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DND-09/00621 – Annex A (Statement of Work)

ANNEX A – STATEMENT OF WORK

1.0 REQUIREMENT: Disability in the Workplace at DND

2.0 BACKGROUND:
2.1 Departmental context

The Department of National Defence (DND) is committed to creating a workplace that is fair, respectful,
inclusive and supportive of diversity and a workforce that is reflective of Canadians. Diversity and
Employment Equity (EE) remain ongoing priorities for DND and the Canadian Forces (CF) as these
priorities are central to achieving the Defence Mission.

The mission of the Department is to support the CF in the defence of Canada and Canadian interests and
values, including Canada's contribution to international peace and security. DND and the CF are
collectively known as the Defence Team - a team where military members and civilian employees work
side by side to achieve the Defence Mission.
DND has over 28,000 civilian employees and is the largest workforce in the Federal Public Service. Much
of the DND civilian population is regionally dispersed, working at Bases, Wings and other DND and CF
locations across six regions in Canada, often in rural areas. Unique to DND is an organizational structure
where civilian employees often report to military members. The Department's civilian workforce is among
the most occupationally diverse within the Public Service, employing specialized groups such as
firefighters, university teachers, ship repair specialists and a large component of operational and support
personnel.

2.2 Employment Equity for Civilians at DND

In 2003, DND conducted a comprehensive Employment Systems Review (ESR), as required in the
Employment Equity Act (EEA). ESR 2003 identified barriers to the recruitment, movement and retention of
civilian designated group members and made recommendations for removing these barriers. ESR 2003
recommendations were integrated into a Corporate Civilian Employment Equity Action Plan (EE Plan)
which was accepted by senior DND management. In November 2003, the Canadian Human Rights
Commission found DND to be compliant with the statutory requirements of the EEA.

The EE Plan has been updated in subsequent years, to keep current with labour market availability figures,
to reflect action item implementation status, and to align it with new and evolving governmental priorities
such as the Clerk's Public Service Renewal Action Plan objectives and the Treasury Board's Management
Accountability Framework (MAF).

Ensuring departmental compliance with the EEA is a cyclical process, and as such DND is now poised to
conduct another ESR. ESR 2009 will be aligned with the Workforce and Workplace concepts as outlined
in the MAF. Through the MAF, the Treasury Board assesses the extent to which the DND workforce is
"productive, principled, sustainable and adaptable" and the extent to which the DND workplace is "fair,
enabling, healthy and safe", with both goals focussed on providing the best services to Canadians.

The Directorate of Diversity and Well-Being (DDWB), along with other internal departmental resources,
will carry out the Workforce component, and parts of the Workplace component, of the ESR using internal
resources. Our requirement is for a contractor to conduct a subset of this ESR related to the Workplace,
namely a focussed study on the framework (e.g. departmental strategies, policies, programmes and
practices) related to the accommodation of persons with a disability. The recommendations from this
focussed study, and from the broader ESR, will inform the next Corporate Civilian Employment Equity
Action Plan.

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DND-09/00621 – Annex A (Statement of Work)

3.0 OBJECTIVE:

For the contractor to undertake a comprehensive review of the department’s employment systems, policies,
practices and services as it relates to its disability management practices and the accommodation of
civilians with a disability, including:

Return to Work Program; and

Workplace Accommodation.

The Contractor will provide the following:

An evaluation of the current situation at DND (including regard for the management of
CF casualty management framework to determine how military members are dealt with
as compared to civilians in order to highlight possible best practices in use);
A summary of DND obligations regarding the accommodation of civilians with a
disability;
A report of the issues and/or gaps between obligations and current situation;
Recommendations for a “framework” (i.e. the composite of policies, procedures,
practices, etc.) to meet DND obligations and realities; and
Recommendations for future monitoring of the DND framework for accommodating
persons with a disability.

4.0 REQUIREMENTS:

4.1 Tasks/Activity:

a. Design a Project Plan and Research Proposal for the review of the accommodation of persons with
a disability at DND and produce associated communication pieces to communicate the plan and
methodology to senior management [Deliverable #1, see paragraph 5.0 “Deliverables” below];

b. Review information and documents provided by National Defence at Appendix 1 to the Statement
of Work (SOW) below [Activity leading to Deliverable #2, paragraph 5.0 below];

c. Render an opinion of the effectiveness / deficiencies, including regard for the felt impact from
persons with disabilities of programs, practices and services at National Defence related to
accommodation of civilians with a disability [Activity leading to Deliverable #2, paragraph 5.0
below];

d. Produce an Initial Findings Report [Deliverable #2, paragraph 5.0 below] whether or not these
programs, practices and services are meeting the requirements; and to provide advice to DDWB
staff for the composition and location of focus groups and individual interviewees to assess felt
impact and other areas of concern. The final number of focus groups and interviews will be
determined following an analysis of the number of persons with disabilities within the department
and possibly the number of ill or injured employees that have been re-integrated into the
workplace. The approach for focus groups the department uses as a starting point is a
representative number of locations from each of the three environments (navy, army, and air
force) and the National Capital Region. An estimate of sixteen (16) focus groups may be
conducted which may include the following locations: National Capital Region – 3 (2 in English
(EN)) and 1 in French (FR)); Esquimalt (2 in EN); Halifax (2 in EN); Winnipeg (EN), Trenton
(EN), Shilo (EN), Edmonton (2 in EN), Petawawa (EN) Valcartier (2 in FR); Bagotville (FR).
However, the Contractor is to recommend the number of focus groups and interviews in order to
arrive at a representative sample.

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DND-09/00621 – Annex A (Statement of Work)

e. Develop the Moderator Guides and Questionnaires for the focus groups and interviews (list of
organizations and individuals to interview can be found at Appendix 2 to the Statement of Work
(SOW)), regarding accommodation issues for DDWB review and acceptance. The Research
Proposal which includes the methodology, moderator guides and questionnaires will require
approval from an internal Research Ethics Board. [Deliverable #3, paragraph 5.0 below];

f. Participate in focus groups and interviews as an observer and note taker and produce a summary of
key findings [Deliverable #4, paragraph 5.0 below]. DDWB will be responsible for the logistics
of interviews and focus groups (see paragraph 4.1.d above for details);

g. Produce the Final Report on Disability Management in the Workplace at DND [Deliverable #5,
paragraph 5.0 below] that will include findings and related recommendations for change,
which will inform the next iteration of the DND Civilian EE Plan. The recommendations must
include: short-term positive practices; recommendations for a “framework” to meet DND
obligations and realities; special measures aimed at addressing deficiencies in the infrastructure
related to accommodation of persons with a disability, and a proposed process to monitor future
human resource policies, practices and services related to accommodation of persons with a
disability, to prevent any future adverse impact on designated groups;

h. Develop communication products [Deliverable #6, paragraph 5.0 below] to inform various
stakeholders on the findings and recommendations for change;

i. Maintain and submit detailed records of all activities undertaken in fulfillment of this contract
[Deliverable #7, paragraph 5.0 below].

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DND-09/00621 – Annex A (Statement of Work)

5.0 DELIVERABLES:

Note – all deliverables are subject to the Acceptance Procedure outlined in Paragraph 6.0 below.

Number Activities Milestone Deliverables Estimated

1 Design Project Plan and
Research Proposal including
methodology, and
associated communications
pieces
Completion Time
Project Plan and Research 3 weeks from date
Proposal including methodology of contract award
document & associated
communication pieces

2 Document review and Initial Findings Report* 8 weeks

interviews with stakeholders

3 Develop guides for focus Moderators Guides and 3 weeks

groups and interviews Questionnaires (questions for
inclusion in a focus
group/interview exercise)

4 Participate in focus groups Participation as observer and 10 weeks

and interviews record results/findings.

5 Finalize study based on Final Report on Civilian 3 weeks

Initial Findings Report and Disability in the Workplace
focus groups

6 Develop communication Briefing materials on findings 3 weeks

products and recommendations

7 Closure of the Review Submit detailed records of 2 weeks

activities

* The reports shall be provided electronically, in English, using Microsoft Word, with an Arial 12 point font, to the
Project Authority.

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DND-09/00621 – Annex A (Statement of Work)

6.0 ACCEPTANCE PROCEDURE:

All deliverables will be submitted to the Project/Technical Authority for review and formal acceptance in
writing. The Project Authority will review the deliverables and provide comments to the Contractor no
later than two (2) weeks after receipt of the final version of any deliverable. Comments will either be
formal acceptance of the final version of the deliverable or a request to make changes. The Contractor will
resubmit the deliverable with the requested changes no later than one week after receiving the comments
from the Project Authority requesting said changes. The revised deliverable will be reviewed by the
Project Authority within one week of receiving the revised deliverable.

7.0 LOCATION OF WORK AND REQUIREMENT TO TRAVEL:

The work will be performed on the contractor's premises with several visits to various DND locations
across Canada, for meetings or interviews (see paragraph 4.1.d of Annex A above, and Appendix 2 to
Annex A below). The Contractor will be required to travel across Canada to various locations with
Directorate of Diversity and Well-Being (DDWB) staff to participate in the focus groups and interviews.

8.0 REPORTING:

The Contractor will report on a bi-weekly basis to the Project Authority throughout the project to discuss
the status of work deliverables or any other issues that arise. The bi-weekly status reports will be in a
standard project format to be agreed upon by the Project Authority and Contractor. The Project Authority
will be available by email and phone for clarification purposes. Throughout the project, the Project
Authority should be kept apprised of any concerns or issues that arise which may affect the meeting of
milestones. The Project Authority will coordinate the consultation and approval process of the documents
submitted by the Contractor in accordance with paragraph 6.0 “Acceptance Procedure” above.

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DND-09/00621 – Appendix 1 to Annex A (SOW)

Appendix 1 to Annex A (SOW) – List of Documents to Review:

Note 1: a copy of these documents will not be provided to Bidders since some of these are in draft form,
however, the approximate number of pages is provided in order to assist in estimate of level of effort.
Note 2: refer to Annex A (SOW), paragraphs 4.1.b and 5.0 – Deliverables.

Issue Document Office of Primary

Interest
Workplace Workplace Accommodation ADM(HR-Civ)/
Accommodation http://admfincs.mil.ca/admfincs/subjects/daod/5015/0_e.asp DLRPP
[5 pages]
[DAOD = Defence Administrative Orders and Directive, i.e.
departmental policy]

Adaptive DAOD 6000 Information Management ADM (IM)

Technology Establishes aim of Information Management and Delegates
elements of ADM(IM)'s functional authority to L1s.
Includes vision and principles [4 pages]

Web Accessibility DAOD 6001-0 Internet/Defence Intranet ADM (IM)

Establishes concept for and authorities relating to Web
content publishing. [3 pages]

Web Accessibility DAOD 2008-6, Internet Publishing [8 pages] ADM(FIN CS)

Web Accessibility Accessibility Domain Architecture Treasury Board

http://www.tbs-sct.gc.ca/fap- Secretariat (TBS)
paf/documents/accessibility/accesstb-eng.asp

Accommodations DAOD 5029-0 Civilian Staffing [5 pages] ADM(HR-Civ)/

during the
Selection Process DGCESP

Accommodations DAOD 5029-1 Area of Selection [5 pages] ADM(HR-Civ)/

during the DCEP
Selection Process

Accommodations Employment Equity during the Appointment Process Public Service

during the http://www.psc-cfp.gc.ca/plcy-pltq/frame-cadre/policy- Commission
Selection Process politique/equity-equite-eng.htm

Guide for Assessing Persons with Disabilities – How to

determine and implement assessment accommodations
http://www.psc-cfp.gc.ca/plcy-pltq/guides/assessment-
evaluation/apwd-eph/index-eng.htm

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DND-09/00621 – Appendix 1 to Annex A (SOW)

Multiple Formats http://www.at-links.gc.ca/guide/zx30000E.asp Industry Canada

Manager’s Guide to Multiple Format Production

Multiple Formats DAOD 6420-0 Management of Recorded Information ADM(IM)

Establishes the concept and the authorities for the
Management of Recorded Information activities between
various stakeholders.

DAOD 6421-0 Records Management

Establishes the concept and accountability for records
management in DND/CF.

DAOD 6423-0 Publications Management

Outlines what needs to be done to manage publications in
DND/CF from an IM perspective.

DAOD 6427-0 Data Resource Management

Establishes the concept and accountability for data resources
management in the DND/CF.

DAOD 1000-1, Defence Administrative Orders and

Directives (DAOD) Writing Guide (Under Review)

Return to Work D Safe G Return to Work Policy Vice Chief of

http://vcds.mil.ca/dsafeg/rtw/intro_e.asp Defence Staff/
D Safe G

Return to Work CHRC Human Rights and the Return to Work: The State of Canadian Human
the Issue Rights Commission
http://www.chrc-
ccdp.ca/research_program_recherche/rtw_rat/toc_tdm-
en.asp

A Guide for Managing the Return to Work

http://www.chrc-ccdp.ca/publications/gmrw_ggrt/toc_tdm-
en.asp

Workplace Health Workplace Health and Disability Guides (currently in draft TBS
and Disability form only) for:

1. Employee (36 pages);

2. Manager (37 pages); and
3. HR Practitioner (37 pages).

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DND-09/00621 – Appendix 2 to Annex A (SOW)

Appendix 2 to Annex A (SOW) – List of Interviewees:

Note: refer to paragraphs 4.1.f and 5 – Deliverable #4]

Level 1 Organization Office of Primary Issues Location

Interest
Vice Chief of Defence D Safe G Return to Work NCR
Staff (VCDS) (RTW) &
Ergonomics
Chief of Air Staff (CAS) PWD champion NCR
ADM(HR Civilian) DGLRC Workplace NCR
accommodation
Policy
ADM(HR Civilian) Service Centres HROs NCR and Regions
ADM(HR Civilian) Compensation RTW NCR
Chief of Military WA/RTW NCR
Personnel (CMP)
ADM(Materiel) Ergo NCR
Coach/Adaptive
Technology
ADM(Materiel) Multiple formats NCR
ADM(Finance & Multiple formats NCR
Corporate Services)
ADM(Information Adaptive NCR
Management) technology
ADM(Information Website NCR
Management) Accessibility
DAGPWD Esquimalt
Co-Chair

Based on the list above (Appendix 2 to Annex A), a minimum twelve (12) interviews will be held.
It is estimated that the average individual interview (list above) will take between 1 hour to 1-1/2 hours.

Focus group interviews, which are separate from above, are estimated to take 2 hours.
As stated earlier, the preliminary estimate of the number of focus groups required is sixteen (16).

Therefore, for an estimated level of effort, the individual interviews (above) may require 18 hours and the
focus group interviews may require 32 hours. Total estimate for all interviews is 50 hours.

However, the actual number and type of interviews, both individual and group, will be subject to a
recommendation by the Contractor in order to arrive at a representative sample of affected employees.
Interviews in excess of 50 hours total effort will be compensated for using the per diem rate for
“additional work” – see “Basis of Payment”, paragraph 12.1.b in the RFP.

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