Belgium_Wage_Survey-PWS-_FINAL.doc

PERFORMANCE WORK STATEMENT (PWS)

Wage Survey Analysis Belgium Part 1

General Information In Belgium annual wage surveys are conducted to determine the necessity and level of salary increases for Host Nation employees. The development of salaries on the economy determine the pay increase for US Forces Host Nation personnel. The contractor shall provide the requested information based on data provided by a regularly updated database. The contract will include one (1) twelve (12) month base period and two (2) one-year option periods resulting in a total period of three (3) years. The data will be electronically transmitted. As the service will be performed externally the contractor will not make any use of the US Government infrastructure. No personally identifiable information will be involved. Since 2004 this contract was awarded sole-source to guarantee year-to-year guarantee comparability of data to avoid data deviances to minimize the risk of overpaying employees.

1. Introduction: This is a non-personal services contract to provide salary data from the Belgian labor market. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Background: Prior to 1996, USAREUR adjusted the local wages and benefits based on a pay linkage system that was established jointly between the Belgium Ministry of Defense (BMoD) and USAREUR in 1981. In 1996 the BMoD completely restructured its pay and grading system with the result that no more linkage points exist between the US Forces and the BMoD pay systems on which to base annual increases to wages and benefits. DoDI 1416.8-M requires that US Forces either mirror Host Nation Civil Service pay systems or prevailing pay practices in the Host Country private sector. For quite some time USAREUR attempted to relink the US Forces LN pay system to the new BMoD structure, but the differences are of such a nature that no meaningful and administratively manageable linkage system could be established. The US Forces neither have the manpower nor the required skills available to conduct a full wage survey, which requires – amongst other things – to establish contact with a sufficient number of companies, elicit their willingness to participate and then visit and collect survey information from these various companies and organizations, then compile and evaluate the information for use in pay-setting.

For the same purpose the US Forces have – since 1996 – let a contract with The Reward Group for wage survey data in the United Kingdom (this contract is administered by the U.S. Air Force). This contract has allowed the US Forces to eliminate/evade the costly administrative procedure of data collection by scarce or not existing in-house resources, while maintaining the standards set forth by Department of Defense pay-setting policy.

The U.S. Air Force currently has a 5-year sole-source contract with the Reward Group in the UK.

The Belgian wage survey methodology was modelled on the UK system, relying on the Reward Group database in Belgium.

1.2 Responsibilities: The Contractor shall assume total responsibility for all requirements stated herein on the commencement date of the performance period. The Contractor shall perform as specified in this Contract and under the direction of the Contracting Officer (KO). See also Paragraph 1.1 Introduction.

1.2.1 Work Responsibility: The Contractor shall perform all work and assume responsibility for planning, programming, administering, managing, and executing all functions necessary to provide the services specified in this PWS. The Contractor shall conduct work in accordance with this PWS and all applicable United States (U.S.), Belgian, and local laws, regulations, standards, provisions, and directives to include applicable publications in Part 6, Applicable Publications. The Contractor shall ensure that all work meets the level of service, performance standards, or tolerances specified in the PWS or in applicable referenced documents.

1.2.2 Administrative Responsibility: The Contractor shall perform all related administrative actions required to provide services or perform work such as data collection, material requisitioning, quality control (QC), financial control, meetings, and correspondence. The Contractor shall also maintain accurate and complete records, files, and libraries of documents to include all U.S. Belgian, and local regulations, standards, provisions, codes, laws, technical manuals, and recommendations that are necessary and related to the functions being performed. The Contractor shall compile accurate historical data, required reports, and submit information as specified by the Deliverable List presented in this PWS.

1.3 Objectives: To obtain Belgian national pay data within specified ranks and survey jobs to identify remuneration developments on the Belgian economy. The contractor shall provide the requested information based on data provided by a regular updated database. Salary data from the most comprehensive and same database and reference jobs have been collected since 2004.

1.4 Functional Areas: Not Applicable (N/A)

1.5 Period of Performance: The period of performance shall be for one (1) Base Year and two (2) option years. The Period of Performance reads as follows:

Base Year

01 Feb 2016-31 Jan 2017 Option Year I

01 Feb 2017-31 Jan 2018 Option Year II

01 Feb 2018-31 Jan 2019

1.6 Management and Administration:

1.6.1 Phase In /Phase Out Period: Not Applicable (N/A)

1.6.2 Contractor Management: The Contractor shall perform continual management of all areas contained in this PWS. The Project Manager shall conduct overall management coordination and shall be the central point of contact (POC) with the Government for performance of all work under the PWS.

1.6.3 Contractor Responsiveness:

The Contractor shall be available for telephone communication or site attendance, with the Government POC, as required by the Government POC, 24 hours a day, and 7 days a week. A personal answering service is permitted at other than normal Contract workdays and work hours for receipt of Government POC emergency response work requirements, provided that the Contractor responds to all calls within a time not to exceed two hours after notification of the call by the answering machine and/or service.

1.6.4 Meetings, Conferences, and Briefings: The Contractor shall attend, participate in, and furnish input to scheduled and unscheduled meetings, conferences, and briefings that relate to the functions and services herein as required by the Government to provide effective communication and impart necessary information. The Contractor or designated representative shall attend meetings as requested by the Government. Meeting attendees shall at times include Contractor managerial, supervisory, and other personnel knowledgeable of the subject matter. Meetings may start or end outside of regular duty hours.

1.6.5 Hours of Operation: Data will be collected, analyzed and presented in the agreed form and time in accordance with the attached Deliverables Schedule. Requirement has no specification on operation hours.

1.6.6 Recognized Holidays: Not Applicable (N/A)

1.6.7 Training Holidays: Not Applicable (N/A)

1.6.8 Quality Control: Not Applicable (N/A)

1.6.9 Quality Assurance: The contractor is required to submit a statement of accuracy with each report. Data/results and report will be viewed by Civilian Personnel Directorate (CPD).

1.6.10 Place of Performance: Contractor facility.

1.6.11 Type of Contract: The government will award a Firm Fixed Price contract.

1.6.12 Security Program: Not Applicable (N/A)

1.6.13 Physical Security: Not Applicable (N/A)

1.6.14 Key Control: Not Applicable (N/A)

1.6.15 Special Qualifications: Not Applicable (N/A)

1.6.16 Post Award Conference/Periodic Progress Meetings: Not Applicable (N/A)

1.6.17 Government Point of Contact (POC): The Government Point of Contact (POC) will monitor all technical aspects of the contract and assists in contract administration. The Government POC is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies. The Government POC is not authorized to change any of the terms and conditions of the resulting order.

1.6.18 Key Personnel: The follow personnel are considered key personnel by the government: HVU Consult, HR Consultant. The contractor shall provide a representative who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The representative hall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contractor shall be available between [9:00 a.m. – 16:00 p.m.], Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons.

1.6.19 Identification of Contractor Employees: Not Applicable (N/A)

1.6.20 Contractor Travel: Not Applicable (N/A)

1.6.21 Other Direct Costs: Not Applicable (N/A)

1.6.22 Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are 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 Contracting Officer. 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.

1.6.23 Organizational Conflict of Interest: Not Applicable (N/A)

1.6.24 Safety: Not Applicable (N/A)

1.6.24.1 Safety Plan and Program: Not Applicable (N/A)

1.6.25 Environmental Compliance: Not Applicable (N/A)

1.6.25.1 Environmental Compliance Plan and Program: Not Applicable (N/A)

PART 2

DEFINITIONS & ACRONYMS

2. Definitions and Acronyms:

2.1 Definitions:

Contractor - A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

Contracting Officer - A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

Contracting Officer's Representative (COR) - An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

Defective Service - A service output that does not meet the standard of performance associated with the Performance Work Statement.

Deliverable - Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

Key Personnel - Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

Physical Security - Actions that prevent the loss or damage of Government property.

Quality Assurance - The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

Quality Assurance Surveillance Plan (QASP) - An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

Quality Control - All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

Subcontractor - One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

Work Day - The number of hours per day the Contractor provides services in accordance with the contract.

Work Week - Monday through Friday, unless specified otherwise.

2.2 Acronyms

ACOR

Alternate Contracting Officer's Representative

AFARS

Army Federal Acquisition Regulation Supplement

AR

Army Regulation

CCE

Contracting Center of Excellence

CFR

Code of Federal Regulations

CPD

Civilian Personnel Directorate

CONUS

Continental United States (excludes Alaska and Hawaii)

COR

Contracting Officer Representative

COTR

Contracting Officer's Technical Representative

COTS

Commercial-Off-the-Shelf

DA

Department of the Army

DD250

Department of Defense Form 250 (Receiving Report)

DD254

Department of Defense Contract Security Requirement List

DFARS

Defense Federal Acquisition Regulation Supplement

DMDC

Defense Manpower Data Center

DOD

Department of Defense

FAR

Federal Acquisition Regulation

HIPAA

Health Insurance Portability and Accountability Act of 1996

KO

Contracting Officer

OCI

Organizational Conflict of Interest

OCONUS

Outside Continental United States (includes Alaska and Hawaii)

ODC

Other Direct Costs

PIPO

Phase In/Phase Out

POC

Point of Contact

PRS

Performance Requirements Summary

PWS

Performance Work Statement

QA

Quality Assurance

QAP

Quality Assurance Program

QASP

Quality Assurance Surveillance Plan

QC

Quality Control

QCP

Quality Control Program

TE

Technical Exhibit

USAF

United States Air Force

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. Government Furnished Items and Services

3.1 Services: Not Applicable (N/A)

3.2 Facilities: Not Applicable (N/A)

3.3 Utilities: Not Applicable (N/A)

3.4 Equipment: Not Applicable (N/A)

3.5 Materials: Not Applicable (N/A)

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. Contractor Furnished Items and Responsibilities:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 5 of this PWS. This contract will be performed at Contractor Facilities and the Contractor is required to provide the capabilities to meet the Governments data survey requirements.

