Attachment_5,_Sample_Task_Order_Request_TOR_JB2.pdf

Attachment 5 – Sample Task Order

The PBGC intends to make the first task order award from the response to the sample task order request in this solicitation in Section J. The first Task Order will satisfy the minimum guarantee under the IDIQ.

SUPPLIES OR SERVICES AND PRICE/COSTS

1. DESCRIPTION OF SERVICES

PBGC Human Resources Department (HRD) seeks to acquire Human Resources Services, which comply with Federal laws, PBGC policy and Office of Personnel Management (OPM) regulations for PBGC staff administration, recruitment, position classification and management, human capital, training, and labor and employee relations.

2. OTHER PRICING TERMS AND CONDITIONS

All services shall be invoiced on a monthly basis.

FFP CLINs will be reimbursed in equal monthly installments.

Period of Performance:

The Period of Performance includes a one (1) 12-month base period, and four (4) 12-month option periods.

3. PRICING SCHEDULE

Base Period: 9/30/2017 – 9/29/2018

CLIN Description Qty U/I Rate Price

0001 Labor Categories

Contractor

Mapped

Labor

Categories $ $

0001AB

HR Benefits and

Retirement Specialist

II (Journeyman

Level) 1248 Hour $ $

0001AD

HR Assistant II

(Journeyman Level) 1920 Hour $ $

Subtotal: $

Discount: $

Total: $

Option Period 1: 9/30/2018 – 9/29/2019

CLIN Description Qty

Unit of

Issue Rate PRICE

1001 Labor Categories

Contractor

Mapped

Labor

Categories

1001AB

HR Benefits and

Retirement Specialist

II (Journeyman

Level) 1248 Hour $ $

1001AD

HR Assistant II

(Journeyman Level) 1920 Hour $ $

Subtotal: $

Discount: $

Total: $

Option Period 2: 9/30/2019 – 9/29/2020

CLIN Description Qty

Unit of

Issue Rate PRICE

2001 Labor Categories

Contractor

Mapped

Labor

Categories

2001AB

HR Benefits and

Retirement Specialist

II (Journeyman

Level) 1248 Hour $ $

2001AD

HR Assistant II

(Journeyman Level) 1920 Hour $ $

Subtotal: $

Discount: $

Total: $

Option Period 3: 9/30/2020 – 9/30/2021

CLIN Description Qty

Unit of

Issue Rate PRICE

3001 Labor Categories

Contractor

Mapped

Labor

Categories

3001AB

HR Benefits and

Retirement Specialist

II (Journeyman

Level) 1248 Hour $ $

3001AD

HR Assistant II

(Journeyman Level) 1920 Hour $ $

Subtotal: $

Discount: $

Total: $

Option Period 4: 9/30/2021 – 9/30/2022

CLIN Description Qty

Unit of

Issue Rate PRICE

4001 Labor Categories

Contractor

Mapped

Labor

Categories

4001AB

HR Benefits and

Retirement Specialist

II (Journeyman

Level) 1248 Hour $ $

4001AD

HR Assistant II

(Journeyman Level) 1920 Hour $ $

Subtotal: $

Discount: $

Total: $

Grand Total: $

Travel and per diem costs are not reimbursable under this Task Order.

The FFP task orders will use the rates in the IDIQ Pricing Schedule in developing the labor price build up for the task. The contractor is encouraged to propose lower rates at the task order level.

1. TITLE: Human Resource Support Services TO #1

2. BACKGROUND:

The Pension Benefit Guaranty Corporation (PBGC), an independent Federal agency, protects the retirement incomes of 44.1 million American workers in 30,330 private-sector defined benefit pension plans. PBGC was created by the Employee Retirement Income Security Act of 1974 to encourage the continuation and maintenance of private-sector defined benefit pension plans, provide timely and uninterrupted payment of pension benefits, and keep pension insurance premiums at a minimum.

