PWS_HR Support7.18.pdf

DEPARTMENT OF COMMERCE ENTERPRISE SERVICES

DOC HR SUPPORT SERVICES

ATTAHCMENT 1

PERFORMANCE WORK STATEMENT:

HUMAN RESOURCES SUPPORT SERVICES

FOR

THE DEPARTMENT OF COMMERCE

1.0 Blanket Purchase Agreement

This is a non-personal services order. The Government will not exercise any supervision or control over the service providers performing the services herein.

The service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government as defined in this Performance Work Statement (PWS). The Contractor shall perform to the standards in this order.

2.0 Background

The U.S. DOC is a cabinet-level Department that promotes job creation, economic growth, sustainable development, and improved standards of living for all Americans.

DOC works in partnership with businesses, universities, communities, and our Nation’s workers to realize its mission to help make American business more innovative at home and more competitive abroad. DOC has a widespread and diverse set of responsibilities within the areas of trade, economic development, weather monitoring and communication, technology, entrepreneurship and business development, and statistical research and analysis. Its operations include gathering economic and demographic data for business and government decision-making, issuing patents and trademarks, helping to set industrial standards, and administering the National Weather Service.

DOC comprises 13 different Bureaus with operations across the United States and globe. DOC employs a particularly varied workforce, with over 45,000 employees operating across all seven continents, including a significant number of full-time teleworkers –over 48% of employees work outside of the D.C. metro area. In addition to the current employees, DOC is often challenged by a high number of vacancies.

Another element unique to the workforce composition is the cyclical fluctuation in employee population around the Decennial Census during which the U.S. Census Bureau expands from 15,000 employees to over 1 million employees. Positions within DOC range widely from statisticians, attorneys, scientists, and economists to cryptologists, meteorologists and aircraft mechanics, all working to help meet the Department’s mission. DOC, as a Federal government entity, follows core Federal personnel regulations and policies provided by the Office of Personnel Management (OPM), in accordance with Title 5, Code of Federal Regulations. The majority of DOC’s workforce is paid under the General Schedule (GS) as defined by 5 Code of Federal Regulations (CFR); however, several Bureaus use alternative pay systems for approximately 25% of DOC’s highly diversified workforce; and a small percentage are paid under the Federal Wage System.

Beginning in 2016 the DOC embarked upon a shared services delivery model known as Enterprise Services. Enterprise Services’ primary function is to deliver managed HR services for Par, Pay, Benefits and Talent Acquisition/Recruiting and Hiring to the Department. While these initiatives are ongoing in different levels of maturity, the DOC has a need for a variety of HR services during the transition period when service delivery is extended on a phased plan. This BPA is designed to provide the HR support to DOC organizations through the issuance of orders tailored to the needs and duration of organizations who require them.

3.0 Requirements

The contractor shall provide qualified and experienced Human Resources (HR) staff support services to DOC bureaus under the terms and conditions of this contract.

3.1 The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform this requirement.

3.2 The Contractor shall 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 consider the stability and continuity of the workforce are essential.

3.3 On request, the Contractor shall provide the required labor categories (LCATs) as described in Attachment 5 - Labor Categories (LCATs)

3.4 HR Services

The Contractor shall provide HR services including, but not limited to the following:

• Delegated Examining

• Staffing and Recruitment

• Pay Setting (not pay action processing)

• Classification and Position Management

• Performance Management

• Reports

• Employee File Maintenance of Personnel Records

• Requests for Preliminary Employment Data

• Major Hiring Initiatives & Job Fairs

• Human Capital Initiatives, Workforce Analysis, and Strategic Workforce Planning

• Pathways/Intern/Student Hiring

• Personnel Security Functions, Related to Personnel On/Off Boarding

• New Employee Orientation/Onboarding

• Payroll and Personnel Action Reporting (Payroll and PAR processing)

• Retirement Case Management

• Other HR Services & Human Capital related initiatives related to recruiting and hiring functions

3.4.1 HR Activities

Activities

The contractor shall provide HR staff support to designated DOC activities in accordance with issued orders. Required services may include activities that fall within the general scope of Government HR responsibilities including:

Recruiting and Hiring: Services to support recruiting high quality, productive employees with diverse backgrounds, and the right skills/competencies in accordance with merit system principles. Recruiting and hiring includes components functions A.1 and A.2 of the OPM BRM, specifically:

o Recruiting and Hiring Management: Overall management and delivery of the process to recruit, hire, and onboard qualified candidates o Position Classification and Position Management

Classification: Services to assign federal jobs to a series, title, and grade level based on consistent application of OPM position classification standards and guides under GS, FWS, SES, and alternative pay systems (i.e. Alternative Personnel Management System (APMS) and Commerce Alternative Personnel System (CAPS)). Services to perform position management based on the classification and alignment of organizations. Services to provide standardized PDs through a PD library. The Contract holder will document the specific competencies and experiences needed for a specific job.

o Candidate Sourcing and Recruitment:

Staff Acquisition Strategy and Plan: Services to develop recruitment strategy to identify and hire quality employees, analyze staffing needs, review laws and policies, identify sourcing strategy, and develop and communicate staff acquisition strategy.

Recruitment: Services support recruiting activities (e.g., job fairs, recruiting through professional associations, job announcements and posting on USAJobs).

o Candidate Assessment and Selection, Applicant Screening, Reciprocity, and Investigation, and Vetting Adjudication:

Assessment: Services to evaluate and rank potential candidates based on the job analysis/occupational questionnaire, resume, and interviews by DEU-certified personnel and additional assessment tools and types, as required for specific occupations or positions in order to create Certificates of Eligibles.

Selection and Screening: Services to select candidate(s) for open positions, extend tentative offers, extend job offers, and manage pre-employment processes for candidates selected for employment, including:

Security adjudication by initiating new hires into the EQIP system, USACESS

Support suitability activities to include credit check, drug testing, physical fitness tests, or other requirements (i.e. coordinating/scheduling exams, relaying results, providing recommendations)

Extend final job offers

For SES, provide high touch, personalized guidance to support executive core qualifications development and refinement o New Hire In-Processing and Onboarding:

Contractor staff shall be capable of securing the appropriate security level and successfully passing the required background investigation(s), as well as signing the appropriate confidentiality statements in order to have connectivity to Government laptops or desktops with patches, and encryption to the National Finance Center (NFC) and other HR databases, providing the contractor access to employees' records.

In-Processing: Services to negotiate the Entrance on Duty date and provide notification to all required parties and systems to begin processes (e.g., orientation, work location and workstation, granting of security access), services to process paperwork, and services to execute necessary security processes (e.g., preparation and submission of security paperwork to the appropriate security offices)

Onboarding: Services to support Onboarding sessions, such as Department orientation

3.4.2 Workforce Analysis, and Strategic Workforce Planning

3.4.2.1 The contractor shall provide human capital data collection, data mining activities, benchmarking analysis, milestone planning, and the application of artificial intelligence to workforce analysis.

3.4.2.2 The contractor shall provide development and maintenance services of human capital management related databases, documents, spreadsheets, charts, graphs, websites, and collaboration centers.

3.4.2.3 The contractor shall provide input, retrieval, and validation services of data from the National Finance Center (NFC) database via HR Connect, HR Connect Mass Update Module, NFC data entry, FOCUS report writing, as well as other related systems (i.e., ISPF and Table Management system (TMGT); Front End System Interface (FESI) submissions, including creating, testing and submitting the FESI files submissions to NFC for the award/rating process and submission.

3.4.2.4 The contractor shall provide the application of artificial intelligence in compliance with EO 14110 to analysis and analytics development for the purposes of the human capital needs of the agency.

3.4.3 Payroll and PAR processing

3.4.3.1 The contractor shall provide support to the pay and processing area in the processing of all personnel and payroll actions.

3.4.3.2 The contractor shall assist in reviewing prior service to credit employees with time towards their service computation date for leave, retirement, TSP, and other related subjects.

3.4.3.3 The contractor shall provide guidance and assistance to the pay and processing area in, but not limited to, the following areas: determining entitlement to the highest previous rates; processing of within-grade increases; resolving issues or problems associated with probationary/trial periods and tenure changes; and processing child support and garnishment orders.

3.4.3.4 The contractor will provide support to the pay and processing area in all areas related to restoration of leave, resolving leave errors, and processing annual lump sum payments.

3.4.4 Employee File Maintenance of Personnel Records

3.4.4.1 The contractor shall provide support to the call center in the area of records management and electronic filing of personnel folders.

3.4.5 Retirement Case Management

3.4.5.1 The contractor shall provide federal retirement case management services. Specific work may include but is not limited to, providing guidance and consultation to agencies, employees, former employees, annuitants, survivors, and eligible family members regarding retirement, insurance, health benefits, and injury compensation. Knowledge of Federal benefits laws, regulations, policies and procedures.

3.4.5.2 The contractor shall provide support activities related to benefits and retirement.

This work will provide support for HR programs performing the full range of health benefits and employee retirement administration, providing guidance and consultation to employees, former employees, annuitants, survivors, and eligible family members regarding retirement, insurance, and health benefits.

