12-233-SOL-00339.pdf

SOLICITATION/CONTRACT 1. THIS CONTRACT IS A RATED

5. SOLICITATION TYPE2. CONTRACT NO. 4. SOLICITATION NUMBER

PAGE OF PAGES

7. ISSUED BY CODE 8. THIS ACQUISITION IS

BIDDER/OFFEROR TO COMPLETE BLOCKS 11, 13, 15, 21, 22, & 27

RATING

ORDER UNDER DPAS (15 CFR 700)

3. AWARD/

EFFECTIVE DATE ISSUE DATE

6. SOLICITATION

UNRESTRICTED OR SET ASIDE:

SMALL BUSINESS

SIZE STANDARD:

9. (AGENCY USE)

NO COLLECT CALLS

10. ITEMS TO BE PURCHASED (BRIEF DESCRIPTION)

SUPPLIES SERVICES

11. IF OFFER IS ACCEPTED BY THE GOVERNMENT WITHIN

CALENDAR DAYS (60 CALENDAR DAYS UNLESS OFFEROR INSERTS A DIFFERENT

PERIOD) FROM THE DATE SET FORTH IN BLOCK 9 ABOVE, THE CONTRACTOR

AGREES TO HOLD ITS OFFERED PRICES FIRM FOR THE ITEMS SOLICITED

HEREIN AND TO ACCEPT ANY RESULTING CONTRACT SUBJECT TO THE TERMS

AND CONDITIONS STATED HEREIN.

CODE 12. ADMINISTERED BY

13. CONTRACTOR FACILITY 14. PAYMENT WILL BE MADE BY CODE CODE

OFFEROR CODE

TELEPHONE NO.

DUNS NO.

CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK:

15. PROMPT PAYMENT DISCOUNT 16. AUTHORITY FOR USING OTHER

THAN FULL AND OPEN COMPETITION

10 U.S.C. 2304 41 U.S.C. 253

NEGOTIATED

(RFP)

SEALED BIDS

(IFB)

1 87

05/25/2012

DHHS/PSC/SAS/DAM

Parklawn Building, Room 5C-18 5600 Fishers Lane Rockville MD 20857

DHHS/PSC/SAS/DAM

Parklawn Bldg., Room 5C-18 5600 Fishers Lane Rockville MD 20857

DAM

541618

% FOR:

X

X x x

DAM

TRAINING AND TECHNICAL ASSISTANCE SERVICES REGION IV

$7.0

12-233-SOL-00339

NAICS:

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED VETERAN-

OWNED SMALL BUSINESS

8(A)

WOMEN-OWNED SMALL BUSINESS (WOSB)

ELIGIBLE UNDER THE WOSB PROGRAM

EDWOSB

17.

ITEM NO.

18.

SCHEDULE OF SUPPLIES/SERVICES

19.

QUANTITY

20.

UNIT

21.

UNIT PRICE

22.

AMOUNT

TRAINING AND TECHNICAL ASSISTANCE SERVICES FOR PACIFIC REGION IV

Period of Performance: 10/01/2012 to 02/01/2013 see continuation page

27. SIGNATURE OF OFFEROR/CONTACTOR 28. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

NAME AND TITLE OF SIGNER (TYPE OR PRINT) DATE SIGNED NAME OF CONTRACTING OFFICER DATE SIGNED

25. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS SET

FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY CONTINUATION SHEETS

SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED HEREIN.

26. AWARD OF CONTRACT: YOUR OFFER ON SOLICITATION

NUMBER SHOWN IN BLOCK 4 INCLUDING ANY ADDITIONS

OR CHANGES WHICH ARE SET FORTH HEREIN, IS

ACCEPTED AS TO ITEMS:

23. ACCOUNTING AND APPROPRIATION DATA 24. TOTAL AWARD AMOUNT

(FOR GOVERNMENT USE ONLY)

DAWN T. GRESHAM

x

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION NOT USABLE

STANDARD FORM 1447 (REV. 2/2012)

Prescribed by GSA - FAR (48 CFR) 53.214(d)

COPIES TO

TYPE OR PRINT NAME AND TITLE OF SIGNER

SIGNATURENAME AND ADDRESS OF FIRM (Include ZIP Code)

WE DO NOT, DESIRE TO BE RETAINED ON THE MAILING LIST FOR FUTURE PROCUREMENT OF THE TYPE OF ITEMS INVOLVEDWE DO

DO NOT REGULARLY MANUFACTURE OR SELL THE TYPE OF ITEMS INVOLVED

CANNOT MEET DELIVERY REQUIREMENT

OTHER (Specify)

UNABLE TO IDENTIFY THE ITEM(S)

CANNOT COMPLY WITH SPECIFICATIONS

PAGE

NO RESPONSE FOR REASONS CHECKED

87 2 OF

DATE AND LOCAL TIME

AFFIX

STAMP

HERE

TO:

FROM:

SOLICITATION NO.