3. INTRODUCTION:

The Pension Benefit guaranty Corporation’s Human Resources Department (HRD) is responsible for managing and administering the staffing, recruitment, position classification, position management, human capital, training, labor and employee relations programs of the Corporation in accordance with internal policy and the Office of Personnel Management (OPM) regulations.

4. DESCRIPTION OF SERVICES:

The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform human resources support as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks or prepare work schedules for individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the contractor believes that any actions constitute or are perceived to constitute personal services, it shall be the contractor’s responsibility to immediately notify the Contracting Officer in writing.

The Contractor is responsible for preparing work schedules for individual contractor employees.

The Contractor’s Program Manager shall provide the COR with the approved work schedule in advance. The Contractor’s work being performed on-site must be scheduled in keeping with

PBGC’s core hours (6:00 am - 8:00 pm, Monday - Friday). Individual contractor employees may be authorize to work off-site up to 50 percent of the scheduled time, provided they keep in compliance with PBGC’s secure access policies.

PBGC anticipates the level of effort below:

1248 annual hours for the HR Benefits and Retirement Specialist II (Journeyman Level)

1920 annual hours for the HR Assistant II (Journeyman Level)

5. OBJECTIVES:

The ability to attract, develop, retain, and reward a high performing, diverse workforce is crucial to successfully meeting PBGC’s critical mission. To accomplish our goal of focusing on being a citizen-centered, results-oriented, and strategically aligned organization requires PBGC to invest in our employees. This will be accomplished by strategically aligning employee accountability with corporate goals, providing our workforce with greater flexibility, and applying Merit

System Principles through the application of the Office of Personnel Management’s Human

Capital Assessment and Accountability Framework (HCAAF). HR must continue to meet its core mission functions therefore, this contract vehicle provide HR the ability to mitigate personnel risk.

6. SCOPE:

The Contractor shall provide the following services as defined in Section 7. The task areas include:

HR Benefits and Retirement Support

HR Administrative Support and Assistance

7. SPECIFIC TASKS:

7.1. HR Benefits and Retirement Support:

The contractor shall provide the following services in the Employee Services and HR

Systems Division (ESSD). Services include providing guidance and consultation to agencies, employees, former employees, annuitants, survivors and eligible family members regarding retirement, insurance, health benefits and injury compensation.

The Contractor shall accomplish the following tasks:

1. Advise supervisors and employees on regulatory requirements of the program.

2. Review and interpret policies, directives, and other issuances by the Office of Personnel

Management (OPM), Department of Labor (DOL), and outside control agencies for applicability to activities serviced.

3. Interpret, apply, and explain to employee's retirement and insurance laws, regulations, and policies.

4. Review, interpret, and distribute informative material on new, changed, and pending policy changes that impact existing benefit program entitlements.

5. Knowledge of, and skill in applying, basic laws, regulations, policies, and precedents of

Federal employee retirement, group life insurance, health benefits and Thrift Savings

Plan programs sufficient to perform key task.

6. Be a highly productive human resource professional as well as excellent collaboration and communication skills to work constructively within a team environment.

7. Provides expert advice and assistance to other HR specialists involved in employee benefits to include retirement, processing personnel actions, leave administration, new employee orientation.

7.2. HR Administrative Support and Assistance:

The contractor shall provide support in one or more of the various human resources management functional areas: staffing and classification, labor and employee relations, employee and retirement benefits, HR information systems, learning and development programs and strategy and data management including human capital programs. The

Contractor will assist Federal HR employee’s with projects of limited difficulty while adhering to laws, policies, and regulations in the human resources specializations. Services include assisting with processing personnel actions, employee and labor relations and special projects to support the HR Director’s office. Knowledge of and skills in applying, a standardized body of HR rules, procedures, and operations in an HR automated system sufficient to process a full range of recurring actions.

