Integrated Personnel and Payroll (IPP) Services for Officers of the Commissioned Corps (CC) of the U.S. Public Health Service (USPHS)

PERFORMANCE WORK STATEMENT Integrated Personnel and Payroll (IPP) Services for Officers of the Commissioned Corps (CC) of the U.S. Public Health Service (USPHS) Overview The United States Public Health Service is seeking vendor proposals to provide operations and maintenance of an existing IT data and payroll and personnel processing functions including but not limited to IT pay generation, disbursement, and officer personnel system. The current system interfaces with other HR systems and the US government Treasury department. The primary objective is to transition to a new service provider who will maintain the current IT technical services and to include the professional services for operations and maintenance of an existing payroll and personnel system data, output, and processing functions. This Performance Work Statement (PWS) outlines the requirements for transitioning to a new service provider while maintaining the existing IT data and payroll and personnel processing functions. The selected vendor must demonstrate expertise in system administration, project management, on-going IT support services, personnel and payroll processes and policies, cloud migration strategy and adherence to government regulations and standards. Compliance with the terms of service, SLAs, and performance metrics outlined within this PWS are essential for the successful execution of this contract. Transition and Operations and Maintenance (O&M) Support Transition-In Period - There shall be a 60-day transition-in period initiated at the time of contract award. During this transition period, the contractor shall work with the Government and the outgoing contractor to minimize disruption of services and successful transference of personnel and payroll processing services. During the Transition-In Period, the Government will require the Contractor to provide transition services beginning on an agreed upon date between the Government and the new contractor. During this period, staff from the incumbent supplier[1] and/or contractor shall be available to familiarize and train the new supplier staff to assume daily operations and maintenance by January 1, 2025. The new supplier's transition plan shall outline the supplier's methods and means to provide adequate coverage to ensure uninterrupted service, their process to manage the transition effectively and efficiently administratively for completion within 60 days post contract award. Collaboration with Outgoing Contractor The new contractor shall work collaboratively with the outgoing-incumbent contractor service provider to ensure a seamless transition of the transitioned activities, including participation in transition meetings, coordination of the transfer of activities, and identification and accounting for other tasks required for a successful transition. Once the incoming contractor is fully operational, all outstanding/ accepted assessments by the Government will be transferred for completion by the incoming contractor. The contractor shall be prepared to accept reviews at the conclusion of the Transition-In period. Conditions for transition Completion The contractor must successfully complete Government assessments and meet the following conditions, no later than 60 days post contract award (i.e., end of the Transition-In period), before the contractor is able to begin accepting and completing personnel and payroll processing tasks and operations. All key positions, including but not limited to Project Manager, Software Developers/Programmers Software Architect, UI/UX Software Designer, Quality Assurance Specialist, SCRUM Master, Business Analyst, IT Security Specialist, Database Administrator/Programmer, and help desk support, for all labor categories have been fulfilled and/or security vetting and badging completed. Obtain and maintain the Authority to Operate (ATO) for a Secure File Transfer Protocol (SFTP) data server and/or other methods approved by OASH IT Services to receive payroll and personnel data. Obtained the required connectivity to the various systems i.e., Treasury Department, refer to SLA attachment included for detailed connections required. O & M Support This section is dedicated to outlining the required ongoing operations and maintenance (O&M) support services to be provided by the new contractor after the successful transition period. The contractor is expected to ensure the continued functionality, security, and reliability of the personnel and payroll processing, IT and Administrative functions including but not limited to: Regular system maintenance and updates Helpdesk support for users On-going operations Incident management and resolution Security monitoring and compliance Performance optimization Disaster recovery planning and execution Documentation maintenance and updates Collaboration with government stakeholders for system enhancements and improvements Adherence to service level agreements (SLAs) and performance metrics outlined in the contract. The contractor should provide detailed plans, procedures, and resources for executing these O&M support services effectively and efficiently, ensuring the uninterrupted operation of the IT systems and compliance with all relevant regulations and standards. Key technical transition requirements and proposal elements Transition Process and Schedule: Detailed schedule for transition of IPP processing and associated functions including major/minor milestones ensuring completion within no less than 60 days. During the Transition-In period, the Contactor will define the roles and responsibilities of the new contractor, existing vendor, and government agency including communication channels, tools, and escalation methods. System Administration and Project Management Support: Program Management Plan (PMP) defining organizational resources, processes, and procedures associated with program management and execution. Establishment of reporting forums aligned with processes to report on task status and ensure full disclosure of execution progress. Quality Management: Perform quality assurance as a process, monitoring the overall plan, procedures, and controls to maintain a satisfactory quality system. On-going Support Services: Program Roadmap/Schedule in accordance with the PMP, including key decisions, software life cycle activities, test activities, integration activities, training activities, task dependencies, and risk reduction/mitigation activities. Risk Management: Establish, document, and conduct a risk management process in compliance with HHS standards that mitigates program risks during transition, assumption of IPP processing and associated functions and provides metrics to monitor risk status. Conditions for Successful System Handover: Uninterrupted payroll and personnel services and/or processes ensuring continuity of operations. Success Factors: All critical functions to process personnel and payroll are operational. Data integrity is maintained throughout the migration process. Users can access and utilize the personnel and payroll system without system disruption. Adequate training is conducted for relevant stakeholders to ensure operational proficiency with the payroll and personnel system. Success completion of payroll and personal solution test by December 16, 2024 Complete security testing and assessment against threats and vulnerabilities. Compliance with government financial stewardship regulations. Compatibility with existing infrastructure and data maintenance. Potential Teaming or Subcontracting Arrangements supporting, 4'8-week transition window, base year and up to 4 option year periods. Training and Knowledge Transfer: Identification of training needs for the new vendor's staff, incumbent vendor, and government personnel involved in the transition, including the transfer of knowledge and associated documentation (user manuals, how to guides etc.). User Manuals and How-To Guides. The contractor shall create user manuals and/or How-To guides to document the processes and/or functions for the new provider's personnel and payroll solution. Procedures for Quality Assurance, Testing, and Validation: Testing and validation procedures ensuring accuracy of data, security, and system reliability upon completion of the transition. Identification of Potential Risks and Mitigation Strategies: Identification of potential risks and challenges with the transition process, with outlined mitigation strategies to minimize disruption and ensure continuity of services. Terms of Service, Service Level Agreements, and Performance Metrics: Service Level Agreements (SLAs), performance metrics, and dispute resolution mechanisms. Government Requirements (GFI/GFE): The contractor will utilize hardware, software, and IT services provided and/or approved by the Government to support the services required in this PWS. The contractor will be restricted to the use of Government-provided software applications and tools, with justification and Government approval for additional and/or external applications and tools. Program Management activities will span all contract tasks, including establishment and implementation of a Program Management Plan (PMP), Contractor Quality Control Plan (QCP), and risk management processes. Cloud Migration Strategy: Describe the strategy for migrating the existing system to the cloud, including ATO certification costs and successful industry approaches to transition support and services. Additional Information Required for Cost Proposal: Identify any additional information required by the offeror to propose estimated costs for transition and O&M. Introduction The U.S. Public Health Service Commissioned Corps (USPHS) is an elite team of more than 6,000 full-time and reservist of well- trained, highly qualified public health professionals dedicated to delivering the Nation's public health promotion and disease prevention programs and advancing public health science. Corps officers serve in a variety of positions throughout the U.S. Department of Health and Human Services (HHS) and certain non-HHS Federal agencies and programs that focus on key areas of disease control and prevention; biomedical research; regulation of food, drugs, and medical devices; mental health and drug abuse; health care delivery; and international health. As one of America's eight uniformed services, the Commissioned Corps fills essential public health leadership and service roles within the Nation's Federal Government agencies and programs. The Corps has officers in many professions, including: Physician Nurse Dietitian Health Services Officer Scientist/Researcher Veterinarian Dentist Pharmacist Engineer Environmental Health Officer Therapist Scope of Work The Department of Health and Human Services (DHHS) is seeking a vendor to provide operations and maintenance of existing IT data and payroll and personnel processing functions including but not limited to IT pay generation, disbursement, and officer personnel system. The vendor's proposed solution system must be able to handle the collection of source documents, determination of all pay categories, gross-to-net calculations, and interface with all the various internal and external systems required to ensure the accurate disbursement of personnel resources, funds, and administration & maintenance of all related IT systems. Once successfully implemented, the system needs to be kept current: both for policy mandate updates, routine pay table adjustments and for changes to pay calculations as mandated by the Secretary of DHHS or Congress. The scope of work includes validating the requirements with each Branch, the development of user stories, operations/process support, timeline management and workflow changes necessary to complete deliverables. The Contractor is expected to draw on established methods, best business management solutions, practices, and Government/industry experience in applying application. The system must provide functionality to meet the following current capabilities: Capability Goal 1: Scalable Platform with Business Intelligence Capability Goal 2: Accelerate Technology Modernization and Innovation Capability Goal 3: Enhance Data Integration and Networking Capability Goal 4: Data Management and Interoperability Capability Goal 5: Improve IT Management, System Standardization & Governance The following are required functions that are performed for the Active duty, Ready Reserve and Retiree on the payroll and personnel system: Active-duty payroll Adverse Actions Assignments Awards Credentialing Electronic Official Personnel Folder (eOPF) DD214/215 Management Immunizations Tracking Leave & Absence Tracking Licensure tracking Medical Readiness New Hire/Call to Duty Officer Payroll Processing Officer profiles Officer self-service Agency Position Management Officer Promotions Readiness and Deployment compliance Retirements & Separations Security Clearance Tracking Background Payroll services are currently provided in-house human resources (HR) personnel of U.S. Public Health Service (USPHS) Commissioned Corps Headquarters (CCHQ) using a cloud-based software system, that collects data from source documents through user-accessible transactions, calculates gross compensation as well as gross-to-net disbursements. Personnel orders are processed by the HR staff who collect records, maintain files, and perform personnel related transactions using the integrated personnel order and payroll system. HR personnel are responsible for overseeing payroll operations and transaction. The Office of Assistant Secretary of Health (OASH) IT Services is responsible for overseeing development, integration, modification, or operations and maintenance of OASH's information ecosystem. CCHQ is responsible for the overall procurement, administration, management and/or operations and maintenance of the integrated personnel order and payroll system by overseeing the production of the USPHS Commissioned Corps officer's payroll using the existing cloud-based software system. After each monthly payroll is computed, validated, and certified, Financial Services Branch (FSB) within CCQH transmits all payroll to the Department of Treasury for disbursement as part of post payroll transactions and tasks. Commissioned Corps Personnel and Payroll System (CCP). CCP is the web-based, real-time, workflow enabled, personnel and payroll management system providing electronic initiation and processing of military personnel actions, computing compensation, and maintaining personnel and payroll records for Active duty, Ready Reserve, and retired Officers of the USPHS Commissioned Corps. The CCP system provides a full range of services from call to duty through Retirement/resignation. OASH IT Services is responsible for maintaining all Corps'specific information technology systems including COPS10GDB and subsystems e.g. CCMIS, Payroll, Readiness (COER), AES/ATS, and HR Applications, that support officer recruiting, call to duty, separations, retirements, promotions, assignments, readiness, deployment, including the public-facing USPHS website (www.usphs.gov), and the business operations site (dcp.psc.gov) through which officer records and leave management systems are accessible. Dashboard for Leave Management and tracking per unit or region. Leave management is currently also accessible directly via phsleave.lyceum.com. Regarding payroll, the OCIO collects records, maintains files, audits individual payees, performs payroll transactions using CCP and administers a system of basic pay, allowances, and special or incentive pay for active duty USPHS officers. The Financial Services Branch provides these services in coordination with the Departments of Defense (DoD), Department of Veterans Affairs (VA), Coast Guard, United States Department of the Treasury Personnel Support Center, and Social Security Administration. Commissioned Corps Headquarters (CCHQ) collects records, maintains files, and performs personnel related transactions using the existing solution. Incumbent(s) Company Names and Contract Numbers: Lyceum Business Services, LLC 75P000122C00022 Lyceum Business Servces, LLC- HHSP233201750018A Lyceum Business Services, LLC-HHSP23320110005TC & HHSP233000400610G