RFI 15PADH24N00000001.pdf

SAM & GSA EBuy Presolicitation Notice

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* = Required Field FedBizOpps Presolicitation Notice Rev. March 2010

R

HUMAN RESOURCES PROGRAMMATIC SUPPORT AND OPERATIONAL SERVICES

20531

15PADH24N00000001

02-23-2024

N

Y

541612

US Department of Justice DOJ, Office of Justice Programs Acquisition Management Division 810 7th Street, N.W.

Washington DC 20531

Debashis Nag, Contract Specialist USDOJ Office of Justice Programs 810 7th Street, NW Room 3610 Washington, DC 20531 (202)616-1705 Direct | (202)354-4154 Fax debashis.nag@usdoj.gov

US Department of Justice Office of Justice Programs Office for Victims of Crime 810 7th Street, NW Washington, DC

20531

USA

http://ojp.gov

US Department of Justice, Office of Justice Programs debashis.nag@usdoj.gov

US DEPARTMENT OF JUSTICE

OFFICE OF JUSTICE PROGRAMS (OJP)

OFFICE OF ADMINISTRATION (OA)

HUMAN RESOURCES DIVISION (OA/HRD)

HUMAN RESOURCES PROGRAMMATIC SUPPORT AND OPERATIONAL SERVICES

This Request for Information (RFI) is being released pursuant to the Federal Acquisition Regulations (FAR) Part 10 Market Research. The information collected through the process is considered to be market research as described by FAR 2.101 and in accordance with FAR 10.002. This is NOT a Request for Proposals (RFP), and nothing shall be construed herein or through the Sources Sought process to commit or obligate the Government to further action. In addition, vendors responding to this RFI shall bear all risks and expenses of any resources used to provide the requested information. The submission of capability information in response to this market survey is purely voluntary.

The Department of Justice (DOJ), the Office of Justice Programs (OJP) is issuing this RFI to identify qualified and responsible 8(a) small business having an interest in and possessing the resources and expertise to human resources programmatic support and operational services to OA/HRD in its furtherance of OJP’s Human Capital Program.

The applicable North American Industry Classification System (NAICS) code assigned to these proposed services is 541612. The anticipated contract type is Time & Material. The anticipated period of performance is a base year plus four (4) option years commencing June 1, 2024. The anticipated place of performance will include some on-site work at OVC at 810 7th Street NW, Washington DC 20001, as well as the Contractor’s site.

This acquisition is currently required to stay in the 8(a) program. Responses are requested from only Certified 8(a) Small Businesses.

Introduction

The United States Department of Justice (DOJ) provides innovative leadership resources, and solutions in developing the Nation’s capacity to prevent and reduce crime, enhance public safety, strengthen law enforcement, improve officer safety, expand services for victims of crime, and enforce victims’ rights. The Office of Justice Programs (OJP) works in partnership with the justice community to identify the most pressing crime-related challenges confronting the justice system. OJP and its offices advance proven programs backed by scientific research and evaluation, as well as innovative approaches that are evidence-informed and promise demonstrable results in our communities. OJP works to address public safety needs by supporting law enforcement, prosecution and courts, corrections, and crime reduction programs in state, local, and tribal jurisdictions; assisting victims of crime; providing training and technical assistance to justice practitioners and professionals; and advancing ground-breaking research.

The Office of Justice Programs, Office of Administration (OA), Human Resources Division (HRD) is requesting a contractor to support OA/HRD’s goals.

Scope

The OA/HRD is seeking contract staff to provide program and operational services to support OJP. These human resource consultants will support programmatic and operational work in the areas of staffing, classification, recruiting and talent assessment, employee/labor relations and HR policy, and future of work planning, and technical and administrative services. The purpose of this Statement of Work is to identify contract staff to work in OA/HRD in those areas.

Non-Personal Services

The services and performance required under this contract are determined to be not inherently governmental.

The Contractor shall not perform or give the appearance of performing inherently governmental functions as described in FAR Part 2 and Subpart 7.5, and all applicable DOJ policy. The Government shall neither supervise Contractor employees nor control the method by which the Contractor performs the required tasks.

All Contractor personnel shall identify themselves as contracted support personnel in all forms of communication with all entities with whom DOJ has business dealings. 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 notify the Contracting Officer immediately.

Business Relations

The Contractor shall successfully integrate and coordinate all activity needed to execute the requirements specified herein. The Contractor shall manage the timeliness, completeness, and quality of the contract deliverables. The Contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of all Contractor personnel (including subcontractors). The Contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all Contractor personnel.

