Performance Work Statement (PWS) for Post-Return to Office Assessment.docx

Performance Work Statement (PWS) for Post-Return to Office Assessment

1. Project Title:

Conduct Comprehensive Post-Return to Office Workforce Assessment

2. Introduction:

This Performance Work Statement (PWS) outlines the requirements for conducting a comprehensive assessment of the workforce following the return to office procedures implemented by the Defense Logistics Agency (DLA). This assessment aims to gather qualitative and limited quantitative data on employee sentiments, identify gaps between current and ideal organizational cultures, and develop actionable insights to optimize engagement and performance. The aim is to gather valuable insights and feedback from DLA employees through structured listening sessions, which will include a review of EEO data and Reasonable Accommodation data and processes. The Defense Logistics Agency (DLA) wishes to contract these services to gain a comprehensive understanding of employee perspectives.

3. Background:

Following the announcement on September 30, 2023, that all DLA employees in telework status would return to the office three days per week starting January 2, 2024, there was an increase in retirements, resignations, and employment transitions to other government agencies. To address employee concerns and regain trust in the survey process, DLA seeks to engage an external vendor to conduct an unbiased and credible assessment.

4. Objectives

· Assess workforce climate and employee sentiments post-return to office.

· Organize and conduct 10 to 15 virtual or in-person listening sessions/focus groups at multiple DLA sites.

· Gather detailed feedback from DLA employees regarding the return to office procedural change.

· Review and incorporate EEO data and Reasonable Accommodation data and processes in the assessment. Identify gaps between current and ideal organizational cultures.

· Provide actionable insights to develop action plans aimed at improving engagement and performance.

· Validate findings with the workforce to ensure grounded and relevant recommendations.

5. Scope of Work: The vendor will perform the following activities:

· Polls: Distribute polls during listening sessions or focus group sessions and analyze polls (fewer than five questions) to gather quantitative data on employee perceptions about their workplace environment, policies, practices, and norms.

· Listening Sessions and Focus Groups: Facilitate a series of in-person and virtual listening sessions and focus groups across specified DLA locations.

· Locations: Battle Creek, MI; Columbus, OH; New Cumberland, PA; Philadelphia, PA; Fort Belvoir, VA; Richmond, VA; and additional locations with 100 or more DLA employees.

· Sessions: Sessions will be a minimum of 55 minutes with no more than 12 employees per session, conducted using a 70/30 split (70% in-person, 30% virtual).

· Conducting In-Person Focus Group Sessions:

· Organize and conduct each session with a clear agenda and objectives.

· Ensure each session is facilitated effectively to gather comprehensive feedback.

· Example: Utilizing skilled facilitators to lead discussions and encourage open, honest communication.

· Analysis of Internal Documents: Review and analyze internal documents to understand the context and background of current organizational practices and issues.

· On-Site Visits: Conduct on-site visits to facilitate in-person sessions at the specified locations.

· Data Review: Analyze archival/historical Equal Employment Opportunity (EEO) data, prevention program data, and reasonable accommodation processes.

· Validate Findings: Incorporate feedback mechanisms to validate findings with the workforce.

· Reviewing and Incorporating EEO and Reasonable Accommodation Data:

· Integrate relevant EEO data and Reasonable Accommodation processes into the focus group discussions.

· Example: Analyzing how the return to office procedures impact various demographics and ensuring accommodations are addressed.

· Capturing and Reporting Insights:

· Document diverse perspectives and provide valuable insights to DLA.

· Compile session summaries, identifying key themes and actionable recommendations.

6. Performance Requirements The contractor is responsible for:

· Scheduling and Coordinating Sessions:

· Arrange all focus group sessions at the designated sites within the specified period.

· Example: Coordinating logistics for in-person sessions, including venue booking and participant notifications.

· Conducting Effective Focus Groups:

· Ensure each of the 10 to 15 sessions is well-organized and effectively facilitated.

· Example: Using experienced facilitators to manage group dynamics and ensure productive discussions.

· Reviewing and Incorporating EEO Data:

· Integrate EEO and Reasonable Accommodation data into session reviews.

