Performance_Work_Statement.pdf

PERFORMANCE WORK STATEMENT (PWS)

THE OFFICE OF EQUAL EMPLOYMENT OPPORTUNITY AND DIVERSITY (EEOD)

PROFESSIONAL SUPPORT SERVICES

Part 1: GENERAL INFORMATION

1. General: This is a non-personnel services contract to provide Equal Employment Opportunity (EEO) Professional Support Services. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Equal Employment Opportunity (EEO) Professional Support Services as defined in this Performance Work Statement (PWS) except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract. In accordance with FAR 37.104, Personal Services are prohibited and will not be performed under this contract. This requirement does not perform inherently Governmental functions (IGF). The services performed shall conform to the requirements and the resulting work products shall conform to all applicable Federal, Department of Defense (DoD), Washington Headquarters Services (WHS), state, and local regulations and policies including, but not limited to, the Federal Acquisition Regulation (FAR), the Defense Federal Acquisition Regulation Supplement (DFARS), and other DoD policy and supplemental regulations as appropriate.

1.2 Background: Washington Headquarters Services provides a wide range of administrative and operational services that enable DoD components to accomplish a shared mission in support of the Secretary of Defense. The Office of Equal Employment Opportunity and Diversity (EEOD) is part of the WHS, a DoD field activity. EEOD is responsible for managing and administering the civilian Equal Employment Opportunity Programs for DoD serviced components and WHS.

The EEOD ensures the implementation of a continuing affirmative employment program to promote Equal Employment Opportunity (EEO) and to identify and eliminate discriminatory practices and policies in accordance with EEO regulations (29 C.F.R. Part 1614), pertinent Executive orders, and Federal policy. EEO complaint processing must be conducted pursuant to 29 Code of Federal Regulations (CFR) Part 1614 and the Equal Employment Opportunity Commission’s (EEOC) Management Directive (MD) 110.

1.3 Objectives: The objective of EEO Professional Support Services is to include the following:

1.2.1 Pre-Complaint Counseling

1.2.2 Investigation

1.2.3 Management Inquiry

1.2.4 Affirmative Employment Services

1.2.5 ADR Services

1.4 Scope: The Contractor shall provide (EEO) Professional Support Services such as: pre-complaint counseling; acceptance and dismissal letters; management inquiries; investigations;

final agency decisions as prescribed in 29 C.F.R. § 1614; barrier analysis; EEO briefings;

presentations; trainings; focus groups; alternative dispute resolution; recommendations regarding best practices; and other EEO related programs.

1.5 Period of Performance: The period of performance shall be for one (1) Base Period of six

(6) months and four (4) twelve (12) month option periods. The Period of Performance reads as follow:

Base Period 30 September 2015 – 29 March 2016 Option Period I 30 March 2016 – 29 March 2017 Option Period II 30 March 2017 – 29 March 2018 Option Period III 30 March 2018 – 29 March 2019 Option Period IV 30 March 2019 – 29 March 2020

1.6 GENERAL INFORMATION:

1.6.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. The Quality Control Plan (QCP) shall be delivered via electronic mail within 30 days of contract award. Amendments/changes to the QCP shall be delivered to the COR and KO within three business days following any change.

1.6.2 Quality Assurance: 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 defect rate(s).

1.6.3 Recognized Holidays: The contractor is not required to perform service on holidays listed below.

New Year’s Day Martin Luther King, Jr. Birthday President’s Day Memorial Day Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day Inauguration Day (applicable to year 2017)

Any other day designated by Federal Statute, Executive Order, or Presidential proclamation.

1.6.4 Hours of Operation: The contractor is responsible for conducting business between the WHS core hours of 9:00 AM to 3:00 PM Eastern Standard Time (EST), arriving no earlier than 6:30 AM and departing no later than 6:00 PM Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. Work hours shall consist of a 40 hour work week, unless otherwise requested and approved by the COR. The Contractor shall provide continuous full-time, eight hours per day, on-site support services, Monday through Friday, except federal holidays and other office closures unless otherwise approved by the COR.

Contracted personnel may, with COR approval, utilize a compressed schedule (four -10 hour work days). This is a Firmed Fixed Price Contract; the contractor will not be reimbursed when the Government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS 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 are essential.

1.6.5 Place of Performance: The work to be performed under this contract will be performed in a Government provided office space in the National Capital Region (NCR) particularly the Pentagon, Arlington, Virginia; Mark Center, Alexandria, Virginia; and various Government leased spaced; however, Contractor personnel may be requested to work at the Government’s alternate locations during emergencies and emergency exercises. Individual Contractor personnel may be designated as essential personnel to support contingency operations at alternate Government locations during actual emergencies and emergency exercises.

1.6.5.1 Tele-work: Tele-work will be approved on a case by-case basis by the COR. The Contractor is subject to the same Tele-work rules, authorities and reporting requirements as Government employees.

1.6.6 Type of Contract: The Government will award a Firm Fixed Price Contract.

1.6.7 Security Requirements: The Contractor must have a Secret Facility Clearance at the time of proposal submission and must maintain the level of security required for the life of the contract. In addition, contractor personnel performing work under this contract must have a Secret Clearance at entrance on duty, and must maintain the level of security required for the life of the contract. The prime contractor is required to flow-down the Secret Facility Clearance requirements to subcontractor for commercial services under this contract. The security requirements are in accordance with the attached DD Form 254. The Contractor shall comply with all security policies and procedures that apply to DoD and WHS. Security procedures shall be made available to Contractor personnel.

1.6.7.1 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.6.7.2 Key Control: The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer (KO).

1.6.7.2.1. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the KO, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor.

In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

1.6.7.2.2. The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the KO.

1.6.7.3 Lock Combinations. The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s Quality Control Plan.

1.6.8 Special Qualifications:

1.6.8.1 Contractor personnel will be required to sign a Non-Disclosure Agreement.

1.6.8.2 EEO Counselors. All contractor personnel must meet the minimum training requirements as stated in the EEOC's Management Directive (MD) 110, Chapter 2, Part II. In addition, the Contractor must provide proof of completion of the 32 hours of EEO Counselor training for each employee and on an annual basis, based on the federal fiscal year as detailed by the MD110, must show proof that each employee has completed the mandated 8 hour refresher training.

1.6.8.3 EEO Investigators. All contractor personnel must meet the minimum training requirements for investigators as stated in the EEOC’s MD 110, Chapter 6, Part III. In addition, the Contractor must provide proof of completion of the 32 hours of EEO Investigator training for each employee and on an annual basis, based on the federal fiscal year as detailed by the MD110, must show proof that each employee has completed the mandated 8 hour refresher training.

1.6.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The KO, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor’s performance and 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.

1.6.10 Contracting Officer Representative (COR): The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the KO and COR of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.11 Key Personnel: The personnel listed below are considered essential to the work being performed under this contract. Before removing, replacing, or diverting any of the listed or specified personnel or facilities, the Contractor shall (1) notify the Contracting Officer reasonably in advance and (2) submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on this contract. The Contractor shall make no diversion without the Contracting Officer’s written consent; provided that the Contracting Officer may ratify in writing the proposed change, and that ratification shall constitute the Contracting Officer’s consent required by this document.

1.6.11.1 The Contractor shall not remove or replace any personnel designated as “key” personnel without prior written notification and approval by the COR, although the Government recognizes that the contractor cannot compel any individual to remain under its employ. Written notification of the pending substitution shall be submitted to the COR no later than 10 calendar days in advance of any proposed substitution and shall include a resume and justification of the proposed substitution(s) in sufficient detail to permit evaluation of the impact on delivery order performance. The KO and COR will review new resumes and justifications to ensure compliance with the contract. Any replacement personnel proposed shall meet at least the minimum qualifications specified above for the key position. If deemed necessary, the Contractor shall give replacement personnel a one (1) day orientation at no additional cost to the Government. The KO and COR shall also be notified in writing of any temporary changes to the designated On-Site Program Manager prior to occurrence

1.6.11.2 The following personnel are considered essential by the Government: On-Site Program Manager. The contractor shall provide an On-Site Program Manager who shall be responsible for the performance of the work. The name of this person shall be designated in writing to the Contracting Officer. The On-Site Program Manager shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

1.6.11.3 The minimum qualifications for On-Site Program Manager: Eight (8) or more years of EEO experience. The On-Site Program Manager must demonstrate a strong ability to multi-task in areas concerning performance reporting and personnel duty scheduling.