DHHS/PSC/SAS/DAM

Parklawn Building, Room 5C-18 5600 Fishers Lane Rockville MD 20857

DAM

12-233-SOL-00339

STANDARD FORM 1447 (REV. 2/2012) BACK

TRAINING AND TECHNICAL ASSISTANCE SERVICES FOR PACIFIC REGION IV

TOTAL SMALL BUSINESS SET-ASIDE

Solicitation No. 12-233-SOL-00339

SECTION B - SUPPLIES or SERVICES and PRICE/COST

B.1. In consideration of the satisfactory performance of the work called for in SECTION C, the Contractor shall be paid the following:

CONTRACT BASE PERIOD - October 1, 2012-Februray 1, 2013

Estimated Cost......................................$

Fixed Fee...............................................$

Total Estimated Cost Plus Fixed Fee....$

OPTION YEAR ONE- February 2, 2013 to February 1, 2014

OPTION YEAR TWO – February 2, 2014 to February 1, 2015

OPTION YEAR THREE- February 2, 2015 to February 1, 2016

OPTION YEAR FOUR- February 2, 2016 to February 1, 2017

CUMULATIVE TOTAL

SECTION C - DESCRIPTION /SPECIFICATIONS/STATEMENT OF WORK

C.1. TITLE:

Training & Technical Assistance Contract (Pacific Basin – ANA Region IV)

C.2. Background Statement/Project History

ANA promotes self-sufficiency for Native Americans by providing funding for community-based projects, and provides training and technical assistance to eligible tribes and native organizations. The concept of promoting self-sufficiency is based on the following core beliefs:

The native community is self-sufficient when it can generate and control the resources necessary to meets its social and economic goals and the needs of its members.

The responsibility for achieving self-sufficiency resides within the native governing bodies and local leadership.

Progress toward self-sufficiency is based on efforts to plan and direct resources in a comprehensive manner consistent with long-range goals.

In carrying out Section 803 of the Act, ANA administers the following competitive, discretionary project grant programs: (1) Social and Economic Development Strategies (SEDS); (2) Environmental Regulatory Enhancement; and (3) Native Language Preservation and Maintenance. The demand is highest for ANA grants in the SEDS program.

In response to Section 804 of the Act, ANA specifically provides training and technical assistance; coordinates annual panel review sessions; conducts annual project impact evaluations on its grantees; and directly administers community-based projects and several private-public partnerships. Typically, ANA administers approximately 240 projects a year.

ANA’s constituency resides in reservation, village, island and urban communities.

Over the past decade, ANA has streamlined, standardized, and automated many of its TTA processes and services. These modifications have allowed ANA to substantially reduce TTA costs and enhance the effectiveness and quality of ANA-funded community projects. As a result, ANA has demonstrated that close partnerships with our TTA providers leads to the development and funding of effective and creative community projects that make a difference in the lives of Native American children, families, and communities.

ANA has organized its delivery of TTA services into four regions. Each region offers standardized services, as well as community and cultural resources specific to the communities located within its geographic region.

Region I: Eastern Alabama, Arkansas, Connecticut, Washington, DC, Deleware, Florida, Georgia, Indiana, Illinois, Iowa, Kansas, Kentucky, Lousiana, Maryland, Massachusetts, Maine, Michigan, Minneapolis, Missouri, Mississippi, North Carolina, North Dakota, Nebraska, New Hampshire, New Jersey, New York, Ohio, Oklahoma, Pennsylvania, Rhode Island, South Carolina, South Dakota, Tennessee, Texas, Virginia, Vermont, Wisconsin, West Virginia

Region II: Western Arizona, California, Colorado, Idaho, Montana, New Mexico, Nevada, Oregon, Utah, Washington, Wyoming

Region III: Alaska Alaska

Region IV: Pacific American Samoa, Guam, Hawaii, Commonwealth of Northern Mariana Islands (CNMI)

2.0 GENERAL REQUIREMENTS

The Contractor is required to provide training and technical assistance in a broad range of areas. The TTA providers must be knowledgeable about ANA’s mission, goals, and funding priorities, as well as HHS and ACF initiatives and issues of importance to organizations and entities eligible for ANA funding. The Contractor must have community-level project management experience and an understanding of the federal grant management and administration processes and associated OMB and HHS policies, regulations, and statutes.

The Contractor must also possess a demonstrated expertise in Native American issues and challenges.

To ensure accurate and efficient task management, ANA has developed a Technical Assistance Module (TA Module). The TA Module is a web-based system for issuing task orders to support TTA activities and specific tasks required by this contract. Task orders are generated by the COTR, the Contractor shall respond by submitting for the COTR’s approval a proposal that includes costs for travel, transportation, lodging, meals and incidental expenses, resource billable hours, and other expenses (i.e. facility rentals, printing, postage, and materials). Task orders must be accepted by the Contractor AND approved by the COTR before the commencement of the activity or the incurrence of any costs.

The training and technical assistance technical requirements of this contract are defined in 23 tasks grouped by task type:

1) Training (Tasks 1-4)

2) Technical Assistance (Tasks 5-9)

3) Evaluation (Task 10)

4) Outreach and Technology (Tasks 11-16)

5) Regional Office Responsibilities (Tasks 17-18)

6) General and Administrative Activities (Tasks 19-22)

2.1 TRAINING TASKS

The Contractor shall provide training to prospective applicants and grantees on planning, developing, conducting, and administering ANA projects. ANA offers four types of training:

Project Planning and Development (PPD), Pre-Application (Pre-App), Post Award, and Grantee Meeting.

ANA maintains PPD, Pre-App, and Post Award training manuals and curricula for use by the Contractor. If needed, the Contractor shall work with ANA staff and other TTA providers and/or may take a lead role to modify training manuals and curricula to meet the needs of the Government. The Contractor shall make available to ANA and the other TTA providers all materials used for training purposes. All training materials are to be checked for spelling, grammatical, and punctuation errors. Training materials produced by the Contractor must be 100% error-free.