4.2 Secret Facility Clearance: Not Applicable (N/A)

4.3 Materials: Not Applicable (N/A)

4.4 Equipment: Not Applicable (N/A)

PART 5

SPECIFIC TASKS

5.1 Basic Services:

5.1.1 The Contractor shall provide salary data from locations across Belgium relating to previously specified survey jobs. These survey jobs are linked to USF (US Forces) jobs, based on previously matched USF position descriptions in accordance with position functions and levels.

5.1.2 The Contractor shall provide the number of occurring job samples (frequencies) for all survey jobs and number of companies in the sample in accordance with the table below. If necessary, the data will be normalized on a 38 hours per week basis if necessary. Reported pay ranges will exclude premiums and supplements (e.g. shift-work, overtime pay, etc.).

5.1.3 The Contractor shall provide the number of occurring job samples (frequencies) for all survey jobs. The data shall show weighted averages (quantile 1 and quantile 3) and median averages of pay rates. The Contractor shall identify the seniority of positions by distinguishing 7 levels of responsibility and competence, as defined in Part 7, Attachment 1. The report will include data of the jobs in the table below, spread over different job grades. In case some specific Unites States Army jobs are not in the survey, they will be clustered in groups that are similar to the salary survey job profiles.

Blue Collar

V4J

White Collar

5.1.4 The Contractor shall deliver the following information:

The per job profile shall include:

-basic pay, per month and per year

-variable pay per year

-total yearly gross income

-overview of additional benefits, such as health insurance, pension schemes (group insurance)

-luncheon vouchers

-transportation allowance

Other:

-systems of profit sharing (if available)

-stock option plans (if available)

-free meals, company products (if available)

-working regime: working days and –hours, number of holidays as detailed as possible.

5.1.5 The Contractor shall analyze the data and edit a report that corresponds with the requirements of USAF. The Contractor shall report data for the survey jobs utilizing the format provided in Attachments 1-4. The report will show blue collar employee and white collar employee tables separately.

The job descriptions will be delivered by USAF. The Contractor shall make the link between the USAF jobs and the job profiles in the market survey. If no fully similar jobs are detected in the survey, comparable jobs in the same job grade / job level will be maintained for the comparison.

The data shall be recent (within the past 18 months) and the Contractor shall maximize participation of companies and numbers of samples. The total amount of the database samples shall be approx. 750.000, with an amount of approx. 120.000 applicable job matches, from 12.800 companies.

5.2 Recurring Services: The above mentioned services should be provided once a year. Expected timeframe of survey collection shall be between October and December. Due to operational delays for the basic year, delivery will be expected between January and March by exception to CPD in an excel spreadsheet as indicated in the Deliverables Summary provided below. A report shall be returned to the contractor for correction if any discrepancies are identified by the CPD.

5.3 On-Demand Services: Not Applicable (N/A)

5.4 Functional Areas: Not Applicable (N/A)

5.5 Task Heading: Not Applicable (N/A)

5.6 Contractor Manpower Reporting Application (CMRA): (Only applies to Army Customers): The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the Contractor shall report ALL Contractor manpower (including subcontractor manpower) required for performance of this contract. The Contractor shall completely fill in all the information in the format using the following web address https://Contractormanpower.army.pentagon.mil. The required information includes: (1) Contracting Office, Contracting Officer, Contracting Officer’s Technical Representative (COTR) or also know as the Contracting Officer’s Representative (COR); (2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor's name, address, phone number, e-mail address, identity of Contractor employee entering data; (5) Estimated direct labor hours (including sub-Contractors); (6) Estimated direct labor dollars paid this reporting period (including sub-Contractors); (7) Total payments (including sub-Contractors); (8) Predominant Federal Service Code (FSC) reflecting services provided by Contractor (and separate predominant FSC for each sub-Contractor if different); (9) Estimated data collection cost; (10) Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the Contractor with its UIC for the purposes of reporting this information); (11) Locations where Contractor and sub-Contractors perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website); (12) Presence of deployment or contingency contract language; and (13) Number of Contractor and sub-Contractor employees deployed in theater this reporting period (by country). As part of its submission, the Contractor shall provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period shall be the period of performance not to exceed 12 months ending September 30 of each government fiscal year and must be reported by 31 October of each calendar year. Contractors may use a direct XML data transfer to the database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a Contractor’s system to the secure website without the need for separate data entries for each required data element at the website. The specific formats for the XML direct transfer may be downloaded from the website.

PART 6

APPLICABLE PUBLICATIONS

6. Applicable Publications (Current Editions):

DoDI 1416.08 (DoD Manual for Foreign National Compensation), Appendix 2 to Enclosure 4.

6.1 Contractor Adherence: Not Applicable (N/A)

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1 Technical Exhibit 1 – Performance Requirements Summary

7.2 Technical Exhibit 2 – Deliverables Schedule

7.3 Attachment 1- Data Examples

TECHNICAL EXHIBIT 1

Performance Requirements 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.

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

Employment, Compensation & Benefits

Eva Kappesser

DSN: 537-1535

Eva.kappesser.ln@mail.mil

ATTACHMENTS

Attachment 1

Attachment 2

Attachment 3

Attachment 4