Sol_Doc_75F40123R00013.pdf

Food and Drug Administration (FDA)

Human Resource Support Services IDIQ

Request for Proposal 75F40123R00013

RFP 75F40123R00013

TABLE OF CONTENTS

1. SOLICITATION INFORMATION

1.1 NOTICE OF COMBINED SYNOPSIS/SOLICITATION

1.2 NOTICE OF FAC

1.3 NOTICE OF NAICS/SET-ASIDE

2. PRICING AND ORDERING SERVICES

2.1 OVERVIEW OF PRICING SCHEDULE

2.2 PRICING TERMS

2.3 CONTRACT TYPE

2.4 MINIMUM AND MAXIMUM CONTRACT VALUE

2.5 ORDERING

3. DESCRIPTION OF REQUIREMENT/STATEMENT OF WORK

3.1 BACKGROUND

3.2 OBJECTIVE

3.3 SCOPE OF WORK

3.4 TASK REQUIREMENTS

3.5 TRANSITION SERVICES

4. DELIVERABLES

4.1 CRITERIA FOR ACCEPTANCE FOR DELIVERABLES

5. PERSONNEL

5.1 TRAINING

5.2 PERSONNEL REPLACEMENTS

5.3 RESUME DATABASE

5.4 QUALIFICATIONS

5.5 KEY PERSONNEL

5.6 NON-PERSONAL SERVICES AND INHERENTLY GOVERNMENT FUNCTIONS

6. PERIOD OF PERFORMANCE

7. PLACE OF PERFORMANCE

8. TRAVEL

9. OTHER DIRECT COSTS/ORDER LEVEL MATERIALS

10. GOVERNMENT FURNISHED EQUIPMENT/MATERIALS/INFORMATION

11. 508 STANDARD REQUIREMENTS

12. CONTRACTOR CONFORMANCE WITH APPLICABLE LAWS, REGULATIONS, POLICIES AND

STANDARDS

13. POST-AWARD EVALUATION OF CONTRACTOR PERFORMANCE

14. GOVERNMENT POINTS OF CONTACT, AUTHORITY, AND DIRECTION

14.1 CONTRACT SPECIALIST

14.2 CONTRACTING OFFICER

14.3 IDIQ CONTRACTING OFFICER’S REPRESENTATIVE

14.4 TASK ORDER CONTRACTING OFFICER’S REPRESENTATIVES

14.5 TECHNICAL DIRECTION

15. PAYMENT AND INVOICING PROCEDURES

16. PROVISIONS AND CLAUSES

16.1 FEDERAL ACQUISITION REGULATION (FAR) PROVISIONS INCORPORATED BY REFERENCE

16.2 FEDERAL ACQUISITION REGULATION (FAR) PROVISIONS INCORPORATED IN FULL TEXT

16.3 FEDERAL ACQUISITION REGULATION (FAR) CLAUSES INCORPORATED BY REFERENCE

16.4 FEDERAL ACQUISITION REGULATION (FAR) CLAUSES INCORPORATED IN FULL TEXT

16.5 HEALTH AND HUMAN SERVICES ACQUISITION REGULATION (HHSAR) PROVISIONS INCORPORATED BY

REFERENCE

16.6 HEALTH AND HUMAN SERVICES ACQUISITION REGULATION (HHSAR) CLAUSES INCORPORATED BY

REFERENCE

16.7 HEALTH AND HUMAN SERVICES ACQUISITION REGULATION (HHSAR) CLAUSES INCORPORATED IN FULL

TEXT 75

16.8 HEALTH AND HUMAN SERVICES (HHS) FEDERAL ACQUISITION REGULATION (FAR) CLASS DEVIATIONS

17. SECURITY LANGUAGE

18. PRIVACY LANGUAGE

19. OCCUPATIONAL SAFETY AND HEALTH TERMS AND CONDITIONS

20. CONTRACTOR PERSONNEL SECURITY CLEARANCE STANDARDS AND RESIDENCY

REQUIREMENTS (OCTOBER 2017)

21. INSTRUCTIONS TO OFFERORS

21.1 VOLUME I – TECHNICAL PROPOSAL INSTRUCTIONS

21.2 VOLUME II – BUSINESS/PRICE PROPOSAL INSTRUCTIONS

21.3 VOLUME III – PAST PERFORMANCE PROPOSAL INSTRUCTIONS

22. BASIS OF AWARD AND EVALUATION CRITERIA

22.1 TECHNICAL PROPOSAL EVALUATION CRITERIA

22.2 PAST PERFORMANCE PROPOSAL EVALUATION CRITERIA

22.3 BUSINESS/PRICE PROPOSAL EVALUATION CRITERIA

23. ATTACHMENTS

1. SOLICITATION INFORMATION

1.1 Notice of Combined Synopsis/Solicitation

This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with the format in FAR subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. This is a request for proposal (RFP) for commercial items IAW the procedures of FAR part 12 – Acquisition of Commercial Items, in conjunction with FAR part 15 – Contracting by Negotiation.

1.2 Notice of FAC

The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2023-02, effective March 16, 2023.