The Contractor shall accomplish the following tasks:

1. Assist Federal HR Specialists to process a variety of personnel actions and provide advice on the use of the automated HR action processing systems;

2. Utilizes automated systems and software programs to extract, revise, format, and/or sort

HR information and maintain information and position descriptions in the PD library;

3. Conducts limited research of case facts, laws, regulations, precedent decisions associated with employee relations matters and outreach efforts for workforce recruitment programs and reasonable accommodations requests;

4. May attend various management meetings to observe and prepare meeting minutes;

5. Prepares documents, charts, spreadsheets, and other written material using various software applications and programs in support of assigned work;

6. Assists Federal HR specialists in the processing of routine personnel actions, support for

New Employee Orientation (NEO), preparing orientation packages and requests Official

Personnel Folder (OPF);

7. Assist Federal HR specialists to close out files including reviewing and checking for missing data and reviewing finished forms for completeness and adequacy of information;

8. Assists Federal HR specialists on reviews of HRD operations, participate in studies and analyses for the standard assessment and resolution of common operating and/or policy issues;

9. Assists Federal HR specialists in the review of training requests for training both internal and external to PBGC ensuring documents are received in proper format for courses, and logs and processed through the computer and proper administrative channels for appropriate registration and maintains training records and files and assists in preparing various training reports.

8. PROJECT KICK-OFF MEETING: The Contractor and the PBGC HR Program Team will meet prior to support kick-off to discuss the details of the anticipated work projects within ten (10) business days after contract award. The Contractor shall provide a kickoff presentation describing the team, transition-in and known tasks and milestones as established in the Task Order for discussion.

9. REPORTING REQUIREMENTS:

9.1. Bi-Weekly Status Reports: The Contractor shall have the Program Manager or

Alternate Program Manager provide a bi-weekly status report on the 2nd and 4th Friday of the month ( or next business day in the event of holiday) to the COR via email for the first three months on contract:

9.1.1. Work accomplished.

9.1.2. Work projected.

9.1.3. Challenges.

9.1.4. Other Information or assistance needed from PBGC.

9.2. Quarterly Progress Report: The Contractor shall have the Program Manager or alternate Program Manager provide a Quarterly Progress Report on the 5th business day of the month to the COR via email. The Quarterly Progress Report shall include:

9.2.1. Milestones reached and Work Accomplished in the previous Quarter.

9.2.2. Work projected for the current Quarter.

9.2.3. Any challenges encountered.

9.2.4. Anything needed of PBGC.

10. Deliverables and Delivery Schedule (by Task Area):

TABLE 1 – Deliverables and Delivery Schedule

Task Area Title Delivery Date/Description

11 Transition-In (Full Team in

Place and Operational)

Within 30 days after contract award and in accordance with the Contractor’s approved transition plan.

7.1- 7.2 Project Kickoff Meeting

Presentation

Within 10 business days after contract award

7.1-7.2 Weekly status reports and quarterly progress reports

Starting 15 business days after Project Kick-off meeting and due the 2nd and 4th Friday of the month (Bi-weekly) delivery via email to the COR during the first 6 weeks on contract. Then, quarterly progress reports due the 5th

Business day of the month thereafter. All delivered to

COR via email.

7.1 -7.2 All other written products and

HR transactions, such as benefit calculations etc.

Due date to be coordinated with the COR and supported

Program Manager in compliance with PBGC/HR

SOP, OPM Guidelines and/or requirements.

11 Transition-Out

Documentation

All files delivered to the COR

30 days prior to date of

Contract Expiration.

11. INHERENTLY GOVERNMENTAL TASKS:

The Contractor shall not perform inherently governmental tasks. The following list of inherently governmental tasks is provided per FAR 7.503 and is not to be construed to be an exhaustive. If in doubt the Contractor shall notify the COR before performing any task that may be considered inherently governmental:

The direction and control of Federal employees.

The selection or non-selection of individuals for Federal Government employment, including the interviewing of individuals for employment.

The approval of position descriptions and performance standards for Federal employees.

