12-233-SOL-00571_00001.pdf

(x)

12-233-SOL-00571

x x copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGEMENT TO BE RECEIVED AT

THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

x

DAM

Rockville MD 20857 12501 Ardennes Avenue Twinbrook Place, Suite 400

DHHS/PSC/SAS/DAM

08/16/2012000001

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

12. ACCOUNTING AND APPROPRIATION DATA (If required) is not extended.is extended, Items 8 and 15, and returning

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods: (a) By completing

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

FACILITY CODE CODE

10B. DATED (SEE ITEM 13)

10A. MODIFICATION OF CONTRACT/ORDER NO.

9B. DATED (SEE ITEM 11)

9A. AMENDMENT OF SOLICITATION NO.

CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code)

7. ADMINISTERED BY (If other than Item 6)CODE 6. ISSUED BY

PAGE OF PAGES

4. REQUISITION/PURCHASE REQ. NO.3. EFFECTIVE DATE2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO. (If applicable)

1. CONTRACT ID CODE

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

07/26/2012

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority) appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

E. IMPORTANT: Contractor is not, is required to sign this document and return __________________ copies to the issuing office.

ORDER NO. IN ITEM 10A.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

The purpose of this amendment is to provide answers to questions in response to RFP

#12-233-SOL-00571 and to make the following changes:

1) Provide answers to Contractor questions in response to RFP. Answers are hereby attached;

2) Section 11.3, Past Performance Instructions, have been revised as highlighted in the attached document;

3) Section 12.7 (Socio-Economic Status) and Section 12.8 (Small Disadvantaged Business Plan

Evaluation) have been added to the solicitation.

Continued ...

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)15A. NAME AND TITLE OF SIGNER (Type or print)

15C. DATE SIGNED 16B. UNITED STATES OF AMERICA 15B. CONTRACTOR/OFFEROR 16C. DATE SIGNED

(Signature of person authorized to sign) (Signature of Contracting Officer)

MATTHEW E. GORMLEY

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA

FAR (48 CFR) 53.243

NSN 7540-01-152-8070

Previous edition unusable

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

2 2

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

12-233-SOL-00571/000001

All other terms and conditions remain unchanged.

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

Solicitation #12‐233‐SOL‐00571_00001 Page 1 of 2 Low Income Home Energy Assistance Program Training and Technical Assistance Support

Questions & Answers Amendment #1

1. Does a nonprofit need to submit a small business contracting plan for our proposed work under these solicitations?

All Offerors, other than those certifying themselves as a small business under NAICS Code 541690, shall provide a completed “Small Business Subcontracting Plan” in accordance with the instructions provided in FAR Clause 52.219‐9 “Small Business Subcontracting Plan ‐ Alternate II”.

2. How do Section 508 requirements affect this proposal? I'm unfamiliar with Section 508 and understand that only a certain section of the regulations apply but would appreciate any clarity you can provide.

Refer to the Section 508 Evaluation Template provided in the solicitation for instructions.

Additional information can be found at the following link: http://www.access‐ board.gov/sec508/guide/index.htm

3. I wasn't sure how Attachment A Wage Determinations affect this solicitation as most labor categories of these solicitations aren't included. Do we default to paying minimum wage or better?

The Service Contract Act (SCA) applies to this solicitation. The SCA establishes standards for prevailing compensation and safety and health protections for employees performing work for contractors and subcontractors on service contracts entered into with the federal government and with the District of Columbia. SCA provisions are applicable to contracts the principal purpose of which is to provide services in the United States through the use of service employees. The SCA requires contracting agencies to incorporate new or revised SCA WDs into contracts for services for each solicitation, award, or modification to exercise an option, extend the contract, or change the scope of work (whereby labor requirements are significantly affected). For service contracts over $2,500, the Act requires the contracting officer to incorporate into the contract a requirement to pay prevailing wages and benefits issued by DOL in the form of WDs.

4. Previously we have not worked on a contract subject to FAR 52.222‐25 (Affirmative Action). It has less than 50 employees so I wasn't sure if it applied to us.

The Provision, Affirmative Action Compliance, is used in solicitations, other than those for construction, when a contract is contemplated that will include the clause at 52.222‐26, Equal Opportunity, unless the contract is exempt from all of the requirements of E.O. 11246 (see 22.807.

5. Do we need to submit a Small Disadvantaged Business Participation Plan?

Yes. In accordance with FAR part 19.1202‐2, the extent of participation of Small Disadvantaged Business (SDB) concerns in the performance of the contract shall be evaluated

Solicitation #12‐233‐SOL‐00571_00001 Page 2 of 2 in unrestricted acquisitions expected to exceed a total estimated cost of $650,000. All Offerors will be evaluated under this factor.

Small Businesses need to propose targets for SDB participation in accordance with FAR 19.1202‐4 in order to receive credit under the SDB participation evaluation factor.

