Performance Work Statement - HR Staffing and Security Operations 6-28-2024.docx

1. INTRODUCTION

The mission of the U.S. Department of Veterans Affairs (VA) is to fulfill President’s Lincoln’s promise “to care for him who shall have borne the battle, and for his widow, and his orphan” by serving and honoring the men and women who are America’s Veterans. Under the VA, the Veterans Benefits Administration (VBA) provides a variety of benefits and services, such as Compensation Service, Loan Guaranty Service and Veteran Readiness & Employment Service, to Servicemembers, Veterans, and their families. To accomplish its mission more effectively, VBA requires additional staff acquisition services and must retain the capacity to recruit and select a talented and motivated workforce. As such, VBA needs a partner, for staff acquisition support across numerous component groups, that is uniquely positioned to provide the needed staffing support to VBA.

2. SCOPE

The VBA Office of Human Capital Services (HCS) has a current need for professional support services to assist with The Sergeant First Class Heath Robinson Honoring our Promise to Address Comprehensive Toxins Act of 2022 (PACT Act) hiring effort, provide human resource (HR) activities, and provide both HR and Background Investigation support services. The Contractor shall provide qualified experts to provide this support with a team of seasoned HR Specialists, Administrative professionals, and Security Specialists with subject matter expertise in both Title 5 staffing and USA Staffing systems.

The Contractor shall work with HCS staff members to review and process job announcements, process referral lists, assist in the entire hiring process, and process security investigations (all aspects). The VBA HCS staff members shall be the final selection authority on this contract. Contractor employees will not have final selection authority. The Contractor shall provide the following HR, Administrative, and Background Investigation support services:

· Provide assistance in acknowledging recruitment requests received and consult with VBA’s HCS staff regarding position requirements.

· Provide assistance in analyzing position information to update or develop job analysis (JA) information for use in creating the appropriate online assessment, which shall be used for candidate screening and rating and shall be in conjunction with USA Hire assessments. The announcement and assessment used can also be combined with additional types of assessments (e.g., structured interviews).

· Provide assistance in verifying candidates’ claims of eligibility under the Career Transition Assistance Plan (CTAP) and the Interagency Career Transition Assistance Plan (ICTAP).

· Provide assistance in reviewing documentation and adjudicate Veterans’ preference prior to assignment of preference on the final referral list.

· Provide assistance in verifying minimum qualification requirements for all candidates referred for consideration. Minimum qualifications are determined by closely reviewing the candidates’ supporting documentation (i.e., resumes and/or transcripts) and verifying that they possess the minimum level of education and/or experience.

· Provide assistance in performing quality reviews of all candidates to be referred, to ensure the candidates’ final ratings accurately reflect their possession of the critical competencies for the specific position. Adjust ratings where appropriate to ensure high-quality referral lists.

· Provide assistance in issuing competitive, merit promotion, excepted service, and/or non-competitive certificates/referral lists electronically, in accordance with merit system principles and delegated examining procedures. These lists may include category rating certificates and non-traditional certificates such as direct hire authority referrals, where applicable.

· Provide assistance in auditing returned certificates and send disposition notices to non-selected candidates.

· Provide assistance in maintaining & examining case files, including job analysis documentation, in accordance with VBA’s records retention schedule.

· Provide assistance Respond to inquiries from stakeholders regarding staffing actions.

· Provide assistance in position classification services for up to 250 new position description classifications (per month) and up to 350 classification reviews (per month) to meet the required 2-year review of currently classified position descriptions.

· Provide assistance in HR administrative support by assisting with case file management, candidate interview scheduling, data entry, and other related tasks

· Provide assistance & expertise in program/project management to ensure the various HR hiring projects related to the hiring surge are properly managed and executed timely.

· Provide assistance in Personnel Security Services. Screen, review, and evaluate completed "issue" and "non-issue" Reports of Investigation to include national agency checks with inquiries (NACIs), Access Nationals Agency Checks with Inquiries (ANACIs), Limited Background Investigations (LBIs), and Minimum Background Checks (MBCs). Optional Form (OF) 306 Review Declaration of Federal Employment. Identify and analyze derogatory and mitigating information. Request support documentation from applicant related to financial, criminal, or other matters, as required. Manage caseload with appropriate follow-up based on government timelines. Responsible for reviewing and evaluating background investigation request and supporting documentation and initiating the appropriate levels of background investigations for applicants, affiliates, and employees for the agency in Public Trust and Sensitive positions in accordance with Title 5 CFR 731 and 1400.

· Provide assistance in supporting HCS and Chief of Staff (COS) with strategic planning, front office operations and optimizing the administration’s ability to maintain compliance with the Foundations for Evidence-Based Policymaking Act of 2018 and subsequent directions from the Office of Management and Budget (OMB)’s memos and VA’s Office of Enterprise Integration (OEI).