1.3 Notice of NAICS/Set-Aside

This requirement is being solicited as a competitive 8(a) small business set-aside. The associated North American Industry Classification System (NAICS) code is 541611, Administrative Management and General Management Consulting Services. Offerors must have an active registration in SAM.gov (www.sam.gov), with completed representations and certifications, by the close date of the solicitation. Proposals submitted by offerors without an active registration in SAM.gov will not be considered.

2. PRICING AND ORDERING SERVICES

2.1 Overview of Pricing Schedule

The Contractor’s pricing schedules for labor categories shall contain fully burdened hourly rates. The fully burdened hourly rates for each labor category shall include wages, indirect costs, fringe benefits, overhead, general and administrative, and profit. Hourly rates shall apply to services at both Government and non-Government sites.

By mutual agreement of the parties, additional labor categories may be added to this IDIQ contract to support the tasks of this contract.

ORDERING PERIOD I PERIOD OF PERFORMANCE: 12 months Labor Category Firm Fixed Price Labor Rate Labor Hour Labor Rate HR Assistant Human Resource Consultant I Human Resource Consultant II Human Resource Consultant III Human Resource Specialist I Human Resource Specialist II Human Resource Specialist III Classification Specialist Senior Classification Specialist Labor and Employee Relations Specialist Workers’ Compensation Specialist Workforce Planning Specialist Process Improvement Analyst Training Coordinator I Training Coordinator II Training Coordinator III Training Specialist I Training Specialist II Sr Training Specialist HR Project Manager Senior Project Manager Administrative Support Specialist I* Administrative Support Specialist II* Administrative Support Specialist III* IT Specialist I IT Specialist II IT Specialist III Programmer I* Programmer II* Programmer III* Analyst I* Analyst II* Analyst III* Systems Support Specialist I* Systems Support Specialist II* PC Support Specialist I* Quality Assurance/Quality Control Analyst I Quality Assurance/Quality Control Analyst II Network Analyst I Technical Writer II* Technical Writer III* Systems Administrator I Systems Administrator II Systems Administrator III

ORDERING PERIOD II PERIOD OF PERFORMANCE: 12 months Labor Category Firm Fixed Price Labor Rate Labor Hour Labor Rate HR Assistant Human Resource Consultant I Human Resource Consultant II Human Resource Consultant III Human Resource Specialist I Human Resource Specialist II Human Resource Specialist III Classification Specialist Senior Classification Specialist Labor and Employee Relations Specialist Workers’ Compensation Specialist Workforce Planning Specialist Process Improvement Analyst Training Coordinator I Training Coordinator II Training Coordinator III Training Specialist I Training Specialist II Sr Training Specialist HR Project Manager Senior Project Manager Administrative Support Specialist I* Administrative Support Specialist II* Administrative Support Specialist III* IT Specialist I IT Specialist II IT Specialist III Programmer I* Programmer II* Programmer III* Analyst I* Analyst II* Analyst III* Systems Support Specialist I* Systems Support Specialist II* PC Support Specialist I* Quality Assurance/Quality Control Analyst I Quality Assurance/Quality Control Analyst II Network Analyst I Technical Writer II* Technical Writer III* Systems Administrator I

ORDERING PERIOD III PERIOD OF PERFORMANCE: 12 months Labor Category Firm Fixed Price Labor Rate Labor Hour Labor Rate HR Assistant Human Resource Consultant I Human Resource Consultant II Human Resource Consultant III Human Resource Specialist I Human Resource Specialist II Human Resource Specialist III Classification Specialist Senior Classification Specialist Labor and Employee Relations Specialist Workers’ Compensation Specialist Workforce Planning Specialist Process Improvement Analyst Training Coordinator I Training Coordinator II Training Coordinator III Training Specialist I Training Specialist II Sr Training Specialist HR Project Manager Senior Project Manager Administrative Support Specialist I* Administrative Support Specialist II* Administrative Support Specialist III* IT Specialist I IT Specialist II IT Specialist III Programmer I* Programmer II* Programmer III* Analyst I* Analyst II* Analyst III* Systems Support Specialist I* Systems Support Specialist II* PC Support Specialist I* Quality Assurance/Quality Control Analyst I Quality Assurance/Quality Control Analyst II Network Analyst I Technical Writer II* Technical Writer III* Systems Administrator I

ORDERING PERIOD IV PERIOD OF PERFORMANCE: 12 months Labor Category Firm Fixed Price Labor Rate Labor Hour Labor Rate HR Assistant Human Resource Consultant I Human Resource Consultant II Human Resource Consultant III Human Resource Specialist I Human Resource Specialist II Human Resource Specialist III Classification Specialist Senior Classification Specialist Labor and Employee Relations Specialist Workers’ Compensation Specialist Workforce Planning Specialist Process Improvement Analyst Training Coordinator I Training Coordinator II Training Coordinator III Training Specialist I Training Specialist II Sr Training Specialist HR Project Manager Senior Project Manager Administrative Support Specialist I* Administrative Support Specialist II* Administrative Support Specialist III* IT Specialist I IT Specialist II IT Specialist III Programmer I* Programmer II* Programmer III* Analyst I* Analyst II* Analyst III* Systems Support Specialist I* Systems Support Specialist II* PC Support Specialist I* Quality Assurance/Quality Control Analyst I Quality Assurance/Quality Control Analyst II Network Analyst I Technical Writer II* Technical Writer III* Systems Administrator I