Occupying the position of Human Resource Advisor (OMB Circular A-76 Att. B, A.8).

The determination of Federal program priorities for budget requests, budget policy, guidance and strategy.

The drafting of strategic plans, performance plans and program performance reports (per

5.USC) (contractor can assist).

The drafting of Congressional testimony, responses to Congressional correspondence, or agency responses to audit reports from the IG, the GAO or other Federal HR audit entity

(Contractor can assist).

The direct conduct of criminal investigations.

The control of prosecutions and performance of adjudicatory functions other than those relating to arbitration or alternative dispute resolution.

The conduct of administrative hearings related to security clearances or involving actions that affect matters of personal reputation or eligibility to participate in Government programs.

The approval of Federal licensing actions and inspections.

The approval of agency responses to FOIA requests.

12. QUALITY ASSURANCE:

The government shall evaluate the contractor’s performance under this contract in accordance with the quality standards defined in the Performance Requirement Summary. The Contractor shall develop and maintain a quality assurance plan to ensure performance in accordance with the performance standards awarded under this contract.

13. KEY PERSONNEL:

The following personnel are considered key personnel by the government: Program Manager and

Alternate Program Manager. The contractor shall provide a program manager who shall be responsible for the performance of the work. The Program Manager or Alternate Program

Manager shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract and all task orders as a result. The Program Manager or Alternate

Program Manager shall be available between 6:00 a.m. to 8:00p.m., Monday thru Friday except

Federal holidays or when the government facility is closed for administrative reasons.

14. TRANSITION PLAN:

To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board, during the 30 day phase in/ phase out periods. During the phase in period, the Contractor shall become familiar with performance requirements in order to commence full performance of services within 30 calendar days. The Contractor shall conduct transition in accordance with its approved transition plan submitted with its proposal that details the procedures that will be taken to ensure the orderly phase-in/phase-out to and from successor contractors and/or PBGC Federal staff.

Transition In: A smooth and orderly transition between the incumbent contractor and PBGC

Federal staff is necessary to assure minimum disruption to vital Contractor services and

Government activities. The contractor shall coordinate with PBGC Federal and incumbent contractor staff to ensure the effective transition of historical knowledge, documentation, etc. to ensure continuity of services and effective records management. The government will allow up to 30 calendar days to turnover and start up, from the time of award to assuming full performance of tasks.

Transition Out: Prior to contract expiration, the Contractor shall exercise its best efforts and cooperation to effect an orderly and efficient transition to a successor contractor and/or PBGC

Federal staff. If a new Contract is awarded, the Contractor shall disclose necessary records sufficient to allow a successor contractor to conduct interviews for possible transition. These records shall be provided to the COR at least 30 calendar days prior to date of Contract expiration.

15. HOURS OF OPERATION:

PBGC core hours are between the hours of 6:00 am to 8:00 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. The Contractor’s work schedule shall be coordinated with the COR and the Contractor’s Program Manager in keeping with PBGC’s core hours (6:00 am - 8:00 pm). 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.

16. PLACE OF PERFORMANCE:

The work to be performed under this contract will be performed at the PBGC Headquarters in the

Washington, DC area located at 1200 K St. NW, Washington, D.C. 20005. Off-site work will be permitted when requested in writing in advance and approved by the COR.1.6.6

17. TYPE OF CONTRACT:

The Government will award a Firm Fixed Priced (FFP) Task Order.

18. 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.

The Contractor shall prohibit the use of Government issued 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

Contracting Officer, per PBGC clause 52.237-7002.

19. 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 contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views 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.

20. GOVERNMENT FURNISHED ITEMS AND SERVICES:

20.1. Facilities:

The Government will provide the necessary workspace for the contractor staff to provide the support outlined in the PWS to include desk space, telephones, computers, and other items necessary to maintain an office environment.