3. CONTRACT TYPE

Firm Fixed-Price. Contractor travel will be reimbursed.

4. PERIOD OF PERFORMANCE

The period of performance is a base year of twelve months, plus one (1) 12-month option year.

5. PLACE OF PERFORMANCE

The U.S. Department of Veterans Affairs, Veterans Benefits Administration, Human Capital Services, 1800 G Street, NW Washington, DC 20006. Most personnel shall perform work at the Contractor’s site. Occasional in-person meetings within the Washington, DC metro area may be required. These meetings shall take place at the Government’s facilities.

5A. CONTRACTOR TRAVEL

The Government anticipates minimal Contractor travel to or from VBA, VA, U.S. Government, or U.S. Government contracted sites under this effort to perform the tasks associated with the effort, as well as, to attend program-related meetings or conferences through the period of performance. Travel will not be allowed when virtual means of communication will suffice. No travel expense shall be incurred by the Contractor unless authorized in writing by the Contracting Officer’s Representative (COR). Justification from the Contractor shall be provided to the Government for all Contractor requested travel within a minimum of five (5) days advance notice.

Authorized travel shall be conducted in accordance with the terms of the Performance Work Statement, and travel expenses shall be made in accordance with Federal Travel Regulations (FTR) and FAR 31.205 - 46, Travel Costs. Each Contractor invoice must include copies of all receipts that support the travel costs claimed in the invoice. For purposes of calculating travel reimbursement, the Contractor shall use its headquarters facility as the duty station. Local travel, within a 50 -mile radius from the place of performance is considered the cost of doing business and will not be reimbursed. Non-local travel will require advance written authorization from the COR. Expenses for travel will be reimbursed based on actual expenses incurred up to the limits authorized by the current General Services Administration’s (GSA) per diem rates published on the GSA website at https://www.gsa.gov/travel/plan-book/per-diem-rates. Contractors performing official travel shall include copies of all receipts that support the travel costs claimed in the invoice.

General and Administrative (G&A) cost shall not be applied. No travel shall be planned unless prior approval has been obtained, in writing, from the COR or Contracting Officer.

FAR 31.205-46 (Travel Costs) can be referenced at Part 31 - Contract Cost Principles and Procedures | Acquisition.GOV.

The FTR can be referenced at http://www.gsa.gov/portal/content/102886.

6. TASK STATEMENT

Tasks performed shall be of non-personal services. VBA organizations shall not provide supervision of Contractor personnel. The Contractor personnel shall at no time allow an employer-employee relationship to develop with VBA organizations or the organizations’ staff. VBA organizations shall refrain from any activities that create the appearance of such a relationship. The Contractors shall not perform inherently governmental functions, including decision-making, supervision of Government employees, supervision of other contractors on other contracts, and activities that create the appearance of performing such functions.

The Contractor shall meet with the Contracting Officer (CO), Contract Specialist (CS), Contracting Officer Representative (COR), and other Government staff to review the requirements, performance measure standards (Section 12), and deliverable schedule for the contract. The Contractor shall meet with the Government either via video conference/teleconference or in person at the location noted above in Section 5, Place of Performance. The meeting shall occur within 14 days after the effective date of the contract (EDOC). The Contractor shall submit the kick-off meeting agenda and the kick-off meeting minutes to the COR, for approval and prior to the dissemination, in accordance with the Schedule of Deliverables (SoD).

At a minimum, the kick-off meeting agenda shall include the following: date of meeting, meeting access information, topics to be discussed—outlined in order or presentation, status updates of unresolved action items, individual(s) responsible for presenting each topic, and any materials or any link to materials distributed at the meeting. At a minimum, the kick-off meeting minutes shall include the following: date of meeting, names of attendees, a summary of all discussion topics in the order outlined in the agenda, action items to be addressed, individual(s) responsible for completing each action item, due dates of action items, any materials or link to materials, distributed at the meeting, and date of follow-up meeting (if any).

Deliverable(s) 6.1.1.A Kick-off Meeting Agenda and minutes

6.1.2 Quarterly COR Meetings

The Contractor shall attend quarterly meetings—via remote conference—with the COR to discuss milestones, progress and challenges related to the contract, and provide recommendations for improvements to increase the efficiency and effectiveness of the contract-related activities. The Contractor shall submit the quarterly COR meeting agenda and the quarterly COR meeting minutes to the COR for approval, prior to the dissemination of the quarterly COR meeting agenda and the quarterly COR meeting minutes. The Contractor shall submit the quarterly meeting agenda and the quarterly meeting minutes to the COR, for approval and prior to the dissemination, in accordance with the SoD.