Training provided by the Contractor must also conform to the following general requirements.

Exceptions may be made on a case-by-case basis with advance approval of the COTR. The Contractor shall:

1) When possible, advertise three months in advance training dates and locations in widely-circulated Native American publications and websites and other media.

2) Establish an online registration process that includes definitive registration cut-off dates and participant communications (e.g. confirmation letters, reminders, and updates).

3) Ensure a minimum of five eligible participants (unless the COTR authorizes a session for fewer participants) and a maximum of 45 participants per training session.

4) Maintain a ratio of one facilitator to 15 participants (1:15) with no more than three contractor personnel at any training session/event.

5) Limit attendance to no more than two participants per organization and three participants per tribe.

6) Secure space appropriate to host the number of participants registered and style of training being provided. The Contractor shall hold trainings in community and culturally-relevant venues (e.g. local community centers and native-owned hotels) and in conjunction with regional or national tribal and native gatherings or other relevant conferences.

7) Design and deliver dynamic and interactive trainings appropriate for a variety of adult learning styles.

8) Provide trainings that are culturally appropriate and relevant, which may include presenting the materials in a native language and using presenters from the host community.

9) Distribute ANA approved training materials to all participants.

10) Utilize technology such as LCD projectors and the Internet to deliver trainings.

11) Provide peer advisors to aid in the facilitation of training.

12) Include regional nuances and examples as a supplement to the Government-provided training materials.

13) Provide all participants with evaluation forms at the completion of the training.

ANA will independently validate the evaluation responses and provide the Contractor feedback on the effectiveness and quality of the trainings.

TASK 1: PROJECT PLANNING AND DEVELOPMENT TRAINING

Project Planning and Development training is typically three full days. The purpose of PPD training is to assist prospective applicants in the planning and development of a project idea.

Participants should learn how to: work with community and key partners to identify and document specific community problems that stand in the way of meeting community goals;

create a project work plan to address those problems and attain community goals; develop measurable outcomes and impacts to the community; and determine the level of resources and funding needed to implement the project. PPD trainings are free to participants, but participants must arrange and pay the travel costs to attend.

In addition to the 13 training requirements above, the Contractor shall:

a) Encourage participation in PPD training sessions by reaching out to unsuccessful applicants.

b) Encourage participation in PPD training sessions by reaching out to tribes and Native American organizations that have not received ANA funding.

c) Use the ANA PPD training manual and curriculum to conduct the training.

d) Incorporate and present information on other funding sources.

TASK 2: PRE-APPLICATION TRAINING

Pre-application training is typically two full days. The purpose of Pre-App training is to assist prospective applicants in the preparation of an application for Federal Domestic Assistance in response to ANA’s annual federal opportunity announcements (FOA’s). Pre-App training offers participants the “nuts and bolts” on how to apply for funding via Grants.gov and provides instruction on evaluation criteria, forms, and formatting requirements. Pre-App trainings are free to participants, but participants must arrange and pay the travel costs to attend.

a) Ensure participants have a defined project idea/concept prior to permitting registration for Pre-App trainings.

b) Encourage participation in Pre-App training sessions by reaching out to unsuccessful applicants.

c) Encourage participation in Pre-App training sessions by reaching out to tribes and Native American organizations that have not received ANA funding in the last five years.

d) Use the ANA Pre-App training manual, curriculum, and FOA’s to conduct the training.

TASK 3: POST AWARD TRAINING

Post-Award training is typically two full days. The purpose of Post-Award Training is to provide ANA grantees with the mechanics of how to effectively administer, manage, and track their projects. The training also equips grantees with the tools they need to successfully document impact indicators and in-kind contributions and to complete required reports.

a) Contact all new grantees (in the Contractor’s region) and encourage their attendance at this mandatory training.

b) Use the ANA Post-Award training manual and curriculum to conduct the training.

c) Conduct two Post-Award training sessions within 120 days after annual grant funding is awarded. Awards are typically made in later September each year.

d) Hold the Post-Award training sessions in an easily accessible and central location in the region.

e) Notify the COTR with names of grantees who did not attend Post Award Training.

TASK 4: GRANTEE MEETING TRAINING

The Contractor will also provide training at an annual ANA Grantee Meeting. Training topics, workshops, materials, speakers, and trainers will be assigned and/or approved in advance by the COTR.

The Contractor shall:

a) Collaborate with ANA staff and other TTA providers on Grantee Meeting training activities.

b) Distribute ANA approved training and workshop materials to all participants.

c) Secure presenters and instructors for the trainings and workshops.

2.2 TECHNICAL ASSISTANCE TASKS

ANA offers technical assistance (TA) to prospective and unsuccessful applicants and current grantees. Recipients of TA must be eligible to apply for ANA grant funding. The Contractor shall provide TA in a broad range of areas either electronically or on-site at the grantee’s project site. Electronic TA (ETA) may be provided via telephone, fax, email, or the Internet. On-site TA will require travel.

The Contractor shall plan to provide TA, at a minimum, in the following areas:

1) Social, economic, and business development strategies.

2) Cash flow and financial management (including revolving loan funds).

3) Financial asset building (including individual development accounts (IDA’s)).

4) Native American language preservation and enhancement, including language immersion.

