Unemployment Compensation Management Services

Sources Sought Notice and Request for Information DHS TSA Office of Human Capital Unemployment Compensation Program INTRODUCTION This is a Sources Sought Notice and a Request For Information (RFI) for the Department of Homeland Security (DHS), Transportation Security Administration (TSA), and the Office of Human Capital (OHC), to provide Unemployment Compensation services for administrative management of unemployment claims' processing. This is not a solicitation. This is for market research purposes only. BACKGROUND Since January 1, 1955, Federal civilian employees have had unemployment insurance protection under Chapter 85, Title 5, U. S. Code. The Omnibus Reconciliation Act of 1980 (P.L. 96-499, December 5, 1980) amended the Unemployment Compensation for Federal Employees (UCFE) law, and established that effective January 1, 1981, each Federal agency is required to pay its share of the costs of State unemployment benefit to former Federal employees. The Department of Labor (DOL) is responsible for (1) advising State and Federal agencies of their responsibilities under the law and (2) developing administrative procedures and forms for State and Federal agencies use. States pay Unemployment Compensation (UC) to former Federal employees in the same amount and under the same terms and conditions that apply to unemployed claimants from the private sector. A basic requirement of all States is the claimant must be unemployed, but able and available for work. State UC laws and policies vary significantly as to eligibility requirements, payments amounts and period of eligibility, which makes it difficult for TSA personnel who are not familiar with detailed State requirements, to verify, review and appeal claims within the prescribed time limits. OBJECTIVES The overall objective of this Sources Sought Notice and Request for Information is to improve TSA's understanding of the industry capabilities and to identify qualified sources to provide Unemployment Compensation Management Services. The TSA's goal is to obtain the most effective and efficient services for handling unemployment compensation claims to reduce costs and improve its administrative management. Business Type: Identify your business type - large, small, small disadvantaged, 8(a)-certified small disadvantaged, HUB Zone small, woman-owned small, very small, veteran-owned small, service-disabled veteran-owned small - based upon North American Industry Classification System (NAICS) code 923130, "Unemployment Insurance Program Administration". The term Small Business Concern means a concern, including its affiliates, that is independently owned and operated, no dominant in the field of operation in which it is bidding on Government contracts, and qualified as a small business under the criteria and size standards in 13 CFR Part 121. A small business concern for the purposes of this procurement is generally defined as a business, including its affiliates, with no more than 500 employees. Responders are cautioned; however, that this is a general description only, additional standards and conditions apply. Refer to Federal Acquisition Regulation (FAR) Part 19 at www.arnet.gov/far/ for additional detailed information on Small Business Size Standards. Responding to this Sources Sought Notice and RFI does not automatically include the responder in any bidder list in the event that TSA Office of Human Capital develops such a list. Vendors wishing to submit a proposal to any subsequent solicitation must monitor FedBizOps for the synopsis. This Sources Sought Notice and Request for Information is for informational purposes only and shall not be construed as a commitment or a promise of a contract by the Government. This is not a solicitation. This notice does not constitute a Request for Proposal, nor does it restrict the Government as to the ultimate acquisition approach, nor should it be construed as a commitment by the Government. CAPABILITY REQUIREMENTS 1. Storing of Payroll/Separation Data: The Contractor shall have the following capabilities: 1.1. Provide a system with the ability to provide a secured interface to retrieve and transmit payroll and separation data. 1.2. Ability to migrate and transition all of the existing TSA historical data files. 1.3. Ability to store data in the format provided and required by TSA. 1.4. Ability to create/modify a database that is name/airport based and does not require a Social Security Number (SSN) to access. 1.5. Ability to maintain a system for receipt and input of the payroll/separation data in a format approved by TSA. This shall include the incorporation of the required Government location identifier (Agency Identification Code -AIC #) into the Contractor's system. The airport/office identifiers will range from 2 to 15 characters. 1.6. The Contractor's system shall provide for conformation receipt, input, and storage of expanded fields for TSA when additional payroll/separation data is required. The database shall have a repository feature to attach documents to each individual case file as designated by identifier. 1.7. The Contractor's system shall have the capacity to receive up to 2 years of historical payroll/separation data from TSA; and capable of storing and maintaining a historical database of all separation data collected. TSA will provide this information to the vendor and the Contractor shall receive periodic updates from TSA that will coincide with the scheduled payroll. 1.8. Ability to receive from TSA separation data that will be submitted from various TSA locations and may be transmitted in multiple form formats. 