At a minimum, the quarterly meeting agenda shall include the following: date of meeting, meeting access information, topics to be discussed—outlined in order or presentation, status updates of unresolved action items, individual(s) responsible for presenting each topic, and any materials or any link to materials distributed at the meeting. At a minimum, the quarterly meeting minutes shall include the following: date of meeting, names of attendees, a summary of all discussion topics in the order outlined in the agenda, action items to be addressed, individual(s) responsible for completing each action item, due dates of action items, any materials or link to materials, distributed at the meeting, and date of follow-up meeting (if any).

Deliverable(s) 6.1.2.A Quarterly Meeting Agenda and minutes

The Contractor shall provide a detailed PMP for the project team and receive COR approval prior to the implementation of the PMP. This PMP shall be responsive to this performance work statement (PWS) and shall present the Contractor’s plan for managing and completing the contract. Additionally, the PMP shall include a detailed description of the technical approach, management plan, organizational structure and resources, and management controls.

The Contractor shall update the PMP throughout the period of performance and provide recommended updates in the form of tracked changes in Microsoft Word. The status updates of the PMP shall be documented in the Monthly Progress Report and may include the addition of activities not included in the initial plan. The Contractor shall specify in the Monthly Progress Report if no updates were made during the reporting period. The Government may, at any time, request additional updates that shall be completed by the Contractor and delivered to the Government no more than ten (10) calendar days after the Government’s request.

The PMP and recommended changes to the PMP shall be submitted to the COR, for approval prior to the implementation, in accordance with the SoD. Changes that may impact the price shall be identified and submitted, along with details outlining the price impact, to the COR, and shall not be implemented until approved by the CO through a contract modification. In the Monthly Progress Report, the Contractor shall provide status updates on the planning, implementation, and completion of the HCS Operations Plan.

Deliverable(s)

6.2.2 Staffing Plan

The Contractor shall submit a Staffing Plan that defines the roles and responsibilities of all personnel supporting the contract and ensures that the contract support staff is properly aligned to objectives of the PWS. The Staffing Plan shall include the Contractor’s organizational structure, specifically in support of the contract, and detail the Contractor’s plan for hiring staff. The Staffing Plan shall also demonstrate the Contractor’s process for immediately identifying and taking appropriate remedial action in addressing Contractor personnel determined to be unacceptable in terms of technical competency or personal conduct in performance of contract activities. The Contractor’s remedial actions shall be executed in a manner that does not disrupt or degrade the quality or timeliness of services.

The Contractor shall also provide and maintain a Staffing Tracking Tool that shows the hiring status, including background checks, Personal Identification Verification (PIV) status, and start dates of staff. The Staffing Tracking Tool shall include any challenges related to hiring and shall be included on the risk and issues matrix for mitigation. The Staffing Plan and Staffing Tracking Tool shall be submitted to the COR, for approval prior to the implementation, in accordance with the SoD. In the Monthly Progress Report, the Contractor shall provide status updates on the planning, implementation, and completion of the Staffing Plan and Staffing Tracking Tool.

Deliverable(s)

6.2.3 Contractor Communication Plan

The Contractor shall submit a Contractor Communication Plan that outlines the roles and responsibilities of project participants in the review, approval and dissemination of information about key project processes, events, documents, timelines, and milestones. The Contractor Communication Plan shall include the goals, objectives, and purpose of the plan, identify the target audience(s), include actionable items, provide strategies for measuring the plan, identify any proposed or actual challenges, and include the key messages and expected outputs and outcomes. The Contractor Communication Plan shall be submitted to the COR, for approval prior to the implementation, in accordance with the SoD. In the Monthly Progress Report, the Contractor shall provide status updates on the planning, implementation, and completion of the Contractor Communication Plan.

Deliverable(s) 6.2.3.A Contractor Communication Plan

6.2.4 Risk Assessment and Mitigation Plan

The Contractor shall conduct risk identification, risk analysis, risk management, and risk monitoring and reporting, focusing on the processes, resources and data sources critical to managing the project. The Contractor shall submit a Risk Assessment and Mitigation Plan that includes both narrative and a risk and issues matrix for mitigation that details the risk and issue, owner, progress made, and management and mitigation strategy, as applicable. Each perceived and actual risk and issue shall be identified as either critical, high, medium, or low and tracked by the Contractor until the risk is resolved and closed out. The Risk Assessment and Mitigation Plan shall be submitted to the COR, for approval prior to the implementation, in accordance with the SoD. In the Monthly Progress Report, the Contractor shall provide status updates on the planning, implementation, and completion of the Risk Assessment and Mitigation Plan.