ORDERING PERIOD V PERIOD OF PERFORMANCE: 12 months Labor Category Firm Fixed Price Labor Rate Labor Hour Labor Rate HR Assistant Human Resource Consultant I Human Resource Consultant II Human Resource Consultant III Human Resource Specialist I Human Resource Specialist II Human Resource Specialist III Classification Specialist Senior Classification Specialist Labor and Employee Relations Specialist Workers’ Compensation Specialist Workforce Planning Specialist Process Improvement Analyst Training Coordinator I Training Coordinator II Training Coordinator III Training Specialist I Training Specialist II Sr Training Specialist HR Project Manager Senior Project Manager Administrative Support Specialist I* Administrative Support Specialist II* Administrative Support Specialist III* IT Specialist I IT Specialist II IT Specialist III Programmer I* Programmer II* Programmer III* Analyst I* Analyst II* Analyst III* Systems Support Specialist I* Systems Support Specialist II* PC Support Specialist I* Quality Assurance/Quality Control Analyst I Quality Assurance/Quality Control Analyst II Network Analyst I Technical Writer II* Technical Writer III* Systems Administrator I

TOTAL IDIQ CEILING AMOUNT (ALL PERIODS) $60,000,000.00

*Covered by the Service Contract Labor Standards

2.2 Pricing Terms

The Contractor shall comply with FAR Clause 52.212-4, Contract Terms and Conditions – Commercial Items (Oct 2018) in regard to the firm-fixed-prices for individual task orders. The total amount specified in Firm- Fixed Price (FFP) task orders shall be fixed for the task order period of performance and shall not be subject to adjustment; except, as a result of a direct action or inaction by the Government which delays the Contractor from completing the task order within the time specified in the order.

The Contractor shall comply with FAR Clause 52.212-4, Alt I, Contract Terms and Conditions – Commercial Items (Oct 2018) with regard to the ceiling price for each labor-hour type task order.

2.3 Contract Type

This is a single-award Indefinite Delivery-Indefinite Quantity (IDIQ) type contract, per FAR subpart 16.5.

Authorized contract types under this IDIQ contract are: Firm-Fixed-Price (FFP) and Labor-Hour (LH), or a combination thereof.

2.4 Minimum and Maximum Contract Value

IDIQ Minimum: The minimum guarantee for this IDIQ contract is $3,000.00, which will be obligated at the time of IDIQ award.

IDIQ Maximum: The maximum aggregate dollar value of all task orders awarded over the 5-year ordering period of this IDIQ shall not exceed the IDIQ ceiling amount of $60,000,000.00.

See FAR Clause 52.216-19 (Oct 1995) for individual task order limitations.

2.5 Ordering

A request for task order proposal (RFTOP) will be issued via email for individual task orders. Task orders against the IDIQ contract will be in accordance with FAR 16.505 and FAR Clause 52.216-18 (Aug 2020).

Ordering Procedures

Any Contracting Officer of the Food and Drug Administration (FDA) is authorized and may place orders under this IDIQ contract. Each individual task order will describe the specific performance requirements. The process for issuing task orders is as follows:

1. The FDA CO will issue a RFTOP via email. The RFTOP will include the following information:

a. SOW

b. Period of performance

c. Anticipated contract type

d. Reporting requirements and deliverables

e. Key Personnel (If applicable)

f. Any special terms and conditions specifically applicable to the task order

2. The Contractor will typically have a minimum of ten (10) business days, unless otherwise specified, to provide a proposal in response to the RFTOP. The proposal shall include:

a. Description of the technical approach to the task order requirements

b. Price buildup (including labor categories, hours for each labor category, extended pricing, total task order pricing, other direct costs, and concurrence with the anticipated contract type)

c. Resumes of any key personnel identified in the RFTOP

3. The FDA will evaluate the task order proposal for technical acceptability and price reasonableness. If the FDA has questions or concerns, the Contracting Officer will contact the Contractor and may request a revised proposal.

4. If the task order proposal is determined acceptable, the Contracting Officer will issue a task order. All task orders will, at a minimum, include the following:

a. Task Order number

b. Date of Task Order

c. Funding for the Task Order

d. Task order SOW and specific deliverables and due dates

e. Task order pricing

f. Period of performance of the task order

g. Any terms, conditions and instructions specific to the task order

Any work that the Contractor undertakes prior to receiving a fully executed task order that has been signed by the Contracting Officer (or the Contractor has received prior authorization to proceed from the Contracting Officer) shall be at the Contractor’s risk.

Pricing of Orders

1. Proposals submitted in response to a RFTOP must be in accordance with the Ordering Period rates in the IDIQ Price Schedule based on the performance start date of the task order, and that rate must be used for the duration of the task order performance period; however, if a task order’s performance period is longer than 12 months, the Contractor may propose the applicable ordering period rate for that portion of the performance period after the 12 month period. The Contractor may propose lower rates in response to a RFTOP.

2. RFTOPs may include option periods in accordance with FAR Clause 52.217-9 (Mar 2000).

However, option periods must utilize the Ordering Period rates listed in the IDIQ Price Schedule, based on the performance start date of the option period. The performance period end date of the last option cannot exceed twelve (12) months past the performance end date of the IDIQ contract.