2. Verification of Employment: The Contractor shall have the capability to be recorded as the address of record for the TSA and to receive Verification of Employment Inquires (Form ES-931/934) and other related inquires. The Contractor shall have the capability to: 2.1. Verify the claimant's former employment status with TSA 2.2. Verify the claimant's airport or office employed at the time of separation 2.3. Complete appropriate claim forms The Contractor shall have the ability to deliver relevant claim forms to the State on behalf of TSA within the State's set time limits. 3. Claims Processing: The Contractor shall have the capability to all of the following: 3.1. Store all claims in an electronic format specified by TSA. The capability to review claimant's separation documents to ensure that all required employment information has been provided and completed properly. 3.2. The Contractor shall, when processing a claim, ensure that the SF-50 form gives a decision or resignation cause; and attached a copy of all witnesses' statements supporting the decision; TSA's MDs/guidance on conduct or performance; and any other documents that supported the action. 3.3. Upon receipt of a claim or appeal, immediately contact, the appropriate TSA point-of- contact (POC), to convey the information to the appropriate POC. 3.4. Ensure that the notice of a claim or appeal has been received by the appropriate TSA official at least 5 business days before any hearing or appeal is due. 3.5. Review all relevant information regarding the claimant, including but not limited to: a. Circumstances of separation b. Availability for work, and c. Allocation, any severance, or other special payments 3.6. Refer all questionable State determination(s) to the appropriate TSA airport/office point of contact. 3.7. Maintain a tracking system approved by TSA to ensure that timely responses are made to all claims or appeals. 3.8. Use the most compatible technology and efficient communications systems to ensure that documents are properly and timely received by TSA POCs. 3.9. Correctly identify where all claimants were formerly employed so there is little or no delay in informing the field of an outstanding claim or appeal. 3.10. Interface with the Federal Interstate Connection (ICON) System to electronically receive inquiries from various State unemployment offices and to electronically respond accordingly. The capability to work with the ICON administrator on all procedural matters. 3.11. Maintain the necessary hardware/software required for processing claims. 3.12. Check its mail and means of delivery to ensure it is receiving all notices of claims and appeals, if necessary, take the appropriate steps to resolve any problems with delivery. 3.13. Notify the TSA Unemployment Compensation Program Manager, within five (5) days, of the Unemployment Compensation Case State's decision. 3.14. Contractor's written notification shall include the following information when updating the TSA Unemployment Compensation Program Manager of the State's claim and hearing decisions: 1) Employee's Name; 2) Social Security Number (SSN); 3)Airport/Office; 4) the Issue Being Decided; and, 5) the State's Decision as either "Qualified" or "Not Qualified". 3.15. Ensure that notice of a claim or appeal is provided to more than one TSA person in the field to ensure the message is conveyed even if the recipient is on leave or otherwise unavailable. 4. Appeal Determination: The designated TSA official will decide whether to appeal or accept the State's "Determinations". TSA shall inform the Contractor that it would like to appeal the "Determination" set by the state for a claim. The Contractor shall have all of the following capabilities: 4.1. Ensure that all documentation is complete and accurate to comply with the specific states' guidelines and laws when filing a special appeals case. Ensure that all appeals a filed in a timely manner. 4.2. Provide the necessary review(s) and representation throughout the appeals process, as set forth by the respective State laws. 4.3. Provide quality assurance checks on all appeals and claim filings to ensure the filings are complete and any additional TSA data has been provided. 4.4. Represent TSA in filing the appeal and following-up with the State to ensure that credits have been properly accounted. 5. State Processing: The Contractor shall have the capability to be the addressee of record for receipt of the paid data from the 50 U.S. states, District of Columbia, Puerto Rico, Virgin Islands, Guam and the territories and possessions of the U.S. The contractor shall have the capability to receive data that will be submitted on a monthly basis, in hardcopy and softcopy. The Contractor shall have the capability to monitor claimant's receipt of payment and review the benefits paid to determine whether: a. the state is paying TSA claimants correctly, and to determine if TSA's share of the charges for multiple-employer claimants is correct b. The Contractor shall have the ability to promptly report to TSA any discrepancies for resolution The Contractor shall have the capability to receive and follow directions from TSA as to whether to proceed with appeal within the specific timeframe set forth in the state's notice. The Contractor shall have the capability to inform the state's unemployment commissions, on an ongoing basis, that they are the point-of-contact (POC), and represent TSA, in the submission of notices of claims and appeals. 