6. We weren't sure how to address travel in the proposal for the National conference and potential regional workshops for TTA. Should it be part of the business proposal with estimates for what we anticipate needing to support states' attendance? Or is it something that would be addressed after the contracts are awarded?

Business proposal should reflect all costs, including Travel, anticipated as part of the contract.

7. Can you please clarify, the notice indicates this isn’t a set‐aside contract however, I read this statement in the synopsis “Offers will only be considered from States, Territories, Indian Tribes and Tribal Organizations, public agencies, and private nonprofit organizations as authorized by the Low Income Home Energy Assistance Act of 1981 (Title XXVI of Public Law 97‐35, as amended, 42.U.S.C. 8621), in Section 2609A(a). Offerors should be registered in the Central Contractor Registration (CCR) database. The North American Industry Classification (NAICS) Code is 541690. The small business size standard is $14M. A Firm Fixed Price contract is anticipated with a base period of two‐years.”

This is not a set‐aside. However, Section 2609A (a) states that the funds appropriated may be reserved by the Secretary to enter into contracts with States and public agencies and nonprofit organizations. Additionally, section 2609A (b) of the Act also authorizes grants "to one or more private nonprofit organizations that apply jointly with a business concern to receive such grant." Offeror’s may choose to form teaming agreements if it is in their best interest to do so.

8. Is this a new or follow on requirement? If it is a follow on, please let us know the current contract number and incumbent name.

This is a new requirement.

Solicitation #12-233-SOL-00571 Page 3 of 57

SECTION 1 – SUPPLIES OR SERVICES AND PRICES/COSTS

1.1. CONSIDERATION AND PAYMENT

In consideration of performance of the work described in Section 2, Statement of Work, the Contractor shall be paid as follows:

Base Period of Performance (9/26/2012-9/25/2013):

Firm Fixed Price: $______

Ceiling for Travel (T&M): $______ Total Base Ceiling Amount: $______

Option Year 1 Period of Performance (9/26/2012-9/24/2014):

Firm Fixed Price: $______

Ceiling for Travel (T&M): $______ Total Option Year 1 Ceiling Amount: $______

Total Estimated Contract Ceiling Amount: $______

1.2. PAYMENT SCHEDULE

Payment will be made in accordance with the Payment Schedule, upon presentation and acceptance of a proper invoice and upon receipt and acceptance by the Government of the services specified in Section 2, Statement of Work.

(Offeror to submit a proposed Payment Schedule.)

Solicitation #12-233-SOL-00571 Page 4 of 57

SECTION 2 - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

2.1. TITLE

Low Income Home Energy Assistance Program Training and Technical Assistance Support

2.2. BACKGROUND

The Low Income Home Energy Assistance Program (LIHEAP) is a block grant authorized by the Omnibus Reconciliation Act of 1981 (OBRA), as amended, and administered within the Department of Health and Human Services (DHHS). In DHHS, LIHEAP is administered by the Division of Energy Assistance within the Office of Community Services (OCS), which is a part of the Administration for Children and Families (ACF). The purpose of LIHEAP is to provide grants to LIHEAP grantees (States, Territories, and approximately 150 Indian Tribes and Tribal organizations) to assist low income households in meeting the costs of home energy.

Section 2609A(a) of the Low Income Home Energy Assistance Act of 1981 (title XXVI of Public Law 97-35, the Omnibus Reconciliation Act of 1981, 42 U.S.C. 8621, as amended), authorizes the Secretary of the Department of Health and Human Services to set aside up to $300,000 each fiscal year to make grants to State and public agencies and private nonprofit organizations; or to enter into contracts or jointly financed cooperative arrangements with States and public agencies and private nonprofit organizations, to provide training and technical assistance related to the Low Income Home Energy Assistance Program (LIHEAP).

The Consolidated Appropriations Act, Public Law 112-74 (2011) appropriated $3.4 billion for the FY 2012 LIHEAP program and included the following additional provision:

“Provided further, That notwithstanding section 2609A(a), of the amounts appropriated under section 2602(b), not more than $3,000,000 of such amounts may be reserved by the Secretary for technical assistance, training, and monitoring of program activities for compliance with internal controls, policies and procedures.”

2.3. PURPOSE

The purpose for this contract is to acquire administrative support and assistance to (a) convene LIHEAP training webinars and podcasts; (b) develop training modules and toolkits for grantees of the Low Income Home Energy Assistance Program (LIHEAP); and (c) convene one, two-day LIHEAP grantee training workshop in federal fiscal year (FFY) 2013 (base period) in the Washington, DC metropolitan area, with one option year to hold a series of regional grantee roundtables/trainings in FFY 2014 (option period). A national meeting may include up to approximately 150-200 attendees; regional training workshops may include up to approximately 60-85 attendees.