3. Labor-Hour (LH) type task orders will include a ceiling price.

4. If a task order’s stated period of performance must be extended as a result of Government delay, the Contractor may request that the most current labor rates be used to price the work effort during the extended period for LH task orders.

These Ordering Pricing terms and conditions apply to all task orders issued against this IDIQ contract.

3. DESCRIPTION OF REQUIREMENT/STATEMENT OF WORK

3.1 Background

The Department of Health and Human Services (HHS), Food and Drug Administration (FDA) is responsible for assuring the safety and regulation of food, tobacco products, prescription and over-the-counter pharmaceutical drugs, vaccines, biopharmaceuticals, blood transfusions, medical devices, electromagnetic radiation emitting devices, cosmetics, and veterinary products. The FDA is also responsible for advancing the public health mission by helping to speed innovations that make biologics, medicines, devices, and foods more effective, safer, and more affordable; and helping the public access accurate science-based information for drug products and foods. FDA relies on a world-class scientific staff, who work together in a complex operational structure to support the Agency’s regulatory science and operations initiatives.

The FDA’s Office of Talent Solutions (OTS) recruits for a scientific workforce to fill mission critical positions and competes heavily with the private sector and academia for top scientific talent. Most critical among these, is the need for employees in highly specialized fields such as biostatistics, genetics, biomedical engineering, and health informatics. Not only are small numbers of health specialists a concern, but FDA has difficulty competing with private-sector salaries and benefit packages. In addition, restrictions on hiring foreign scientists are making it harder for the agency to attract top scientific talent from diverse backgrounds.

Along with non-competitive salary levels, a surge in staffing vacancies at FDA has exacerbated already lengthy hiring times. The passage of legislation, such as, the FDA Safety and Innovation Act (FDASIA), the 21st Century Cures Act, and the reauthorization of the User Fee Acts (FDARA) has created a rise in vacancy openings, which has led to increasing workloads for recruitment teams. Rapid growth compounded with standard attrition and a forecasted spike in federal retirement has only intensified the concern in FDA’s ability to recruit swiftly. Staffing professionals have the responsibility to meet their Service Level Agreements (SLAs) to deliver specialized candidates, and also meet congressionally mandated policies and guidelines to maintain hiring authority, reported to the Office of Special Counsel for investigation and monitored and enforced by the Office of Personnel Management (OPM). Though the FDA is dedicated to supporting the goals and challenges of this world-class institution by providing services which promote collaboration and a work environment that is characterized by integrity, diversity, equity, open communication, and mutual respect, it is critical that we obtain the contractual support of highly skilled human resources experts to assist in accomplishing these goals.

Obtaining the support services of a Contractor is expected to decrease the time needed to hire new staff by reducing the time to classify positions; develop vacancy announcements, conduct qualifications analysis of applicants, and issue selection certificates; identifying areas of corporate recruitment and supporting the effort through classification, job analysis and staffing actions; and expanding upon the current human resources policy efforts and initiatives - ultimately improving customer service while increasing operational efficiency across the Human Resource (HR) organization. The work ultimately affects the accomplishment of FDA’s mission and the effectiveness and efficiency of HR objectives, programs, and activities. The Contractor will be required to provide assessments, analyses, and, ultimately, sound recommendations for issues or complex problems in order to promote the overall improved quality, effectiveness, and efficiency of program operations. Contractor staff will be required to have an astute technical expertise in applying federal HR Guidance in novel and complex situations in the following areas:

1) Recruitment and Staffing Support

2) Human Resources Administrative Support

3) Personnel Action Processing Support

4) Classification Support

5) Employee and Labor Relations Support

6) Workers’ Compensation Support

7) Employee Benefits Support

8) Administrative Support

9) Strategic Human Resources Consulting Support

10) Human Capital Data Analysis and Reporting Support

11) Strategic Outreach, Communications and Coordination Support

12) Human Resources Information Systems (HRIS) Support, Maintenance and Development

The above areas support FDA’s Strategic Priorities to “Recruit, develop, retain, and strategically manage a world class workforce by utilizing all available recruitment and retention incentives while leveraging all hiring authorities to fill mission –critical occupations and retain the nation’s top talent. OTS has five key results identified in its Strategic Hiring Plan which are:

• Reduce Time to Hire

• Standardize and Automate

• Enhance FDA Employee Experience

• Balance Workload

• Enhance Customer Experience

3.2 Objective

The objective of this Indefinite Delivery/Indefinite-Quantity (IDIQ) contract is to help ensure a mutual understanding of the objectives, roles, responsibilities, and timeframes related to the HR management efforts being sponsored by OTS as it strives to provide world class customer service to the FDA workforce as a valued business partner within the FDA. Under this contract, the Contractor will provide a full range of administrative and HR support services to the FDA.

Non-personal Services: This contract may not be used to provide personal services. Government personnel may not perform any supervisory functions for Contractor personnel. All individual Contractor employee assignments and daily work direction shall be given by the applicable Contractor employee supervisor.