6. Reconciliation of State Benefits Payment with DOL Billings: The Contractor shall have the capability to reconcile the State benefits paid data with the amounts that the Department of Labor (DOL) bills to TSA. The Contractor shall have the capability to create a report for TSA on a quarterly basis which provides amounts paid in state benefits by state and amounts. The Contractor shall have the capability to follow-up with the State unemployment offices for any missing benefit pay data. 7. Training: The Contractor shall have the capability to meet with TSA personnel at locations designated by TSA to train claims processors and managers on procedures on day-to-day unemployment compensation management and provide the appropriate training materials. The Contractor shall have the capability to provide follow-up sessions as determined by TSA. The Contractor shall have the capability to conduct training workshops geared to the responsibilities of Government supervisory personnel in the areas of: a. Cost of unemployment claims b. Hiring practices c. Part-time employment d. Use of probationary periods e. Separation terminology f. Proper documentation 8. Lender/Verifier/TSA Services The Contractor shall have the capability to provide responses to all request/inquiries for employment and wage information on any individuals employed by TSA that may be generated from a: mortgage, lending institution or credit institution. The Contractor shall have the capability to provide user instructions, such as brochures, etc. for using its system services. The Contractor shall have the capability to provide a toll-free phone number for the use of TSA employee's applying for credit. This capability should include the following features: 8.1. A PIN number to permit the employee desiring credit the ability to call the Contractor's toll-free number or access the Internet to obtain an authorization code to provide to the lender; 8.2. The ability of the lender to retrieve the necessary employment and wage information of the applicant employee by entering the employee's social security number and the authorization code (after the Lender/Verifier has received the authorization code from the employee); 8.3. After security requirements have been met, employment and salary information can be provided directly to the lender. The Contractor should have the capability to incorporate adequate security features that limit the number of times (or length of time) the lender/verifier can access employee data with the same authorization code. Reports should be available to the TSA or the employee detailing who has accessed the data, with date and number of times accessed. The Lender/Verifier Service should provide three different levels of information to authorized users: a. Basic Employment verification, which includes: 1. Employee Name 2. Employee Social Security Number 3. Employer Name 4. Initial hire date 5. Most recent hire date (if applicable) 6. Current status (active or inactive) 7. Total employment time with employer in year or months 8. Position b. Basic employment verification with salary information, which includes: 1. All basic information above, plus 2. Current rate-of-pay and most recent period earnings c. Basic employment verification, salary information and salary history, which includes: 1. All basic information above, plus 2. Rate of pay 3. Year-to-date gross wages 4. Two previous years' total gross wages (when available) If an employee desires, they may block or unblock access to their Wages, by dialing into the system, and selecting the proper option. All employees' access to the system is via a Toll-free number or secured webpage. The Contractor shall have the capability to provide a secured interface with TSA for needed employment and wage information on a pay period or quarterly basis. The Contractor shall have the capability to retrieve and provide the information in its system to requesting credit vendor. 9. Management Reports The Contractor shall have the capability to provide TSA with Unemployment Compensation Management Reports monthly, with cumulative reports quarterly, annually and the most recent four (4) quarters as of the end of the third quarter (June 30). The Contractor shall have the capability to transmit the Management Reports in electronic format specified by TSA. The Contractor shall have the capability to present the required information nested to the 4th organizational level of each participating, using the location identifiers,. The Contractor must also have the capability to roll up the data and present summary information at the 3rd, 2nd and 1st organizational levels. The Contractor shall have the capability to provide the Management Reports to include both summary and detailed information for: a. The number of separations received b. All inquiries, claims, and appeals that were initiated during the reporting period c. A summary of the disposition of claims determinations and appeal decisions d. Charges and credits to TSA during the current month resulting from claims field in a previous report The Contractor shall have the ability to provide both summary and detailed reports on the reconciliation of the State benefits paid data to the DOL billings. The Contractor shall have the capability to provide both summary and detailed reports on monthly Appeals Decision Report for first and second level appeals of State's decisions. The first level appeal report should include the following elements: a. Employee name b. Social Security number c. Organization number d. Description of organization e. Reason for separation f. Initial State decision (qualified or disqualified) g. Date appeal was filed h. Appeal filed by the employer or the employee i. Notice of hearing received j. Date of 1st level appeal hearing k. Result of 1st level appeal decision (Qualified or Disqualified) l. Charge or credit expected as a result of the appeal m. Percentage of cases won and lost The second level appeals report should include the following elements: a. Date 2nd level appeal filed b. Appeal filed by the employee or the employer c. Date 2nd level hearing or oral/written review is scheduled d. Result of 2nd level appeal (qualified or disqualified) e. Charge or credit expected as a result of the appeal f. Percentage of cases won and last The Contractor shall have the capability to provide a supplemental report covering charges and credits from the previous months. The Contractor shall have the capability to provide a monthly report to the TSA official f field contacts on the status of pending cases. 