ACF 12-233-SOL-00546 RFP pkg.pdf

SEE ADDENDUMIS CHECKED

CODE 18a. PAYMENT WILL BE MADE BY

CODE

FACILITYCODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

OFFEROR

DAM

Rockville MD 20857 12501 Ardennes Avenue Twinbrook Place, Suite 400

DHHS/PSC/SAS/DAM

CODE 16. ADMINISTERED BYCODE

X

X

541611

SIZE STANDARD:

100.00 % FOR:SET ASIDE:UNRESTRICTED ORDAM

RFPIFB

10. THIS ACQUISITION ISCODE

RFQ

14. METHOD OF SOLICITATION

13b. RATING

NAICS:

SMALL BUSINESS

08/17/2012 1700 ET

07/19/2012

301-443-8863RAYMOND MERAZ

(No collect calls)

INFORMATION CALL:

FOR SOLICITATION 8. OFFER DUE DATE/LOCAL TIMEb. TELEPHONE NUMBER a. NAME

4. ORDER NUMBER3. AWARD/ 6. SOLICITATION

12-233-SOL-00546

5. SOLICITATION NUMBER

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 1. REQUISITION NUMBER PAGE OF

1 88 OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

TELEPHONE NO.

17a. CONTRACTOR/

15. DELIVER TO

Rockville MD 20857 12501 Ardennes Avenue Twinbrook Place, Suite 400

9. ISSUED BY

7.

2. CONTRACT NO.

EFFECTIVE DATE

$14.0

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW

ISSUE DATE

DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

11.

SEE SCHEDULE

12. DISCOUNT TERMS

THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13a.

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

8(A)

X

DHHS/PSC/SAS/DAM

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOSB PROGRAM

EDWOSB

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

Administration for Children and Families (ACF) Head Start Program Financial and Grant Management Analysis

(Use Reverse and/or Attach Additional Sheets as Necessary)

HEREIN, IS ACCEPTED AS TO ITEMS:

X

XX

DATED

MATTHEW E. GORMLEY

. YOUR OFFER ON SOLICITATION (BLOCK 5),

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER

ARE

ARE

31c. DATE SIGNED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (Type or print)

ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL

SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDEND

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

OFFER

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

ARE NOT ATTACHED.

ARE NOT ATTACHED.

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

30b. NAME AND TITLE OF SIGNER (Type or print)

30a. SIGNATURE OF OFFEROR/CONTRACTOR

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

25. ACCOUNTING AND APPROPRIATION DATA

29. AWARD OF CONTRACT:

REF.

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32c. DATE 32b. SIGNATURE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

40. PAID BY39. S/R VOUCHER NUMBER38. S/R ACCOUNT NUMBER

37. CHECK NUMBER

FINALPARTIAL

36. PAYMENT

FINALPARTIAL

35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER33. SHIP NUMBER

COMPLETE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

42d. TOTAL CONTAINERS42c. DATE REC'D (YY/MM/DD)

42b. RECEIVED AT (Location)

42a. RECEIVED BY (Print)

41c. DATE41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

STANDARD FORM 1449 (REV. 2/2012) BACK

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

88 2 of

SECTION 1.0: COSTS AND PERIOD OF PERFORMANCE

1.1 Supplies or Services and Prices/Costs

In consideration of performance of the work described in Section C, Statement of Work, the Contractor shall be reimbursed the firm fixed price of $______ as follows:

Payment Schedule (Base Period):

Deliverable Amount

Payment Schedule (Option Period 1):

Deliverable Amount

Payment Schedule (Option Period 2):

Deliverable Amount

Payment Schedule (Option Period 3):

Payment Schedule (Option Period 4):

Total Estimated Contract Amount: $______

1.2 Period of Performance

Base Period: September 16, 2012 - August 15, 2013 –11 mos

Option Year 1: August 16, 2013 – August 15, 2014 – 12 mos

Option Year 2: August 16, 2014 – August 15, 2015 – 12 mos

Option Year 3: August 16, 2015 – August 15, 2016 – 12 mos

Option Year 4: August 16, 2016 – August 15, 2017 – 12 mos

Total 59 months

The Government shall have the unilateral right to exercise option periods. The Government may extend the term of this contract by written notice to the Contractor within 15 days of the expiration of the existing period of performance, provided that the Government shall give the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

SECTION 2.0: STATEMENT OF WORK

2.1 Purpose

With the passage of the Improving Head Start for School Readiness Act of 2007, OHS renewed its commitment to ensuring that Head Start grantees have the organizational, management, and human capital capacity to fully prepare low income and vulnerable children and families for success as they enter our nation’s school systems. In addition, OHS has substantially increased its efforts to ensure grantee accountability for programmatic outcomes and successful fiscal stewardship of grant funds. At the same time, grantees are faced with the challenges of successfully managing their organizations in a period of diminishing financial resources while also maintaining compliance with increasingly complex Federal, state and local regulatory requirements.