The objective of the grantee trainings (webinars, training modules, national workshop and regional workshops) is to (a) instruct states, territories and tribes on federal LIHEAP policy, regulations and statute; (b) provide technical assistance to grantees to help them meet the requirements of the law; (c) better equip grantees to administer effective energy assistance programs; and (d) improve their LIHEAP program integrity systems. In response to the

Solicitation #12-233-SOL-00571 Page 5 of 57 recommendations made by the Government Accountability Office (GAO) in its June 2010 report on LIHEAP, OCS is building its capacity to help grantees, and is dedicated to providing the necessary training and technical assistance necessary for grantees to develop effective systems for detecting and deterring fraud and abuse in LIHEAP programs. The regional roundtables will target the home energy problems or issues affecting specific parts of the country, with the intent to reach grantees that have no discretionary funds to travel to Washington, D.C. for a national workshop. Outcomes may include development of model programs that can be used by other grantees, particularly for the knowledge and use of new LIHEAP coordinators, to improve the effectiveness of LIHEAP and fiscal security.

2.4. STATEMENT OF WORK - BASE PERIOD

The Contractor shall be responsible for providing qualified staff to develop training modules and training workshops for grantees of the LIHEAP program. The Contractor shall provide a team of qualified personnel to work with OCS Federal staff in developing the specific curriculum and format for the various trainings.

TASK 1—Develop Implementation Plan

Within 10 working days of contract award, Contractor shall prepare and submit an Implementation Plan with timeline and milestones for completing the training and technical assistance described in this Solicitation. Activities addressing Tasks are not necessarily sequential. The Implementation Plan must show how the Contractor plans to coordinate with the COR to be certain implementation is complete and timely. The Contractor shall present the Implementation Plan to the COR and other OCS officials and revise as requested. The approved Final Implementation Plan will be used to establish requirements and milestones for Deliverables.

TASK 2—Develop Training Modules

The Contractor shall develop curricula for LIHEAP grantee training that considers and includes (but not limited to) the following areas and documents:

A. Training materials/modules for:

a. Understanding LIHEAP Statute/Regulations/Policies

1. Low Income Home Energy Assistance Act, as Amended

2. 45 CFR 96: Subparts A-F of the HHS block grant regulations

3. Federal Poverty Guidelines

4. State Median Income Estimates

b. Enhancing Program Integrity

1. GAO Report on LIHEAP (June 2010)

2. Presidential Executive Order 13520, Reducing Improper Payments and

Eliminating Waste in Federal Programs

3. LIHEAP Action Transmittal (AT)-2010-6, dated 06/08/10 entitled Plan

Supplement Required for Fiscal Year (FY) 2011: LIHEAP Program Integrity Plan – Application for LIHEAP Funding

4. LIHEAP-Information Memorandum (IM)-2010-6, dated 5/5/10 entitled States are Strongly Encouraged to Exercise their Discretion to Require

Solicitation #12-233-SOL-00571 Page 6 of 57

Social Security Numbers in Determining Eligibility for LIHEAP

5. Program Integrity Assessment Reviews

c. Recognizing the diversity of LIHEAP and understanding of block grant management

d. LIHEAP performance measures (to be coordinated with the work of other Contractors)

e. Integrating best practices/strategies used by states, including examples of templates, model agreements, policy statements and practices

TASK 3—Prepare Specific Training on LIHEAP PIWG Recommendations

The Contractor shall develop specific training materials that cover the following program integrity areas identified in the final report of the LIHEAP Program Integrity Working Group (PIWG) (see addendum):

• LIHEAP Eligibility/Verification

• Fiscal Management

• Oversight/Monitoring – State and Local

• Intersection of Program Integrity and Performance Measurement (data collection)

TASK 4—Prepare Trainings on LIHEAP Reports and Other Program Priorities

Develop specific training materials that cover (but not limited to) the following additional areas:

• Vendor Agreements and Vendor Training, including model documents

• Required LIHEAP Reporting:

o Model Plan with Program Integrity Assessment o Carryover and Reallotment Report o Household Report, Long Form/Short Form o Grantee Survey (States only) o SF-425A, Federal Financial Report o Annual Single Audit

• Program Integrity Systems Currently Used by Grantees

TASK 5 – Provide Advance Materials

The Contractor shall develop advance materials/marketing for COR approval that will be provided to grantees. The Contractor shall develop outreach materials to gain grantee support/attendance.

TASK 6 – Develop Types of Training/Learning

The Contractor shall develop options on:

• Best methods for a national training meeting (videotaped)

• Best methods for Webinars/Podcasts o Electronic/IT Delivery specifics o Interactive learning tool in conjunction with webinars

Solicitation #12-233-SOL-00571 Page 7 of 57

NOTE: The Federal government reserves the right to adjust training efforts to meet the needs of the LIHEAP block grant.