Government personnel cannot supervise Contractor employees, stipulate Contractor duty hours (except for that directed in the contract), require Contractor employees to report to Government personnel, maintain Contractor personnel records/timesheets, approve leave for Contractor personnel, approve bonuses for Contractor personnel, or develop duty rosters including name of Contractors.

Notwithstanding any other provision of this contract, the Contractor shall at all times be responsible for the supervision of its employees in the performance of the services required. If the Contractor believes any government action or communication has been given that would create personal services relationship between the Government and any Contractor employee, the Contractor shall promptly notify the Contracting Officer.

The Contractor shall upon receipt of an appropriately executed individual order, provide HR services that may include, but are not limited to, the following representative HR services for any component of the FDA that is authorized to procure services and products under this IDIQ Contract:

a. Recruitment and Staffing Support

b. Human Resources Administrative Support

c. Personnel Action Processing Support

d. Classification Support

e. Employee and Labor Relations Support

f. Workers’ Compensation Support

g. Employee Benefits Support

h. Administrative Support

i. Strategic Human Resources Consulting Support

j. Human Capital Data Analysis and Reporting Operational Support

k. Strategic Outreach, Communications and Coordination Support

l. Human Resources Information Systems (HRIS) Support, Maintenance and Development

3.3 Scope of Work

The contractor shall, in compliance with appropriate laws and regulations, work with FDA HR staff, as well as with subject matter experts/hiring officials to utilize applicable hiring flexibilities, expertly and efficiently announce FDA vacancies, determine qualifications, apply veterans’ preference, evaluate, and rate candidates, and refer highly qualified candidates on competitive, merit promotion, excepted service, and/or non-competitive certificates/referral lists. The contractor shall perform the activities and provide the resources and services described below in support of OTS’s Human Resource Management strategic planning activities.

The contractor shall perform assigned tasks within a timely and efficient manner, exhibiting a maximum level of effort (LOE) and productivity to support the Government’s requirements for communications and all tasks shall be performed in a manner that meets the highest level of professional standards and adheres to leading industry practices. All Contractor personnel must be considered experts in the areas in which they function under the contract.

In keeping with the policies set forth through the OPM, the FDA and in the Delegated Examining Operations Handbook (DEOH), which is designed to provide assistance to agencies with delegated examining authority granted under section 1104 of title 5, United States Code (U.S.C.) and in accordance with the terms and conditions of this IDIQ, the Contractor shall provide support for each of the task areas described below which identifies examples of representative activities that may be included under each task area. The examples are not exhaustive, and other talent acquisition services, as required, may be associated with the task areas defined in these requirements as further described in individual orders to be issued against this IDIQ:

3.3.1. Recruitment and Staffing Support

Representative activities include:

• Perform work using FDA systems access to USAStaffing (which is a universal system that many federal agencies use), to implement the following phases:

Pre-consult Phase Draft Announcement Phase Announcement Posting Phase Qualifications Review Phase Certificate Issuance Phase Onboarding Phase

• Refer applications of the best qualified merit promotion and delegated examining candidates to the selecting official, along with other candidates determined to meet basic eligibility requirements of the position. Ensure compliance and provide advice and guidance the Selecting Official on regulations, policies and procedures involving selections from the Certificate of Eligibility, which includes, but is not limited to, veterans’ implications and displaced employees. Coordinate the notification of the selected candidate of the entrance-on-duty date and of other pre-appointment requirements or information.

• Provide applicant status through OPM’s USAStaffing notification feature

• Write clear, informative streamlined job opportunity announcements (JOAs)

• Post agency approved JOAs on USAJOBS®

• Process all applications received through automated system

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

• Review complete Delegated Examining Unit (DEU) recruitment actions, documentation and adjudicate veterans’ preference prior to assignment of preference on the final referral list (DEU certification required)

• 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

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

• Support issuance of 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 status notifications to all applicants at the key touch points in the application process (application received, application assessed for qualifications, and application referred/not referred) and respond to applicant inquiries about the application procedures

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

• Maintain examining case file, including job analysis documentation, in accordance with an agency’s records retention schedule

• Answer applicant phone calls and written correspondence and rating appeals related to the staffing services provided

• Respond to inquiries from agency stakeholders regarding staffing actions

• Prepare job analysis, specialized experience, and assessment questions

• Propose salary level, including special pay/incentives, in accordance with OPM and FDA guidelines

• Schedule and conduct pre-consultation meetings with FDA clients

• Document meetings using staffing automated systems

• Post vacancy announcements in accordance with FDA standard operating procedures (Data retrieved from staffing automated system)

• Verify certificates of eligibility and support issuance after closing date of vacancy announcement in accordance with FDA standard operating procedures (Data retrieved from staffing automated system)

• Support selectee initial job offer notification after return of certificate of eligibility from selecting official in accordance with FDA standard operating procedures (Data retrieved from staffing automated system)

• Notify applicants of hiring decision in accordance with FDA standard operating procedures (Data retrieved from staffing automated system)

• Conduct quality review for all recruitment products, i.e., ensure that all job analysis, vacancy announcements, questionnaires, qualification determinations, certificates of eligibility, job offer letters, etc., are accurate and based on appropriate OPM, HHS, and FDA policies and regulations prior to issuance