5) Environmental regulatory planning and development (including codes, ordinances, and laws) and environmental impacts and mitigation.

6) Youth and child development.

7) Emergency response and community planning and preparedness.

8) Federal, nonprofit and tribal grant management and administration.

9) Project development and community planning.

10) Human resource management.

11) Continuation application processes (including project modifications).

12) Project improvement plans.

13) Telecommunications, electronic information exchange, and teleconferencing.

14) Data collection, validation, and analysis pertaining specifically to the status of

Native American languages and economic development.

15) Volunteer education and services.

16) Sustainability and succession planning.

For all TA, the Contractor shall keep a record of the type of TA provided and document the communications with the recipient in a format prescribed by the COTR.

The Contractor shall not provide TA to consultants developing projects on behalf of a tribe or nonprofit organization, unless authorized written approval is provided in advance by an authorized representative of the tribe or nonprofit organization.

The Contractor shall provide all participants with evaluation forms at the completion of the technical assistance. ANA will independently validate the evaluation responses and provide the Contractor feedback on the effectiveness and quality of the technical assistance.

TASK 5: ELECTRONIC TA TO UNSUCCESSFUL APPLICANTS

After grant awards are made, ANA will provide the Contractor with the names and contact information of applicants in their region who applied for, but did not receive, ANA grant funding.

The Contractor shall make contact with all unsuccessful applicants and offer TTA services.

a) Contact unsuccessful applicants by phone, letter, or email to offer free TTA services within ten business days of receipt of the contact information.

b) Verify the applicant received a denial of funding letter and summary of panel review comments and notify the COTR in writing if the applicant did not receive this information or if the information provided was not clear, accurate, and complete.

c) Deliver ETA by building upon the information provided in the panel review summary.

e) Provide ETA tailored to the specific needs of the unsuccessful applicant and assist the applicant by strategizing ways to improve the application or project concept.

f) Provide no more than 8 hours of ETA to a single applicant.

TASK 6: PROJECT PLANNING AND DEVELOPMENT ELECTRONIC TA

Project Planning and Development Electronic TA (PPD ETA) is provided to prospective applicants in the planning and development of a project concept consistent with ANA’s mission to promote self-sufficiency and cultural preservation. PPD ETA may include topics such as garnering community involvement in project design and developing internal capacities for administering federal grants.

a) Limit PPD ETA to organizations that have not received ANA funding or significant other federal and state funding within the last five years.

b) Conduct a base-line evaluation of the organization’s capacity to apply for and receive federal assistance. The format of the evaluation will be provided by the

COTR.

c) Provide no more than 16 hours of PPD ETA to a single recipient.

TASK 7: PRE-APPLICATION ELECTRONIC TA

Pre-App ETA is provided to recipients with who are applying for Federal Domestic Assistance in response to an ANA FOA.

a) Read and review a proposed project application prior to providing TA.

b) Provide ETA to potential applicants having a proposed “project application” for review, as opposed to a project “concept paper.” ANA considers a project application to be a document(s) that has responded to all evaluation criteria and is ready for submission for funding consideration.

c) Provide no more than 16 hours of Pre-App ETA to a single applicant.

TASK 8: ELECTRONIC TA TO GRANTEES

ETA to grantees provides assistance on currently funded social, economic, environmental, and language preservation projects. This type of ETA may include the development of a Project Improvement Plan.

a) Provide ETA to ANA grantees upon request from the COTR.

b) Debrief the ANA program specialist having oversight responsibilities for the grant project.

c) Provide no more than 16 hours of ETA to a single grantee.

TASK 9: ON-SITE TA TO GRANTEES

On-site TA is provided at the grantee’s project site and involves a thorough review of the project challenges and the provision of guidance and recommendations. Through the TA Module, the COTR will determine the deadlines associated with conducting On-site TA. On-site TA is provided for a minimum of 8 hours and for a maximum of 32 hours.

Occasionally, grantees may request TA directly from the Contractor. If the Contractor receives such a request, the Contractor shall obtain from the grantee, and submit to the COTR, a description of the challenges faced by the grantee, the type of TA requested, and the desired result from the TA.

a) At the request of ANA, make contact with the grantee and prepare for the on-site TA by reviewing documents provided by the government or the grantee.

b) Provide TA to grantee that is having difficulty implementing, managing, or administering an ANA-funded project.

c) Provide specialized TA to grantees in the review and management of project goals, objectives, impact indicators, financial management, reporting on project accomplishments, and in assessing and resolving project, community and organizational challenges;

d) The Contractor shall develop with the grantee, in the format provided by the COTR, a Project Improvement Plan (PIP) identifying challenges and impediments to project success and recommended corrective actions.

e) Provide ANA with a copy of the completed PIP; the approved PIP will be issued by ANA directly to the grantee.

f) Provide ANA with confidential recommendations on the disposition of the project, any additional TA required, and an assessment of the grantee’s ability to bring the project current (if behind schedule) or to a successful conclusion.

g) Take digital photos of activities related to the project or services provided while on-site and secure a photo release from individuals in the photo.

h) Provide a Site Visit Report (SVR) for on-site TA within five business days in a format provided by the ANA COTR. The report shall include a critical analysis of the project status and the grantee’s performance, as well as the TA provider’s recommendations.