TASK 7 – Convene National LIHEAP Training Conference (BASE-YEAR PERIOD)

OCS will initiate invitations to all LIHEAP grantees (State/Tribe/Territory Directors), and other representatives as determined necessary by the Contractor with input from OCS/LIHEAP to attend the Conference. The Contractor shall convene and provide logistical support for one, two-day national training conference in Washington, DC and perform the following:

1. Locate Facilities:

• Government Facility - conduct negotiations for site to convene the meeting.

• Nearby Hotel – conduct negotiations for securing block of hotel rooms and conference rate for attendees.

The Contractor shall obtain approval by the COR or senior OCS official before any contract is finalized and signed for the facility and the hotel arrangements.

2. Limited travel reimbursement will be available for speakers and some invited participants. Upon approval by the COR, the Contractor shall reimburse travel costs according to federal travel regulations.

3. As a follow up of LIHEAP invitations, the Contractor shall compose, type, reproduce, and send out announcement electronically regarding the meeting, registration information, and a registration acknowledgement letter.

4. Perform pre-registration activities, to include availability of staff by telephone/email to provide assistance to LIHEAP grantees with questions or concerns about the meeting.

5. Type, reproduce, and disseminate electronically a final agenda that consists of the following:

A. First Half-Day: Leadership conference to articulate LIHEAP initiatives to (a) increase program integrity including plans to address the use of SSNs, third-party verification, strict adherence to LIHEAP policies and regulations and use of federal regulations on accounting and contracting and (b) require state participation in data collection and reporting for LIHEAP performance measures. This shall be a frank and informative session that will give OCS an opportunity to describe ACF’s intention to assist states, tribes and territories to comply with the new requirements through technical assistance and funding if possible.

There should be an opportunity for dialogue with state and tribal leaders as part of this half-day session.

B. The rest of the conference shall focus on training:

1. An initial session shall describe LIHEAP’s overall plans for training based on the recommendations of the Program Integrity Working Group (PIWG) and the Performance Measures Implementation Working Group (PMIWG), as

Solicitation #12-233-SOL-00571 Page 8 of 57 well as feedback from site visits. Include descriptions of planned webinars and podcasts and enlist state leaders in getting their staff and local partners to participate fully. This is another opportunity for dialogue and feedback for

LIHEAP.

2. Implement training modules for the topics identified in Task 2. After each session, provide evaluation forms to ask state leaders about the training:

what’s missing, what needs to be changed, and how can it be improved.

6. Develop and produce a meeting placard, name placards for the speakers, and name tags for all participants.

7. Organize, reproduce, and disseminate participants' notebooks/electronic materials.

8. Compile, type, reproduce, and disseminate electronically a list of participants, to be included in the participants' notebooks.

9. Perform on-site registration activities.

10. Videotape all speeches and training sessions with appropriate recording quality that videotapes may be edited and used effectively in subsequent training activities such as webinars and podcasts.

11. Develop an evaluation form to be approved by COR to assess the usefulness and effectiveness of the meeting. Completed evaluation forms shall be provided directly to the COR.

TASK 8 – Convene LIHEAP Webinars and Podcasts

The Contractor shall convene and provide logistical support for four (4) Webinars/Podcasts.

The LIHEAP Webinars/Podcasts shall:

• Cover program integrity areas (content) and format (webinar/podcast) identified by Federal staff (reference to Tasks 2, 3 and 4) using content developed as part of the National Leadership and Training Workshop.

• Be conducted at a properly equipped Federal site

• Include enrollment/registration for webinars

• Provide logistics required/set up for webinar/podcast

• Include preparing necessary slides/power point presentations/etc.

• Include templates for active participation and learning

TASK 9 – Provide On-Site Training

The Contractor shall provide “special” on-site training and technical assistance for up to five (5) grantees identified by the COR. The nature of this training is to provide:

One-on-one TA for states, territories or tribes, to be provided by Federal Staff, contractors, peers or as determined by OCS, which have compliance and program integrity issues:

o Issues identified during a LIHEAP compliance review o Grantee with history of past problems or high risk o Grantee that has been required to develop corrective actions as necessary

Solicitation #12-233-SOL-00571 Page 9 of 57

TASK 10 – Assist with Peer to Peer Trainings

The Contractor shall provide support for peer-to-peer training for new LIHEAP Coordinators and Directors. This shall include:

• Identifying needs for succession training in the states

• “Training the Trainers” (i.e., veteran staff training new directors)

• Providing options for those “in the field”, including but not limited to having one or two regional meetings

TASK 11 – Develop Standardized Training Materials The Contractor shall:

• Consolidate existing LIHEAP documents, including but not limited to the LIHEAP Tribal Information Manual, LIHEAP Policies and Procedures, and OGC Opinions

• Create innovative training vehicles and provide interactive materials as needed, including but not limited to :

a. Templates

b. Best Practice Modules

c. Fact Sheets

d. Existing innovative online training and testing tools

2.5 STATEMENT OF WORK - OPTION YEAR

TASK 1—Provide Additional Training and Technical Assistance

The Contractor shall provide additional training and technical assistance as directed by the LIHEAP COR. This work may include making revisions and upgrades to training material created in the Base Year as well and additional training sessions and on-site technical assistance.