Ensuring that grantees establish effective management systems to meet these challenges requires Federal staff and management to function in a dynamic and complex work environment. This work environment requires that staff possess high levels of analytical, decision-making and communication skills as well as the technical expertise to assess grantee performance using a wide variety of analytical tools and measures to provide time-sensitive, technically accurate guidance to grantees in a wide range of programmatic and financial management contexts. While the complexity and scope of work performed by Federal staff has increased, the size of the Federal workforce has decreased significantly due to retirements. As a result, Federal staff must manage substantially larger caseloads of increasingly complex grantees in need of more intensive and individualized support.

The purpose of this procurement is to obtain professional, technical, and administrative support for Head Start and Early Head Start grantees through high quality programmatic, grants management, administrative and analysis services to support the Regional Office staff. Successful delivery of these services will require but not be limited to the following:

• Demonstrated knowledge of and experience in the management and administration of high quality Early Childhood Care and Education services;

• Experience and knowledge in the administration of Federal discretionary grants particularly grants funded under the Administration for Children and Families;

• Demonstrated experience and training in government accounting and financial management.

• Demonstrated skills and experience in program analysis and evaluation, quality assurance and risk management particularly as they relate to Head Start and other early childhood care and education programs.

2.2 Background

The Administration for Children and Families (ACF) of the U.S. Department of Health and Human Services (HHS) is a federal agency funding state, territory, local, and tribal organizations to provide family assistance, child support, child care, Head Start, child welfare, and other programs related to children and families. Actual services are provided by state, county, city and tribal governments, and public and private local agencies including local governments, private non-profit and for-profit community organizations, and faith-based organizations. ACF assists these organizations through funding, policy direction, training and technical assistance, and information services. Through this funding, ACF provides critically needed services and support to vulnerable populations, including low-income children and families and at-risk youth.

Founded in 1965, the Head Start program provides operating grants to a wide range of local public and private non-profit and for-profit organizations to provide comprehensive child development services to low-income children ages birth to five years. The focus of Head Start is to help young children and their families to develop the early reading, math, and social development skills they need to be successful in school. Head Start programs promote school readiness by enhancing the social and cognitive development of children through the provision of educational, health, nutritional, social, and other services to enrolled children and their families. Head Start programs engage parents in their children's learning and support them in setting and achieving educational, literacy and self-sufficiency goals for themselves and their families.

The Office of Head Start (OHS), as a part of ACF, provides funding, oversight, policy guidance, and training and technical assistance to Head Start programs throughout the United States, U.S. Territories, and American Indian Tribal nations. Nationally, ACF is comprised of twelve regional offices that collectively administer over 1,600 Head Start grants. The Region VII Office of Head Start (Regional Office), located in Kansas City, MO administers 82 Head Start and Early Head Start grants in the states of Iowa, Kansas, Missouri, and Nebraska. Annually, these grantees serve approximately 40,000 children age birth to five years. Total annual funding for Head Start grants in Region VII is $285 million.

The Office of Grants Management’s Division of Discretionary Grants (OGM) located within the Office of Administration, and part of ACF/HHS, provides management and technical administration of discretionary grants for several Federal grant programs. OGM assures that all discretionary grant awards comply with applicable Federal statutes, regulation, policies, and directives, and that resultant awards are administered in a manner that fosters effective stewardship of Federal funds.

In its role as the Federal administrative agency for these grants, the Regional Office conducts the full range of program development and grants management functions and activities. These functions and activities include but are not limited to:

• Programmatic and fiscal policy and regulatory interpretation and guidance to grantees.

• Provision of training and technical assistance to grantees on the programmatic, financial and operational requirements of grant awards.

• Analysis of various grantee programmatic and fiscal data to identify and address potential grantee risk factors and ensure grantee implementation of actions to mitigate and eliminate identified risk factors.

• On-site visits and monitoring reviews of grantees to determine grantee compliance with programmatic, financial, statutory, and regulatory requirements.

• Development and issuance of guidance to grantees regarding funding levels, due dates and requirements for both operating and supplemental grant awards.

• Management of all aspects of competitive and non-competitive grant application review processes, including programmatic and financial analyses of applications and development and issuance of award documents;

• Administration of grant awards including receipt, review and approval of required program and financial performance reports, review and approval of post-award requests for programmatic or financial modifications, review and approval of waivers, and close out of expired grants;

• Financial oversight of grant awards including receipt, review, and resolution of grantee financial audit findings, review and approval of required financial reports and monitoring of expenditure of grant funds.

• Promotion of ACF priorities and initiatives including but not limited to child nutrition and obesity prevention, home visitation, healthy marriage, fatherhood and male involvement, positive youth development, faith and community-based initiatives and regional and state initiatives to enhance early care and education services and outcomes for vulnerable children and their families.

2.3 Statement of Work and Specific Tasks

The Contractor shall provide professional, administrative, or technical services and expertise in support of OHS initiatives and mission and the following Tasks. The work effort will provide the level of support necessary to enable the Regional Office to meet mission-critical functions. Specific work shall include but not be limited to:

Task 1. Project Kick-Off Meeting

The contractor will meet with the Contracting Officer’s Representative (COR) and key staff in OHS and OGM within ten (10) days after the award of the contract to:

review the requirements in the Statement of Work; discuss required contract activities, milestones, and deliverables; discuss any questions on specific activities and procedures to be followed to meet required objectives; discuss expected outcomes and performance indicators. Contractor will provide written minutes and project implementation plan within five (5) working days of Kick Off meeting.

Task 2. Information and Records Management

The Contractor will assist the Regional Office of Head Start in collecting and analyzing data and will plan, develop and maintain required databases or spreadsheets, if needed, to support Regional Office priorities. The Contractor will collect, aggregate, enter, and update data maintained in various databases, spreadsheets and internet-based applications. The Contractor will analyze data and develop needed reports. The Contractor will produce mail merge files and other correspondence, and prepare and disseminate both individual and mass correspondence for distribution to grantees. The Contractor will maintain official records to improve the overall effectiveness and efficiency of Regional Office operations. This Task includes the following sub-Tasks:

2.1. Information Systems Support: Assist with data entry and management for various management information systems including, but not limited to, the Head Start Enterprise System (HSES), Head Start Funds Planning System (HSFPS), OHS Monitoring System (OHSMS), Grants Administration Tracking and Evaluation System (GATES), Audit Resolution and Tracking Management System (ARTMS) and various data management systems such as relational databases and spreadsheets.

Specific activities may include:

a. Ensure timely entry and maintenance of data contained in management information systems to reflect any changes in key contact and characteristic data of grantees, including contact information, grant application cycles, changes in funding and enrollment levels, changes in reporting due dates, receipt status of reports, Program and Grants Specialists assignments, and other key data as identified by the Regional Office.

b. Maintain standardized funding guidance letter templates, accurate grantee funding and enrollment, and key contact information in order to generate timely and accurate grantee funding guidance letters in accordance with identified timelines.

c. Develop and maintain systems to ensure accurate key contact information for electronic mail (email) distribution lists of Head Start grantees, including the development of standard and customized email lists.

d. Develop management reports and update reports on a periodic, cyclical or ad hoc basis as requested by the Regional Office.

2.2 Monitoring System Support: Provide administrative and data management support for Regional and National Head Start on-site monitoring reviews and other activities related to the Head Start monitoring system.

a. Use existing data systems and/or design and implement supplementary systems to collect and monitor various data related to the OHS monitoring process. This data includes, but is not limited to, on-site review schedules, regulatory compliance findings, timelines for submission of improvement plans, timelines for corrective actions and status of grantee corrective actions.

b. Review existing electronic data systems to ensure that key records related to the OHS monitoring process including, but not limited to, on-site review reports, quality improvement plans and related official correspondence are uploaded to these systems in a timely manner. Identify missing documents and communicate with relevant Regional Office staff regarding missing documents.

c. Produce various reports for management on a periodic, cyclical or ad hoc basis as requested by the Regional Office.

2.3 Issues Tracking: Provide administrative, data entry and management, support for Regional Office systems used to track and resolve a variety of issues involving Head Start grantees, including external inquiries, complaints, incidents and special interest situations involving Head Start grantees.

a. Utilize existing electronic data systems to review and monitor the status of grantee issues and provide management reports as required by the Regional Office.

b. Support the timely resolution of identified issues through active monitoring of issues and follow up with appropriate staff.

c. Produce various reports for management on a periodic, cyclical or ad hoc basis as requested by the Regional Office.

2.4 Systems Integration and Improvement: On a periodic basis as requested by the Regional Office, provide support to the Regional Office in assessing and improving business processes and systems for information and records management.

a. Develop written training materials as well as procedures to ensure effective implementation of modifications and improvements in business processes and information and records management systems.

Task 3: Program Management Support

The Contractor will perform various functions related to the award, oversight and programmatic administration of discretionary grants funded through the Office of Head Start. These functions provide necessary support to OHS Region VII staff in managing Head Start and Early Head Start grant programs and require the Contractor to communicate effectively with Federal staff, external partners and contractors, and Head Start program governing bodies and executive management. These functions include the analysis and review of funding applications; review and analysis of grantee program performance reports, information and indicators; provision of accurate and timely regulatory and policy guidance to Head Start grantees; review and analysis of grantee waiver requests; review and analysis of applications for facility construction, purchase and major renovation; and various activities related to the identification and mitigation of grantee risk factors, correction of regulatory compliance issues, and improvement of Head Start grantee performance. Contractor may be assigned specific grantee workloads of individual Head Start or Early Head Start grants and perform the following Tasks:

3.1 Grant Applications and Awards: The Contractor will complete various review, analysis and administrative activities related to the OHS grant funding application and award process. This includes comprehensive programmatic and cost review of funding applications, timely completion of follow up contact with grantees and/or applicants to obtain required information and timely completion of all administrative activities related to the grant awards process. Specific activities include:

a. Utilize existing electronic data management systems, including the Head Start Enterprise System and Application Analysis Tool as well as other information sources including Community and Self-Assessment, risk management data, historical performance data, etc. to complete the timely, comprehensive analysis of refunding and supplemental grant applications to ensure all required information and documentation is included in the application. Ensure that grant applications conform to all applicable HHS and ACF policies and procedures and regulations.

b. Based on analysis, identify areas requiring revisions, the Contractor will prepare written recommendations for revisions or modification of applications and contact grantees/applicants as directed to negotiate and obtain required additions or revisions to budgets, program designs and proposals as well as any required documentation for application packages.

c. Coordinate with the appropriate OHS and OGM staff according to Regional Office procedures to review programmatic justification for budget modifications, such as use of un-obligated funds or offset of grant funds, and ensure that required documentation is forwarded to OGM.

d. Complete all post award requirements, including any required follow up communications with awardees, establishment and maintenance of official correspondence and documentation files and all other activities as outlined in Regional Office procedures for post-award grant management and close out of expired grants.

e. Conduct comprehensive review and analysis of grantee programmatic and financial waiver requests and complete all necessary follow up contact with grantees to obtain information necessary to complete such requests.

3.2 Program Performance and Monitoring: The Contractor will provide support services related to the programmatic administration of Head Start and Early Head Start grants. This task includes activities related to supporting the OHS goals and objectives to improve accountability, school readiness and program performance for Head Start grants and provide effective guidance, technical assistance and direction to grantees in implementing Head Start programs. Specific activities include but are not limited to:

a. Utilize existing OHS electronic data systems to complete all activities related to the Region VII Office of Head Start Head Start Risk Management process including: coordination of scheduling for risk management meetings with grantee representatives, relevant Regional Office OHS and OGM staff, and the Regional Training and Technical Assistance System; completion of all required risk analysis tools and assessments; generation of Risk Analysis reports; facilitation of Risk Assessment meetings; and completion of documentation including, but not limited to, correspondence, action plans and follow up as required by Regional Office procedures.

b. Conduct thorough and comprehensive analysis of all grantee reports, correspondence and information received by the Regional Office including but not limited to program performance reports, on-site monitoring review reports, Quality Improvement Plans and other corrective action plans, self-assessment, community assessment and other grantee demographic data information, grantee inquiries and correspondence, and external reports and information. Under the direction of the Regional Office, identify performance or management issues and provide grantees with timely and accurate advice, guidance and technical assistance to reduce or mitigate risk factors, improve grantee program performance and ensure compliance with applicable statutory requirements, Federal regulations, and OHS policies.

c. Complete activities related to pre-review planning for OHS monitoring reviews as a part of the OHS monitoring review system. These activities include communication and coordination with Head Start grantees, OHS staff and contractors to ensure timely scheduling, monitoring of pre-review work assignments for review team members and pre-review information gathering.

d. Complete on-site visits and reviews of grantee performance and compliance including supervision and oversight of on-site review teams, quality assurance of data collection, coordination of review activities with grantee representatives, and accurate and timely completion of all required monitoring review documentation.

e. Complete all required post-review activities including transmittal of accurate and complete written review reports using OHS electronic monitoring software (OHSMS), reviewer performance assessments, and responses to comments/feedback on draft on-site review reports within the timeframes established by the Regional Office.

3.3 Coordination and Collaboration: This task includes activities to improve and promote coordination and collaboration between OHS and various internal and external parties. Specific activities include, but are not limited to:

a. Review and develop accurate and timely responses and resolutions to external inquiries and complaints under the direction of the Regional Office and ensure that information related to inquiries and complaints are documented in required electronic data systems.

b. At the direction of the Regional Office, participate in meetings at Federal, State and local levels to improve and promote partnerships, collaboration and coordination among a variety of entities that support the OHS and ACF mission, goals, strategies and initiatives. Activities may include facilitation and coordination of meetings, development of written recommendations and responses, and participation on formal or ad hoc teams and work groups as well as other activities as directed by the Regional Office.

Task 4: Grants Management Support

The Contractor will perform various activities related to the award, oversight and financial administration of discretionary grants funded through the Office of Head Start. These activities provide necessary support to OHS Region VII staff in managing Head Start and Early Head Start grant programs and require the Contractor to communicate effectively with Federal staff, external partners and contractors, and Head Start program governing bodies and executive management. These activities include the budgetary and financial analysis of funding applications, review and analysis of grantee financial reports, information and indicators, provision of accurate and timely regulatory and fiscal policy guidance to Head Start grantees, review and analysis of grantee waiver requests; review and analysis of applications for facility construction, purchase and major renovation, and various activities related to the identification and mitigation of grantee risk factors, correction of regulatory compliance issues, and improvement of Head Start grantee performance. Contractor will receive direction from the Office of Head Start (OHS) and Office of Grants Management (OGM) and will be assigned specific grantee workloads of individual Head Start or Early Head Start grants in order to perform the following tasks:

4.1 Grant Applications and Awards: The Contractor will provide financial and cost analysis and grants administration activities related to the OHS grant funding application and award process. This includes comprehensive financial and budgetary review of funding applications, timely completion of follow up contact with grantees and/or applicants to negotiate and obtain required information and modifications, and timely completion of all required administrative activities related to the grants award process. Specific activities include, but are not limited to:

a. Utilize existing electronic data management systems including the Head Start Enterprise System (HSES), and Application Analysis Tool, (AAT) as well as other information sources such as Community and Self-Assessment, risk management data, financial audits, Cost Allocation Plans, Indirect Cost Rate Agreements, federal financial status and expenditure reports, etc. to complete the timely and comprehensive financial analysis of refunding and supplemental grant applications. Contractor will ensure that all required information and documentation is included in the application, and that applications conform to all applicable Federal financial management, HHS and ACF policies, procedures, and regulations.

b. Based on the analysis, identify areas requiring revisions, prepare written recommendations for budgetary revisions or modification of applications; contact grantees/applicants as directed to negotiate and obtain required additions or revisions to funding applications within the timeframes required by the Regional Office. Prepare the Notice of Award (NOA) documents for each grant action in accordance with HHS and ACF policies and procedures.

c. Complete all post-award requirements, including any follow-up communications with awardees; establishment and maintenance of official correspondence and documentation files; review of requests for reprogramming of un-obligated funds, budget revisions or modifications; review and approval of equipment purchases;

cost analysis of facility purchase, construction and renovation requests; review of requests for waivers of non-federal share matching requirements and limitations on development and administrative costs; and guidance on other regulatory and policy inquiries to ensure the safeguarding of Federal funds and all other activities as outlined in ACF procedures for post-award grant management and close out of expired grants.

4.2 Grants Management and Monitoring: The Contractor will provide support services related to the financial administration of Head Start and Early Head Start grants. This task includes activities related to supporting OHS and OGM goals and objectives to ensure the effective stewardship of Federal funds and provide accurate and timely guidance, technical assistance and direction to grantees in improving their ability to meet the fiduciary, oversight and regulatory compliance requirements for Head Start and Early Head Start grants. Specific activities include but are not limited to:

a. Utilize existing electronic data systems including, but not limited to, the HSES, GATES, ARTMS, Head Start Funds Planning System (HSFPS), and other internal electronic data systems, to complete financial analysis activities related to the Office of Head Start Risk Management process including: coordination of scheduling for risk management meetings with relevant Regional Office OHS staff and the State-Based Training and Technical Assistance System; timely completion of all required financial risk analysis tools and assessments; and completion of documentation related to the OHS Risk Management process including, but not limited to, correspondence, action plans and follow up as required by Regional Office procedures.

b. Conduct thorough and comprehensive analysis of all grantee-related reports, correspondence and information received by the Regional Office including, but not limited to, financial status, cash transaction, and expenditure reports, annual financial audits, on-site monitoring review reports, Quality Improvement Plans and other corrective action plans, self-assessment and community assessment information, and grantee inquiries, correspondence and external reports and information.

d. Based on this information and under the direction of the Regional Office, identify performance, compliance, and/or management issues and provide grantees with timely and accurate advice, guidance and technical assistance to reduce or mitigate risk factors, improve grantee financial performance and ensure compliance with applicable all applicable Federal financial management, HHS and ACF policies, procedures, and regulations.

c. Complete activities related to pre-review planning for OHS on-site monitoring reviews, including communication and coordination with OHS staff and contractors to ensure the timely provision of all relevant information related to ongoing financial concerns or issues for grantees scheduled for on-site reviews.

e. As directed by the Regional Office and in conjunction with Review Team Leaders (RTLs), complete on-site visits and reviews of grantee financial performance and compliance with Federal financial management, HHS and ACF policies, procedures, and regulations.

d. Conduct comprehensive review and analysis of grantee programmatic and financial waiver requests and complete all necessary follow up contact with grantees to obtain information necessary to complete such requests.