3.3.2. Human Resources Administrative Support

• Assist HR Specialists in the preparation and posting of vacancy announcements

• Make recommendations on results of qualification analysis and rating determinations for lower-grade positions

• Maintain recruitment case files

• Maintain supporting documents for personnel actions in accordance to established timelines

• Make initial job offer to selectee in accordance to established timelines of return of certificate of eligibility from selecting official

• Maintain data retrieved from staffing automated system

• Notify applicants of hiring decision in accordance with established timelines

• Verify new hires’ citizenship through e-Verify database in accordance to established timelines of EOD

• Participate in New Employee Orientation (NEO)

• Collect new hires’ documents to ensure completeness and accuracy

• Distribute collected forms to appropriate team for processing

• Prepare Requests for Preliminary Employment Data (SF-75)

• Code and process SF-52s the full range of personnel actions utilizing the designated HHS or

FDA system and the guidance provided by OPM’s Guide to Processing Personnel Actions

• Prepare tentative and official offer letters for new hires

• Enter new employees in USAStaffing Onboarding System

• Perform data entry into established HR systems, as required by each task order

• Generate and review reports from established HR systems, as required by each task order

3.3.3. Personnel Action Processing Support

Using the designated HHS or FDA system and the guidance provided by OPM’s Guide to Processing Personnel Actions, the contractor shall build positions, process personnel and payroll actions, including awards and benefits, and effectively resolve and correct processing errors.

The Contractor will be required to process a variety of personnel actions for current and new hire employees to include the following but not limited to:

• New appointments, transfers, reassignments, promotions, separations

• Position changes, details, reemployed annuitants

• Creditable service for leave accrual, leave without pay, etc.

• Payroll actions

• Leave administration actions

• Veteran’s preference

• Career and career-conditional appointments, non-status appointments, excepted service appointments

• Senior Executive Service actions

• Disciplinary actions, settlement agreements and retroactive pay actions

• Cancellation actions

• Pay and within grade increases

• Effective dates establishment or reestablishment

• Retirements

• Bonuses and awards coding

• Placement in non-pay or nonduty status and return to duty from non-pay status

• Realignments, reorganizations, or mass transfers

• Life insurance, health benefits, living benefits, dental, vision elections, and Thrift Savings

Plan actions

• Change in duty stations

• Change in work schedules/Change in hours

• Change in group tenure

• Variety of separations actions (i.e., resignations, removals, terminations, etc.)

• Interim relief actions, corrections, replacement actions for cancellations

• Name changes

• Court-ordered garnishments and indebtedness claims

• Reduction in Force actions

3.3.4. Classification Support

• Perform work using FDA systems access or the contractor’s own system to implement the following classification activities

• Serve as a Human Resource professional in a capacity to provide managers, HR Specialists and employees with information and interpretations of the Office of Personnel Management’s (OPM) position classification standards, regulations, procedures, practices, policies and guidelines and FDA’s policies and procedures related to position classification and position management

• Provide classification services that include such activities as: Writing position descriptions and evaluation statements; Conducting desk audits and paper reviews; developing standard operating procedures; Providing guidance on position management, and reorganizations;

Executing related special projects and initiatives; and Providing expert advice, consultation, and training on a variety of position classification and organization issues. Additionally, the Contractor shall actively provide assistance services which involve resolving or advising on complex problems and issues that typically require analyzing and/or troubleshooting a wide range of conditions

• Classify positions for the full range of the GS and equivalent pay plans including supervisory, non-supervisory, interdisciplinary, and mixed series positions.

• Classify position description requests using appropriate standards and guidelines

• Complete Factor Evaluation Sheet (FES), Fair Labor Standard Act (FLSA) checklist, and properly prepared OF-08) for position descriptions

• Apply new classification standards issued by OPM to appropriate position descriptions within established FDA - Hiring Models

• Complete accretion of duty/Peer Review position description requests according to set guidelines

• Consult with managers by bringing new and innovative ideas and suggestions in order to resolve complex human resources and management issues and problems

• Analyze organization for productivity and efficiency gain and provide recommendations to management officials on the most effective position/skill mix, work processes, and organizational structures

3.3.5. Employee and Labor Relations Support

• Consult with the government team leader and specialist to initiate work

• Advise and assist management with addressing varying aspects of Labor and Employee

Relations (LER) by providing guidance on the best courses of action available, based on relevant factors and considering the current culture and trends of the organization

• Provide support in conducting investigations and inquiries of the facts and circumstances presented in a grievance (either negotiated or administrative), including collecting documentary evidence, conducting interview, and holding meetings, as appropriate

• Prepare written clear, concise investigative reports addressing all issues and findings, which will be used by the management official in rendering his/her decision

3.3.6. Workers’ Compensation Support

• Assist the Risk Manager with the preparation of the workers' compensation program budget

• Communicate claims cost and reserve information to financial auditor as necessary

• Advise departments about the status of claims, loss experience trends and program costs

• Prepare reports on claims data for the employee injury and incident and maintain required injury and illness records

• Support the activities of the workers' compensation third party claims adjusting administrator to ensure compliance with applicable regulations

• Support the early Return to Work program. Develop, coordinate and provide training programs relating to workers' compensation laws, benefits, policies, and loss control.