TASK 2 – Organize and Conduct Four (4) One-Day Regional Training Workshops

The Contractor shall plan, organize and conduct four (4) one-day regional training workshops using materials developed in the Base Year as directed by the COR. Limited travel support will be provided for Contractor reimbursement of travel expenses according to federal travel regulations.

TASK 3 – Convene LIHEAP Webinars and Podcasts

The Contractor shall convene and provide logistical support for four (4) Webinars/Podcasts.

The LIHEAP Webinars/Podcasts shall:

• Cover program integrity areas (content) and format (webinar/podcast) identified by Federal staff (reference to Tasks 2, 3 and 4) using content developed as part of the National Leadership and Training Workshop.

• Be conducted at a properly equipped Federal site

Solicitation #12-233-SOL-00571 Page 10 of 57

• Include enrollment/registration for webinars

• Provide logistics required/set up for webinar/podcast

• Include preparing necessary slides/power point presentations/etc.

• Include templates for active participation and learning

TASK 4 – Provide On-Site Training

The Contractor shall provide “special” on-site training and technical assistance for up to five (5) grantees identified by the COR. The nature of this training is to provide:

One-on-one TA for states, territories or tribes, to be provided by Federal Staff, contractors, peers or as determined by OCS, which have compliance and program integrity issues:

o Issues identified during a LIHEAP compliance review o Grantee with history of past problems or high risk o Grantee that has been required to develop corrective actions as necessary

TASK 5 – Assist with Peer to Peer Trainings

The Contractor shall provide continued support for peer-to-peer training for new LIHEAP Coordinators and Directors. This shall include:

• Identifying needs for succession training in the states

• “Training the Trainers” (i.e., veteran staff training new directors)

• Providing options for those “in the field”, including but not limited to having one or two regional meetings

2.6 LEVEL OF EFFORT

Estimates listed below are for the level of effort required to carry out the work described herein for the base and Option Year contract period. The government presents this description of the level of effort only as an example. Contractors may propose any staffing pattern that they believe shall best be able to accomplish the tasks described in the Statement of Work.

Labor Category Base Year Hours Option Year

Hours Senior Project Leader 480 280 Senior Project Staff 800 576 Junior Project Staff 1600 1280 Administrative/ Support Staff 560 320

2.6 QUALITY ASSURANCE SURVEILLANCE PLAN

A Quality Assurance Surveillance Plan (QASP) is to be proposed by the Offeror for use in measuring contractor success. The QASP should detail qualitative and quantitative results, definitions, and standards of success for the Performance Objectives in Section 2.7.

Solicitation #12-233-SOL-00571 Page 11 of 57

2.7 PERFORMANCE OBJECTIVES

General quality measures, as set forth below, will be applied for each work product received from the Contractor under the Statement of Work:

a. Accuracy – Work products shall be accurate in presentation, technical content, and adherence to accepted elements of style.

b. Clarity - Work products shall be clear and concise. Any/All diagrams shall be easy to understand and be relevant to the supporting narrative.

c. Consistency to Requirements - All work products must satisfy the requirements of the Statement of Work.

d. File Editing - All text and diagrammatic files shall be editable by the government.

e. Format - Work products shall be submitted in electronic form, unless otherwise specified.

The electronic copy must be in a format as indicated in the Tasks/Deliverables Table

f. Timeliness - Work products shall be submitted on or before the due date specified in the Statement of Work or submitted in accordance with a later scheduled date determined by the government.

2.8 TRAVEL COSTS

There shall be long distance travel associated with this contract.

The Contractor will be reimbursed for travel to provide support as specified in the contract and approved by the COR. All travel shall be approved by the COR prior to the commencement of travel. The Contractor shall be reimbursed for actual allowable, allocable and reasonable travel costs incurred and previously approved by the COR. All travel shall be in accordance with the Federal Travel Regulations currently in effect on the date of travel.

2.9 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 website permit 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.

Solicitation #12-233-SOL-00571 Page 12 of 57

(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 websites, 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:

36 CFR 1194.21(a)-(j)

Solicitation #12-233-SOL-00571 Page 13 of 57

SECTION 3 – PACKAGING AND MARKING

3.1 MARKING

All reports and documentation required as deliverables in accordance with this contract shall be marked as follows:

• Name of Contractor;

• Contract Number;

• Title or description of the item(s) contained therein; and

• Consignee’s name and address.

Solicitation #12-233-SOL-00571 Page 14 of 57

SECTION 4 – INSPECTION AND ACCEPTANCE

4.1 INSPECTION AND ACCEPTANCE

All work under this contract is subject to inspection and final acceptance by the Contracting Officer or the duly authorized representative of the government.

The Government’s Contracting Officer’s Representative (COR) is a duly authorized representative of the government and is responsible for inspection and acceptance of all items to be delivered under this contract.

4.2 APPROVALS BY THE COR

All services delivered to the COR will be deemed to have been accepted 30 calendar days after date of delivery, except as otherwise specified in this contract, if written approval or disapproval has not been given within such period. The COR’s approval or revision to the services delivered shall be within the general scope of work stated in this contract.

Solicitation #12-233-SOL-00571 Page 15 of 57

SECTION 5 – DELIVERIES OR PERFORMANCE

5.1 PERIOD OF PERFORMANCE

The period of performance has a base period of 12 months with one (1) 12 months option period.

Base Year: September 26, 2012 – September 25, 2013 (Dates subject to change) Option Year 1: September 26, 2013 – September 25, 2014 (Dates subject to change)

5.2 DELIVERABLES/DELIVERY SCHEDULE

The contractor shall submit deliverables to the COR. These deliverables shall be clear, concise, and complete, and shall conform to the standards that are identified below. Certain types of deliverables shall be submitted in draft form initially, allowing the COR to review and provide additional information and/or clarification comments for possible inclusion in the final document.

All deliverables shall be submitted electronically to the COR using the Microsoft Office tool suite. Final deliverables shall be submitted both in hard copy and electronically to the COR and Contracting Officers. Below is a listing of the deliverables and their intended due dates.

COR will review each deliverable, and accept or reject the deliverable in writing. Any deliverable product under this contract will be accepted or rejected in writing by the COR. The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the contractor’s accepted proposal.

In the event of rejection of any deliverable, the contractor will be notified in writing by the COR of the specific reasons why the deliverable is being rejected. The contractor shall correct the rejected deliverable and resubmit it to the COR for approval.

5.3 DELIVERABLE SCHEDULE

Base Year

1) The Contractor shall submit Monthly Progress Reports including costs to date to the COR by the 10th of the following month;

2) Within 15 working days after the contract award, Contractor shall submit a summary of the

Kick-Off meeting with detailed Implementation Plan for completing all tasks.

3) After COR approval of the Implementation Plan, Contractor must incorporate into Monthly

Progress Reports a comparison of actual and planned adherence to milestones set out in the time table;

4) The Contractor shall submit to the COR a detailed Plan for Developing Training including an outline of the content for each of the training modules listed in Tasks 2, 3, 4 and 5 and the proposed methodology recommended (Task 6).

5) The Contractor shall meet with COR and other leaders at LIHEAP to present Contractor recommendations and to obtain LIHEAP recommendations and suggestions for content and methodology for implementing the Plan for Developing Training before work developing the actual training modules begins;

6) The Contractor shall submit a detailed plan for planning and conducting the national training conference (Task 7) and meet periodically with the COR at COR’s request to be sure that LIHEAP’s intent and needs will be met. LIHEAP will advise the Contractor about details of

Solicitation #12-233-SOL-00571 Page 16 of 57 the national training conference. Contractor shall maintain a detailed plan for the national training conference incorporating decisions from such meetings with the COR;

7) The Contractor shall submit a Final Report of the national training conference within 15 working days of the end of the conference including electronic and hard copy of all training presented as well as an edited videotape of all sessions. This Final Report must include detailed and summarized comments and suggestions from participants in dialogue sessions;

8) Within 20 working days of the national training conference, the Contractor shall submit to the COR edited videotapes of each session appropriate for use in podcasts and webinars.

Contractor must edit and produce final videotapes in response to COR requests;

9) The Contractor shall submit to the COR plans including content and materials for four webinars / podcasts based on material and videotapes from the national training conference.

These plans must include details of logistical support including marketing to support the convening the four webinars / podcasts;

10) For each of the on-site training and technical assistance to selected grantees named by the COR, the Contractor shall submit a report within 10 working days of the visit including activities completed and results accomplished;

11) The Contractor shall submit to the COR a plan for support for Peer-to-Peer training for new LIHEAP Coordinators and Directors that includes recommendation for training materials to be used;

12) The Contractor shall submit to the COR a plan for producing standardized training materials and identified in Task 11;

13) The Contractor shall submit a Final Report identifying results accomplished through this training-focused Solicitation and identifying needed additional training and technical assistance needed to meet LIHEAP’s plans for increased program integrity.

Option Year

1) The Contractor shall submit a detailed plan for planning and conducting the four regional training workshops (Task 2) and meet periodically with the COR at COR’s request to be sure that LIHEAP’s intent and needs will be met. LIHEAP will advise the Contractor about details of the regional training workshops. Contractor shall maintain a detailed plan for the regional training workshops incorporating decisions from such meetings with the COR;

2) The Contractor shall submit a Final Report for each of the regional training workshops within 15 working days of the end of the workshop;

3) The Contractor shall submit to the COR plans including content and materials for four webinars / podcasts based on material and videotapes from the national training conference.

These plans must include details of logistical support including marketing to support the convening the four webinars / podcasts;

4) For each of the on-site training and technical assistance to selected grantees named by the COR, the Contractor shall submit a report within 10 working days of the visit including activities completed and results accomplished;

5) The Contractor shall submit to the COR a plan for continued support for Peer-to-Peer training for new LIHEAP Coordinators and Directors that includes recommendation for training materials to be used;

6) The Contractor shall submit a Final Report for Option Year One identifying results accomplished through this training-focused Solicitation and identifying needed additional training and technical assistance needed to meet LIHEAP’s plans for increased program integrity.

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5.4 OBSERVANCE OF FEDERAL HOLIDAYS

Service shall not take place on Saturdays, Sundays, or the Federal holidays shown below, or days of government closure due to inclement weather:

1. New Year's Day 1 January

2. Martin Luther King's Birthday Third Monday in January

3. President's Day Third Monday in February

4. Memorial Day Last Monday in May

5. American Independence Day 4 July

6. Labor Day First Monday in September

7. Columbus Day Second Monday in October

8. Veteran's Day 11 November

9. Thanksgiving Day Fourth Thursday in November

10. Christmas Day 25 December

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SECTION 6 – CONTRACT ADMINISTRATION DATA

6.1 AUTHORITIES OF GOVERNMENT PERSONNEL

Notwithstanding the Contractor's responsibility for total management during the performance of this contract, the administration of this contract will require maximum coordination between the Government and the Contractor. The following individuals will be the Government's points of contact during the performance of this contract:

Contracting Officer The PSC Contracting Officer is the only individual authorized to modify this contract. The Contracting Officer responsible for administrative and contractual issues concerning this contract is:

Matthew Gormley, Contracting Officer HHS/Program Support Center Division of Acquisition Management, SAS 12501 Ardennes Avenue, Suite 400 Rockville, Maryland 20857 Phone: (301) 443-7814 Fax: (301)443-8863 Email: Matthew.Gormley@psc.hhs.gov

Contract Specialist All communications pertaining to contractual and/or administrative matters under the contract shall be addressed to:

Wendy Cruz, Contract Specialist HHS/Program Support Center Division of Acquisition Management, SAS 12501 Ardennes Avenue, Suite 400 Rockville, Maryland 20857

(301) 443-3086 Wendy.Cruz@psc.hhs.gov

Contracting Officer’s Representative (COR)

The COR shall be named at award.

6.2 CONTRACTING OFFICER’S REPRESENTATIVE (COR) AUTHORITY

(a) Performance of work under this contract must be subject to the technical direction of the Contracting Officer’s Representative identified above, or a representative designated in writing.

The term “technical direction” includes, without limitation, direction to the contractor that directs or redirects the labor effort, shifts the work between work areas or locations, fills in details and

Solicitation #12-233-SOL-00571 Page 19 of 57 otherwise serves to ensure that tasks outlined in the work statement are accomplished satisfactorily.

(b) Technical direction must be within the scope of the specification(s)/work statement.

The Contracting Officer’s Representative does not have authority to issue technical direction hat:

(1) Constitutes a change of assignment or additional work outside the specification(s)/statement of work;

(2) Constitutes a change as defined in the clause entitled “Changes”;

(3) In any manner causes an increase or decrease in the contract price, or the time required for contract performance;

(4) Changes any of the terms, conditions, or specification(s)/work statement of the contract;

(5) Interferes with the contractor's right to perform under the terms and conditions of the contract; or

(6) Directs, supervises or otherwise controls the actions of the contractor's employees.

(c) Technical direction may be oral or in writing. The Contracting Officer’s Representative shall confirm oral direction in writing within five work days, with a copy to the Contracting Officer.

(d) The contractor shall proceed promptly with performance resulting from the technical direction issued by the Contracting Officer’s Representative. If, in the opinion of the contractor, any direction of the Contracting Officer’s Representative, or his/her designee, falls within the limitations in (b), above, the contractor shall immediately notify the Contracting Officer no later than the beginning of the next Government work day.

(e) Failure of the contractor and the Contracting Officer to agree that technical direction is within the scope of the contract shall be subject to the terms of the clause entitled “Disputes.”

