the Government to perform analysis that supports decision making on related programs.

• Brief decision-makers at formal or impromptu meetings as requested

• Complete metrics, reports and track program in PeopleSoft and/or spreadsheets as necessary. Process Table of Organization changes and Personnel Actions (PAR).

2.1.10. Pay Setting Support (CDRL A006)

Contractor support for pay-setting and market research guidance. The Contractor shall assist in determining whether NGA is providing benefits and paying salaries that are equitable and competitive with the marketplace and other DoD and Intelligence Community (IC) agencies.

• Research, gather, and analyze data to determine appropriate salary level for all work roles; assist in the execution and administration and provide analytical support for a variety of compensation policies and programs; maintain the database for accessing compensation information and corresponding job descriptions.

• Conduct salary surveys, interpret salary data, and perform compensation analysis;

evaluate proposed and current work roles and classify them in accordance with NGA’s pay band levels; manage work role and salary table conversion cross-walks (for example from GS to banded) databases and tables related to all NGA work roles and Career

Services; develop a competitive compensation structure to attract job applicants who will make a long-term commitment to be employed at NGA. Review work roles monthly and update current pay setting database with findings.

• Provide a monthly compensation analysis report that provides an overview of current salary structures and pay bands, market comparison and benchmarking data that analyzes internal equity and external competitiveness and provides recommendations for adjustments to ensure fairness and market alignment.

• Develop data methodology, identify federal incentive pay programs, and determine costing of base salaries; interpret compensation practices and guidelines; provide guidance on issues related to compensation; prepare supporting data for the review of annual pay setting trends.

• Complete detailed reports in PDF/Word format with visual aids (charts, graphs, tables) for clarity. Included but not limited to trends, gaps, and alignment with market benchmarks.

2.1.11. Performance Management (PM) Process

The current Performance Management system under Defense Civilian Intelligence Personnel

System (DCIPS) provides an equitable process to define employee responsibilities, plan performance, measure performance against a standard set of criteria, and provide timely performance feedback. The primary purpose of performance management is to achieve organizational results and mission objectives through the effective management of individual and organizational performance. The DCIPS Performance Management process involves a high degree of collaboration between both the employee and supervisor. The process promotes continuous growth and development of the NGA workforce in alignment with NGA mission requirements. Performance Plans include individual performance objectives and standardized performance elements. All performance plans, mid-point reviews, close-out evaluations, final close-out evaluations, etc. are completed in the approved HD software application.

The Contractor shall perform the following, but not limited to:

2.1.11.1. Training - Develop, maintain, and deliver training in order to support the performance management process as specified by Government. The Contractor shall provide updates as directed to maintain training relevance.

• Review and provide timely Performance Management updates to NGA courses to be delivered by NGA College instructors.

Update training materials for DCIPS specific courses and deliver facilitated sessions. Training shall incorporate NGA policies and procedures IAW Office of the Under Secretary of Defense, Intelligence & Security (OUSD(I&S)) and NGA regulations materials. Contractor shall deliver sessions per Government schedule.

2.1.11.2. Metrics, Reports, and Tools (CDRL A007) - Run reports and provide metrics, identify shortfalls, issues and perform trend analysis, provide recommendations for improvements, identify efficiencies, program updates and other relevant data, upon request. Provide weekly and ad hoc reports and/or tools to customers based on agreed upon criteria and format.

2.1.12. Performance Based Compensation Elements

Performance Based Compensation elements link annual performance-based salary increases, bonuses, incentives, and/or awards to individual accomplishments, demonstrated competencies, and contributions to organizational results. The performance pay deliberation process is the forum for ultimately rewarding the workforce for their performance throughout the year. NGA’s performance-based compensation policies and procedures provide for a common pay pool management process and structure as the mechanism by which the Performance Pay process is administered. This system provides managers and supervisors with enough flexibility to compensate employees using valid, metric-based criteria. Employees are able to contribute to the accomplishment of the Key Component’s (KC) mission and be rewarded for their contributions through completion of their performance objectives. Since NGA’s performance-based compensation elements affect the entire banded workforce, process information shall be communicated to all levels of employees, managers, and executives; executed by responsible organizations completely and thoroughly; applied across the Agency fairly and consistently; and completed on time.