Deliverable(s) 6.2.4.A Risk Assessment and Mitigation Plan

6.2.5 Monthly Progress Report

The Monthly Progress Report shall cover all work completed during the reporting period and the work planned for the subsequent reporting period. The Monthly Progress Report shall also identify any challenges that arose and a description of how the challenges were resolved. If the issues have not been completely resolved, the Contractor shall provide in writing an explanation of the issues, including the Contractor’s plan and timeframe for resolving them. The Contractor shall maintain communication with the VA accordingly so that issues that arise are transparent to both parties, as soon as the issues are known, to prevent escalation of outstanding issues. The Monthly Progress Reports shall include, at a minimum:

a. A detailed report of activities, including hours and labor rates for completed and upcoming tasks, accomplishments, and shortfalls.

b. Activities planned for the next reporting period.

c. Lessons learned (e.g., problem identification, issues or delays, and any corrective actions taken).

d. A written explanation of any issues and a timeframe for resolving each issue.

e. Any updates on the following tasks and related deliverables: PMP, Staffing Plan, Contract Communication Plan, Risk Assessment and Mitigation Plan, QCP, The Contractor shall submit all Monthly Progress Reports—in an electronic format—to the COR, for approval prior to the implementation, in accordance with the SoD. Acceptable electronic media include current and future versions of Microsoft Office Suite applications and Adobe DC (PDF).

Deliverable(s) 6.2.5.A Monthly Progress Report

6.2.6 Quality Control Plan (QCP)

The Contractor shall provide a detailed QCP that documents the Contractor’s overall approach to quality control and quality assurance activities. The QCP shall provide specifics regarding how the Contractor defines, implements, controls, and assures quality during the contract life. The QCP shall be submitted to the COR, for approval prior to the implementation, in accordance with the SoD. In the Monthly Progress Report, the Contractor shall provide status updates on the planning, implementation, and completion of the QCP.

Deliverable(s)

6.2.6.A QCP

The Contractor shall work with HCS staff, as well as with subject matter experts (SMEs)/hiring officials, to assist in developing and posting Job Opportunity Announcements (JOA) in USA Staffing inclusive of developing crediting plans and job analyses; determining applicant eligibility; generating certificates of eligible candidates; extending tentative and official job offers; initiating background investigations; and maintaining merit case files in accordance with the Office of Personnel Managements (OPM) Guide to Personnel Recordkeeping.

The Contractor shall also work with HCS staff and SMEs in analyzing time-to-hire data and generating recurring and ad-hoc reports in USA Staffing to ensure VBA is able to meet the hiring requirements of the PACT Act. Further, the Contractor shall identify, participate in, and conduct virtual and in-person Hiring Events and shall travel up to 50% of the time. The Contractor shall provide HR Administrative Support by assisting with case file management, candidate interview scheduling, data entry, and other related tasks. The Contractor shall provide expertise in HR Hiring Surge-related Project Management and ensure that hiring surge-related projects/programs are properly managed and are executed. The Job Opportunity Announcements, Hiring Events, Administrative Support, and Hiring Surge-related Project Management activities shall receive COR approval prior to the implementation, in accordance with the SoD. In the Monthly Progress Report, the Contractor shall provide status updates on the planning, implementation, and completion of the Job Opportunity Announcements, Hiring Events, Administrative Support, and Hiring Surge-related Project Management.

Deliverable(s)

The Contractor shall provide in-depth position classification and position management support and guidance to business lines (BLs) and staff offices. This support shall include servicing a wide variety of positions, including those affected by new or emerging technology and those that are new, dynamic, or complex organizations. Further, the support shall include providing position classification services for new position description classifications and providing position classification reviews to meet the required 2-year review of currently classified position descriptions. The Contractor shall ensure that it has thorough and comprehensive knowledge of, and experience in, classification principles and concepts, position management, the occupations, the work processes, and the operational interrelationships among agency components. The Contractor shall ensure that all applicable documentation is obtained.

The Position Classification and Position Management Support, initial Position Description Classifications, and initial Position Classification Reviews shall obtain COR review and approval, prior to the implementation and in accordance with the SoD. In the Monthly Progress Report, the Contractor shall provide status updates on the planning, implementation, and completion of the Position Classification and Position Management Support, Position Description Classifications, and Position Classification Reviews.

Deliverable(s)

6.4.2 Audits

The Contractor shall conduct on-site or telephonic audits for difficult cases, prepare comprehensive written evaluation statements, and processes all relevant documentation, if required, for further investigation (i.e., appeals). The Audits shall obtain COR review and approval, prior to the implementation and in accordance with the SoD. In the Monthly Progress Report, the Contractor shall provide status updates on the planning, implementation, and completion of the Audits.

Deliverable(s) 6.4.2.A Audits (on-site or telephonic)

6.4.3 HR Policy and Guidance

The Contractor shall engage in work that includes, but is not limited to, providing consultation and recommendations on position classification accuracy, other classification program requirements, and regulatory compliance. Additionally, the Contractor must possess previous federal General Schedule (GS) and Federal Wage System (FWS) classification experience and documented position classification training.

The Contractor shall review and analyze new or proposed HR policies and guidelines, as well as provide senior leadership, program office managers, and employees with information about and interpretation of the agency’s HR policies and guidelines, as they relate to position classification and position management. This information and interpretation shall include when the issues addressed require substantial interpretation, there is a potential for controversy, or the issue involves more than one area of HR policy.

The Contractor shall also review applicable policies, laws, and U.S. Federal Labor Relations Authority (FLRA) determinations to make decisions about Bargaining Unit Status (BUS) and Fair Labor Standards Act (FLSA) exceptions. Further, the Contractor shall provide technical advisory classifications determinations and final classification decisions on high-grade or politically sensitive jobs, including the most complex work situations and occupations throughout the serviced population.

Further, the Contractor shall review draft regulations, standards, or other guidance to assess the impact on the serviced population; identify issues and conflicts with current or acceptable policies and guidelines; and develop recommendations for either modifying existing policies or developing new policies. The Contractor shall independently resolve issues requiring consideration of the total HR management program.

The HR Policies, Procedures, and Guidance Recommendations and the Documented Position Classification Experience and Trainings shall be submitted to the COR, for approval prior to the implementation, in accordance with the SoD. In the Monthly Progress Report, the Contractor shall provide status updates on the planning, implementation, and completion of and Documented Position Classification Experience and Trainings.

Deliverable(s)

The Contractor shall screen, review, and evaluate completed "issue" and "non-issue" Reports of Investigation, which shall include NACIs, ANACIs, LBIs, and MBCs. The Contractor shall initiate the appropriate levels of background investigations for applicants, affiliates, and employees for the agency in Public Trust and Sensitive positions, in accordance with Title 5 CFR 731 and 1400. The Contractor shall request and review supporting documentation—related to financial, criminal, or other matters, as required— from applicants and shall review and evaluate the background investigation request. The Contractor shall also review the OF 306 Declaration for Federal Employment to identify and analyze any derogatory and mitigating information. The Contractor shall track the status of investigations throughout the entire process and maintain an internal control log for accounting and tracking purposes; compiling data and preparing investigation status reports for submission; and participating in teleconferences regarding the pre-screening process. The Contractor shall provide appropriate follow up based on timelines established by the Government.

The Background Investigations Tracking Tool shall be submitted to the COR, for approval prior to the implementation, in accordance with the SoD. In the Monthly Progress Report, the Contractor shall provide status updates on the planning, implementation, and/or completion of the Reports of Investigation, OF 306, review and evaluate background investigation requests and supporting documents, and the Background Investigations Tracking Tool.

Deliverable(s)

6.5.2 Background Investigation Knowledge and Experience

The Contractor shall possess knowledge of the Electronic Questionnaire for Investigations Processing (e-QIP) or National Background Investigation System (NBIS) for processing and monitoring the background investigations process. The Contractor must have, at a minimum, a favorably adjudicated Background investigation of Tier 2 (MBC).

The Contractor must also possess the following:

1. The ability to review investigative documents for accuracy, completeness, and discrepancies and ensures all documents are complete, and returns those packages that are not complete for necessary action.

2. Communication skills, orally and in writing, to provide advice and guidance on personnel security-related issues to assist applicants, affiliates, and employees.

3. The ability to maintain liaisons with administrative support personnel handling the security and suitability aspects of the personnel security process assigned to the various nationwide offices of the VA.

The Contractor shall assist with providing training and data entry to build profiles in VA-CABS and e-QIP. The Contractor shall perform various substantive technical and evaluation duties to determine if a tentative job offer can be rescinded for applicants. The Contractor shall review and apply the regulations and policies of VA Handbook 0710, Personnel Vetting Program (Security, suitability, and Fitness).

The Contractor shall have knowledge of Executive Orders (EO 10450 (Security Requirements for Government Employees), 12968 (Access to Classified Information) and EO13488 (Establishing Reciprocity), 5 CFR 731(Suitability), 5 CFR 732 (National Security Positions), and 5 CFR 736 (Personnel Security Investigations).

Deliverable(s)

6.6 STRATEGIC MANAGEMENT

6.6.1 Strategic Planning

The Contractor shall assist HCS with PACT Act strategic planning efforts, including the development of action plans and project initiative documents that capture current and future PACT Act related activities. Towards this effort, the Contractor shall develop a Strategic Plan that details the Contractor’s plans to review, analyze, and support the development of strategies for response to oversight reviews and inquiries regarding the plans and activities. The Strategic Plan, at a minimum, shall outline short- and long-term goals and objectives; identify actual or proposed resources, including stakeholders and their roles and responsibilities, needed to complete the current and future PACT Act related activities; include a timeline and milestones for implementation and completion of strategic planning efforts and PACT Act-related activities; identify what benchmarks will be used as indicators of success; include a mechanism for monitoring progress and making revisions to the Strategic Plan and initiative documents; describe how the Contractor plans to address any challenges or findings; and outline plans for communicating and disseminating information.

Additionally, the Contractor shall review existing HCS and COS BLs’ management processes and prepare revisions or enhance them, as needed and upon Government approval, to effectively perform project control activities. The Management Processes Review Plan, at a minimum, shall detail the Contractor’s process for reviewing existing HCS and COS BLs’ management processes; include a timeline and milestones for implementation and completion of the review process; and include a mechanism for monitoring progress and making revisions. The Strategic Plan and the Management Processes Review and Report shall be submitted to the COR, for approval prior to the implementation, in accordance with the SoD. In the Monthly Progress Report, the Contractor shall provide status updates on the planning, implementation, and completion of the Strategic Plan and the Management Process Review and Report.

Deliverable(s)

The Contractor shall assist HCS and COS front offices with event management and planning, which shall include, but shall not be limited to, establishing goals and objectives for each event, selecting a venue and event format, determining the number of attendees and registration logistics, determining the amount and type of information technology (IT) support required, gathering attendees’ feedback, and preparing a communication plan to guide in the development and dissemination of information. The Contractor shall also provide slide management, speaker onsite preparation, and microphone support. Additionally, the Contractor shall create the following materials: speaker invitations, save-the-dates, Outlook calendar invitations, welcome letters, travel reminders, thank you letters, talking points, speaker introductions, staff binders, conference agendas, registration, surveys/questionnaires, etc.

The Contractor shall develop an Event Management Plan that provides details how the Contractor shall assist in the planning, implementation, and completion of the abovementioned activities and overall event planning and management. Further, the Event Management Plan, at a minimum, shall outline short- and long-term goals and objectives; identify actual or proposed resources, including stakeholders and their roles and responsibilities, needed to plan and complete events; include a timeline and milestones for implementation and completion of event planning and management efforts; identify what benchmarks will be used as indicators of success; include a mechanism for monitoring progress and making revisions to the Event Management Plan; and describe how the Contractor plans to address any challenges or findings.

The Event Management Plan shall be submitted to the COR, for approval prior to the implementation, in accordance with the SoD. In the Monthly Progress Report, the Contractor shall provide status updates on the planning, implementation, and completion of the Event Management Plan.

Deliverable(s)

6.8 HCS FRONT OFFICE OPERATIONS

6.8.1 Front Office Operations

The Contractor shall support PACT Act activities and administrative support including, but not be limited to, managing and scheduling project management initiatives, developing recommendations for changes, and developing new organization policies and procedures. The Contractor shall also provide administrative support by assisting with program management, perform project control activities, data entry, and other related tasks. The Contractor shall develop an HCS Operations Plan that outlines the Contractor’s role in planning, implementing, and completing the abovementioned activities. The HCS Operations Plan shall also include, but shall not be limited to, details about improving operational management, processes, and performance; planning, formulating, and executing the budget; managing information, resources, and spaces; tracking expenditures; preparing for audits; procuring materials and resources; developing guidance documents (e.g., standard operating procedures); recruiting, training, and supervising staff; ensuring compliance with applicable agency and office laws, regulations, and policies.

Further, the HCS Operations Plan, at a minimum, shall outline short- and long-term goals and objectives; identify actual or proposed resources, including stakeholders and their roles and responsibilities, needed to plan and complete events; include a timeline and milestones for implementation and completion of operations planning and management efforts; identify what benchmarks will be used as indicators of success; include a mechanism for tracking and monitoring progress and new initiatives, making recommendations, and making revisions to the HCS Operations Plan; and describe how the Contractor plans to address any challenges or findings.

The HCS Operations Plan shall be submitted to the COR, for approval prior to the implementation, in accordance with the SoD. In the Monthly Progress Report, the Contractor shall provide status updates on the planning, implementation, and completion of the HCS Operations Plan.

Deliverable(s) 6.8.1.A HCS Operations Plan

6.9 RESEARCH

6.9.1 Research Support

The Contractor shall assist HCS and COS front offices with research activities, including, but not limited to research activities regarding VBA processes, project implementation, a variety of VBA PACT Act initiatives, and Support Services modernization. As part of this endeavor, the Contractor shall conduct site visits and phone interviews, as required, and develop customer-focused dashboards that all departments can access when attending to a customer's needs. Further, the Contractor shall design and develop surveys, collect and gather survey results, and analyze the data from internal customers to produce actionable insights for process improvement. The Contractor shall develop customer-focused dashboards that all departments can access when attending to a customer's needs and develop evaluations on how technologies and cloud-based communication solutions can connect the dots when it comes to fixing siloed customer engagement experiences. Additionally, the Contractor shall translate data into action items for VBA processes, project implementation, a variety of VBA PACT Act initiatives, and Support Services modernization.

The deliverables for this task shall be submitted to the COR for approval prior to the implementation, in accordance with the SoD. In the Monthly Progress Report, the Contractor shall provide status updates on the planning, implementation, and completion of the deliverables.

Deliverable(s)

6.10 BUSINESS MANAGEMENT OPTIMIZATION

6.10.1 Evidence-Based Business Management Optimization

The Contractor shall support HCS and COS with optimizing the administration’s ability to maintain compliance with the Foundations for Evidence-Based Policymaking Act of 2018 and subsequent directions from the OMB’s memos and VA’s OEI. Evidence-Based Activities are divided into three primary categories of work:

1. Evidence-Based Program Management Office Deliverables and Oversight

2. OMB-Mandated Deliverables and Reports

3. VBA Programmatic Evaluation, Training and Leadership

Evidence-Based Program Management Office enables VBA to ensure COS-level evidence gathering project tasks and programmatic evaluations are being completed in a timely fashion and provide direct programmatic and portfolio oversight throughout VBA. The Contractor shall support the Evidence-Based Program Management Office Deliverables and Oversight with communicating key activities and timelines required for VBA to remain compliant, as needed, upon Government approval. The Contractor shall also support the Evidence-Based Program Office in providing support to VBA stakeholders with standard documentation in both VBA’s policymaking and budgeting processes.

The Contractor shall provide support, to OMB-Mandated Deliverables and Reports, which includes all phases of the evidence development and publication lifecycle including: the development and subsequent publication of learning agendas, evaluation plans, capacity assessments, gap analysis, and training development. The Contractor shall host meetings, take meeting minutes, maintain document version history, and share action items with stakeholders. Each document shall require, at a minimum, an initial draft, BL draft, COS-level draft, OEI-level draft, and final version for publication.

The Contractor shall support VBA programmatic evaluation and leadership with providing rapid, ad-hoc programmatic evaluations, ensuring training materials are developed and maintained, and hosting training sessions with stakeholders. The Contractor shall utilize the requirements identified by OMB to ensure that program evaluations are compliant with yearly deliverables. The Contractor is expected to review all existing processes and requirements set forth in the Foundations for Evidence-Based Policymaking Act of 2018, OMB memos M-21-27 and M-20-12, and all subsequent memos published and provided by the government, and VA’s OEI.

The deliverables for this task shall be submitted to the COR, for approval prior to the implementation, in accordance with the SoD. In the Monthly Progress Report, the Contractor shall provide status updates on the planning, implementation, and completion of the deliverables.

Deliverable(s) 6.10.1.A Evidence-based Policymaking Playbook (best practices and recommendations) 6.10.1.B Evidence-based Budgeting Playbook (best practices and recommendations)

6.11 STAFFING SERVICES

6.11.1 Position Management Support

Contractor shall work with VBA’s HCS and OPM HR staff members, as well as with SMEs/hiring officials to use assessment questionnaires, publicize vacancies, review applicant qualifications, and provide referral lists of highly qualified candidates for a variety of occupations and grade levels. Contractor may provide the following human resource staff support services using VBAs USA Staffing® talent acquisition system:

• Acknowledge recruitment requests received and consult with VBA’s HR staff regarding position requirements.

• Verify candidates’ claims of eligibility under the Career Transition Assistance Plan (CTAP) and the Interagency Career Transition Assistance Plan (ICTAP).

• Review documentation and adjudicate veterans’ preference prior to assignment of preference on the final referral list.

• Verify minimum qualification requirements for all candidates referred for consideration. Minimum qualifications are determined by closely reviewing the candidates’ supporting documentation (i.e., resumes and/or transcripts) and verifying they possess the minimum level of education and/or experience.

• Perform quality reviews of all candidates to be referred, to ensure their final ratings accurately reflect their possession of the critical competencies for the specific position and adjust ratings where appropriate to ensure high-quality referral lists.

• Issue competitive, merit promotion, excepted service, and/or non-competitive certificates/referral lists electronically in accordance with merit system principles and delegated examining procedures. These lists may include category rating certificates and non-traditional certificates such as direct hire authority referrals, where applicable.