6.3 INVOICE SUBMISSION

The Contractor shall submit invoices once per month. A complete invoice with all required back-up documentation shall be sent electronically, via email, to:

1. Contract Specialist via DAM mailbox: pscsas.invoices@psc.hhs.gov.*

2. Contracting Officer’s Representative (COR): to be provided at award

3. Financial Management Service (FMS): psc_invoices@psc.hhs.gov.*

* No other non-invoice related documents (i.e. deliverables, reports, balance statements) shall be sent to the DAM and FMS mailboxes. Invoices Only.

The subject line of your email invoice submission shall contain the contract number, contract line item number, the order number, if applicable, and the number of invoices. The Contractor shall send one email per contract per month. The email may have multiple invoices for the contract. Invoices must be in the following formats: PDF, TIFF, or Word. No Excel formats will be accepted. The electronic file cannot contain multiple invoices; example, 10 invoices requires 10 separate files (PDF or TIFF or Word).

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Invoices shall be submitted in accordance with the contract terms, i.e. payment schedule, progress payments, partial payments, deliverables, etc.

All calls concerning contract payment shall be directed to the COR.

In accordance with FAR 52.212-4, Contract Terms and Conditions—Commercial Items, a proper invoice must include the following items:

FAR 52.212-4(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, contract line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice;

and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer—Central Contractor Registration, or 52.232-34, Payment by Electronic Funds Transfer— Other Than Central Contractor Registration), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR Part 1315.

Additionally, the FMS requires the contractor to include its Dunn and Bradstreet Number (DUNS) on each invoice.

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In accordance with OMB Memorandum, M-11-32, Agencies shall make payments to small businesses as soon as practicable, with the goal of making payments within 15 days of receipt of a proper invoice. If a small business contractor is not paid within this (15 day) accelerated period, the contractor will not be given a late-payment interest penalty. Interest penalties, as prescribed by the Prompt Payment Act, remain unchanged by means of this memorandum. All small businesses shall label all invoices as “Small Business.”

Additionally, in accordance with OMB Memorandum, M-12-16, all prime contractors are encouraged to disburse funds received from the Federal Government to their small business subcontractors in a prompt manner. To assist prime contractors in expediting contractor payments to small business subcontractors, Agencies shall, to the full extent permitted by law, temporarily establish an earlier, accelerated date for making agency payments to all prime contractors. Consistent with OMB Memorandum M-11-32 above, Agencies shall have a goal of paying all prime contractors within 15 days of receiving proper documentation. In an effort to support small business growth, drive economic activity and job creation, the Contractor is encouraged to accelerate payments to their small business subcontractors.

In accordance with the requirements of the Debt Collection Improvement Act of 1996, all payments under this order will be made by electronic funds transfer (EFT). The Contractor shall provide financial institution information to the Finance Office designated above in accordance with FAR 52.232-33 Payment by Electronic Funds Transfer – Central Contractor Registration.

6.4 HHSAR 352.242-70 KEY PERSONNEL (JANUARY 2006)

The key personnel specified in this contract are considered to be essential to work performance.

At least 30 days prior to diverting any of the specified individuals to other programs or contracts (or as soon as possible, if an individual must be replaced, for example, as a result of leaving the employ of the Contractor), the Contractor shall notify the Contracting Officer and shall submit comprehensive justification for the diversion or replacement request (including proposed substitutions for key personnel) to permit evaluation by the Government of the impact on performance under this contract. The Contractor shall not divert or otherwise replace any key personnel without the written consent of the Contracting Officer. The Government may modify the contract to add or delete key personnel at the request of the contractor or Government.

The following labor categories are to be considered key personnel:

Title Name

TBD To be named at award

6.5 SERVICE CONTRACT ACT

The Service Contract Act of 1965 applies to this contract. Contractors performing on service contracts in excess of $2,500 to which no predecessor contractor’s collective bargaining agreement applies shall pay their employees at least the wages and fringe benefits found by the Department of Labor to prevail in the locality or, in the absence of a wage determination, the minimum wage set forth in the Fair Labor Standards Act.

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6.6 PRINTING AND DUPLICATION

The Contractor may duplicate or copy less than 5,000 production units of only one page, or less than 25,000 production units in aggregate of multiple pages for the use of a department or agency. A production unit is defined as one sheet, size 8.5 x 11 inches, one side only, and one color. This page limit is per requirement and not per contract. These pages may not exceed a maximum image size of 10-3/4 by 14-1/4 inches. Any requirements for duplication in excess of these requirements shall be obtained by the Contracting Officer’s Representative (COR) through the Government Printing Office.

No printing by Contractor or any subcontractor is authorized under this contract. All printing required hereunder must be performed by the Government Printing Office, in accordance with CFR Title 44; Public Law 102-392, as amended by H.R. 4454; and The Legislative Branch Appropriations Act 2995. The Contractor shall complete Form HHS 26 and submit it along with all camera-ready copies to the COR.