Contract Management

The Contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to this requirement. The Contractor must maintain continuity between the support operations at OJP Headquarters and the Contractor's corporate offices.

Contract Administration

The Contractor shall establish processes and assign appropriate resources to effectively administer this contract. The Contractor shall respond to Government requests for contractual actions in a timely fashion. The Contractor shall have a single point of contact between the Government and Contractor personnel assigned to support this contract. The Contractor shall assign work effort and maintain proper and accurate time keeping records of personnel assigned to work on this contract.

Personnel Administration

The Contractor shall provide the following management and support as required. Contractor shall provide support for employees during designated Government non-work days or other periods where Government offices are closed due to weather, security concerns or any unforeseen reason that the government buildings are not operational and federal employees are The Contractor shall maintain the currency of their employees by providing initial and refresher training as required to meet the SOW requirements. The Contractor shall make necessary travel arrangements for employees. The Contractor shall provide administrative support to employees in a timely fashion (time keeping, leave processing, pay, emergency needs).

Subcontractor Management

The Contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor performance on this requirement. The prime Contractor will manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations. The Contractor may add subcontractors to their team after notification to the Contracting Officer or the Contracting Officer Representative (COR).

Contractor Personnel, Disciplines, and Specialties

The Contractor shall accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience. The Contractor shall match personnel skills to the work or task with a minimum of under/over employment of resources. The Contractor shall ensure the labor categories, labor rates, and man-hours utilized in the performance of each requirement issued hereunder will be the minimum necessary to accomplish the task.

The Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract.

Training, Travel, and Other Direct Costs

The Contractor shall provide training, as necessary, for their own personnel to ensure that personnel are trained on the common suite of Microsoft Office tools (e.g., Word, Excel, PowerPoint, SharePoint, Teams) and other applicable programs for communication like Webex, Zoom. The Contractor shall also ensure that all its employees have been properly trained and are qualified to perform assigned tasks under this SOW. The Government will provide or coordinate training on any new Government-provided equipment or Government-directed training (e.g., Category Rating). If such training requires travel on the part of Contractor employees, local travel costs (i.e., Metro) shall be borne by the Contractor. Training will be discussed at a kick-off meeting and payment (by government or vendor) will be decided on a case-by-case basis.

For full time remote staff, OA/HRD will pay for occasional travel to Washington DC from where they live.

OA/HRD will pay for the travel, hotel (if required), and per diem of traveling contractor due to training requirements, in-person meetings with managers or executives, computer/laptop updates or other business needs with prior approval. Travel will be scheduled in advance and likely occur once each quarter.

Services

The following are all concurrent tasks, and additional concurrent tasks may be added. The prospective contractor may be required to:

Task 1 Classification and Staffing

Classification and Staffing positions are senior level specialists who shall be responsible for clearly communicating complex material in writing to people with limited or no familiarity of Federal Classification or Position Management principles. The Contractors shall independently develop position descriptions utilizing appropriate formats, assign positions to the appropriate occupational group(s) and determine appropriate grade level based on the application of classification protocol and standards outlined by the Office of Personnel Management (OPM). The Contractor shall prepare position evaluation reports and communicate actions that must take place as a result of position classification/management determinations. The Contractor shall use Delegated Examining and Merit Procedures to recruit for General Schedule (GS) positions within the Federal Government classified by occupational series, grade or pay level. Preferred that Contractor holds current Delegated Examining Unit certification issued by OPM.

The Contractor shall provide a variety of high-level human resource management operational and consultative services, including staffing and placement; oversight and quality control of daily classification activities to ensure consistency in classification decisions; as well as compliance with OPM policies, guidelines, and procedures. The Contractor must have the ability to read, interpret and analyze varied Federal documents including law, regulation, policy, and standards to ensure that a well-regulated classification program is maintained. The Contractor shall conduct position reviews and desk audits, as assigned, to appropriately assess the proper pay plan, title, series, and grade level of a variety of positions in the Federal civilian system.

The Contractor shall thoroughly develop audit reports. When conducting desk audits, the Contractor shall submit written survey questions for Contractor and supervisor, responses to survey questions, and findings from on-site reviews and evaluations of written surveys. Typical duties include: use of an automated classification and staffing system including workflow to perform work; create and evaluate positions using Narrative Position Descriptions and the Factor Evaluation System; prepare vacancy announcements; verify candidates’

Task 2 Benefits and Compensation

The Contractor shall provide day-to-day technical and administrative services to assist in the processing of benefits and compensation for federal employees using the National Finance Center and OPM systems. In addition to the administrative tasks, contractor shall perform technical and analytical tasks. Contractor(s) shall be required to process a variety of payroll/personnel actions; run reports using the National Finance Center (NFC) reporting center; research and explain payroll or benefits issues; provide guidance and advice to supervisors, timekeepers, and employees on the OJP payroll system; and provide information on the various benefits programs associated with Federal employment.

