Inactive

Scope of Work – HR Classification Services BACKGROUND The Human Resources Department of the Great Plains Area Office (GPAO) is tasked with planning and directing payroll and benefits services, recruit... Scope of Work – HR Classification Services BACKGROUND The Human Resources Department of the Great Plains Area Office (GPAO) is tasked with planning and directing payroll and benefits services, recruitment and selection, position management and classification, workforce development and training, employee relations and labor relations, and human resources policies. The GPAO requires a variety of professional, clerical and administrative support services to engage in the timely and accurate handling of personnel and payroll actions, human resources operations, administrative processes, classification and staffing, employee and labor relations and customer service operations in support of IHS employees. OBJECTIVES The contractor shall: 1) analyze, evaluate, and classify a full range of positions including a number of dissimilar occupational groups and positions for which no standards exist; 2) take final independent classification actions on individual positions through a GS-15 in any appropriate occupational group; 3) provide high-level management advisory services and resolve especially complex cases/assignments; 4) keeps abreast of immediate and long-range program plans; and 5) analyzes and evaluates the significance of such plans both from the broad Human Resources management point of view and with respect to the classification of positions in various occupational fields and clarifying the most important or complex problems of classification. The skill set for these duties will be substantially similar to the skill set required of the civil service OPM 0201 series with competence at the GS-12 level for a Human Resources Specialist (Classification). SCOPE OF WORK The work of the contract consists of providing professional support services for position management and classification and to engage in the timely and accurate handling of the administrative processes required for classification services in support of IHS’ mission during their hiring process. Specifically, the work involves analyzing, evaluating and classifying a full range of positions and managing position changes, documenting increases and decreases in full-time equivalent (FTE) positions, accurately documenting the number of positions on the evaluation statement and in the position maintenance system and other administrative duties. The work will begin with notification of the classification of a position needed and pertinent information will be supplied in accordance with the type of position to be classified. GENERAL SCHEDULE Contractor will develop duties based on the supervisor’s need, what the supervisor needs the employee to do, identify job skills, and duties for any equipment the employee is to use. Based on the duties, Contractor will identify an occupational group and series based on the duties of the position. A base title and a parenthetical title for the position (if necessary) will be assigned to the position. Depending on whether the position is a general schedule or wage grade position, an appropriate classification/job grading standard will be identified to classify the position. If the position is a general schedule position, a general schedule classification standard will be used; however, if the position is wage grade, a job grading standard from the Federal Wage Grade System will be used. The general schedule classification standards use the Factor Evaluation System (FES) to classify positions and uses nine evaluative factors to determine the grade of the position. Each factor is evaluated based on the duties and skill required and is evaluated on a factor-by-factor bases. A factor level for each factor is assigned and associated points are assigned to each factor level. Factor levels and points are recorded using a position evaluation summary form. After all nine factor levels and corresponding points have been assigned, the total points assigned are recorded on the position evaluation summary form. The total points are equal to a specific grade and this grade level is assigned to the position. A FLSA determination of exempt or non-exempt is made based on the type of position, grade and supervisory level (if any). After the position has been evaluated, Contractor will complete the OF-8 form to attach the position description. The position is then added to the organizational chart and electronic position maintenance. The OF-8 is signed by supervisor and a copy of the position description is provided to the employee of the position. Note: general schedule positions which are supervisory in nature are also graded using the supervisory classification standard. RE-DESCRIPTIONS The only difference between a new classification and a reclassification is the old position description is reviewed and the changes are added in. The position description will be reclassified using the same procedures as the new positions. WAGE GRADE Wage grade classification differs in some aspects from general schedule classification. Wage grade jobs are classified using the FWS Job Grading System. The FWS Job Grading System uses three titles, namely, wage grade, wage leader and wage supervisor and four job grading factors. With the exception of these differences, classification of wage grade positions will follow the procedure described above using wage grade classification guidelines. Upon completion of the classification and position maintenance and control, the work will be reviewed for accuracy and quality and will be submitted to the COR within the established time frame. In addition, monthly status reports which will outline the number of positions descriptions classified, amount of time used for each classification and any unforeseen circumstances that need further detail will be sent via email to the COR by the 5th day (excluding weekends and holidays) of the following month. STAFFING A classification specialist(s) will be assigned to the contract and will be available immediately to accept and process work of the contract. Project Manager will be responsible for the completeness, quantity and quality of work produced throughout the contract. All work produced will be reviewed and approved by the Project Manager who will be responsible for submitting all work to the COR for review and approval. DELIVERABLES/REQUIRED REPORTS: The six identified deliverables of the contract are outlined below. Completed standardized position descriptions and supporting documentation will be sent by Email the COR. The COR will review the deliverables submitted for acceptance and approval. Analyze, evaluate and classify a full range of positions, including a number of dissimilar