2.1.12.1. Performance Pay (PP) Guides and Training Materials

• Develop and maintain NGA’s annual Performance Pay Guide IAW DCIPS and NGA regulations and guidance. All guidance documents are accurately completed and assembled in accordance with DCIPS policy as directed by the Government.

• Develop, maintain, and deliver training and training materials in order to support

Performance Pay processing, as specified by the Government. Government will provide direction regarding the type (e.g. Instructor-led, web-based, etc.) of training. All training shall be IAW Office of the Under Secretary of Defense, Intelligence & Security

(OUSD(I&S)) and NGA regulations materials. Contractor shall deliver training once a quarter as directed by the Government.

2.1.12.2. Metrics, reports, and tools (CDRL A008) - Run reports and provide metrics, identify shortfalls, issues and perform trend analysis, provide recommendations for improvements, identify efficiencies, program updates and other relevant data, upon request.

• Provide routine and ad hoc reports and/or tools to customers based on agreed upon criteria and format.

• Provide analytics and reports for Performance Pay

2.1.13. Performance Management and Performance-Based Compensation Practices

The purpose of this task is to ensure NGA’s performance management and compensation practices and processes are executed effectively and efficiently, as well as identify areas for improvement. Annual evaluation of the Executive and Banded Performance Management and

Performance Pay processes – and their component parts – through assessments, participant surveys, and other feedback methods (e.g., focus groups) will be accomplished. Provide subject matter expertise using current and emerging OUSD(I&S) and NGA policies and procedures to support performance management functions. Contractor shall help execute all facets of the

Performance Management, Performance Based Compensation, Awards and Recognition and

Incentive processes.

2.1.13.1. Analyze findings from questionnaires and feedback sessions and prepare reports, as requested by Government (e.g., Executive Summary, KC-level, Agency-level).

2.1.13.2. Assess the quality of NGA’s performance management and performance-based compensation resources and tools:

• Develop new and update existing informational and procedural documents for NGA workforce.

• Maintain accurate content on the HD website pages for Performance Management, Performance Based Compensation, Awards, Recognition, and Incentives; etc. Create and

Deliver information sessions to educate on Performance Management, Performance

Based Compensation, Awards, Recognition and Incentives

• Compile data provided by KCs and from other program offices (e.g., Joint Duty Rotation

(JDR)) in preparation for performance pay deliberations, performance management deadlines, compliance with overarching regulations, and/or annual reporting.

• Respond to customer requests within timeframe specified by Government. All responses shall address the customer request, be courteous and accurate within 3 business days of receipt of request. Contractor shall utilize all available resources to support response to customer.

2.1.13.3. Create and deliver targeted information sessions to educate the workforce on

Performance Management, Performance Based Compensation, Awards, and Recognition, and

Incentives programs. All materials will be IAW with overarching and NGA regulations and guidance. These sessions will be ad hoc as directed by the Government.

2.1.13.4. Metrics, Reports, and Tools - Run reports and provide metrics, identify shortfalls, issues and perform trend analysis, provide recommendations for improvements, identify efficiencies, program updates and other relevant data, upon request. (CDRL A009)

2.1.13.5. Provide analytics and reports for Performance Management & Performance-Based

Compensation Practices. Provide weekly and ad hoc reports and/or tools to customers based on agreed upon criteria and format. (CDRL A009)

2.1.14. NGA Implementation of a new Performance Development System

NGA requires Contractor support to continue the advancement of NGA’s implementation of a new Performance Development System to build out approved courses of action, and to plan and support implementation. To this end, the Contractor shall assist in developing an implementation strategy, to include phases, timelines, training, policy, and technology enhancements that will contribute to the program redesign. The Contractor shall propose specific courses of action, implement a new supervisor training, and establish training plans to meet new program requirements. The Contractor shall be knowledgeable of performance management best practices and specifically identify areas of alignment for an inclusive talent experience at NGA. The

Contractor shall provide human resource consulting to help inform performance management, performance pay, and awards and recognition best practices to help drive and align with DoD guidance. The Contractor shall provide ongoing support to help transform NGA’s performance culture and keep a focus on continuous improvement of performance management efforts.

2.1.14.1. Program Management - The Contractor shall deliver effective program management to ensure the successful execution of efforts to implement a new Performance Development System at NGA, to include the following work, provide monthly project plan updates, monthly status reports, and ad-hoc reporting and status updates to Government program manager or designee.