20.2. Equipment:

The Government will provide the necessary equipment and supplies to for performing work duties to include access to PBGC internal systems, computers, office supplies, scanners, fax machines, printers, etc.

21. APPLICABLE PUBLICATIONS (CURRENT EDITIONS):

The following publications shall be used by the contractor for policies, procedures and guidance in the performance of this requirement:

21.1. 5CFR (Code of Federal Regulations)

21.2. Delegated Examining Unit (DEU) Handbook

21.3. Veterans Guide

21.4. Guide to Process Personnel Actions, Qualification Standards and Office of

Personnel Management (OPM) guide

21.5. Federal Service Labor-Management Relations Statute (The Back Pay Act).

22. PERFORMANCE STANDARDS:

22.1. Performance standards are contained in the Performance Requirement Summary

Table (PRS) in the Quality Assurance Surveillance Plan (QASP) attached to this document, Attachment 1. This QASP and the appropriate section(s) of the PRS will flow down to the Task Orders awarded under this IDIQ. Absence of any contract requirement from the PRS does not detract from its enforceability nor limit the rights or remedies of the government under any other provision of the contract, including the clauses entitled “Inspection of Services” and “Default.”

22.2. The Contractor shall adhere to the following performance standards on all deliverables:

Accuracy - Deliverables shall be accurate in presentation, technical content, and adherence to generally accepted elements of style.

Clarity - Deliverables shall be clear and concise. All Charts and Tables shall be clearly labeled, easy to understand and relevant to the supporting narrative.

Consistency to Requirements - All work products and deliverables must satisfy the requirements of the PWS.

Fitness for Intended Purpose - Deliverables shall be fit for PBGC’s intended purpose under the PWS.

Editable - All text, chart, and table files shall be editable by PBGC.

Format - Deliverables shall be submitted in the media format defined in the PWS.

Timeliness - Deliverables shall be submitted on or before the due date specified per the PWS.

23. QUALITY ASSURANCE SURVEILLANCE PLAN The Government will evaluate the contractor’s performance on this contract in accordance with the QASP defined in the IDIQ contract.

Instructions to Offerors

1. Issued By: Pension Benefit Guaranty Corporation (PBGC)

Procurement Department, 1200 K Street NW

Washington, DC 20005-4026

2. Points of Contact:

Name: Patrick McFarlane, Contracting Officer

Phone: (202) 326-4000 ext. 3334

E-Mail: mcfarlane.patrick@pbgc.gov

3. Questions: Any questions regarding this sample Task Order Request (TOR) shall be submitted to Patrick McFarlane, Contracting Officer at mcfarlane.patrick@pbgc.gov, and

Joel Gerlach, Contract Specialist at Gerlach.joel@pbgc.gov no later than the date for submission of questions on the IDIQ solicitation.

4. Submission of Quote: This is a sample Task Order Request (TOR) on the anticipated PBGC

ID/IQ for Human Resource Services. All clauses in the base IDIQ are in effect on this Task

Order.

4.1. Quoting Vendors submit one (1) electronic copy of their 2-Volume Quote to Patrick

McFarlane, Contracting Officer at mcfarlane.patrick@pbgc.gov, and Joel Gerlach, Contract Specialist at Gerlach.joel@pbgc.gov no later than the date for proposal submission on the IDIQ solicitation.

4.2. Instructions for Submission of Quotes:

4.2.1. Volume 1, Factor 1 – Technical: Provide details on how you will meet or exceed requirements. This section of the quotation shall include:

Technical Approach Description: The Quoting Vendor shall provide:

4.2.1.1. The Offeror shall clearly state and describe the experience and qualifications of the proposed personnel in resume form. The offeror will be evaluated on the background and technical abilities of the personnel proposed, and their ability to accomplish objectives as outlined in the PWS. Personnel must have the requisite operational knowledge of the needed experience and skills defined in Section H. The

Sample Task Order Request references PWS Section 7.1. - HR Benefits and

Retirement Support associated with CLIN 0001AB of the Pricing Schedule in Section

B of the solicitation and Section 7.2 – HR Administrative Support and Assistance mailto:mcfarlane.patrick@pbgc.gov mailto:mcfarlane.patrick@pbgc.gov mailto:mcfarlane.patrick@pbgc.gov Gerlach.joel@pbgc.gov associated with CLIN 0001AD of the Pricing Schedule in Section B of the solicitation.