These contract staff will be asked to provide programmatic support to the Human Resources Division Associate Director(s) and Deputy Director. The Contractor shall work with federal staff to be the front-line point of contact (POC) for benefits and pay related questions. This work involves analyzing, interpreting, and assisting on a variety of pay management issues including Time and Attendance (T&A).

Task 3 Human Resources Administrative Support

The Contractor shall provide administrative support in a variety of HR Service areas including support to these established OA/HRD Teams:

Human Resources Director/Front Office – Performs executive assistant duties, including maintaining calendars; scheduling appointments and conferences; arranging meetings; providing summaries/minutes of meetings; organizing and coordinating filing needs; arranging travel including scheduling transportation, making reservations, copying, scanning, printing, and compiling documents.

Serves as OA/HRD Office Manager who is the liaison with other OJP offices.

Reception Area /Customer Service Desk support - receiving, screening, and routing telephone calls and visitors, maintaining control of incoming and outgoing mail/packages; and obtains office equipment and supplies.

Analytics and Systems Management Branch support Personnel Security Branch support Talent Management and Employee Services Branch Human Capital Management Branch

Task 4 Human Resources Policy

This task includes — The Contractor is expected to support OA/HRD in the development, writing, implementation, and monitoring of human resource policies and procedures. The Contractor supports OA/HRD in making policies easily accessible, current, compliant, and relevant. The Contractor may be tasked to research, develop, and implement various HR policy initiatives that are new in scope, or may be tasked to refresh existing policies with current practices and advice. In support of this effort the Contractor shall:

Assist OA/HRD in delivering all phases of the DOJ/OJP human resources activities, including formulating policy, developing procedures, and providing implementation assistance for new and/or updated policy initiatives.

Interpret personnel regulations, laws, and/or regulations so that a well-regulated program is maintained in conformance with applicable laws, rules, and regulations; counsels, advises, and develops options for supervisors, managers, and executives.

Research proposed or newly sanctioned requirements, law and proposed legislation, and regulations (Federal Register, OPM, etc.) to determine effect on proposed or existing human resource programs.

Develop consistent practices, procedures, and tools to provide guidance, and a consistent experience for team members and manager.

Provide senior-level guidance to OA/HRD team members in the interpretation of policy.

Partner with OJP legal team, as needed, to ensure policies and practices are in compliance with applicable federal and state and local laws and regulations.

Demonstrated experience in developing white papers, issue papers, or other position documents which present complex technical, regulatory, or administrative policy analysis, summaries, and/or recommendations for a Federal audience.

Task 5 Workforce Planning and Strategic Planning

The Contractor shall support OA/HRD in the areas of planning, developing, and carrying out the full range of workforce planning advisory services for OJP. As such, the Contractor shall provide consultation, guidance, and assistance to management and employees on the full scope of workforce planning activities. Assignments may involve serving as lead project member for a workforce planning project within OJP. In support of this effort the Contractor shall:

Participate in an integrated team approach to human resource management and human capital planning including workforce planning, diversity, recruitment, position management, retention, employee development and training, performance management and benefits and work life support.

Serve as the lead for OJP’s workforce planning program. Identify trends, assess reasons for high/low turnover, forecast attrition, assess availability of skills, and assess race/gender representation.

Conduct research, analysis and evaluation of information pertaining to a variety of work force and strategic planning activities that impact OJP initiatives and resources.

Conduct research, analysis, and evaluation of information to conduct work force planning to include work load supply and demand analysis.

Apply a wide range of analytic methods and techniques to study and conduct human capital planning for an organization.

Identify current and future work requirements, workload, new technology, process changes, and mission changes.

Participate in strategic workforce planning projects of major significance that integrate workforce analysis, forecasting, and operational performance results.

Evaluate assigned programs, and develop and execute improvement/enhancement and strategic human capital management plans and assessment/ accountability requirements.

Research, analyze and document requirements for civilian workforce mission critical skills and competencies using new automated technology.

Evaluate effectiveness of existing policies, programs, and processes in meeting current and projected DOJ/OJP workforce requirements and strategic goals.