2.3 EVALUATION TASKS

TASK 10: IMPACT EVALUATION

ANA is required by statute to assess the impact and effectiveness of its grant portfolio. ANA conducts onsite visits to grantees within three months of the grant closing date and utilizes an evaluation tool to collect and analyze quantitative and qualitative information. The onsite impact evaluation also provides an opportunity for ANA to provide technical assistance to the grantee on sustaining the benefits of the project.

a) Provide personnel to collaborate with ANA impact evaluator staff during all phases of the impact evaluation.

b) Participate in training prior to conducting impact evaluations if required.

c) Review grantee and project information prior to conducting the onsite visit and discuss concerns with ANA impact evaluator.

d) Conduct research on sustainability resources applicable to each project prior to conducting the onsite visit.

e) Interview grantees onsite regarding the ANA-funded project, collecting and documenting data using the ANA Impact Evaluation Tool.

f) Provide TA to grantees during the site visit on sustainability and other areas as needed.

g) For each impact visit, complete the Impact Evaluation Tool and provide high quality professionally written impact briefing paper (Impact Report). Impact Reports must demonstrate independent thought, critical analytical assessment and provide recommendations. Impact Evaluation Tools and Impact Reports must be 100% error-free and submitted to ANA within ten and 30 days respectively, in the format provided by the COTR.

h) Follow up on any outstanding challenges or concerns with the grantee as identified by the COTR.

The Contractor shall not conduct impact evaluations within their respective region.

2.4 OUTREACH AND TECHNOLOGY TASKS

TASK 11: REGIONAL WEBSITE

ANA maintains a TA Resource Center on its website that provides information on ANA TTA services. The Contractor shall design, develop, and maintain a regional website to complement the ANA TA Resource Center. The regional website will include links for training registration, webinars, office hours and contact information, and regionally specific information not found on the ANA website. The regional websites will link to the ANA website offering applicants and grantees easy access to services.

a) Design a regional website in a format approved by the COTR, and ensure the ANA logo is the hyperlink from the Contractor’s company page to information on ANA training and technical services.

b) Post to the regional website within two days any information requested by the COTR and not post any information on the regional website (associated with ANA) without the COTR’s approval.

c) Remove outdated information within three days of its expiration.

d) Conduct webinars on topics approved by the COTR and stream and store the webinars on the regional website.

TASK 12: OUTREACH THROUGH TECHNOLOGY

The Contractor shall make use of available technology to maintain communication with current ANA grantees and conduct outreach in a variety of formats.

a) Stay abreast of new technology including social media and propose strategies for enhancing outreach efforts.

b) Use social media and other emerging technologies to promote ANA funding opportunities, conduct outreach, and communicate with ANA grantees.

c) Develop a web-based Virtual Community Center aimed at fostering a sense of community among ANA staff, grantees, and applicants. Housed in a social media network, the Virtual Community Center may include: discussion boards, regional events calendar, and a job announcements board for users to post and search for jobs in their region.

e) Maintain an active listserv of tribes and Native American nonprofit organizations for the purpose of distributing information.

f) Conduct one webinar per month on a topic approved by the COTR.

g) Collaborate with other TA Contractors in the development of webinar presentations.

h) Conduct conference calls with grantees as directed by the COTR.

TASK 13: MARKETING MATERIALS

The Contractor shall maintain updated marketing materials to conduct outreach to potential applicants. All marketing materials must be submitted to the COTR for approval.

Marketing materials may include, but are not limited, to the following:

a) ANA program brochure.

b) Panel reviewer recruitment mailers.

c) TTA provider business cards.

d) Training schedule fliers, announcements, etc.

TASK 14: OUTREACH AT CONFERENCES AND MEETINGS

Throughout the contract period, ANA may request the Contractor to attend or make presentations at conferences and meetings. The conferences and events may be HHS, ACF or ANA sponsored; they may also be sponsored by other federal departments, native or tribal entities, and other groups with purposes relevant to the ANA program.

The Contractor may be required to provide TTA services during the conference or meeting and may be required to secure space for these activities and provide logistical support for grantees, presenters, and ANA staff. When representing ANA at conferences or meetings, the Contractor shall prepare, coordinate, and obtain COTR approval of all training presentations, materials, and handouts. The Contractor may be required to develop and deliver presentations, provide transcription services, and develop briefing materials and talking points for ANA staff.

The COTR will provide conference and meeting site information to the Contractor. The Contractor shall be proactive in researching conferences and events that are relevant to the ANA program and inform the COTR of these events.

TASK 15: MAINTENANCE AND DEVELOPMENT OF SUSTAINABILITY TOOLS

The Contractor shall develop and provide tools that will be used by ANA grantees and Native American communities to sustain the benefits of community-based projects. Contractors shall submit to the COTR proposed ideas and action plans for the development of sustainability tools.

a) Collaborate with other TA Contractors to develop and maintain one online sustainability directory containing regional components. The sustainability directory should include funding resources, potential partners, and sustainability tools and resources.

b) Submit a collaborative proposal (with action plan) for developing sustainability tools to the COTR following the first quarterly meeting.

c) Develop, implement, and maintain sustainability resources and tools approved by the COTR.

TASK 16: REGIONAL SUPPORT

ANA’s regional TA Contractors should have expertise and informed knowledge of the happenings within native communities in their regions.

a) Provide regional technical assistance and project support for ANA and ACF staff, and other senior officials visiting the Contractor’s region.

b) Provide briefing papers, talking points, newsletter articles, website text, and success stories on regional project successes, concerns, and challenges.

c) Coordinate visits with community leaders and grantees as requested by the COTR.

d) Organize, facilitate, secure meeting space, and schedule technical assistance meetings and site visits with community organizations and grantees.

2.5 REGIONAL OFFICE RESPONSIBILITIES TASKS

In addition to the specific tasks below, the Contractor shall provide an office with telephones, email, fax, internet, and on-site staff with regular business hours Monday through Friday excluding federal holidays. The regional office shall be open and staffed from at least 8:00 am to 6:00 pm local time.

The Contractor shall complete and accept task orders by supplying the COTR with all known costs associated with the task and provide the COTR with supporting documents, when necessary, to justify costs associated with the activity. The Contractor shall invoice the Government on a monthly basis and ensure the Government and the Contractor have a current, accurate, and complete accounting of the Government’s financial commitments under the contract.

The Contractor will also be required to participate in monthly one-hour long conference calls or webinars with ANA staff, other TTA providers, and the COTR.

TASK 17: PANEL REVIEW SUPPORT

The Contractor will provide up to three staff to support ANA during its annual panel review sessions.

a) Encourage all technical experts and peer advisors (non-key personnel) to participate in panel review. All technical experts and peer advisors selected for panel review support will be paid at the standard panel reviewer rate by ANA. This includes travel and standard per diem rates.

b) Develop and participate in panel review training activities.

c) Assess reviewer comments and scores to ensure ANA provides applicants with clear, concise, accurate, complete, and constructive comments.

d) Review, assess, and score projects in accordance with the criteria contained in the published FOA’s.

The Contractor shall not review or assess projects from within its’ own region or review any project for which the contractor previously provided the applicant training or technical assistance leading to the development and assistance of the project.

TASK 18: QUARTERLY MEETINGS

Quarterly meetings are essential to ANA’s effective management and implementation of a national training and technical assistance program. Each region will host one quarterly meeting.

The Contractor shall plan for attendance of key personnel at each quarterly meeting.

a) Prepare and coordinate meeting agendas, materials, and presentations with ANA staff, other TA contractors, and other federal, state, tribal and local government agencies as requested by the COTR.

b) Secure meeting space and facilitate hotel accommodations for up to 35 attendees for one three-day quarterly meeting. Coordinate meeting and travel logistics.

c) Secure audio-visual equipment, develop and distribute meeting material, and provide a summary of meeting notes, action items, and decisions.

d) Identify and provide expert presenters in subject areas identified by the COTR.

e) Identify and provide cultural presentations (e.g. lectures, site visits, etc.) relevant to the location of the quarterly meeting.

f) Participate in training and technical assistance workgroups with other regional contractors and ANA staff.

g) Provide a briefing on regional TTA activities, challenges, and special projects.

h) Present best practices on training skills, technical assistance activities, and other areas as requested by the COTR.

i) Participate in Director Meetings or one-on-one meetings with ANA staff and/or the

COTR to discuss special contract issues and business-related activities including review of Contractor’s performance.

TASK 19: SPECIAL PROJECT ACTIVITIES

Based on historical activity, the Government envisions up to 100 business days for the completion of special projects using a combination of Contractor key personnel, technical experts, or subcontractors. Special project activity days will be used to enhance the quality of training and technical assistance services or materials that support ACF and ANA programs.

The Contractor may use allotted days for special project activities only after the special project activities are identified and approved by the COTR.

Special project activities may include but are not limited to the development of new training manuals, circulars, or other training and technical assistance information and publications that can be used to support ANA, grantees, native communities, tribal leaders and the unique delivery of TTA services that cut-across all regions.

2.6 GENERAL AND ADMINISTRATIVE TASKS

TASK 20: INITIAL CONTRACT MEETING

Within two weeks of the Contract award, the Government will hold an initial meeting with the Contractor.

The meeting will cover:

a) Funding opportunity announcements and application information.

b) Organizational goals, objectives and performance measures.

c) Contact information for ANA staff, other regional TA contractors, and current grantees.

d) Training manuals and materials.

e) ANA program guides and policy statements.

f) GrantSolutions, TA module, and ANA SharePoint information and access.

g) Information on the Program Support Center’s (PSC) Payment Management System

(PMS).

h) Procedures for conducting tasks outlined in the SOW, including report formats.

TASK 21: CONTRACTOR WORK PLAN

Within five business days of contract award, the Contractor shall provide a Contractor Work Plan (CWP) to the COTR. For each option year, the CWP will be due to the COTR in September. The purpose of the CWP is to establish the annual training and technical assistance schedule. The CWP may be adjusted during the year to accommodate changes and special projects.

The Contractor’s Work Plan shall include:

a) Proposed locations (city and state) and dates for PPD, Pre-App, and Post Award trainings.

b) Annual work calendar.

c) Proposed marketing, outreach, and recruitment activities for the year (including regional website development and updates).

d) Current quality control measures.

e) Comprehensive staffing pattern that shows use of key personnel, technical experts, and peer advisors.

f) A list of key personnel, technical experts, and peer advisors targeted and committed to perform under this contract. The list shall identify the type of employment relationship to the Contractor, the dates and period(s) of availability, and qualifications.

g) Procedures to ensure there will be no perceived or actual conflicts of interest between Contractor personnel and clients (grantees).

h) Procedures for ensuring confidentiality of ANA client (grantee) information. The Contractor shall require and ensure that all Contractor personnel sign Confidentiality Agreements, and the Contractor shall have a formal process in place to secure confidential and sensitive information, as well as any formal actions that are taken by the Contractor if there is a breach of confidentiality. Copies of the signed Confidentiality Agreements shall be provided to the COTR before work commences.

i) Process to continually train all Contractor personnel associated with the contract on ANA policies, programs, and updates, including instructing technical experts and advisors on expectations for completing specific tasks.

j) Procedures for tracking government-furnished property.