3.4.6 Employee and Labor Relations

3.4.6.2 Support activities related to reasonable accommodations and disability program, in accordance with DAO 215-10 and the Rehabilitation Act of 1973, as amended, and other legal and regulatory authorities, to qualified individuals with disabilities who are employees or applicants for employment, except when such accommodation would cause an undue hardship.

3.4.6.2.1 Conducts work encouraging engagement in the Interactive Process throughout the processing of the reasonable accommodation request. Each reasonable accommodation request is managed on a case-by-case basis. Work will include engagement with employee and the employee’s supervisor, the Deciding Management Official (DMO) or other designated DMO, including medical providers. Conducts review of information provided by the employee to facilitate the Interactive Process and identifies comprehensive and effective reasonable accommodation solutions for DMO consideration. Collaborates with the appropriate DMO to determine whether a requested accommodation is either approved or denied, in accordance with DAO 215-10.

3.4.6.2.2 The work will include coordinating and implementing reasonable accommodations and ensuring reasonable accommodation needs are being met.

3.5 Workforce Management

The contractor shall manage its workforce to account for any planned or unplanned absence of assigned personnel such that all required work is performed satisfactorily and on time.

If any contractor personnel require removal for misconduct, security reasons, failure to perform work satisfactorily, or any other qualifying reason, as determined by the Government, the contractor shall provide a qualified replacement. To the extent practicable, the Government will provide the Contractor an opportunity to first remedy the situation through alternative means.

3.6 Transition

The contractor shall cooperate with successive contractors or Government personnel to complete a transition of responsibilities with minimal impact at the end of this SOW. The contractor shall complete a transition mitigation plan at the end of the contract period of performance.

3.7 Continuity of Operations Plan (COOP)

Within 10 days after award, the contractor shall document a strategy to effectively minimize downtimes in case of an emergency, while providing the highest level of civilian personnel services possible until normal operations fully resume, and to facilitate the recovery and resumption process.

4.0 Government Furnished Resources

4.0 The Contractor shall be responsible for safeguarding all government equipment, information and property provided for Contractor use. The Contractor shall not use GFP/E/I for any purposes other than official Government business as performed under this task order. At the close of each work period, government facilities, equipment, and materials shall be secured.

4.1 Contractors working on Government sites will be provided standard business equipment including all or some of the following: desk, chair, phone, computer, required software applications and access to office equipment such as printers, copiers, fax, etc.

4.2 The Government will sponsor Contractor personnel for associated required and Government directed "Federal-Only" HR Training including, but not limited to:

• Delegated Examining Unit Certification;

• EmpowHR;

• HR Connect;

• eRecruit;

• Recertification (as needed)

• Monster Government Solutions

• USAJobs

• DOC specific recruiting and hiring solutions

Qualifying costs (labor hours, materials, travel) shall be billable back to the Call Order in which the training is required as a Material/ODC item.

5.0 Qualifications

The Contractor is responsible for and shall ensure staff are properly trained and hold the appropriate credentials as required for the services being performed.

Foundational qualifications of Contractor personnel performing under this order include, but are not limited to:

• Have the appropriate experience in performing HR work at the Federal government level;

• Ensure that all its personnel working are U.S. citizens or are foreign nationals that meet the Department's moderate security credentialing requirements to access Government facilities;

• Provide only personnel able to speak, read, write, and understand English fluently to facilitate communication with Government personnel;

• Provide qualified personnel who are flexible and able to support multiple complex requirements detailed in the scope of work as needed and on a quick reaction basis when required;

• Recruit, hire, and train a workforce sufficient to handle the duties and responsibilities of this SOW;

• Ensure that all personnel entering the Department's facilities to perform the services required under this SOW carry proper identification or documentation;

• Verify that all individuals who perform some or all of the services under this SOW are not excluded, suspended, or otherwise barred from participation in Government programs.

• Meet Government requirements for Public Trust Moderate background investigation.

6.0 Identification of Contractor Employees

All Contractor personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

7.0 Travel

Travel, if required, will be identified at the Order level.

If required, the Contractor shall travel as approved by the designated Technical Point of Contact (TPOC)/COR during the performance of this task order to attend meetings, conferences or conduct other official business covered under this task order. Authorized travel is reimbursable in accordance with the contract. The Contractor shall ensure adequate funding is available for costs of travel prior to incurring costs.

Local travel to meetings, conferences or other official business covered under this task order is not reimbursable as a direct charge.

