Human Resources Support Services Performance Work Statement 10.23.2024.pdf

1 | P a g e

Draft Performance Work Statement For

Human Resources Support Services

Updated: October 23, 2024

1. Background:

The Federal human resources or personnel office carries out administrative and consulting functions necessary to managing the people in an organization from the time they apply for a job to when they leave. This includes assisting management, operating programs, and carrying out activities prescribed by law, executive order, Office of Management and Budget (OMB) Circulars, Office of Personnel Management (OPM) regulation, and department and agency policy and regulations. The primary programs are position classification, recruitment, internal placement, training and development, employee relations, benefits and services, collecting and processing data, and record keeping. The personnel office informs and helps employees regarding rights, benefits and procedures, while also advising and assisting managers and supervisors to perform their responsibilities in managing their people. In addition, the personnel office has regular or as-needed interface and communications with certain elements of outside agencies such as OPM, Department of Labor, U.S. Equal Employment Opportunity Commission (EEOC), and the Federal Labor Relations authority. Within the serviced activity the office has similar degrees of connections with legal, medical, safety, security, and law enforcement organizations on matters regarding the Federal workforce.

The Department of Justice (DOJ), Justice Management Division’s Human Resources (JMD HR) Staff supports the Department's mission of administering justice by developing and implementing policy and programs, providing guidance, and leading efforts to attract, develop, and retain high performing employees. Including three areas teams HR Services, Executive Resources and the Policy and Advisory Services. HR Services staff has responsibility for the HR operations of the Offices, Boards, Justice Management and National Security Divisions. This includes staffing, recruitment, and placement; position management and classification;

performance management; labor and employee relations functions. The staff is also responsible for providing personnel action and payroll processing, official personnel file maintenance and disposition as well as management consultation and advisory services. The Executive Resources office is committed to supporting Component mission requirements by providing advice and consultation in the management of the executive cadre. ER provides a full range of services in support of Components with all Federal and Departmental human resources regulations and policies for actions effecting the Department's Senior Executive Service (SES), Senior Professional (SP) and Political Personnel. Additionally, we propose revisions or develop new policies which provide efficient and effective coverage of the Department's leadership corps. The HR Policy and Advisory Services Office is the flagship of HR policy DOJ-wide, developing and implementing policies and procedures in a variety of HR program areas including benefits and work/life programs, staffing and recruitment, classification, performance management (other than SES), awards (other than executive and political personnel), absence and leave, pay and compensation.

2 | P a g e

2. Scope/Objectives:

The scope of this requirement is to provide a full range of human resources services for the DOJ Justice Management Division (JMD) including providing classification, recruitment, and hiring support to the JMD HR to include Presidential Appointees with Senate Confirmation (PAS), Senior Executive Service Non-career appointees, Expert and Consultant appointees and Schedule C appointees, review complex merit staffing cases pertaining to conversion actions across DOJ and conducting a formal audit of the Department’s SES and Senior Leader (SL) allocation management, position management, and position classification.

The objective of the requirement is to provide contract support for JMD HR Policy and Advisory Services (HRPAS) for the purpose of reviewing individual cases of individuals who have applied for law enforcement positions and have claimed Veterans Preference. The cases have been presented for a determination as to whether the individual should be passed over for consideration based on statutory requirements.

3. Tasks - Human Resource Requirements

The contractor shall provide all services, personnel, and if required, facilities, equipment and materials necessary to perform the work described by this Performance Work Statement (PWS).

Any facilities, equipment, and materials furnished by the government will be in accordance with the government property clauses in the contract. The contractor shall exercise due diligence in providing the services.

The contractor’s partners and staff shall have the specialized HR expertise to perform specific tasks in accordance with any applicable Federal law, regulation, or agency specific requirement and any applicable professional standard.

Prior to the start of work, the contractor, at a minimum shall spend sufficient time to learn existing policy and processes, transfer records, and work with agency personnel to ensure the services provided meet specifications. Depending upon the agency requirements, this may or may not be part of the specific implementing the services.

The contractor’s staff must collectively possess professional proficiency, experience, knowledge, and skills to perform the required tasks. The contractor shall ensure that its staff maintains any generally required professional certification, accreditation, and proficiency relative to their area of expertise. The contractor shall retain documentation of such records. The government will not pay for expenses to meet this requirement.