4.3 Audit Resolution Support: This task requires the Contractor to perform various activities designed to ensure the complete, timely resolution of all audit findings contained in independent audit reports of Head Start grantees referred to OGM for resolution. In supporting OGM efforts to resolve outstanding audits, the Contractor shall be required to complete the following activities:

a. Utilize existing OHS electronic data and other management systems to monitor and ensure the timely receipt of grantee financial audits and supporting documents, develop and transmit delinquency notification letters for overdue responses from grantees and conduct necessary follow up contact with grantees to ensure timely submission of required reports.

b. Within the timeframes identified by OHS and OGM, log reports into the OGM Audit Tracking System (ATS) and perform detailed analyses of audit reports to determine the nature of the report’s findings. This analysis includes researching applicable regulations and statutes, reviewing both current and prior official records, and communicating and coordinating with OGM and OHS staff, auditors and grantee representatives to determine the specific nature of audit findings and management letter concerns.

c. With direction from OGM and OHS management and within the timeframes specified by OHS and OGM, develop written recommendations on actions needed to resolve any audit findings or management letter concerns and communicate these recommendations to the appropriate OGM and OHS staff.

d. With direction from OHS and OGM, complete administrative actions to resolve audit findings and management letter concerns including completion of audit clearance documents, audit resolution and disallowance letters and completion of official record requirements and data entry and maintenance in OHS and OGM electronic data management systems.

4.4 Coordination and Collaboration: This Task includes activities to improve and promote coordination and collaboration between OGM and various internal and external parties. Specific activities include, but are not limited to:

a. Review and develop accurate and timely responses and resolutions to external inquiries and complaints under the direction of the Regional Office and ensure that information related to inquiries and complaints are documented in required electronic data systems in coordination with the relevant OHS and OGM staff.

b. At the direction of the Regional Office, participate in and facilitate meetings at Federal, State and local levels to improve and promote partnerships, collaboration and coordination among a variety of entities that support the OHS and ACF mission, goals, strategies and initiatives. Activities may include facilitation and coordination of meetings, work groups and training events, development of written recommendations and responses as well as other related activities as directed by the Regional Office.

Task 5: Administrative Support

The Contractor will provide staffing for various administrative functions designed to support national and Regional Office Head Start priorities, at the direction of the Regional Office. These functions will include following tasks:

5.1 Maintain Grant Files, Application and Report Tracking, Grant Closeout:

The Contractor will provide staffing to assist in various activities to support grant administration. These functions include but are not limited to the following: establish and maintain official grant files; support the intake of continuation and refunding applications in the HSES and AAT; using internal systems, track continuation and refunding applications from receipt to preparation and mailing of award documents;

track and document receipt of SF 425 reports from grantees; prepare grant files for transfer to the National Archives; support the closeout of expired Head Start grants.

5.2 Waiver and Program Modification Approvals: On an annual basis, OHS receives a wide range of requests for waivers or modification of various programmatic and financial requirements including, but not limited to, requirements for enrollment of children with disabilities, program options and design, non-federal share matching requirements, limitations on development and administration costs, transportation services, staff credentials, reductions and conversions of funded enrollment, and modification of program options. The Regional Office is responsible for ensuring that requests for waivers are reviewed and approved in a timely manner and that requests are: applicable and allowable; contain adequate justification; and meet the requirements outlined in OHS program instructions and guidance. In supporting the Regional Office, the Contractor will complete the following activities:

a. Use existing internal data management systems or establish additional systems as required to track the receipt and timely resolution of grantee waiver requests.

b. Within the timeframes identified by the Regional Office, complete comprehensive review and analysis of all received waiver requests to ensure that requests meet all applicable requirements and conduct follow up with the relevant OHS and OGM staff to obtain necessary revisions to waiver requests.

c. Communicate and coordinate the routing and tracking of grantee waiver requests with relevant OHS and OGM staff to ensure that information required for waiver requests from various assigned staff members is obtained in a timely manner.

d. Ensure timely completion of required documentation related to waiver requests including, drafting, editing and completion of OHS forms and correspondence approving or disapproving waiver requests.

e. Analyze and develop documentation and written processes as directed by the Regional Office to ensure the effectiveness of internal systems for routing and processing waiver requests in a timely and efficient manner.

5.3 Risk Management Process Support: At least annually, OHS conducts extensive risk assessment and management processes with each of its 82 Head Start and Early Head Start grants to identify potential programmatic and fiscal management risks and to implement effective strategies to mitigate or eliminate these risks. The Risk Management process requires OHS and OGM staff to communicate and coordinate with grantees and each other, conduct extensive data analysis, and implement action steps with grantees. In support of the OHS Grantee Risk Management process, the Contractor will complete the following activities:

a. Provide administrative and logistical support to the Risk Management meeting process, including scheduling coordination of meetings and completion of logistical requirements such as meeting space and teleconference capabilities.

b. Conduct accurate, complete and timely electronic note-taking for Risk Management meetings as directed by the Regional Office to document meeting discussions and action steps and ensure distribution of written notes to relevant OHS and OGM participants.

c. Establish effective electronic data and other systems as directed by the Regional Office to track and monitor timely completion and quality assurance of various Risk Management process requirements, including the completion of risk management assessments and tools, timely scheduling and completion of risk management meetings, and tracking and follow up of required action steps.

5.4 Head Start Facilities: The Contractor will provide direct support as assigned by Regional Office management to assist in the evaluation, tracking and resolution of applications by Head Start grantees to purchase, construct and/or complete major renovations of facilities (facility applications). This task involves the following activities:

a. Use existing OHS data systems and official records to assess the status of Head Start facilities that have been purchased, constructed or meet the definitions of major renovation using Head Start funds to ensure that existing facility applications are in compliance with 45 C.F.R. Part 1309 requirements. Review official files and data management systems to ensure they contain all required information and documents as outlined by the Regional Office.

b. Within the timeframes identified by the Regional Office, complete comprehensive review and analysis of all received facility applications to ensure that applications meet all applicable requirements and conduct follow up with the relevant assigned OHS and OGM staff to obtain missing information or necessary revisions to waiver requests.

c. Draft referral memoranda to the HHS Office of General Counsel (OGC) as required.

d. Prepare correspondence to obtain additional information and revisions, updated certifications and reports and documentation as requested, and maintain official record files and OHS data systems as directed by the Regional Office.

e. Use existing OHS data systems and/or develop supplemental systems as required and directed by the Regional Office to ensure effective internal systems to track the receipt, status, and resolution of grantee facility applications.

5.5 Special Initiatives and Projects: Periodically OHS may identify various initiatives or projects resulting from national directives, legislation and/or policy decisions. These projects and initiatives may be time sensitive, limited or recurring in nature, and require the collection and analysis of data, production of written reports and/or presentation materials. In support of these initiatives and projects and under the direction of the Regional Office, the Contractor will provide effective onsite management to ensure the timely completion of these projects and initiatives, including coordination, analysis, and quality assurance of work products related to such projects.

2.3. HHS SECTION 508 ACCESSIBILITY STANDARDS NOTICE

(SEPTEMBER 2009)

This contract is subject to Section 508 of the Rehabilitation Act (the Act) of 1973 (29 U.S.C. 794d), as amended by the Workforce Investment Act of 1998, and the Architectural and Transportation Barriers Compliance Board (Access Board) Electronic and Information Accessibility Provisions (36 CFR Part 1194). Section 508 of the Act requires that, unless an exception applies, all communications products and services that require a contractor or consultant to produce content in any format that is specifically intended for publication on, or delivery via, a Federally owned or Federally funded Web site permits the following:

(1) Federal employees with disabilities to have access to and use information and data that is comparable to the access and use of information and data by Federal employees who are not individuals with disabilities.

(2) Members of the public with disabilities seeking information or services from a Federal agency to have access to and use of information and data that is comparable to the access and use of information and data by members of the public who are not individuals with disabilities.

(Note: Information about Section 508 of the Act is available at http://www.section508.gov/. The complete text of Section 508 can be accessed at http://www.access-board.gov/sec508/provisions.htm.)

Accordingly, regardless of format, all Web content or communications materials specifically produced for publication on, or delivery via, HHS Web sites, including text, audio, or video, under this contract shall conform to applicable Section 508 accessibility standards. Remediation of any materials that do not comply with the applicable accessibility standards of 36 CFR Part 1194 as set forth herein shall be the responsibility of the Contractor.

The following Section 508 accessibility standards apply to the content or communications material identified in this SOW or PWS:

• Section 11.94.22 (all)

• Section 11.94.23 (all)

• Section 1194.31 (all)

2.4 LEVEL OF EFFORT

Base Period (11 Months) Qty of FTE Total Hours

Site Manager/Program Analyst 1 1,760

Grants Assistant 3 5,280

Financial Analyst 4 7,040

Program Analyst 3 5,280

Option Period 1 (12 Months) Qty of FTE Total Hours

Site Manager/Program Analyst 1 1,920

Grants Assistant 3 5,760

Financial Analyst 4 7,680

Program Analyst 3 5,760

Option Period 2 (12 Months) Qty of FTE Total Hours

Site Manager/Program Analyst 1 1,920

Grants Assistant 3 5,760

Financial Analyst 4 7,680

Program Analyst 3 5,760

Option Period 3 (12 Months) Qty of FTE Total Hours

Site Manager/Program Analyst 1 1,920

Grants Assistant 3 5,760

Financial Analyst 4 7,680

Program Analyst 3 5,760

Option Period 4 (12 Months) Qty of FTE Total Hours

Site Manager/Program Analyst 1 1,920

Grants Assistant 3 5,760

Financial Analyst 4 7,680

Program Analyst 3 5,760

2.5 Quality Assurance Surveillance Plan (QASP)

The Government intends to utilize the Quality Assurance Surveillance Plan (QASP) provided below to monitor the quality of the Contractor’s performance. The oversight provided for in the [contract] and in the QASP will help to ensure that service levels reach and maintain the required levels throughout the contract term. Further, the QASP provides the COR with a proactive way to avoid unacceptable or deficient performance, and provides verifiable input for the required Past Performance Information Assessments. The QASP is a living document and may be updated by the Government as necessary.

Required Services/Tasks or

Deliverables

Performance Measures

Method of Surveillance

Standard Criteria for Acceptance

Customer Satisfaction Contractor adheres to guidance provided by COR or Regional Office Managers

Contracting Officer’s Representative (COR) and Regional Office customer feedback;

monthly status update meetings; review of tasks

Fewer than 5 instances of deviation or non-adherence during task order period.

Required Services/Tasks or

Deliverables

Performance Measures

Method of Surveillance

Standard Criteria for Acceptance

Overall Contract management, including management of contract costs, deliverables, and productivity

Contractor maintains a high level of quality assurance, responsiveness to Regional Office needs, reliability and manages the contract to ensure identified timeframes are met with minimal quality issues.

COR monitoring of tasks, invoices, and reports; Monthly contract status update meetings; review of tasks and deliverables

Contractor achieves and maintains 95% on-time rate for tasks and deliverables

Staffing Contractor maintains full staffing of contract positions and fills vacancies with qualified staff within 45 days of vacancy throughout contract award period.

Monthly review of staffing patterns

Contractor maintains full staffing or meets vacancy requirements

Task 1. Project Kick- Off Meeting

Meeting is completed within 10 working days post award, contractor provides written minutes and detailed implementation plan within 5 working days of Kick-Off meeting

COR review of meeting minutes and implementation plan

Minutes and implementation plan require no substantial revisions

Task 2.1 Information Systems Support

Data is entered and maintained in timely and accurate manner, funding guidance letters are accurate and require minimal revision;

requested reports are timely and accurate.

Monthly review of reports, deliverables, and periodic inspection of data systems to ensure accuracy

Contractor maintains 95% error-free and timeliness rate.

Task 2.2 Monitoring System Support

Monitoring data is maintained to ensure timelines for reporting are met .Contractor reports are timely and accurate.

Weekly review of monitoring tracking reports

Contractor maintains 95% error-free and timeliness rate for reports.

Task 2.3 Issues Tracking

Contractor completes data entry and tracking of issues in a timely manner with a high degree of accuracy.

Weekly review of issues tracking reports

Contractor maintains 95% error-free and timeliness rate for reports.

Deliverables

Performance Measures

Method of Surveillance

Standard Criteria for Acceptance

Task 2.4 Systems Integration and Support

Contractor ensures timely and accurate maintenance of grantee data; maintains funding guidance templates and ensures key contact information is maintained.

Monthly review of data, completion of funding guidance letters, and materials

Contractor maintains 95% error-free and timeliness rate for reports and materials.

Task 3.1 Program Management Support

– Grant Applications and Awards

Complete timely and accurate review of grant awards as directed by Regional Office procedures.

Review of grant applications

Contractor maintains a 95% on-time and completion rate of grant reviews.

Task 3.2 Program Performance and Monitoring

Complete support services in a comprehensive and timely manner as directed by Regional Office procedures.

Provide accurate and timely guidance to Head Start grantees.

Monthly review of Head Start grantee support activities including monitoring reviews

Contractor completes all required activities with 95% on-time and accuracy rate.

Task 3.3 Coordination and Collaboration

Contractor will provide effective onsite management to ensure the timely completion of these projects and initiatives.

Review of deliverables including reports and materials

Contractor maintains a 95% rate for completing responses timely, accurately and updating responses in required data systems.

Task 4.1 Grants Management Support

- Grant Applications and Awards

Complete timely and accurate review of grant awards as directed by Regional Office procedures.

Review of grant applications

Contractor maintains a 95% on-time and completion rate for grant application reviews

Task 4.2 Program Performance and Monitoring

Complete support services in a comprehensive and timely manner as directed by Regional Office procedures.

Provide accurate and timely guidance to Head Start grantees.

Quarterly review of Head Start grantee activities including monitoring reviews

Contractor completes all required activities with 95% on-time and accuracy rate.

Deliverables

Performance Measures

Method of Surveillance

Standard Criteria for…