• Provide written notification to all applicants at the key touch points in the application process (application received, application assessed for qualifications, and application referred/not referred) and answer applicant inquiries about the application procedures.

• Audit returned certificates and send disposition notices to non-selected candidates.

• Maintain examining case files, including job analysis documentation, in accordance with VBA’s records retention schedule.

• Respond to inquiries from stakeholders regarding staffing actions.

Deliverable(s) 6.11.1.A Weekly Status Report 6.11.1.B Monthly Status Report 6.11.1.C Completed applicant certificates/referral lists based on Job Opportunity Announcements

7. SCHEDULE OF DELIVERABLES

The Contractor shall comply with the delivery schedule in Section 10.

· Staffing Services timeframes

· Estimated number of certificates/referral lists (weekly) – 5,000

· Issue referral list (from closing date of JOA) – 7 business days

· Applicant Qualifications - up to 7 business days

· Validate selections upon return of complete info (audit) - up to 3 business days

Unless otherwise specified, the number of draft copies and the number of final copies shall be the same. If for any reason the scheduled time for a deliverable cannot be met, the Contractor shall be required to explain why (include the original deliverable due date) in writing to the COR and CO prior to the suspense date, including a firm commitment of when the work shall be completed. This notice to the COR shall cite the reasons for the delay, the impact on the overall project. The CO shall then review the facts and issue a response in accordance with applicable regulations.

8. CHANGES TO PERFORMANCE WORK STATEMENT

Any changes to this Performance Work Statement (PWS) shall be authorized and approved only through written correspondence from the CO. A copy of each change shall be kept in a project folder along with all other products of the project. Costs incurred by the Contractor through the actions of parties other than the CO shall be borne by the Contractor.

9. CONTRACTOR EXPERIENCE REQUIREMENTS – KEY PERSONNEL

· General Experience Requirements: Contractor staff shall be fully qualified and have the level of experience necessary to accomplish the requirements of this PWS.

· In addition, contractor personnel shall be acceptable to the Government in terms of personal and professional conduct, and in technical knowledge. Furthermore, contractor personnel are expected to be proficient using office automation equipment and software and have sufficient written and verbal communication skills to support VBA HCS. Should any contractor personnel be determined to be unacceptable in terms of technical competency or unacceptable personal conduct while on-site or while working on contract activities, the contractor shall immediately remove and replace the unacceptable personnel at no additional cost to the Government.

· Contractor personnel are to serve in a support role; final decisions regarding VBA HCS business shall always be made by Government personnel.

· Contractor résumés shall have demonstrated experience in providing support for programs/projects that include education and qualifications outlined in Section 9.1.

9.1 Program Manager

· The Program Manager (PM) shall possess a minimum of a Bachelor’s degree (e.g., Bachelor of Arts (B.A.), Bachelor of Science (B.S.)) or MA (Master’s in Art) and Master’s in Science (MS) degree in program/project management or a field of study related to the assigned project(s). The senior PM shall also have a minimum of seven (7) years of management experience and demonstrate expertise in leading teams and managing projects of national scope, in the Federal Government arena. Or the senior PM shall have a combination of 10 years of experience and training that provides the required knowledge, skills, and abilities to lead and perform these tasks.

9.2 Senior HR Specialist

· A minimum of five (5) years of experience providing a broad range of advisory services in the areas of Title 5 United States Code (U.S.C.) recruitment, staffing, and placement. This includes the following: collaborating and consulting with hiring managers to develop recruitment strategies that shall attract highly qualified and diverse applicant pools that meet the needs of the organization. Examples include the following:

i. Preparing recruitment materials (including position descriptions).

ii. Developing, analyzing, and evaluating job analyses and crediting plans to establish and validate rating, ranking, and selection criteria for general schedule positions.

iii. Advising management and senior leaders on recruitment and placement.

9.3 Personnel Security Specialists (Minimum of 13 full-time positions)

· A minimum of five (5) years of experience conducting personnel security suitability related functions. This includes the following: initiating and reviewing the appropriate levels of background investigations in Public Trust and Sensitive positions in accordance with Title 5 CFR § 731 and 1400. The personnel security specialists must collectively be able to perform the following tasks:

I. Reviewing the OPM PIPS/CVS II. Creating and updating the applicant’s profile and initiating the background investigation in National Background Investigation Services (NBIS) III. Reviewing resumes to determine employment status, gaps in employment, and the applicant’s submitted documents for background investigation (SF85, 85P and 86).

IV. Reviewing investigative documents for accuracy, completeness, discrepancies and ensuring all documents are complete, and returning those packages…