All plans and updates will be provided to the customer and monthly reports on a schedule and in a format agreed upon with customer.

2.1.14.2. Program Design and Implementation - In all stages of the implementation of a new

Performance Development System n, the Contractor shall detail processes and solutions for previous or newly established design recommendations. Plans for these solutions shall contribute to the overall Performance Development System implementation plan and advance the maturity of NGA’s performance management program over time, to include the following work:

• Create materials and guidance documents that outline specific processes of the new performance system that is either provided to NGA by or approved by OUSD(I&S). The

Contractor may support any new performance management processes, such as a pilot program, that will run in parallel to current performance management processes.

• Solicit input from the NGA workforce and support efforts to design required workforce change management, communications, and training as directed by the Government.

• 2.1.14.3. Research-Based Training (CDRL A010)

The Contractor shall develop new research-based training that supports the implementation of a new Performance Development System for performance management, performance pay, performance development, and/or awards and recognition. The Contractor shall conduct a training needs assessment to identify training needs, support the development of new training, and help deliver the training to NGA employees on the new Performance Development System.

Additionally, the Contractor shall:

• Conduct training needs analysis based on Government approved program and technology solutions.

• Develop training plans which will fall under two categories: 1) new training directly related to implementation of the new Performance Development System that introduces changes to the performance management system at NGA, as appropriate and 2) training that reinforces behaviors on topics needed for successful implementation of a new

Performance Development System. The training plans shall include learning objectives/outcomes for target audiences and recommend the appropriate learning method and delivery modality.

• Design and develop new training to address priority training requirements, identified in the training plans, for training needed during the period of performance.

o The training materials shall range from virtual instructor-led training (e.g., information sessions), asynchronous training (e.g., informational videos), and targeted sessions to introduce new performance management concepts and gather feedback (e.g., focus groups).

o The Contractor shall provide the Government with all appropriate training materials (e.g. Facilitator Guides, PowerPoint presentations, student resources, storyboards, video files) and train-the-trainer sessions, as applicable, for NGA instructors to continue the training delivery as needed.

o The training materials shall prepare stakeholders (e.g. NGA supervisors, NGA employees, and component POCs) for their role in the implementation and sustainment of a new Performance Development System.

• Deliver the developed training in various formats to all NGA Employees.

• Develop data collections instruments such as surveys, focus groups protocols, and interview questions designed to collect feedback from impacted stakeholders during the implementation of a new Performance Development System. All raw and analyzed data will be provided back to the Government.

• Use the approved data collection instruments to collect ongoing feedback from employees, supervisors and leadership regarding the modular changes to performance management, performance pay and awards, and recognition processes to better inform what impacts a new Performance Development System has on NGA stakeholders.

Interval for data collection dependent on identified milestones as defined in the

Contractor implementation plan approved by the Government

• Deliver a report summarizing the findings that include recommendations for any possible adjustments to the new Performance Development System. implementation approach for performance management, performance pay and awards and recognition processes in the new Performance Development System. The report frequency will be determined by the implementation plan.

2.1.15. Employee Assistance Plan

The Employee Assistance Program (EAP) is designed to help employees, managers, and components meet life challenges and remain healthy, engaged, and productive. EAP services include, but are not limited to, confidential counseling for stress due to divorce, job burnout, and financial or legal matters, as well as referrals to professionals for help with these issues and others that impact the employee’s ability to work.

2.1.15.1. Scope of EAP Services - The EAP services to be delivered under this contract are behavioral health and other services designed to help maintain and improve employee productivity and to help employees address the full range of personal problems. Services are to be performed in accordance with the highest professional standards and the following requirements:

2.1.15.2. Onsite EAP Counseling - Hours of operation: 7:00 a.m. to 3:00 p.m. Monday through

Friday:

• Cleared EAP Counselors shall be available onsite (NGA Washington and NGA St. Louis) for 1:1 appointments (scheduled and walk-in) during hours of operation. Onsite EAP counselors shall provide short-term counseling sessions with Government employees of no more than six sessions per issue. After six sessions, the counselor shall discuss alternative resources with the client.

• Onsite counselors may see NGA Contractor or military personnel onsite for one session to address immediate urgent issues and discuss referral services to link these individuals with needed support services.

• The Contractor shall ensure a rapid response to critical or urgent incidents requiring onsite EAP counselor support.

• Onsite EAP Counselors will be available on-site at NGA Washington in Springfield, VA and NGA-St. Louis from 7:00 a.m. to 3:00 p.m. Monday through Friday, except federal holidays and other unexpected building closures such as for inclement weather. Hours during the work week could vary occasionally to support a specific requirement or in the event a counselor is needed to stay beyond their shift end time to support a crisis or urgent need.

• One onsite EAP Counselor shall be staffed Monday through Friday at both the NGA

Washington in Springfield, VA and NGA St. Louis. There will be no onsite EAP

Counselor at the Arnold location; however, NGA staff from the NGA Arnold location are eligible to participate in face-to-face or telephonic counseling sessions with the onsite

Counselors at either location. Counselor shall be licensed in MO to serve NGA Arnold.

• It shall be the responsibility of the Contractor to be familiar with the Federal calendar as well as with those days set aside as officially approved holidays. On-site counselors shall observe the same holidays as the Government. When Federal organizations are granted, additional leave including administrative leave, because of inclement weather, potentially hazardous conditions, or other functions or special circumstances, the Contractor shall ensure that impacted onsite counselors are not reporting to work at their assigned NGA worksite.

• Each onsite EAP Counselor shall work under the supervision of a qualified Counselor

Supervisor, a licensed clinical psychologist, or clinical social worker provided by the

Contractor, that on-site counselors can seek support from as needed. This individual does not need to be on-site but shall remain accessible to the counselors during their onsite hours of operations.

• EAP Counselors shall report all urgent and emergent situations to Government Point of

Contact (GPOC) or COR.

• Resources regarding long-term counseling needs or support shall be offered to individuals as necessary.

• Contingent on EAP Counselor workload, Counselors shall provide unlimited seminars or presentations in support of the NGA workforce. Presentations shall be conducted as requested by the COR, GPOC, or Government EAP Program Manager.

• Onsite EAP counselors will provide short-term counseling sessions with Government employees of no more than six (6) sessions per issue. Upon exhaustion of the six (6) allowable counseling session per condition, as needed the onsite EAP counselors will work with the qualified Counselor Supervisor to prepare an outline of alternative resources (e.g. local communities, private insurance) to be discussed with the client.

• One onsite EAP Counselor will be staffed Monday through Friday at the NGA

Washington in Springfield, VA and the NGA-St. Louis. The Government will be notified of any scheduled gaps for onsite EAP counselor support at either location and Contractor will make every effort to provide coverage arrangements.

2.1.15.3. Offsite EAP Counseling - 24/7 access to telephonic referrals for local EAP counselors:

• Contractor shall provide a toll-free phone number, with teletypewriter (TTY) support services, for employees to access referrals for counseling services on a 24/7 basis.

• Offsite EAP counselors shall provide short-term counseling sessions with Government employees of no more than six (6) free sessions per issue. After six (6) free sessions, the counselor will discuss alternative resources with the client.

• 24/7 toll free telephonic access shall include calls placed from international locations.

• 24/7 access to telephonic EAP counseling referrals, 3 referrals will be made available within 3 business days, to licensed mental health counselors in the employee’s local community.

2.1.15.4. Work-Life Support Services:

• In performance of this requirement, the Contractor shall provide all necessary personnel, management and supervision to support and implement a comprehensive Work-Life

Support Services Program that includes counseling, consultation, personalized searches for community resources, referrals, online educational materials, and onsite or virtual educational seminars on a variety of work-life topics. Employees may call the Work-Life

Support Services for services including but not limited to: information on becoming a parent, adoption, childcare, child development, parenting skills, children’s health, education and schooling, elder care and adult disabilities, relocating, illness, grief and loss, professional development, financial management, retirement planning, and legal assistance.

• Contractor shall professionally staff a Work-Life Support Services Program 24 hours a day, seven days a week, and 365 days a year.

• TTY access shall be available for hearing-impaired employees 24 hours a day, seven days a week, and 365 days a year and be equivalent to telephone access available to all hearing employees.

• Work-life Specialists shall be responsible for intake, assessment, referral, monitoring, and follow-up of services provided for employees.

• Legal services shall include consultation on most legal matters including but not limited to; follow-up letters to third parties, review of documents, wills, and power of attorney.

• Financial services shall include telephonic consultation on most financial matters including but not limited to; general tax information, financial planning, investment strategies, and family budgeting and debt reduction.

• Legal and Financial services shall be in accordance with industry standards and shall include a one- half hour limit of legal or financial advisor time without charge.

2.1.15.5. Work Force Education (CDRL A011):

• The Contractor shall provide weekly mental health, resiliency, or work-life topic briefings and information sessions to the NGA workforce. These may be conducted in person at NGA primary locations or as virtual events, or some combination of the two in an effort to maximize attendance and participation of all NGA staff. The Contractor will utilize on and off-site resources to and make best effort to ensure the sessions are accessible to the NGA workforce at NGA locations and at other remote sites; CONUS and OCONUS locations.

• Contractor shall develop an annual calendar of monthly observances and awareness themes that will guide information sessions provided to the NGA workforce related to

EAP topics. Each month shall include various communication modes for the NGA workforce to include articles, workshops, activities, and other related events. Drafts of each proposed annual calendar shall be submitted to the GPOC no later than 1 September for the upcoming fiscal year, for review and approval.

• The Contractor shall have a comprehensive online library that enables employees to view and print professionally accurate informational, educational, and health and wellness promotional resources on a variety of EAP and work-life related topics. The Contractor shall maintain an up-to-date library of current information through regularly scheduled content refreshment.

o The Contractor shall maintain the privacy and confidentiality of website users.

The Contractor shall treat any Government-provided employee information as proprietary. Such information shall only be used for the purpose of supporting this contract. Under no circumstances shall this information be shared with any third parties without the written permission of the COR.

o The Contractor shall submit website utilization reports with the contents mutually agreed upon by the Contractor and COR. Quarterly and annual reports shall be submitted via electronic mail to the COR, within fifteen (15) business days of the end of the reporting period.

2.1.15.6. Promotional Materials and Activities (CDRL A012):

• The Contractor shall design and conduct a promotional campaign to creatively assure that eligible persons including those in geographically dispersed regions attain and maintain knowledge of EAP services and how to access them. The Contractor’s ongoing promotional campaign shall be designed to ensure EAP awareness at all organizational levels. The promotional campaign shall be designed and submitted to the COR for approval within 60 days after contract award and updated annually thereafter by no later than 30 September of each year.

2.1.15.7. Laws and Regulations Governing EAP Services:

• The Contractor shall ensure that all policies and procedures of the EAP are in compliance with both Federal and State laws and regulations and assure the confidentiality of client contact with the EAP. Any and all counseling/problem solving records, as well as any information obtained from employee visits to, or contacts with, the EAP shall be kept in a confidential manner in accordance with the EAP system of records and Section 122 and 303 of PL 93-282, the Privacy Act of 1974 and 42 CFR, Part 2 "Confidentiality of Alcohol and Drug Abuse Patient Records". Because the regulations prohibit implicit and negative disclosure about persons with alcohol and other drug abuse problems (e.g., whether a given person has utilized the EAP), the confidentiality of all EAP clients shall be maintained under the provisions of the

Privacy Act or the Alcohol and Drug Abuse Patient.

• Records or other related information shall not be disclosed to any person or organization without the written consent of the client or court order requiring disclosure.

• Disclosure of pertinent client information shall be permitted under the following circumstances:

o When the client gives prior written consent to disclose information. This consent of release is specific indicating the nature and scope of topics to be released, to whom information is to be released, the purpose of the disclosure, and the date on which the consent terminates.

o If the client poses a danger to self or others or threatens to commit a serious crime that would cause substantial property damage.

o If there is a suspicion of child, spouse, or elder abuse or neglect (according to

Department of Defense, or state regulations).

o Where it is legally permissible or required to warn the target(s) of a credible threat of violence or a future criminal act made by a client, or to warn the legal authorities of such threat.

o If the disclosure of information is allowed by a valid court order.

o If the disclosure is made to medical personnel in a medical emergency.

o To qualified personnel for audit or program evaluation.

o When a direct supervisor requires confirmation that the client has made or kept

EAP appointments during regular duty hours or sick leave.

o For the purpose of defending an Agency or its employees in litigation.

o To a Medical Review Officer (MRO) for those employees who have tested positive to drug tests; or o When the Government requires that information be released due to their missions on a “need to know” basis, e.g., national security. These requirements are identified in the Statement of Understanding specific to the employees required to be signed by employees of the before they are accepted as clients by the EAP.

• All other releases of information require approval from the COR. The Contractor is responsible for ensuring that the person to whom confidential information is released is notified of the prohibition on secondary disclosure of this information to another. The

Contractor shall document this notification to the client record.

2.1.15.8. Credentials Verification of Onsite EAP Counselors:

• The Contractor shall, upon request from the COR, submit copies of each final candidate’s résumé, license/certification, and proof of malpractice insurance, as well as a summary of the findings of a background check in accordance with the Contractor’s company policy.

• The Contractor shall complete a thorough qualification, reference, and background check on each of the prospective on-site counselors. This process shall include, but not be limited to:

o Reference check and confirmation of all prior employment as an adult, including job title, dates of employment, and any periods of extended absence while employed.

o Determination about the history of any malpractice suits from the past.

o Confirmation that the candidate is a member in good standing of the professional organization most appropriate for his/her credentials.

o Prime source verification of each final candidate's current licensure, certification, or registration by the appropriate state's professional licensing authority; and o Prime source verification of each final candidate’s qualifying degree.

2.1.16. Role Specific Training (CDRL A013)

Role Specific Training targets users with the data contained in PeopleSoft that is relevant to the user’s responsibilities and prepares the user to use PeopleSoft in performing the duties of their position. Courses shall include but are subject to change: AO/PAR processing, Employee and

Supervisory Self-Service Courses, and ad hoc Privileged User training. The instructor shall establish and maintain instructor material, test accounts, course guides, and certificates of completion, student evaluations, and handouts. The courses shall be interactive and designed to provide the users test accounts to understand how to use the privileged user functions. The

Contractor shall support evaluations and reviews of PeopleSoft upgrades by using the application and providing feedback on usability and problems encountered. The primary site for training is

NGA Washington, with occasional trips to NGA St. Louis and other locations, if required to facilitate efforts with HD team members. The information for Role Based Training Guides is currently available in the Administrative Officer and Supervisor Training Manuals and may be utilized by the Contractor.

The Contractor shall instruct and support courses (but not limited to):

2.1.16.1. AO/PAR Processing training - Using Government-supplied training curriculum, the

Contractor shall provide instruction to PeopleSoft users (e.g. Government employees, HD

Component Teams, managers, Manpower Representative) who perform a variety of tasks. Tasks include, but are not limited to: navigation of PeopleSoft; processing of personnel actions/updates for Government & Contractor personnel; determining the proper nature of action codes in accordance with OPM & the Defense Civilian Personnel System; use of grids for mass grids for cadre and contingent workers; data retrieval (reports and queries) and self-service applications;

providing updates to federal positions in Legacy Position Management (LPM) & the Table of

Organization; updating employee supervisor; Federal Benefits Administration processing in

PeopleSoft; and providing NGA’s electronic OPF System Super User training. Student evaluations shall be delivered to the Technical Monitor after the students complete the evaluation form.

2.1.16.2 Employee and Supervisory Self-Service - Using Government-supplied training curriculum, the Contractor shall provide instruction to Government employees and supervisors to educate them on PeopleSoft functionality and their responsibilities for data as directed by the government. Employees and supervisors perform a variety of tasks to include but not limited to:

Sign-in and navigation of the HRIS, input to support performance management, all self-service applications, Individual Talent Profile (ITP) updates, benefits processing, and time and attendance.

2.1.16.3. Privileged User training (approximately 2-3 hours in length). The Contractor shall conduct ad hoc courses as directed by the Government by various methods (e.g. face-to-face, IC

Connect, and VTC) depending on the situation and location of the person(s) needing training. The Contractor shall develop the course material. Since these are one-time offerings, the Contractor is not required to update course material.

2.1.17 Relocation Program Management Support

NGA requires expert Contractor support to ensure NGA’s Global Relocation Program is executed with maximum efficiency, accuracy, and compliance. The Contractor shall demonstrate mastery of all applicable regulations for employees conducting a Permanent Change of Station

(PCS) within the Continental United States (CONUS), from CONUS to Outside the Continental

United States (OCONUS), and between OCONUS locations. All actions shall be processed in a timely and precise manner, adhering…