• Conduct workers' compensation claims investigations and support third party claims adjusting administrator workers' compensation claims investigation activities

• Determine actual time missed from work due to work related injuries and illnesses and provide accurate information to meet OSHA record-keeping requirements

• Maintain close communication with medical providers providing services for injured employees and serves as the liaison between medical providers, injured employees, and department supervisors

• Communicate benefits and program goals with department managers and injured workers for the purpose of loss control

• Review all claim settlements proposed by the third-party claims adjusting administrator

• Support the development and monitoring of workers' compensation claims reporting forms, procedures, and activities

3.3.7. Employee Benefits Support

Provide consultative services, advice, guidance and assistance to employees and managers of FDA in the areas of Employees Benefits, Work Life Programs and Reasonable Accommodations. The Contractor will be required to provide counseling and support to include the following but not limited to:

• Retirements, Voluntary Retirement, Early Retirement, Disability Retirement and Death In

Service, Employee benefits and work life programs

• Federal Employee Health Benefits (FEHB) and High Deductible Health Plans (HDHP) with

Health Savings Accounts (HSA); Flexible Savings Accounts (FSA) including Health Care, Limited Expense Health Care and Dependent Care Programs

• Federal Employee Group Life Insurance (FEGLI), Long Term Care Insurance

• Employee Assistance Program (EAP)

• Family Medical Leave Act (FMLA), Voluntary Leave Transfer Program (VLTP), and Worker’s

Compensation

• Reasonable accommodation

• Current knowledge of all Federal benefits and work life programs

• Informational forums participation sponsored by OPM, providers, or other groups

3.3.8. General Administrative Support

• Answer a high volume of HR and staff inquiries and correspondence

• Manage calendars and schedules

• Prepare meeting materials and provide written synopsis of scheduled meetings/teleconferences

• Execute ad-hoc projects

• Scan, copy, file, and print HR and other materials

• Conduct research via the internet and intranet

• Plan and track light projects

• Support other unanticipated communications needs that support multiple tasks areas of content

3.3.9. Strategic HR Consulting Support

• Provide advice and guidance on recruitment and staffing implications resulting from strategic priorities, operational plans, and trends in both industry and government.

• Conduct complex analyses of organization and manage HR projects and initiatives according to standard project management principles.

• Support OTS in implementing and coordinating human capital policies and procedures to ensure its goals are achieved through the oversight of FDA human capital programs.

• Review policies and procedures in an effort to eliminate work problems or barriers to mission accomplishment.

• Research issues that involve major areas of uncertainty in approach, methodology, or interpretation to identify appropriate solutions.

• Examine planning documents, including succession plans, strategic plans, workforce plans, etc., and provide recommendations.

• Review current and projected human capital and financial/budget information and assess impact on workforce planning.

• Identify major planning issues (external influences, trends).

• Analyze the scope of the data and processes to be utilized.

• Provide technical expertise in support of conducting studies, analysis, and benchmarking related to workforce planning and strategic planning.

• Conduct special studies and aid in developing and implementing the workforce planning process.

• Provide project support to staff such as action item tracking, developing meeting agendas, crafting meeting minutes, etc.

• Assist with the research and development of position specific competencies.

3.3.10. Human Capital Data Analysis and Reporting Operational Support

• Conduct complex analyses of organizational proposals and research positions.

• Advise managers and supervisors of merit promotion and other competitive procedures and requirements.

• Respond to and resolve complex position classification and position management questions and issues.

• Provide managers, employees, and job applicants with information and interpretations of the agency’s recruitment and placement procedures, practices, policies, and guidelines.

• Review recruitment and placement actions and provide guidelines to customers.

• Perform program analyses and develop new or proposed recruitment and placement policies, standards, and regulations for agency-wide use.

• Perform the full range of external placement and recruitment duties for which innovative and proactive recruiting strategies are needed. Such positions include designated as "hard-to-fill" and shortage categories, senior level, jobs requiring unusual skill combinations, or highly visible or sensitive positions.

• Provide expert and authoritative advice on complex HR issues and problems with agency-wide impact.

• Collaborate with other Federal or Contractor HR specialists to ensure that the application of HR policy is accurate and consistent.

• Provide expert advice is provided on all types of appointing authorities, as well as compensation and other incentives to attract and retain high quality and skilled employees under all appointing mechanisms within the practices of the OTS and FDA parameters.

• Research, analyze, and develop Standard Operating Procedures (SOPs), Fact Sheets, Advisories, and other HR guidance to serve as tools for the HR staff and HR customers to use in daily operations.

• Serve as an expert advisor in interpretation of legal and regulatory requirements for matters related to executive resources to include recruitment/staffing and pay compensation and in policy and accountability matters.

• Analyze and assess recruitment process for improvement purposes.