The Government will review the CWP within ten business days of submission and provide feedback to the Contractor. Revisions and modifications to the CWP shall be completed within five business days.

TASK 22: QUARTERLY REPORTS

The Contractor shall submit quarterly reports to the ANA COTR on the 10th day of the month following the end of each Federal fiscal year quarter: January 10, April 10, July 10, and October

10. If the due date falls on a non-business day, the report is due on the next business day. The quarterly report provides important information for ANA regarding training and technical knowledge, current trends in ANA’s grantee portfolio, and challenges encountered by applicants.

Quarterly reports must be submitted as directed by the COTR. The COTR will accept or reject the report within 45 days of receipt. Rejection of a report shall be in writing and provided to the Contractor by e-mail. The Contractor must correct deficiencies identified by the COTR within ten business days.

The quarterly report shall include a summary of all tasks completed over the quarter and:

a) Observed best practices.

b) Challenges encountered with recommended solutions.

c) Summary data and statistical analysis of information and trends related to trainings and technical assistance provided.

d) Summary data and statistical analysis of participant satisfaction (actual evaluations shall be provided as an attachment).

e) Identification of the tribes and organizations to which TTA services were provided.

f) Highlights of evaluation activities, outreach and technology activities, regional office responsibilities, and special project activities.

3.0 CONTRACTOR PERSONNEL

3.1 BASIC REQUIREMENTS

The Contractor shall provide personnel who are qualified to perform the work described in this SOW. The proposed personnel are expected to have experience working with native communities, be flexible to changing priorities, possess skills and expertise in the design and delivery of training and technical assistance resources intended for Native American communities, and possess the ability and willingness to meet required deadlines.

Training and technical assistance providers represent ANA in many different arenas. It is imperative that personnel serving ANA under this contract be able to interact with Native American communities in a culturally sensitive and appropriate manner. ANA is interested in having highly competent and articulate staff available to represent it. Data management and analytical writing skills are also essential to the delivery of services under this contract.

The Contractor must ensure that the work force is adequate at all times to perform the tasks assigned under this contract. The Contractor shall utilize key personnel to fulfill all contract work requirements; the use of subcontractors and consultants may be used for functions that require specialized knowledge and do not require consistent maintenance of effort.

The Contractor shall submit resumes in accordance with the Resume Format outlined in Part VII, Attachment D. The Contractor shall also submit a Personnel Qualifications Summary (Attachment E) defining all key personnel and consultant qualifications.

3.2 KEY PERSONNEL

Certain skilled, experienced, professional, and/or technical personnel are central to the successful implementation of this contract. Such personnel are defined as “key personnel,” and their resumes should be designated accordingly. The government envisions the following key personnel positions: Regional Director, Training Specialist, Technical Assistance Specialist, and Outreach and Technology Specialist.

The Contractor shall ensure that all employees and consultants that perform work under this contract have the necessary experience and skills (training, communication, coordination, organizational, and professional) to efficiently and effectively perform the work. The Contractor’s proposal must demonstrate that the proposed key personnel and consultants have experience and a thorough understanding of the cultural dynamics to interact with Native American communities in an appropriate and productive manner. This is a critical evaluation factor.

Key personnel who possess strong management and coordination skills is crucial to the success of the contract, since the range of deliverables requires a high level of planning and organizational skill, as well as the ability to coordinate and collaborate with various entities effectively. Creativity, flexibility, and leadership are required to successfully deliver the products and services anticipated under this contract.

If the resume for any individual proposed to fill a key personnel position does not definitively demonstrate that the individual has all of the required qualifications, the proposal will be considered not responsive and will not be considered for award.

Regional Director The Regional Director shall be the Contractor’s authorized representative for the technical and administrative performance of all services required under this contract. The Regional Director shall be directly responsible for responding to and resolving to the satisfaction of the Contractor Officer and the COTR all complex technical, administrative, management, or contractual issues.

The COTR shall be the Contractor’s first contact point for any questions, difficulties, or problems that arise related to the tasks.

Education

Master’s Degree is preferred

Minimum of a Bachelor’s Degree from an accredited institution

Experience

Minimum of ten years experience in the successful management and oversight of a project of this size and scope and demonstrated experience in collaborative planning and project management. Five of the ten years should be in managing training and technical assistance projects in Native American communities.

Minimum of ten years experience working on community-based projects in native communities in one or more of the following areas: social and economic development, language revitalization, and environmental regulatory enhancement.

Training Specialist The Training Specialist shall be the Contractor’s lead trainer and provide expertise and oversight of Contractor responsibilities for training and curriculum development. The Training Specialist shall be responsible for training other key personnel and consultants on training activities outlined in the statement of work. ANA staff and other regional TA contractors will collaborate with the Training Specialist on the revision and development of training curricula and materials.

Education Bachelor’s Degree from an accredited institution preferred

Experience

Minimum of eight years experience providing training to adult participants and demonstrated experience of knowledge and skill in adult instructional design and curriculum development.