occupational groups and positions for which no standard exists; Take final independent classification actions on individual positions through a GS-15 in any appropriate occupational group; Keep abreast of immediate and long-range program plans; and Analyzes and evaluates the significance of such plans both from the broad HR management view point and with respect to the classification of positions in various occupational fields and clarifying the most important or complex problems of classification; Provide a final classification position description within five (5) business days from the receipt of the initial assignment. Provide monthly status reports to include the number of position descriptions classified, amount of time devoted to each classification and if there were any unforeseen circumstances that need to be further detailed. GOVERNMENT FURNISHED PROPERTY The Contractor shall provide all management, administration, supervision, labor, transportation, equipment, materials, and supplies, as necessary to provide the experienced personnel with HR services as described in this SOW. TRAVEL Given the nature of the duties being virtual and all duties completed electronically, there would be no travel required to perform the services requested. SCHEDULING OF SERVICES AND FEE SCHEDULE: This is a Firm-Fixed Priced (FFP), non-personal, performance-based service contract with one (1) Base Year. The firm-fixed unit price paid to the Contractor shall be considered as payment in full for services provided under this contract and shall be inclusive of all labor, deliverables, taxes and associated fees. The quantities shown herein are estimated quantities and based on past ordering patterns for completed classification actions. The government will schedule requests for actions on a weekly basis with anticipated deliveries agreed upon between the both parties—as it’s anticipated that the start-up project may have varying times in the beginning of the contract. PERIOD OF PERFORMANCE: The Period of Performance for this contract will be one year from contract execution date. INITIAL ORIENTATION AND FEDERAL HOURS OF OPERATION: The contractor will be scheduled an initial introductory and orientation session with Supervisory HR Specialist (Troy Bad Moccasin) and/or the Contracting Officer’s Representative (Carol Diaz) to discuss and answer any questions prior to any completed work being requested. Great Plains Area IHS (GPAIHS) HR Office’s operating hours are Monday through Friday, 8:00 am-4:30pm CDT, excluding federal holidays, or any other day specifically declared by the President of the United States to be a national holiday (see www.opm.gov/fedhol). WORK HOURS, PROJECT LOCATION, COMMUNICATIONS & ASSIGNMENT EXPECTATIONS: The Contractor's Employee’s work hours may vary and all work is expected to be handled virtually, but the GPAIHS requests that any conference calls be conducted during the GPAIHS normal operating hours. The contractor is responsible for notifying the COR in advance of any situation that would prevent them from meeting an expected timeframe on any assignment(s) made. For each assignment, the GPAIHS HR Office would notify the contractor of each assignment and what their immediate plans are, i.e., the short term goal of getting a specific department’s actions done first, and the long-term goal of getting other departments actions later (i.e., the priority of the HR Office based on internal needs and changing priorities of management). It is assumed that the discussion would not take longer than 15-20 minutes and might be even relayed in an email message during the course of the contract from IHS to the contractor as the priorities change and based on IHS management decisions. GOVERNMENT QUALTITY ASSURANCE SURVEILLANCE PLAN: The contractor shall be directed to re-perform, at no additional cost, when a final classification position description doesn’t meet the minimum standards as indicated in the Performance Evaluation Standards. Examples: Providing a final classification position description beyond five (5) business days from the receipt of the initial assignment. Providing a monthly status report that doesn’t include the number of position descriptions classified and amount of time devoted to each classification. Providing final classification position descriptions that need corrections or have errors. PERFORMANCE EVALUATION STANDARDS: The government will monitor two standards—timeliness and quality. The COR will evaluate the contractor’s performance in accordance with FAR 52.212-4, Contract Terms and Conditions – Commercial Items, (a) Inspection and Acceptance, assessing the tasks described in the Quality Assurance Surveillance Plan, and the matrix below. The requirements summarized in Performance Work Statement describes the minimally acceptable levels of service required. During the first initial 30 days of the contract, some errors are expected, and shall be allowed in an effort to identify normal phase-in problems. Table 2. Performance Standard Matrix Performance Standard Method of Surveillance Surveillance By Provide a final classification position description within five (5) business days from the receipt of the initial assignment. 100% Sampling of IHS’ monthly log of assignments, expected due date and receipt date. COR Provide a monthly status report that includes the number of position descriptions classified, amount of time devoted to each classification, and if there were any unforeseen circumstances. 100% Sampling of IHS’ log of monthly report receipt date and that all items were addressed. COR Provide correct and error-free final classification position descriptions. 100% Sampling of a monthly internal report from the GPAIHS Supervisory HR Specialist who has reviewed each classification position descriptions submitted. COR ONTRACTOR’S QUALITY CONTROL PLAN: As a commercial service, the contractor will maintain a quality control inspection system to ensure that the contract requirements are achieved. At no time shall the contractor rely solely upon Government inspections to be provided notifications of unsatisfactory performance. DESIGNATED CONTRACTING OFFICER’S REPRESENTATIVE (COR): Carol Diaz is hereby designated as the Contracting Officer’s Representative (COR). She can be reached at 605-226-7449 or carol.diaz@ihs.gov. The COR’s responsibilities shall be to coordinate with the contractor the technical aspects of the Performance Work Statement and review of the performance hereunder by ensuring contractor accountability, monitoring the technical progress, recommending to the Contracting Officer any changes in requirements, and assisting the contractor in resolution of technical problems encountered during the performance of the contract. The COR does not have the authority to change the contract amount, terms or conditions.