The Offeror shall provide a resume for the proposed personnel.

5. Resumes shall describe the experience, education, background, specific technical accomplishments and identify special qualifications applicable to contract performance.

6. The Offeror should include recent and relevant experience, especially experience which closely matches the subject matter, size and complexity of the work requirements of this PWS.

7. Resumes must provide sufficient detail and clearly highlight that the proposed personnel meets or exceed the minimum education and experience qualifications in Section H.

8. The resume employment/work history shall be in chronological order and include the names of employers, position titles, start and end dates of employment in format and include responsibilities and duties performed during the employment period.

9. Resumes may include any additional relevant information at Offeror’s discretion.

The Quoting Vendor shall also confirm the proposed personnel shall be under the direct supervision of the Contractor’s IDIQ identified Key Personnel (Program Manager and/or

Alternated Program Manager).

9.1.1. Volume 2, Factor 2: Price:

9.1.1.1. Quoting vendors shall provide Firm Fixed Prices for the services requested in the Pricing Schedule in Attachment 1 of this Task Order Request for the base and all option periods.

Evaluation Factors for Award

M.1. OVERALL BASIS FOR AWARD

The Government intends to make award to the responsible Offeror(s) whose proposal, conforming to the solicitation, represent the best value to the PBGC, price and other factors considered.

Best Value allows for tradeoffs among price and non-price factors that results in the most advantageous acquisition decision for PBGC.

M.2. AWARD SELECTION

Award selection will be based on an evaluation of each proposal in the following areas:

Factor 1: Technical

Factor 2: Price

As permitted by the provisions of FAR 15.101-1, the PBGC may make a determination to award the contract to other than the highest technically-rated proposal, or other than the lowest evaluated price proposal. The PBGC will make trade-offs between non-price and price factors, which may result in a determination that a superior technical solution merits a higher price for that solution. Award decision(s) will be based on an assessment of the proposal’s relative capability as measured against the evaluation factors identified in this Section.

Potential risk to the Government will also be evaluated. Technical and performance risk, based upon the

Offeror’s evaluated technical proposal and past performance, will be considered during the evaluation.

Subjective judgment on the part of the Government evaluators is implicit in the entire process.

Each proposal submission, as well as each evaluation, shall stand-alone and be decided on its own merits.

The PBGC intends to make an award without discussions; however, reserves the right to open discussions if determined to be in the best interest of the Government.

M.3. STATEMENT OF RELATIVE IMPORTANCE

The evaluation factors are listed in descending order of importance.

M.4 EVALUATION FACTORS

The Government will evaluate task order proposals in accordance with the following Technical evaluation factors, and shall assign Adjectival ratings to each factor:

M.4.1 Factor 1 – Technical

The Offeror’s key personnel will be evaluated to determine on a pass/fail basis:

the proposed personnel possess the skills, education, general and specialized experience, certifications and special qualifications as outlined in Section H of the

IDIQ.

For proposed personnel not currently employed by the offeror’s firm, a letter of commitment from the individual stating that (s)he will join your firm if awarded this contract is required and MUST be submitted with the resumes.

M.4.2 Factor 3 – Price

Price proposals will not be adjectivally rated. While price has no adjectival rating, it is a criterion in the overall evaluation. In accordance with FAR 15.404-1(b), when evaluating the Price proposal, a determination shall be made as to the reasonableness and the completeness of the

Price proposal. The Offeror shall provide information regarding pricing requests using the pricing schedule in Section B of the IDIQ contract.