Minimum of eight years experience working on community-based projects in native

Technical Assistance Specialist The Technical Assistance Specialist shall be the Contractor’s lead provider of technical assistance. The Technical Assistance Specialist shall be responsible for training other key personnel and consultants on technical assistance and evaluation tasks outlined in the statement of work. ANA staff and other regional TTA contractors will collaborate with the Technical Assistance Specialist on the revision and development of technical assistance and evaluation procedures and policies.

Education Bachelor’s Degree from an accredited institution preferred

Experience

Minimum of eight years experience providing technical assistance in one or more of the 15 areas defined in task type 2.2.

Minimum of eight years experience working on community-based projects in native

Outreach and Technology Specialist The Outreach and Technology Specialist shall be the Contractor’s lead in the maintenance of the ANA regional website, conducting outreach, and utilizing available technology. The

Outreach and Technology Specialist shall coordinate outreach efforts, provide expertise in the utilization of technology for communication and outreach, and train other key personnel and consultants on technology implementation. The Outreach and Technology Specialist shall keep ANA informed of regional outreach opportunities; collaborate with ANA staff and other regional TA contractors on the development and implementation of sustainability tools and marketing materials; and stay abreast of new technological opportunities for outreach.

Education Bachelor’s Degree from an accredited institution

Experience

Minimum of five years experience coordination outreach activities and utilizing technology as a tool to conduct communication and outreach. Demonstrated experience utilizing webinar technology, developing and maintaining website content, and developing marketing materials.

Minimum of five years experience working on community-based projects in native

3.3 CONSULTANTS

To ensure the continuity of services and to acquire the necessary technical expertise required for successful implementation of this contract, the Contractor is required to have two separate pools of consultants as defined below.

Technical Expert The Contractor is required to have a minimum of five and a maximum of ten approved technical experts and have all of the specific fields covered. Technical experts may conduct tasks identified under the task types Training (2.1) and Technical Assistance (2.2) when specific technical expertise is needed. Technical Experts may conduct other tasks as approved by the COTR. For example, a language technical expert may co-facilitate a language pre-application training along with the training specialist.

The Contractor shall propose Technical Expert candidates with expertise in a specific field:

training, social development, economic development, cultural, language revitalization, and environmental regulatory. Current ANA grantees, or any individual who is being paid through an ANA grant, may not serve as a technical expert.

Education Bachelor’s Degree from an accredited institution is preferred

Minimum of ten years experience working in the designated technical expertise area and demonstrated experience in providing technical assistance.

Minimum of ten years experience working on community-based projects in native

Peer Advisor

The Contractor is required to have a minimum of five Peer Advisors at all times. Advisors may be current grantees. Advisors may support the tasks identified under the task type Training (2.1) but may not serve as the primary trainer. Peer Advisors may conduct other tasks as approved by the COTR.

Education Bachelor’s Degree from an accredited institution is preferred

Demonstrated experience developing a project proposal idea, drafting an ANA application within the past three years, and implementing an ANA project.

3.4 GOVERNMENT APPROVAL OF CONTRACTOR PERSONNEL

The Government reserves the right to review the qualifications of all Contractor personnel selected to work on the contract before assignment. During the course of the contract, the Contractor shall submit resumes for any individuals being added to the contract staff. The Government reserves the right to review the qualifications of proposed new personnel and to reject individuals who do not meet the qualifications set forth in this SOW.

If the Contracting Officer notifies the Contractor of performance problems, the Contractor shall take the necessary steps to resolve the problem (e.g., changes in personnel, removal of personnel, changes in procedures, etc.) within five working days of receipt of such notice.

4.0 ASSUMPTIONS

Based upon historical activity, the Government envisions the Contractor will provide the following activities each year of the contract. Completion of tasks not listed here can be proposed without assumptions.

4.1 TRAINING TASKS

Task 1: PPD Training Western Region: 6 training sessions Pacific Region: 6 training sessions

Contractors may estimate the following hours for each key personnel and consultant assigned to this task:

Preparation: 4 hours Onsite Delivery: 24 hours Travel: 8 hours

Task 2: Pre-application Training Western Region: 6 training sessions Pacific Region: 6 training sessions

Contractors may estimate the following hours for each key personnel and consultant assigned to this task:

Preparation: 4 hours

Onsite Delivery: 16 hours Travel: 8 hours

Task 3: Post Award Training Western Region: 2 sessions Pacific Region: 1 session

Contractors may estimate the following hours for each key personnel and consultant assigned to this task:

Preparation: 4 hours Onsite Delivery: 16 hours Travel: 8 hours

Task 4: Grantee Meeting Training Western Region: 3 key personnel and/or consultants Pacific Region: 3 key personnel and/or consultants

Grantee Meeting Training will last three days. Contractors may estimate the following hours for each key personnel and consultant assigned to this task:

Onsite Delivery: 24 hours Travel: up to 16 hours

4.2 TECHNICAL ASSISTANCE TASKS

Task 5: ETA to Unsuccessful Applicants Western Region: 40 sessions Pacific Region: 20 sessions

Contractors may estimate up to 8 hours/ETA for this task.

Task 6: PPD ETA Western Region: 10 sessions Pacific Region: 10 sessions

Contractors may estimate up to 16 hours/ETA for this task.

Task 7: Pre-Application ETA Western Region: 30 sessions Pacific Region: 30 sessions

Contractors may estimate up to 16…