8.0 Conflicts of Interest

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

9.0 Data Rights

The Government has unlimited rights to all documents/material produced under this task order. All documents and materials, to include the source code of any software produced under this contract, shall be Government owned and the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the Contractor without written permission from the CO. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

10.0 Applicable Publications (Current Editions)

All Federal, DOC and Bureau specific HR regulations apply to this BPA, including but not limited to:

(1) Merit Assignment Plans

(2) Manager's Hiring Guides

(3) bargaining unit agreements

(4) Code of Federal Regulations (CFR), including 5 CFR 335 and 5 CFR 300

(5) CAPS Operating Procedures Manual http://hr.commerce.gov/s/groups/public/@doc/@cfoasa/@ohrm/documents/ conte nt/prod01 009393.pdf

(6) CAPS Position Classification System http://hr.commerce .gov/Practitioners/CompensationAndLeave/DEV01 006181

(7) DAOs http://www.osec.doc.gov/opog/dmp/daos.html#A202

(8) HR Policies http://hr.commerce.gov/Practitioners/index.htm

(9) HR Bulletins http://hr.commerce.gov/Practitioners/DEV01 006081

11.0 Reports and Deliverables

The Contractor shall attend progress meetings requested by the contracting activity or task order administration. The Contracting Officer, Contracting Officer's Representative (COR), and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the CO 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.

Bi-Weekly Status Report The contractor shall provide a bi-weekly work status report to the COR. The report shall provide status of active tasks including type of assignment, dates issued/completed, and any concerns or complications.

The contractor shall submit the COOP strategy to the Government for review and approval within 10 business days after award.

Monthly Financial Report The Contractor shall prepare and submit Financial Reports by the 10th of every month for the previous month. The Monthly Financial Report (MFR) shall follow the basic format of 12.4 listing all task orders issued under the agreement.

Monthly invoices shall match the "current month" in Block 8 of the MFR. The MFR shall be submitted to the Contracting Officer.

12.0 Place of Performance

As the Government continues to work in a maximum telework posture, maximum workplace flexibilities are offered for the contractor(s) and their staff. The Government does expect contractors to attend in person meetings as needed. The primary location anticipated for performance is at the U.S. Department of Commerce facilities in the District of Columbia, Maryland and Virginia areas, including:

NOAA's Workforce Management Office 325 Broadway Bldg., DSRC, GB-109 Boulder, Colorado 80305

NOAA's Workforce Management Office 601 East 12th St., Room 1737 Kansas City, MO 64106

Add Census here Bureau of the Census Human Resources Division 4600 Silver Hill Road Suitland, MD 20746

Add DoC HCHB here

Approved Contractor Facilities

Specific locations of performance will be identified in issued orders.

Remote/telework may be authorized by the COR/TPOC on a case by case basis with an approved Contractor security plan.

13.0 Period of Performance

The BPA ordering period is for four years from date of award.

14.0 Hours of Operations

Under this BPA, the Contractor is responsible for conducting business, Monday thru Friday during normal business hours except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings unless otherwise specified in issued orders

ATTACHMENT 2

PERFORMANCE REQUIRMENTS SUMMARY

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

Performance Objective (The Service required-usually a shall statement)

Performance Standard Performance Threshold (This is the maximum error rate. It could possibly be "Zero deviation from standard")

Method of Surveillance

PRS # 1.

Provide HR support, including:

Status reports at the call level are provided to the COR every two weeks.

Bi-Weekly Status Reports are timely submitted.

100% Review

Periodic

Periodic

Recruiting, hiring, benefits administration

Contractor shall return phone calls to clients and the COR within 24 hours of the initial inquiry.

Phone calls shall be followed up with emails in order to adequately document the conversation.

The Contractor is required to cc the Manager in charge of any issues that prevent on-time delivery of products.

PRS#2

Provide qualified staff for the job.

Provide the Government with resumes of available contract staff to review within 10 business days of request

Contractor POC will email the resumes within 10 working days of request. (zero deviation)

100% Review

ATTAHCMENT 3

DELIVERABLES SCHEDULE

This technical exhibit lists any reports or documentation that is required as a deliverable to include the frequency, # of copies, medium/format and who/where it is to be submitted. A deliverable is anything that can be physically delivered but may include non-physical things such as meeting minutes.

Deliverable Frequency # of Col2ies Medium/Format Submit To

Bi-weekly Report Bi-weekly by 1 copy MS Office or TPOC, COR, CO (11.2) the first submitted PDF formats

Wednesday electronically of the week by email following the reporting period.

COOP Plan (11.3)

Within 10 days after award

1 copy submitted electronically

MS Office or PDF formats

TPOC, COR,

CO

by email

Monthly Financial Report (11.4)

By the 10th of Each Month

1 copy submitted

MS Excel or PDF formats

CO

for the electronically

Previous by email

ATTAHCMENT 4

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