10. Security Requirements: The Contractor shall have the capability to meet 508 Compliance and comply with Department of Homeland FISMA. The Contractor shall meet TSA's security Certification and Accreditation (C&A) requirements and federal privacy regulations, including the submission of all required security documentation. The Contractor shall work within TSA's Information Technology enterprise architecture standards and processes, and the submission of any required documentation. The Contractor must be able to complete TSA Personnel Security process and deemed suitable/eligible to perform work. The Contractor shall be required to sign a non-disclosure agreement (NDA) and complete Security Awareness Training. CAPABILITY STATEMENT Interested vendors are requested to submit a Capability Statement and information that addresses the following: 1. Ability and experience of the vendor to perform all tasks as set forth in the Capabilities Requirements section described above for TSA headquarters and TSA locations nationwide. 2. Skills and techniques that are integral factors for achieving the tasks detailed under the Capabilities Requirements section. 3. Additionally, in the case an alternate site for disaster recovery a contingency plan is required, ability to relocate and maintain an alternate site for receiving and transmitting claims and payroll/separation data and system at: • 50% operational capability within one (1) business days of outage, • Resuming 100% operational capability within two (2) business days. 4. Ability and experience of the vendor to provide the skilled resources, such as highly scalable/flexible/trained workforce, to receive from multiple sources at the same time, to meet any surge requirements, and to meet aggressive state and federal guidelines, policy and regulations. 5. Experience and skills knowledge of the vendor and key personnel, who would be critical to the program success, that applies directly to meeting the tasks listed under the Capability Requirements section. 6. Experience and capabilities should be based on the dynamics of the unemployment compensation management services world within the past seven (7) years in the federal government environment with demonstrated emphasis on accomplishments within the last three (3) years. 7. Ability to maintain the needed support services and staff which meets or exceeds all DHS mandated security requirements for handling PII. Additionally, experience with IT Security such as what meets or exceeds all DHS mandated security requirements for handling PII. 8. The Government is requesting that interested Contractors provide its approach and strategy of how it would manage the Unemployment Compensation process as described under the capability requirements. ADMINISTRATIVE All interested vendors may submit their capability statement and information to the TSA Office of Acquisition (OA). Submissions shall not exceed twenty (25) pages in length. A proposed price is not required or requested under this Sources Sought Notice and RFI. Vendors must identify their business size status in the capability statement, and if previously or currently, providing this service to any other federal government agency. Capability statements are required to be received electronically via email to Lamar Walker Subject: FPPS Sources Sought Notice and RFI, no later than June 15, 2011, 1 p.m. EDT. Responses received after this deadline will not be reviewed. The TSA primary point of contact is the Contract Specialist, Lamar Walker who can be reached via e-mail at [email protected]. The TSA secondary point of contact is the Contracting Officer (CO), Guy Galloway, who can be reached via e-mail at [email protected]. Any questions regarding this notice shall be directed to both Mr. Walker and Mr Galloway in writing, via email, by June 1, 2011, 5 p.m. EDT. While any and all questions must be directed to the Government points-of-contact (POC) identified in this announcement, answers to those questions, as well as any and all clarifications, extensions, or changes will be posted to www.fbo.gov and will only be available at www.fbo.gov prior to the closing date and time of this notice. Vendors responding to this Sources Sought Notice and RFI are responsible for all expenses associated with responding to this Sources Sought Notice and RFI. (Note: TSA will not pay any costs associated with this effort). The Transportation Security Administration (TSA) is not seeking or accepting unsolicited proposals. Since this is for information and planning purposes, no evaluation letters or results will be issued to respondents. The government will not return offeror submittals. Offerors are strongly urged not to submit proprietary information in response to this sources sought notice/ request for information. If proprietary information is submitted, offerors should use appropriate markings on documents containing proprietary information.