3.3.11. Strategic Outreach, Communications and Coordination Support

• Actively support on and offsite communications outreach and coordination by developing publication and signage content, speaking points, and briefing materials working with staff, members of council, and other partnering HHS OpDivs

• Assist in the hosting of facilitated discussions or events, participation on councils, council boards, and FDA working groups

• Help identify and determine the right platform and tools, such as Customer Relationship Management tools and social media that assist a program in engaging with its customers

• Work with stakeholders to understand user requirements

• Assist with developing a communication plan, updated on a weekly basis, with workflow processes to ensure consistent review and approval of communication documents

• Support customer relationship development and management including regular customer contact, performance reviews and business development activities

• Support event communications to ensure consistent messaging

• Provide support for internal and external communications, including but not limited to writing, editing, proofreading, and document review

• Support the development of current content materials, including background, fact sheets, newsletters, frequently asked questions, and/or other materials required to support media outreach efforts across the FDA

• Participate in stakeholder meetings including planning, preparation, delivery, and note taking/meeting minutes

• Support pre and post event logistics such as researching locations, booking location, preparing schedule, and booking speakers. The audience at events will typically be made up of government employees and/or members of industry or the public. The size of the audience will range from small events with a dozen participants to more widely attended events with hundreds of participants. Events will typically last no more than two (2) business days and be held in government locations or rented facilities. Events will generally be held during the week and during regular business hours.

• Provide support for outreach for recruitment of staff and detailees

• Assist with the preparation of meeting agendas, presentation materials, and meeting minutes

• Monitor Government and commercial on and off-site engagements and conferences to identify opportunities for promoting adoption and utilization of programs

• Support customer relationship development and management including regular customer contact, performance reviews and business development activities

• Provide support for internal and external communications, including but not limited to writing, editing, proofreading, and document review

• Develop and support general communications, including but not limited to, emails, articles, guidance documents, presentations, and newsletters

• Develop and support formal communications, including but not limited to, white papers, briefings, speeches, and brochures, for OTS review and approval

• Develop and support content/scripts for video communication

• Maintain internal and external communication content

• Recommend and support additional strategies to achieve communications goals.

• Where appropriate, use focus groups to test communications and outreach strategies to gain the identified target populations in the most effective and cost-efficient manner

• Identify the communication needs of the programs of the in order to effectively reach the target population identified

• Support on and off-site engagements communications to ensure consistent messaging

• Digitally (video) record on and/or off-site engagements for dissemination across different medium, including internal and external websites

• Support increased awareness of OTS emerging initiatives and programs.

• Develop a stakeholder outreach plan that parallels the goals and objectives of the programs

• Provide expert communications counsel, including message development (including background research and coordination)

• Support the development of current content materials, including background, fact sheets, newsletters, frequently asked questions, and/or other materials required to support media outreach efforts across FDA

• Recommend communications and outreach platforms that are suitable for the various target audiences of the programs

3.3.12. Human Resources Information Systems (HRIS) Support, Maintenance and Development

• Provide subject matter expertise and support for the development, coordination, and management of HRIS Infrastructure to include new (HRIT Solutions, websites, and digital communication tools.

• Implement HRIS solutions to include the development of applications and customizations in

Power App that will facilitate the automation of HR and administrative functions.

• Support the modernization and enhancement of the FDA HRIS environment and provide ongoing operations support.

• Provide resources to support HRIT Systems governance, remediation, and consolidation.

• Provide assessments, analyses, and recommendations leading to the delivery of business and technology solutions addressing issues or complex problems to promote the overall improved quality, effectiveness, and efficiency of HR data collection operations.

• Collect and analyze current defined business rules and standards and evaluate the options to streamline, integrate and automate business processes.

• Support Requirements Business Process Requirements Development and Business Process Reengineering for implementation of HRIT Systems and Solutions.

• Develop requirements for Position Based Management and Electronic Classification Business Process Systems and associated Standard Operating Procedures (SOP).

• Develop recommendations to improve data capture and inception and remediate future data quality errors.

• Identify, collect, and analyze metrics as appropriate.

3.4 Task Requirements

3.4.1. Project Management

The Contractor shall provide Program Management (PM) support. PM support includes the effort to plan, structure, coordinate, schedule, manage, communicate, report, and steward all respective related work activities throughout the IDIQ period of performance. Moreover, the Contractor shall work with the Government Contracting Officer (CO) and the Contracting Officer’s Representative (COR) to ensure that tasks stay on track and that milestones are met.

Representative activities may include, but are not limited to:

• Providing overall PM support throughout the performance period using internal processes consistent with principles outlined in the Project Management Institute’s (PMI) PMBOK® Guide;

• Administering the IDIQ;

• Preparing monthly progress and financial reports;

• Complying with reporting requirements, as tasked;

• Following escalation procedures for problems, issues, and recommendations, and risks as tasked;

• Safeguarding information;

• Managing Contractor staff, including subcontractors;

• Ensuring proper on-boarding and exit procedures are followed when Contractor employees start and leave IDIQ contract and/or task orders;

• Conducting and coordinating all on-boarding activities, to include the badging and system access for all Contractor personnel, in order to ensure Contractor staff members are available to work immediately after IDIQ & task order award;

• Providing risk mitigation;

• Conducting and participating in progress meetings, facility meetings, training meetings, performance meetings, program/project reviews, management briefings, stakeholder presentations, demonstration meetings, transition meetings, and COR site visits, and post requirements meetings, as tasked;

• Communicating and responding to ad hoc data calls & queries.

As tasked in each individual task order (individual order) released under this IDIQ, the Contractor shall participate in meetings and discussions that support the overall efforts the IDIQ requirement and the task order work activities (e.g., kick-off and task related meetings).