· Example: Presenting relevant data during sessions and discussing its implications with participants.

· Ensuring High Engagement:

· Achieve a 90% employee engagement rate for the sessions.

· Example: Using interactive techniques and follow-up surveys to measure engagement and satisfaction.

· Reporting and Analysis:

· Submit session summaries and analysis reports within one week of each session.

· Example: Providing detailed feedback and recommendations based on session outcomes.

7. Deliverables

· Non-Attributable Notes: Detailed notes from listening sessions and focus groups ensuring confidentiality and anonymity.

· Draft Report: A comprehensive draft report outlining findings and preliminary recommendations within 45 days of the conclusion of the assessment.

· Session Summaries:

· Submit detailed summaries of each session within one week of completion.

· Example: Summaries should include key themes, participant feedback, and recommendations.

· Final Report:

· Review and report on EEO data and Reasonable Accommodation data and processes.

· Example: A comprehensive report summarizing all sessions, key findings, and actionable insights by October 15, 2024.

· Final Report: A final report incorporating feedback and providing detailed recommendations by November 15, 2024.

· Action Plan: Develop an action plan in collaboration with DLA to communicate findings and next steps to employees.

· Executive Outbrief: Provide details concerning the length of time dedicated and the forum for the executive outbrief.

8. Security:

The contractor must ensure confidentiality and adhere to strict security protocols, including non-disclosure agreements (NDAs) for all personnel involved.

9. Government Furnished Information (GFI):

Given the potential sensitivity of the information shared during focus group sessions, the contractor must ensure confidentiality and adhere to strict security protocols:

DLA will provide a list of participants, access to virtual training platforms, and relevant background materials.

10. Packaging, Packing, and Shipping Instructions:

The contractor must ensure that all materials are preserved, packaged, packed, and marked in accordance with best commercial practices to ensure safe and timely delivery.

11. Inspection and Acceptance Criteria:

The final inspection and acceptance of all work performed, reports, and deliverables will be conducted by the Contracting Officer’s Representative (COR).

12. Key Personnel

· Lead Facilitator: Extensive experience in conducting focus groups.

· Project Coordinator: Responsible for scheduling and logistics.

· Data Analyst: Summarizes and analyzes the feedback from the sessions.

13. Transition Plan:

Provide a transition plan to ensure a smooth handover of responsibilities, including training new staff, handing over all documents, session summaries, and relevant materials.

14. Workload Data Historical data indicates that the project will involve 10 to 15 focus group sessions across 6 to 12 sites. Each session will require coordination with employees, site logistics, and effective facilitation to ensure high levels of engagement. This data helps the contractor understand the volume and complexity of the work and plan accordingly.

15. Period of Performance:

Start Date: July 3, 2024;

End Date: September 30, 2024

16. Eligibility Criteria for Conducting Focus Group Listening Sessions for Post-Implementation Climate Assessment Certified and Experienced Professionals:

1. The contractor must employ facilitators with at least five years of experience in conducting focus groups and listening sessions.

2. Provide proof of certifications and qualifications for all key personnel involved in the project.

Comprehensive Session Facilitation:

1. Experience in designing and delivering focus group sessions that effectively gather detailed feedback.

2. Ability to review and incorporate EEO data and Reasonable Accommodation data in assessments.

Advanced Coordination and Technological Capabilities:

1. Proven track record in scheduling and coordinating multiple sessions across different locations.

2. Demonstrated use of reliable tools for session management and data analysis.

Client Testimonials and References:

1. Provide at least three client testimonials or references from similar projects.

2. References should highlight the contractor's ability to deliver high-quality sessions and achieve desired outcomes.

Compliance with Government Requirements:

1. Adherence to government regulations related to security, confidentiality, and data protection.

2. Clear plan for handling government-furnished information (GFI) and ensuring secure data transfer.

This Performance Work Statement (PWS) provides a comprehensive outline of the project requirements, objectives, and expectations for conducting focus group listening sessions. The contractor is expected to deliver high-quality, timely, and effective services that meet the outlined performance standards and contribute to DLA's goal of engaging with its employees and making informed decisions based on comprehensive feedback.