3 | P a g e

APPLICABLE LAWS AND REGULATIONS

The contractor shall meet statutory or regulatory requirements. Listed below are various government authorities:

• Title 5, United States Code

• Title 5, Code of Federal Regulations (CFS)

• Title VII of the civil Rights Act of 1964, as amended

• Presidential Executive Orders

• OMB Circulars

• Federal Personnel Operations Manual, FPM supplement 296-33

• Federal Employees Compensation Act

• OPM Oversight Division rulings

• EEOC Office of Federal Operations findings and decisions

• Federal Court decisions

• Federal Labor Relations authority rulings

• Federal Service Impasses panel decisions

• Merit Systems Protection Board decisions

• Federal department and agency regulatory policy, and requirements including specific

OPM authorities and functions delegated by OPM to certain departments and agencies under formal agreements.

• OPM – Human Resources Line of Business Target Requirements for Shared Service Centers – Version 2.0, January 31, 2006, or most updated version.

3.1 Task 1 – Staffing Requirements

The contractor will provide highly technical human resources experience in the functional areas of the assignment of senior political personnel and/or classification functions. Qualified candidates must demonstrate a high degree of analytical skills and superior communication skills.

The contractor shall provide fully trained and experienced personnel to perform the tasks described within this PWS. All contractor personnel shall meet or exceed the minimum qualifications and not be a trainee and/or apprentice. All contractor personnel shall speak standard English and have a good reading comprehension of English. Contractor personnel shall be dressed conservatively and shall conform to the standards commonly observed throughout the U.S. Government. Extremes in dress shall be avoided.

3.2 Task 2 – Audits.

The contractor will perform an audit to assess the overall effectiveness of Executive Resources management programs and whether activities support merit system principles and related law, regulations, and public policies. The audit shall be conducted in accordance with Title 5, Code of Federal Regulations, Part 250, Subpart B and Chief Human Capital Officer (CHCO) responsibility under 5 U.S. Code §1401- 1402 which includes policy and accountability oversight for all human capital functional areas, including the SES/SL program.

4 | P a g e

3.2 Task 3 - Executive and Political Personnel Support Services (PAS)

a. Track PAS confirmation, SES non-career appointees and Schedule C positions in the OPM’s Executive and Schedule C System, write and maintain files of position descriptions, prepare materials for executive resources board meetings and appointment packages, support the federal appointment and separation process, assist in preparing justifications for special act and rank awards, prepare related reports and assist in the performance management process for executives.

b. Assist in the SES allocation process of slots for DOJ entities, work on the OPM biennial process for requesting additional SES allocations as they relate to political positions and work with DOJ entities in tracking SES slots and reporting in various ways. Contractor will be involved in the Performance Review Board (PRB) processes for bonuses and pay increases at the end of the SES rating cycle and ensure that payouts are accurate and timely.

c. Prepare documents for special projects, such as requesting dual compensation waivers from OPM, preparing special one-time SES reports for high level DOJ management, and handling sensitive situations dealing with employee relations issues with political appointees.

d. If not assigned to work exclusively on the Qualification Review Board (QRB) certification process, the contractor will be provided workspace and computer access at 2 Constitution Square (145 N Street, NE Washington, DC). The contractor shall provide their own word processing/typing support. Meetings to receive/discuss/review work assignments shall be scheduled to monitor the progress of the activities. In addition, meetings or teleconferences with DOJ executives may be scheduled to provide additional information needed to develop the work products.

3.4 Task 4 - Senior Human Resources Classification Services

a. The contractor will serve as a technical expert on classification matters to advise serviced customers on program requirements and practices. Performs position classification work that involves position analysis and evaluation, establishing and maintaining a position classification program, and advising on position and organization design. Independently resolves difficult issues and problems requiring consideration of the total human resource management program. Applies a comprehensive knowledge of position management and classification to assist activity managers in accomplishing their position management responsibilities.

Organizational settings are complex and unstable because of rapid changes in technology and/or continually changing concepts of the basic missions of supported organizations. Experience in advising managers on the development of position descriptions, providing recommendations on organizational design, interpreting, applying position classification/management standards to positions and determining the correct pay plan, occupational series, title and/or grade and experience in

5 | P a g e preparing evaluations reports to support these classification determinations and discussing their findings with assigned HR Specialists and management

b. The contractor will apply a thorough and comprehensive understanding of classification principles and concepts to interpret and adapt classification guides to secure sound decisions on positions for which the guides are only partially applicable and few precedents exist. Conducts on-site or telephonic audits, prepares written evaluation statements as required by policy, and processes individual actions. Interprets and explains classification criteria and prepares and/or presents advisory opinions on the classification of positions. Provides advice and assistance with classification appeal procedures and assures that appeal packages comply with 0PM requirements.

c. Acts on a variety of classification considerations including Fair Labor Standards Act (FLSA), assessments, and proposes solutions to resolve controversial, complex and very difficult classification problems. Provides advice and assistance on automated personnel programs such as organization/position requirements and drafts competitive level descriptions. Provides technical advice to serviced customers to facilitate full and responsible management advisory services to assigned organizations such as planning and performing studies to identify long and short-range personnel needs, advising on organization structures to meet management needs, and solving problems dealing with morale, turnover, job dilution or expansion. Advises on organization structures, classification changes, position/employee impact and related actions to assure regulatory compliance prior to implementing new structures. Anticipates problems that evolve from the complex and dynamic nature of organizations served and provides innovative solutions that accommodate manager's needs without compromising fundamental personnel management principles. Applies comprehensive knowledge of classification and position management concepts, thorough understanding of assigned organizations, sound working knowledge of other personnel fields, and broad human resource management knowledge to identify and analyze problems, investigate and determine possible solutions, effect coordination with appropriate personnel, and prepare and/or present recommendations from a comprehensive management standpoint.

d. The contractor will conduct special and comprehensive studies to identify and examine problems or operating issues that impact JMD. Studies/projects cover major program or potential problem areas, particularly those concerning complex matters not covered in precedents. Originates solutions or develops appropriate interventions for management on issues not susceptible to standard methodology.

Recommends changes to established procedures and practices or alternative approaches to resolve recurring problems and/or issues. Provides on-site assistance as required.

6 | P a g e

e. The contractor will plan and advise on implementation of new ideas, procedures, processes, methods or approaches of substantial scope, difficulty, and complexity in areas of short/long-range strategic planning, strategic development, continuing improvement initiatives, and/or program integration. Develops or evaluates proposals or initiatives to improve the effectiveness and efficiency of classification and recruitment.

3.5 Task 5 - Senior Human Resources Staffing Services

a. Advises on strategic recruitment discussions, recruitment strategies, vacancy announcements, automated HR systems, appointment authorities, veteran's preference, Passover and objections, reductions in force, etc. Conducts one-on-one and group training on staffing. Performs staffing work that advises management on internal and external recruitment strategies performs job analysis; recruitment and placement practices and procedures; and examines, selects, and places employees. Analyzes, interprets, and applies laws, regulations, policies, and/or guidance involving pay administration and advising management on use of compensation flexibilities to help recruit, manage, and retain employees. Codes Personnel Action Requests in a HR System.

b. Creates announcements, performs qualification reviews, and issues certificates using

USA Staffing. Inputs selectees into OPM’s Onboarding Manager upon the various stakeholders’ approval for EOD.

3.6 Task 6 - Senior Human Resources Policy and Advisory Specialist

a. Reviews existing Department-wide HR policies and conducts research to determine if new government-wide regulations have been issued and prepared draft updates to existing policies, as appropriate.

b. Review cases of individuals who have applied for law enforcement positions and have claimed Veterans Preference, but who have been passed over for appointment;

review packages submitted by components requesting variances due to improper processing of appointments. Prepares follow-up draft responses back to the components 9if additional information is needed) and prepares final packages for the HRPAS Assistant Director’s review, as appropriate.

c. Reviews requests from DOJ Components for positions to be covered for secondary or primary Law Enforcement retirement (6C) coverage and makes recommendations if the position meet the requisite coverage.

d. Assists in the preparation of briefings, presentations, and/or annual reports (e.g., Sexual Harassment and Sexual Misconduct) by conducting analysis of data and making recommendations for the HRPAS Assistant Director.

7 | P a g e

e. Prepares necessary memorandum (and supporting documentation) for Assistant Director of HRPAS review and/or JMD leadership signature.

f. Tracks and maintain logs of incoming requests (pass-over, LEO…etc.) cases using specified tracking system; and Prepares weekly report to Assistant Director of HRPAS of status update of pass over requests.

3.7 Task 7 - Human Resources Administrative Support Services

a. Work with senior HR specialists to review and evaluate new, revised, or proposed HR policy directives and/or guidelines for impact on the Department’s HR practices. Make recommendations for and assist in the development of new directives and guides (including those communicated via the DOJ Human Resources web site).

b. Support the Director and Deputy Director, HR, in reviewing and/or preparing executive correspondence.

c. Provide a clear process for vetting HR policies throughout the Department

(this may include internal written procedures, information training sessions and/or meetings with senior staff members).

d. Coordinate comments on revised directives as part of the review process and incorporate comments or resolve issues into final directive.

e. Receive, assign and monitor externally and internally generated correspondence and inquiries. Follow up to ensure observance of deadlines and coordination of internal comments and clearance.

f. Stay current on DOJ correspondence and directives guidance; may provide informal training to DOJ Human Resources Staff (or issue internal written procedures/prepare templates.

g. Monitor and track the progress and status of reports, notes, memoranda, data, etc., to ensure their satisfactory conclusion or action. The contractor may, on occasion, prepare correspondence for managers, including their communication to principals within JMD or DOJ. Reviews Executive Core Qualifications (ECQ) narrative statements for the Senior Executive Service (SES) necessary to ensure certification by the Office of Personnel Management’s (OPM’s) Qualification Review Board (QRB)

h. Reviews Executive Core Qualifications (ECQ) narrative statements for the

Senior Executive Service (SES) necessary to ensure certification by the Office of Personnel Management’s (OPM’s) Qualification Review Board (QRB)

8 | P a g e

3.8 Task 8 - Human Resources (HR) Solutions (Optional work)

The contractor will provide HR support services that include modeling, forecasting, needs analysis, and succession planning. Contractor services may be required in the following personnel administrative functions. The functions listed are typical and are not intended to be all-inclusive:

• Appeal, grievance, and discrimination complaints

• Attitude/opinion surveys

• Disciplinary and adverse actions

• Substance abuse counseling

• Federal Employee Health Benefits Plan (FEHB)

• Federal Employee Life Insurance (FEGLI)

• Federal Employee Retirement System (FERS)

• Foreign country assignment

• Injury compensation

• Leave (vacation, sick, administrative)

• Performance appraisal

• Position classification and salary setting

• Recognition and awards

• Recruitment, internal placement, outplacement, reemployment

• Training and development (employee and supervisor)

A non-exhaustive list of examples of the type of work that may be performed under this task area includes:

a. Training and Development Services, including:

• Employee Training Needs Assessment

• Technical and General Skills

• Knowledge Training

• Leadership and Supervisory Development Training

• Career Development

• Training Program Management Support

b. Human Capital Strategy Services, including:

• Talent/Performance Management

• Workforce and Succession Planning

• Diversity and Work–Life Programs

• Knowledge/Competency Management

• HR Systems Design and Consultation

• Branding

• Recruitment

• Staffing

• Communications Strategies

• Employee Engagement

• Program Implementation Support

9 | P a g e

c. Organizational Performance Improvement, including:

• Change Management

• Strategic Planning and Alignment

• Organizational Assessment and Transformation

• Business Process Reengineering

• Data Analytics

• Data-driven Performance Review

4. Deliverables:

To be determined.

Deliverable PWS Reference Format Submit to: Due Date

5. Key Personnel / Personnel Requirements (if applicable)

Identify Key Personnel Labor Categories. Include a description of their role on the PWS requirements, what they will be responsible for. Include any applicable Minimum Education/ Experience/ Certification / security clearance requirements.

Personnel (non-key)- identify any general personnel requirements for anyone supporting this contract (i.e. fluent in English, six sigma certified, minimum associates degree, proficient in Microsoft word/excel, etc.)

Key Personnel Substitution Language (JMD PSS has standard language to insert).

6. Place of Performance

Place of performance – to be determined.

All work specified in the PWS shall be performed on-site in government offices. At all times, the Contractor must maintain an adequate work force capable of providing a minimum of 7280 work hours a year, for the uninterrupted performance of all tasks defined within this Statement of Work. To assure that the minimum labor force (including any optional hours ordered) is always available for performance of the duties, the contractor shall have a plan for providing back-up staff for all positions. All back-up staff shall be fully trained and available to assume the duties of the absent employee as required.

If any contractor employee is unavailable for work for any reason, the contractor will provide a fully trained replacement to handle the duties and assignments of the absent employee, who, 10 | P a g e at a minimum has undergone a National Agency Check and Inquiries (NACI) background investigation. When hiring personnel, the contractor should keep in mind that the stability and continuity of the work force are essential.

7. Period of Performance

The period of performance shall be XXXXXXXX. (example: one (1) year Base Period and four (4), one-year Options Periods, if exercised.)

Period of Performance

Length Date of Commencement

Date of Completion

Base Period One (1) Year *insert start date here* *insert end date here* Option period One One (1) Year *insert start date here* *insert end date here* Option Period Two One (1) Year *insert start date here* *insert end date here* Option Period Three One (1) Year *insert start date here* *insert end date here* Option Period Four One (1) Year *insert start date here* *insert end date here*

The office operating hours of 7:00 a.m. to 6:00 p.m., Mondays through Fridays, excluding federal holidays. The contractor will select a regular schedule for work to ensure support is available when needed.

8. Equipment Available for Contractor Use

A. The Government will provide adequate office space, furniture, equipment, supplies and access to necessary telecommunications and computer equipment. The Contractor’s personnel shall comply with DOJ regulations relating to the use of this equipment.

B. The contractor will identify any additional GFE/Government Furnished Information (GFI) required in its proposal. As additional information or access is needed to satisfy the contract, the contractor shall coordinate their requests with the COR. The Government will facilitate the contractor's access to the data required in support of this work effort.

C. The contractor will specify in the response to this PWS any other requirements needed to perform successfully on this contract.

9. Security Requirements

To be determined.

10. Travel Reimbursement (if travel is required under this contract)

Contractor Request and Approval of Travel:

The Contractor shall coordinate travel arrangements with the Contracting Officer's Representative (COR).

11 | P a g e

Any travel under this contract must be specifically requested in writing by the Contractor and approved by the Contracting Officer’s Representative (COR), prior to incurring any travel expense. The Contractor shall submit the written request to the COR at least five days in advance. The travel request shall include as a minimum, the following:

• Contract number

• Date, time, and place of proposed travel

• Purpose of travel and how it relates to the contract

• Contractor’s estimated cost of travel with a breakdown of the estimated costs of transportation, lodging, meals, and incidentals; and

• Name(s) of individual(s) traveling.

The COR shall review and approve/disapprove (as appropriate) all travel requests submitted giving written notice of such approval or disapproval to the Contractor.

Travel Reimbursement: The Contractor shall adhere to the following travel regulations (see FAR 31.205-46):

• Federal Travel Regulations (FTR) – Prescribed by the General Services

Administration, for travel in the contiguous United States.

• Department of State Standardized Regulations (DSSR) (Government Civilians, Foreign Areas), Section 925, "Maximum Travel Per Diem Allowances for Foreign Areas," prescribed by the Department of State for travel in areas not covered in the FTR.

The contractor will not be reimbursed for travel expenses unless audited records for transportation contain evidence, such as original receipts, substantiating actual expenses incurred for travel.

The contract includes a not-to-exceed funding limitation for travel costs. When the contractor expects total funding expended for reimbursable travel to reach 85 percent of the total funds available on the travel CLIN, the contractor shall notify the Contracting Officer and the COR, and any other government official identified by the Contracting Officer. The notice shall state the estimated amount of additional funds required to continue performance for the period specified in the task order. The contractor shall not exceed or incur costs that exceed the amount of funding stated on the reimbursable travel CLIN. The government is not obligated to reimburse the contractor for otherwise reimbursable travel more than the funded amount stated on the reimbursable travel CLIN.

The contractor is not obligated to continue performance of any reimbursable work under this contract or otherwise incur costs for reimbursable travel more than the funded amount stated on the reimbursable travel CLIN unless the Contracting Officer notifies the contractor in writing that the funded amount stated under the applicable reimbursable travel CLIN has been increased.

In the event notification is made orally, such notification shall be followed up in writing within two working days.

12 | P a g e

No notice, communication, or representation from any person other than the Contracting Officer shall affect the government’s obligation to reimburse the contractor.

Change orders shall not be considered an authorization to exceed the funded amount stated under the reimbursable travel CLIN unless they contain a statement expressly increasing the funded amount of that reimbursable CLIN by a sufficient amount to cover the change order.

11. Other

NA.

12. List of Attachments

NA.