1.6.12 Contractor Travel: The contractor will be required to travel under this requirement. The contractor will travel to a location outside the NCR to perform EEO Professional Support Services listed in Part 5-Specific Tasks. Additionally, the contractor shall attend meetings, conferences, and workshops within the NCR in support of the PWS requirements, as identified as necessary by the COR. Travel within the NCR is not separately priced. See Technical Exhibit- 4 for travel estimates outside the NCR.

1.6.12.1 Travel Administration: The Contractor shall provide to the COR, on a quarterly basis, a summary of travel expenses. The Contractor shall be able to provide summary reports based on individual employee travel, group travel, mission objectives, or complete the budget/activity range for a given date range. Reports shall be formatted to export to Microsoft Excel and sent electronically to the COR.

1.6.13 Data Rights: Data Rights: All deliverables required by part 5 of this PWS, shall be considered and treated as Special Works pursuant to DFARS 252.227-7020(b)(6). See also DFARS 227.7106(d).

1.6.14 Organizational Conflict of Interest (OCI): Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.6.15 Phase In: To minimize any decreases in productivity and prevent possible negative impacts on additional services, the contractor shall complete a phase-in period. During the phase in period, the contractor shall become familiar with the PWS requirements and complete administrative requirements such as badging in order to commence full performance of services. The contractor shall have personnel onboard by the end of the first week phase-in period CLIN 0004.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. 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.

2.1.2. CONTRACTING OFFICER (KO). 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.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S.

Government appointed by the Contracting Officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that 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.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

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

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.12. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

CFR Code of Federal Regulations COR Contracting Officer Representative DD Form 254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DOD Department of Defense EEOC Equal Employment Opportunity Commission EEOD Employment Opportunity and Diversity EM Enterprise Management Directorate FAR Federal Acquisition Regulation IAW In Accordance With KO Contracting Officer MD Management Directive OCI Organizational Conflict of Interest ODC Other Direct Costs POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Plan TE Technical Exhibit WHS Washington Headquarters Services

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

Part 3: GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1 Services: N/A

3.2 Facilities: Basic facilities such as work space and its associated operating requirements will be provided while working in Government facilities.

3.3 Equipment: The Government will provide the basic necessary equipment for the Contractor staff to provide support outlined in the PWS, to include telephones, computers, desk space, and other items necessary, as determined by the government, to maintain an office environment.

Tele-workers will only use government furnished equipment to remotely access the WHS network.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2 Secret Facility Clearance: The contractor shall have and maintain a Secret Facility Clearance from the Defense Security Service (DSS). In addition, the contractor personnel performing work under this contract must have a current Secret Security Clearance reflected in the Joint Personnel Adjudication System (JPAS) at entrance on duty, and must maintain the level of security required for the life of the contract. The security requirements are in accordance with the attached DD254.

4.3 Materials: N/A

4.4 Equipment: Accommodations for contractor personnel with a disability are the responsibility of the Contractor. This includes sign language interpreters and specialized equipment.

PART 5

SPECIFIC TASKS

Part 5: SPECIFIC TASKS:

5.1 Basic Services: The Contractor shall provide services for Equal Employment Opportunity Professional Support Services to include the following task listed below. The Contractor shall provide all labor, supervision and quality control necessary to provide comprehensive professional services. The Contractor shall be directly responsible for ensuring the accuracy, timeliness, and completion of all tasks under this effort.

5.2 PRE-COMPLAINT COUNSELING SUPPORT

5.2.1 The Contractor shall assist the Government in pre-complaint counseling support services, which includes the following:

• Advising the aggrieved person about the EEO complaint process in accordance with 29 C.F.R. § 1614;

• Issuing the Aggrieved person the Notice of Rights and Responsibilities and obtain recipients signature and date;

• Advising the Aggrieved person of the WHS Alternative Dispute Resolution (ADR) processes available in lieu of the traditional pre-complaint process;

• Issuing a Memorandum to the Principal Agency Witness(s) (PAW). Should the Aggrieved identify as a PAW a Political Appointee, senior executive service (SES) member, and/or official that occupies a position of authority at a GS-15 level or higher, the contractor shall assist the government in ensuring that the PAW notification will not be sent without EEOD approval;

• Conducting a limited inquiry into clearly defined claims and basis, per 29 C.F.R. §1614;

• Ensuring that the EEOD is informed of any settlement negotiations and resolution proposals;

• Ensuring that the EEOD receives all settlement negotiations and resolutions proposals/documentations for review prior to settlement authority signatures;

• Preparing the Notice of Right to File a Formal Complaint of Discrimination to be signed by EEOD for issuance to Aggrieved and conducting a final interview;

• Issuing Notices of Extension (for counseling beyond the 30-day requirement); and

• Updating the iComplaints system with respect to all case details.

5.3 INVESTIGATION SUPPORT SERVICES

5.3.1 The contractor shall assist the Government with developing an impartial and appropriate factual record upon which to make findings on the claim(s) raised by the written complaint (an appropriate factual record is one that allows a reasonable fact finder to draw conclusions as to whether discrimination occurred).

5.4 MANAGEMENT INQUIRY SUPPORT SERVICES

5.4.1 The Contractor shall assist the Government in conducting management inquiry which includes the following:

• Meeting with agency officials;

• Interviewing (in some cases obtaining “sworn testimony”, if directed by management) witnesses that can attest to the allegations; and

• Reviewing (in some cases obtaining, if appropriate) pertinent records/documents, and providing a summary of the evidence, and/or other administrative duties to support management inquiries.

5.5 ACCEPT/DISMISS & FINAL AGENCY DECISIONS SUPPORT SERVICES

5.5.1 The Contractor shall assist the Government in EEO agency decisions to include the following:

• Reviewing claims to determine if they can be accepted in accordance with 29 C.F.R. § 1614 and drafting the accept/dismiss letter;

• Ensuring decisions set forth allegations accepted for processing, articulate the relevant facts, the law applied and the analysis with sufficient clarity so that the Complainant can understand how the final decision was reached on each claim;

• Ensuring the analysis of each claim follows established rules, regulations, legal principles and precedents;

• Ensuring the draft decision clearly identifies which theory of discrimination is being applied, i.e., disparate treatment, adverse impact and/or harassment; and

• Ensuring that the iComplaints data base, which is utilized by EEOD to track all complaint time frames and prepare the annual 462 report showing compliance with all regulatory time lines to the Equal Employment Opportunity Commission, is maintained and updated with all relevant complaint processing data.

5.6 AFFIRMATIVE EMPLOYMENT SUPPORT SERVICES

5.6.1 The Contractor shall assist the Government in affirmative employment services to meet the agency regulatory policies and procedures to include the following:

• Ensuring the Management Directive (MD)-715 annual report is completed in compliance with the instructions contained in the directive;

• Conducts mediation and facilitation services for EEO and non-EEO cases, when directed, in accordance with Administrative Instruction 106, 29 C.F.R. § 1614, and MD-110 at both the informal and formal levels;

• Developing, managing and implementing an EEO, Alternate Dispute Resolution (ADR), and Diversity and Inclusion Training program for all grade levels including SES and equivalents. Training will include traditional classroom training or development of modules for web based training;

• Developing, managing, and implementing a communication plan regarding all programs and services provided by the WHS/EEOD as outlined in the MD-715 Agency checklist;

• Ensuring that all WHS/EEOD Administrative Instructions are properly maintained and submitted for renewal and changes in a timely manner in coordination with WHS-serviced components and the DoD community as outlined by DoD regulation, policy, and guidelines;

• Developing and assisting in the preparation of briefing materials and presentations for meetings such as the Senior Administrative Officer Forums (SAOF), WHS & Office of the Deputy Chief Management Officer (ODCMO) Leadership Councils/Meetings, and Human Capital Strategy Board and other similar events; and

• Reviewing best practices in Diversity and Inclusion in and outside of the Federal government and make recommendations to EEOD.

5.6.2 The contractor shall gather information in a series of employee and management forums for EEO barrier analysis, to include focus groups. Focus groups will be conducted in accordance with EEOD instructions and as detailed by the DoD Information Collection process (i.e. http://www.dtic.mil/whs/directives/collections/index.html).

5.6.2.1 The contractor shall follow the guidelines and methodology approved by WHS Information Collection Office and detailed in the Consolidated Facilitator’s Guide listed in Part 7: Applicable Publications.

5.7 ADMINISTRATIVE DUTIES SUPPORT

5.7.1 The contractor shall assist the Government in conducting administrative actions regarding affirmative employment and complaints and adjudication programs to include meeting the agency regulatory policies and procedures to the following:

• Preparing investigative document request, Reports of Investigation and notification letters for mail delivery;

• Preparing Administrative Instructions and Directives for signature; and

• Drafting and preparing Policy Memos for signature, Action Officer functions, coordination of the Learning Management System, and other similar functions.

5.8 ON-SITE LEAD SUPPORT:

The On-Site Lead shall assist the Government in performing supervisory and liaison functions between subordinate contract employees and EEOD. The Site Lead Support functions include:

• Accounting for employees’ time and attendance.

• Ensuring continuity of work in the absence of employees scheduled to perform services.

• Promulgation of information pertinent to the contractor staff execution of duties.

• Serve as a point of contact to the EEOD;

• Review deliverables related to the EEO Professional Support Services to ensure that deliverables are thorough, legally sound and grammatically correct prior to submission.

PART 6

APPLICABLE PUBLICATIONS

6.1. The Contractor must abide by all statutes, applicable regulations, publications, manuals, and federal policies, procedures to include, but not limited to:

• Title VII of the Civil Rights Act of 1964 (Pub. L. 88-352), as amended;

• The Equal Pay Act of 1963 (Pub. L. 88-38);

• The Age Discrimination in Employment Act of 1967 (Pub. L. 90-202) (AEDA), as amended;

• Sections 501, 504, and 505 of the Rehabilitation Act of 1973 (Pub. L. 93-12) (Rehab Act), as amended;

• Americans with Disabilities Act of 1990 (Pub. L. 101-336) (ADA), as amended;

• The Genetic Information Nondiscrimination Act of 2008;

• The Civil Rights Act of 1991 (Pub. L. 102-166);

• Notification and Federal Employee Antidiscrimination and Retaliation Act of 2002

(Public L. 107-174);

• 29 Code of Federal Regulations (CFR) Part 1614;

• Executive Order 12988, Civil Justice Reform;

• Executive Order 11246, “Equal Employment Opportunity;”

• Executive Order 11478, “Equal Employment Opportunity in the Federal Government;”

• Executive Order 13171, “Hispanic Employment in the Federal Government;”

• Executive Order 13548, “Increasing Federal Employment of individuals with

Disabilities;”

• Executive Order 13583, “Establishing a Coordinated Government-wide Initiative to

Promote Diversity;”

• Equal Employment Opportunity Commission Management Directive 110, “Federal

Sector Complaints Processing Manual;”

• Equal Employment Opportunity Commission Management Directive 715, “Federal

Agency Annual EEO Programs Status Report;”

• Administrative Instruction (AI ) 9, “Processing Complaints of Discrimination;”

• Administrative Instruction (AI) 31, “Equal Employment Opportunity and Diversity

Programs;”

• Administrative Instruction (AI) 106, “Alternative Dispute Resolution (ADR) Program;”

• WHS/EEOD Focus Groups: Barrier Analysis to Equal Opportunity for Certain Groups, Consolidated Facilitator’s Guide.

PART 7

ATTACHMENTS/TECHNICAL EXHIBIT LISTING

7. ATTACHMENT/TECHNICAL EXHIBIT LIST:

7.1 Technical Exhibit 1 – Performance Requirement Summary

7.2 Technical Exhibit 2 – Deliverables Schedule

7.3 Technical Exhibit 3- Estimated Workload Data

7.4 Technical Exhibit 4- Travel

7.1 TECHNICAL EXHIBIT 1

PERFORMANCE REQUIREMENTS SUMMARY

The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective

Standard Performance Threshold

Method of Surveillance

PRS # 1

The contractor shall provide Pre-Complaint Counseling, IAW PWS paragraph number

5.2 and all subparagraphs.

The contractor shall perform pre-complaint counseling support functions IAW established timelines, while demonstrating appropriate knowledge and understanding of the task.

Accuracy and Timeliness of Work

Products

Zero deviation from standard.

Periodic surveillance and/or review of reports, logs, system data, or performance metrics by COR -

Monthly

Validated Customer Complaints

PRS # 2

The contractor shall provide Investigation Support IAW PWS paragraph numbers 5.3 and all subparagraphs.

The contractor shall perform Investigation Support functions IAW established timelines, while demonstrating appropriate knowledge and understanding of the task.

Accuracy and

Products

Exceptional = 90%- 100%

Successful = 80-89%

Unacceptable = 79% and below

Periodic surveillance and/or review of reports, logs, system data, or performance metrics by COR -

Monthly

Validated Customer Complaints

PRS # 3

Management Inquiry Support, IAW PWS paragraph number

5.4 and all subparagraphs

The contractor shall perform program Management Inquiry support functions IAW established timelines, while demonstrating appropriate knowledge and understanding of the task.

Accuracy and

Products

Exceptional = 90%- 100%

Successful = 80-89%

Unacceptable = 79% and below

Periodic surveillance and/or review of reports, logs, system data, or performance metrics by COR -

Monthly

Validated Customer Complaints

PRS#4

The contractor shall provide Accept/Dismiss & Final Agency Decisions Support, IAW PWS paragraph number

5.5 and all subparagraphs.

The contractor shall perform Accept/Dismiss & Final Agency Decisions Support functions IAW established timelines, while demonstrating appropriate knowledge and understanding of the task.

Accuracy and Timeliness of Work

Products

Exceptional = 90%- 100%

Successful = 80-89%

Unacceptable = 79% and below

Periodic surveillance and/or review of reports, logs, system data, or performance metrics by COR -

Monthly

Validated Customer Complaints

PRS #5

The contractor shall provide Affirmative Employment Services, IAW PWS paragraph number 5.6 and all subparagraphs

The contractor shall perform Affirmative Employment Services functions IAW established timelines, while demonstrating appropriate knowledge and understanding of the task.

Accuracy and Timeliness of Work

Products

Exceptional = 90%- 100%

Successful = 80-89%

Unacceptable = 79% and below

Periodic surveillance and/or review of reports, logs, system data, or performance metrics by COR -

Monthly

Validated Customer Complaints

PRS #6

The contractor shall provide Administrative Duties, IAW paragraph number 5.7 and all subparagraphs.

The contractor shall perform Administrative Duties functions IAW established timelines, while demonstrating appropriate knowledge and understanding of the task.

Accuracy and Timeliness of Work

Products

Exceptional = 90%- 100%

Successful = 80-89%

Unacceptable = 79% and below

Periodic surveillance and/or review of reports, logs, system data, or performance metrics by COR -

Monthly

PRS#7

On-Site Lead Support, IAW paragraph number 5.2 to 5.8 and all subparagraphs.

The contractor shall perform Onsite Support Functions IAW established timelines, while demonstrating appropriate knowledge and understanding of the task.

Accuracy and Timeliness of Work

Products

Exceptional = 90%- 100%

Successful = 80-89%

Unacceptable = 79% and below

Periodic surveillance and/or review of reports, logs, system data, or performance metrics by COR -

Monthly

7.2 TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULES

The Contractor shall perform these deliverables as stated:

Task/Del.

Deliverable Medium

Due Date

5.2 Type-written counselor’s report – an

original and two copies of final counselor’s report.

MS Word & PDF 5 days after completing pre-complaint counseling process

5.3 Investigation Report – an original and

two copies

MS Word & PDF 30 days after completion of investigation process

5.3 &

5.4

All investigation reports MS Word &

PDF

180 days of the filing of a formal complaint (unless extension is obtained). In event of extension, 270 days of the filing of a formal complaint.

5.3 & 5.4 Record of Factual Findings, Observations and Recommendations

MS Word &

PDF

30 days after completion of inquiry

5.5 Proposed Decision Letter MS Word &

PDF

Within One (1) week of assignment

5.6 Final MD-715 annual report MS Word &

PDF

December 30 of each calendar year.

5.6.2 & 5.6.2.1

A Final Barrier Analysis report MS Word &

PDF

A final report must be delivered to WHS EEO on the findings, deliberations and recommendations gathered from the forms at the end of the performance period.

5.6 Develop, manage and implement an

EEO, ADR, and Diversity and Inclusion training schedule that produces no less than 200 hours of combined training per Fiscal Year.

MS Word/MS Excel/MS PowerPoint/

PDF

Ongoing

5.6 Facilitation and Mediation. Ongoing (as detailed by

training schedule)

5.6 Develop, manage, and implement a

communication plan regarding all programs and services provided by the WHS/EEOD as outlined in the MD- 715 Agency checklist.

MS Word/MS Excel/MS PowerPoint/

PDF

Ongoing

5.6 Ensure that all WHS/EEOD

Administrative Instructions are properly maintained and submitted for renewal and changes in a timely manner in coordination with WHS-serviced components and the DoD community.

MS Word/MS Excel/PDF

Ongoing

5.6 Develop and assist in the preparation

of briefing materials and presentation for meetings such as the Senior Administrative Officer Forums

(SAOF), WHS & DCMO/OA

Leadership, and Human Capital Strategy Board and other similar forums.

MS Word/MS

Excel/MS PowerPoint/

PDF

Ongoing

1.6.12.1 Travel Expenses Summary

Excel Quarterly

1.6.8.1 Non-Disclosure Agreement PDF Within 5 business days after contract award.

1.6.8.2 EEO Counselor Training MS Word/MS

Excel/PDF

Prior to on-boarding of employee.

1.6.8.2 EEO Counselor Refresher Training

Report

MS Word/MS Excel/PDF

Annually, every October 1.

Report should identify the date of training and expiration date.

1.6.8.3 EEO Investigator Training MS Word/MS

Excel/PDF

Prior to on-boarding of employee.

1.6.8.3 EEO Investigator Refresher Training

Report

MS Word/MS Excel/PDF

Annually, every October 1.

Report should identify the date of training and expiration date.

7.3 TECHNICAL EXHIBIT 3

ESTIMATED WORKLOAD DATA

The data provided is an estimate of what it may take to perform the requirements listed in the Performance Work Statement. The contractor is not required to propose the hours listed below and is encouraged to use sound judgment and business practices when preparing cost proposal.

BASE PERIOD

Contract Line Item Number (CLIN) and TASK ID

Labor Category Estimated FTEs Estimated Hours Period of Performance

CLIN ID: 0001-EEO

Professional Support Services

TASK ID: 5.2 Pre- Complaint Counseling to 5.5 Accept/Dismiss & Final Agency Decision Support Services and 5.7 Administrative Duties Support

EEO Specialist- Complaints and

Adjudication

2 1,880 September 30, 2015

– March 29, 2016

CLIN ID: 0002-EEO

Professional Support Services

TASK ID: 5.6

Affirmative Employment Support Services to 5.7 Administrative Duties Support

EEO Specialist- Affirmative

Employment, Diversity and

Inclusion

2 1,880 September 30, 2015

– March 29, 2016

CLIN 0003- Onsite Lead Support Services

Task ID

5.2 Pre-Complaint

Counseling to 5.8 On-Site Lead Support

Onsite Program Manager

1 940 September 30, 2015

– March 29, 2016

OPTION PERIOD 1

and TASK ID

Labor Category Estimated FTEs Estimated Hours Period of Performance

CLIN ID: 1001-EEO

Professional Support Services

TASK ID 5.2 Pre- Complaint Counseling to 5.5 Accept/Dismiss & Final Agency Decision Support Services and 5.7 Administrative Duties Support

EEO Specialist- Complaints and

Adjudication

2 3,760 March 30, 2016 – March 29, 2017

CLIN ID: 1002-EEO

Professional Support Services

TASK ID: 5.6

Affirmative Employment Support Services to 5.7 Administrative Duties Support

EEO Specialist- Affirmative

Employment, Diversity and

Inclusion

2 3,760 March 30, 2016 – March 29, 2017

CLIN 1003- Onsite Lead Support Services

Task ID

5.2 Pre-Complaint

Counseling to 5.8 On-Site Lead Support

Onsite Program Manager

1 1,880 March 30, 2016 – March 29, 2017

OPTION PERIOD 2

and TASK ID

Labor Category Estimated FTEs Estimated Hours Period of Performance

CLIN ID: 2001- EEO

Professional Support Services

TASK ID 5.2 Pre- Complaint Counseling to 5.5 Accept/Dismiss & Final Agency Decision Support Services and 5.7 Administrative Duties Support

EEO Specialist- Complaints and

Adjudication

2 3,760 March 30, 2017 – March 29, 2018

CLIN ID: 2002- EEO

Professional Support Services

TASK ID: 5.6

Affirmative Employment Support Services to 5.7 Administrative Duties Support

EEO Specialist- Affirmative

Employment, Diversity and

Inclusion

2 3,760 March 30, 2017 – March 29, 2018

CLIN 2003- Onsite Lead Support Services

Task ID

5.2 Pre-Complaint

Counseling to 5.8 On-Site Lead Support

Onsite Program Manager

1 1,880 March 30, 2017 – March 29, 2018

OPTION PERIOD 3

and TASK ID

Labor Category Estimated FTEs Estimated Hours Period of Performance

CLIN ID: 3001- EEO

Professional Support Services

TASK ID 5.2 Pre- Complaint Counseling to 5.5 Accept/Dismiss & Final Agency Decision Support Services and 5.7 Administrative Duties Support

EEO Specialist- Complaints and

Adjudication

2 3,760 March 30, 2018 – March 29, 2019

CLIN ID: 3002- EEO

Professional Support Services

TASK ID: 5.6

Affirmative Employment Support Services to 5.7 Administrative Duties Support

EEO Specialist- Affirmative

Employment, Diversity and

Inclusion

2 3,760 March 30, 2018 – March 29, 2019

CLIN 3003- Onsite Lead Support Services

Task ID

5.2 Pre-Complaint

Counseling to 5.8 On-Site Lead Support

Onsite Program Manager

1 1,880 March 30, 2018 – March 29, 2019

OPTION PERIOD 4

and TASK ID

Labor Category Estimated FTEs Estimated Hours Period of Performance

CLIN ID: 4001- EEO

Professional Support Services

TASK ID 5.2 Pre- Complaint Counseling to 5.5 Accept/Dismiss & Final Agency Decision Support Services and 5.7 Administrative Duties Support

EEO Specialist- Complaints and

Adjudication

2 3,760 March 30, 2019 – March 29, 2020

CLIN ID: 4002- EEO

Professional Support Services

TASK ID: 5.6

Affirmative Employment Support Services to 5.7 Administrative Duties Support

EEO Specialist- Affirmative

Employment, Diversity and

Inclusion

2 3,760 March 30, 2019 – March 29, 2020

CLIN 4003- Onsite Lead Support Services

Task ID

5.2 Pre-Complaint

Counseling to 5.8 On-Site Lead Support

Onsite Program Manager

1 1,880 March 30, 2019 – March 29, 2020

7.4 TECHNICAL EXHIBIT 4

CONTRACTOR TRAVEL ESTIMATES

The below estimates are based on current knowledge and planning, and are subject to change.

Offerors should plan for a +/- 5% cost variance as a result of changes to this itinerary. Travel destination departing from Washington D.C.

BASE PERIOD

Item (Location) Estimated Travel

Dates Estimated Duration of Travel (Days)

Number of People Attending

Sacramento, CA October 2015 3 2 Emmitsburg, MD December 2015 3 3 Emmitsburg, MD June 2016 3 2

OPTION PERIOD ONE

Dates Estimated Duration of Travel (Days)

Number of People Attending

Sacramento, CA October 2016 3 2 Emmitsburg, MD December 2016 3 3 Emmitsburg, MD June 2017 3 2

OPTION PERIOD TWO

Dates

Estimated Duration of Travel (Days)

Number of People Attending

Sacramento, CA October 2017 3 2 Emmitsburg, MD December 2017 3 3 Emmitsburg, MD June 2018 3 2

OPTION PERIOD THREE

Dates Estimated Duration of Travel (Days)

Number of People Attending

Sacramento, CA October 2018 3 2 Emmitsburg, MD December 2018 3 3 Emmitsburg, MD June 2019 3 2

OPTION PERIOD FOUR

Dates Estimated Duration of Travel (Days)

Number of People Attending

Sacramento, CA October 2019 3 2 Emmitsburg, MD December 2019 3 3 Emmitsburg, MD June 2020 3 2

Standard