Work with DOJ/OJP staff to assess program needs and identify opportunities to maximize and achieve goals and for employing change process concepts and techniques by assessing organizational readiness for change, marketing organizational awareness, and leading change in HR initiatives.

Support DOJ/OJP in projects and partnerships with other organizations and other government organizations, and leads workforce planning and training management projects that involve team efforts and require input and assistance from other analysts/specialists in fields appropriate to the subject.

Task 6 Workforce Planning and Strategic Planning

The Contractor shall support OA/HRD in all areas ER/LR. In support of this effort the Contractor shall:

Provide operational support, advice, and guidance to OA/HRD’s team effort to implement a new performance management system by updating OJP’s performance management policy, conducting training for managers and employees, and working through all aspects of the performance management lifecycle.

Support OA/HRD’s performance management and awards programs, providing advice and guidance for improving performance and managing performance improvement plans.

Draft written employee notifications to include, counseling memoranda, letters of reprimand, suspension, and termination, and ensure such documents are within regulatory compliance and are legally sufficient.

Assist OA/HRD in developing employee relations operational procedures, case management and providing advice and recommendations to management and employees on performance management, conduct issues, adverse action, and leave administration.

Provide operational support in managing cases regarding grievances, labor-management obligations, preparation of investigative reports, and discovery documents.

Task 7 Workplace Strategy and Future of Work (FoW)

The Contractor shall work with OJP leaders and their teams to manage strategic and tactical future of work plans and initiatives, conceive, design, and develop innovative tools, grow the capabilities of our current systems to meet demand, drive continuous improvement of processes, and provide ongoing support to the workforce.

The Future of Work (FoW) program is designed to proactively prepare for the continuing evolution of the future of work and the program management of OJP’s Telework, Remote and Hybrid work models. The Contractor shall ensure the FoW program supports the ongoing mission readiness of OJP workforce.

Specific responsibilities include –

Developing the overarching OJP FoW program. This includes the updating of policies and procedures; and the design, development, and delivery of the FoW Framework and coordinating efforts across OJP offices. The Contractor shall guide FoW strategies and operational measures to achieve organizational goals and makes appropriate adjustments to such goals. The Contractor shall coordinate the development and implementation of FoW-focused human capital policies, guidance documents, and supporting standard operating procedures.

Manage the OJP workflows for employee telework, remote work and hybrid work technology solution and provide oversight and reporting for OJP’s workforce.

Monitor, evaluate and measure the impact of FoW programs and policies, including in response to legislative changes or statutory reporting requirements. Evaluate FoW program performance and assess whether OJP actions follow legislative and regulatory requirements. Draft and implement, guidance, policy, training materials, communication materials, and human resources information system (HRIS) requirements updates.

C.6 Security Requirements (for all candidates/labor categories):

The Contractor will require access to information that deems a public trust investigation such as a Moderate Risk or T2 background. No less than an MBI (Moderate Risk Background Investigation) for contractor staff will be required due to the handling of the personally identifiable information and sensitivity of issues disclosed.

The Contractor agrees to comply with all DOJ IT Rules of Behavior, confidentiality practices and any third-party non-disclosure agreements as needed to fulfil the requirements of this position. The contractor must be a U.S.

citizen and meet the Department of Justice Residency Requirement in accordance with the security clauses in the Basic Contract. Network access and access to required computer applications will be provided pending the successful completion of the OJP security background checks and the applicant is cleared to begin work with

OJP.

C.7 Other Considerations

C.7.1 Work Schedule

Daily work hours will be established upon onboarding. Actual tour of duty may vary for each contract employee as determined by the Contracting Officer’s Representative (COR).

Respondents to this RFI shall provide the following information:

a) Vendor background summary including, contractor name, address, DUNS, point of contact information, email, phone, website address, small business designation, and any GSA schedule number.

b) Tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational and staff capability. If subcontracting or teaming is anticipated in order to deliver technical capability, organizations should address the administrative and management structure of such arrangements.

c) Past Performance - Provide a list of previous contracts where similar services were provided. Provide customer/Government Agency contact information where these services were provided including:

contact name and organization, telephone number, and email address.

The Government will evaluate market information to ascertain potential market capacity to provide services consistent in scope with what is described in this notice and otherwise anticipated.

Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Interested vendors should monitor a government point of entry site for further information.

Submission Instructions: Interested small business vendors who consider themselves qualified to perform the above-listed services are invited to submit a response to this RFI Notice by Friday, February 23, 2024, at 12:00PM Noon Eastern Time. All responses under this RFI Notice must be emailed to debashis.nag@usdoj.gov.

Respondents to this RFI shall provide the following information: