Solicitation_No._13-233-SOL-00425.pdf

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DAM

Rockville MD 20857 12501 Ardennes Avenue Twinbrook Place, Suite 400

DHHS/PSC/SAS/DAM

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06/21/2013

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

4. ORDER NUMBER3. AWARD/ 6. SOLICITATION

13-233-SOL-00425

5. SOLICITATION NUMBER

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

1 53 ACF112485OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

TELEPHONE NO.

17a. CONTRACTOR/

Washington DC 20447 370 L'Enfant Promenade, S.W.

Administration for Children and Fam Admin for Children + Families

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Rockville MD 20857 12501 Ardennes Avenue Twinbrook Place, Suite 400

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24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

Head Start Grants Management and Administrative Support for Regions 11 and 12 Delivery: 09/01/2013

1 Head Start Grants Management and Administrative Support for Regions 11 and 12

2 Head Start Grants Management and Administrative Continued ...

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

HEREIN, IS ACCEPTED AS TO ITEMS:

XX

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DAWN T. GRESHAM

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AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

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SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

Support for Regions 11 and 12 Option Period 1

(Option Line Item)

3 Head Start Grants Management and Administrative

Support for Regions 11 and 12 Option Period 2

(Option Line Item)

4 Head Start Grants Management and Administrative

Support for Regions 11 and 12 Option Period 3

(Option Line Item)

5 Head Start Grants Management and Administrative

Support for Regions 11 and 12 Option Period 4

(Option Line Item)

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53 2 of

Solicitation No. 13-233-SOL-00425

Head Start Grants Management and Administrative Support for Regions XI and XII

SECTION 1 - Supplies or Services/Prices

1.1 BRIEF DESCRIPTION OF SERVICES

The purpose of this contract is to obtain administrative and technical support to provide prompt, accurate and “user friendly” assistance to Head Start grantees by providing high-quality grants management and programmatic services.

1.2 TYPE OF CONTRACT

The contract type awarded is a Firm Fixed Price contract.

1.3 SEVERABLE SERVICES

The services acquired under this contract are severable services. Funds are only available for use for the line item to which they are obligated. Unused funds from one period (line item) may not rollover for use in other periods.

1.4 CONSIDERATION AND PAYMENT SCHEDULE (FFP)

The total fixed price of this contract/order is $______________. The Contractor shall provide the services described in Section 2. Except as otherwise specified in the contract, the Contractor shall furnish the necessary personnel, materials, services, and otherwise do all things necessary for or incidental to the performance of the work set forth herein.

In consideration of satisfactory performance of the work described in the Statement of Work

(SOW), the Contractor shall be compensated on a Firm Fixed Price (FFP) basis.

Base Period: September 1, 2013 – January 31, 2014

Payment Invoice Date FFP Invoice Amount

1 09/30/2013

2 10/31/2013

3 11/30/2013

4 12/31/2013

5 01/31/2014

Travel: NTE

Total Firm Fixed Price:

Option Period 1: February 1, 2014 – January 31, 2015

1 02/28/2014

2 03/31/2014

3 04/30/2014

4 05/31/2014

5 06/30/2014

6 07/31/2014

7 08/31/2014

8 09/30/2014

9 10/31/2014

10 11/30/2014

11 12/31/2014

12 01/31/2015

Option Period 2: February 1, 2015 – January 31, 2016

1 02/28/2015

2 03/31/2015

3 04/30/2015

4 05/31/2015

5 06/30/2015

6 07/31/2015

7 08/31/2015

8 09/30/2015

9 10/31/2015

10 11/30/2015

11 12/31/2015

12 01/31/2016

Option Year 3: February 1, 2016 – January 31, 2017

1 02/28/2016

2 03/31/2016

3 04/30/2016

4 05/31/2016

5 06/30/2016

6 07/31/2016

7 08/31/2016

8 09/30/2016

9 10/31/2016

10 11/30/2016

11 12/31/2016

12 01/31/2017

Travel : NTE

Option Year 4: February 1, 2017 – January 31, 2018

1 02/28/2017

2 03/31/2017

3 04/30/2017

4 05/31/2017

5 06/30/2017

6 07/31/2017

7 08/31/2017

8 09/30/2017

9 10/31/2017

10 11/30/2017

11 12/31/2017

12 01/31/2018

SECTION 2 - Description/Specifications

2.1 STATEMENT OF WORK

The Contractor shall furnish all of the necessary personnel, materials, services, facilities, (except as otherwise specified herein), and otherwise do all the things necessary for or incident to the performance of the work as set forth below:

BACKGROUND

The Administration for Children and Families (ACF) in the U.S. Department of Health and Human

Services (DHHS) brings together in one organization a broad range of Federal programs that address the needs of children and families. Many of ACF’s grant programs provide critically needed services and support to vulnerable populations including those served by the Office of

Head Start.

The Office of Head Start (OHS) provides budgetary, programmatic and policy guidance to Head

Start and Early Head Start operating grantees nationally and directly administers approximately

217 Head Start operating grants to American Indian/Native Alaskan and Migrant/Seasonal program grantees, and approximately 409 research and other discretionary grants. A portion of the latter has been transferred to the Office of Program Research and Evaluation (OPRE) although these grants are funded annually out of the OHS’s appropriation.

The Office of Grants Management’s Division of Discretionary Grants (OGM/DDG) located within the Office of Administration, and part of ACF/HHS, provides management and technical administration of discretionary grants for several Federal grant programs. Two teams within

OGM/DDG currently provide management and technical administration of discretionary grants for the Office of Head Start (ACF/OHS). OGM/DDG 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.

The Office of Head Start is located at 1250 Maryland Avenue, SW, Washington, D.C., and OGM and OPRE are located at 901 D Street, SW, Washington, D.C. Together OGM and OPRE provide a full range of grants and program management activities. OGM provides services such as:

dissemination of guidance to applicants about due dates and funding levels: receipt of competitive applications and non-competing continuation of refunding applications; interaction and communication with grantees about submissions; review and clearance of all grants program announcements; management of the grant application review process; cost analyses of approved grant applications; generation of award documents; administration of awarded grants including receipt and approval of post-award change requests; providing training and technical assistance to program staff and their grantees; resolution of all audit findings; administrative closeout of expired grants. OPRE develops budgetary and programmatic guidance on research and other discretionary topics and guidance to operating program grantees as they develop their annual refunding submission, provides technical assistance to grantees on the programmatic and operational aspects of their grant, monitors and reviews all grantees every three years (including follow up reviews, desk reviews and special reviews), and determines whether grantees are entitled to continue receiving Federal funding. OHS works collaboratively with OGM to provide grantees with the full range of grants management and programmatic guidance and services.

As a result of the rapid growth of the Head Start program, the relatively slower growth of Federal staff to manage the program, the difficulties in hiring and retaining highly qualified Federal staff, and the hiring freeze of all external federal positions within ACF, grantees have suffered from a lack of adequate attention to their growing and increasingly sophisticated needs for prompt and efficient grant-making assistance, to their need to communicate with grants and program staff in a timely manner, and to receive prompt and accurate responses to technical and program questions that arise in the course of managing Federal funds and providing Head Start services. The burden is especially evident with small grantees who lack the internal capacity to manage the increasingly complex requirements of Federally-assisted programs in the Office of Management and Budget

(OMB) circulars and DHHS regulations.

The purpose of this procurement is to obtain administrative and technical support to provide prompt, accurate and “user-friendly” assistance to Head Start grantees by providing high-quality grants management and programmatic services to them. Successful delivery of these services will require: (1) knowledge of and experience with the administration of discretionary grant programs and/or Head Start, (2) an in-depth understanding of the Federal grants process, especially that of HHS, (3) demonstrated background and training in accounting and/or financial management, and (4) experience and knowledge of automated financial and program information systems. This requirement is limited to the support for Head Start grants administered by ACF in

Washington, D.C.

GENERAL REQUIREMENTS

The Contractor shall furnish a full-time on-site supervisor. The on-site supervisor effort will be 50 percent effort on supervision to oversee and maintain the quality of the work produced under this Contract and 50 percent effort on technical support services described in the

Tasks below. The on-site supervisor shall be in contact with the COR, the Head Start Grants

Management Officer, and appropriate Federal OHS staff.

ACF will provide all equipment, supplies, and working space at 1250 Maryland Avenue, SW, and

901 D Street, SW for employees providing on-site services.

The Contracting Officer’s Representative (COR) will monitor the work performed under this contract. Day-to-day guidance and direction, and specific work assignments will be provided to the Contractor’s on-site supervisor by the OGM Grants Management Officer in consultation with appropriate OHS staff.

The following minimum Contractor qualifications will be required in order to meet required deadlines, administer discretionary grants and maintain complete official files:

Have corporate experience managing and administering work comparable to the tasks described in this scope of work.

Have the capacity to provide sufficient experienced, qualified staff with the proven ability to perform the tasks described in the scope of work, including the capability to provide staff needed to meet unforeseen, urgent assignments.

Have expertise in computer software applications (Windows, Excel, PowerPoint, and

Access).

Have the capacity to operate the ACF grants management computer system: (Grants

Administration, Tracking and Evaluation System – GATES)

Have the ability to fill vacancies within 45 days

Have the capacity for data management and analysis

STATEMENT OF WORK

Task 1 – Provide Contract Management

The contractor shall provide contract management support under this contract. This includes the management and oversight of all activities performed by contractor personnel, to satisfy the requirements identified in the Statement of Work. The contractor shall provide project management, direction, administration, quality assurance, and leadership in the execution of this contract.

Task 1-1 Virtual Project Kick-Off Meeting

The contractor will convene a virtual meeting with the COR and key staff in OGM and

OHS 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.

Task 2 – Maintain Grant Tracking System

The Contractor will provide sufficient staff and various automated systems support (using existing government systems) for tracking and continuation and refunding applications from receipt to preparation of award documents and mail out. This function does not include receipt of applications in response to competitive announcements in the Head Start program (currently carried out by another contractor). It includes the following duties:

Maintain system for login and routing of applications for funding.

o Record date and time of receipt of each application on the SF 424 (original and copy).

o Create new file folders for continuations and new awards.

o Maintain central holding file for original signature copies of all applications.

o Create grant processing folders with routing slip attached for forwarding application copies to appropriate program office.

Maintain system for tracking of grants through the award process.

o Maintain Excel spreadsheet or other automated system for tracking of application processing at key points, e.g. initial login, receipt from budget, mail out and certification.

Maintain system for tracking financial reports of expenditures.

o Maintain Excel spreadsheet for tracking of due dates, overdue reports, and receipt of reports.

Maintain system for grant mail out and distribution of copies to key staff and to official file.

Prepare various reports at the request of management on status of applications received.

Task 3 – File Management

The Contractor will assist OGM in establishing and maintaining its official grant files.

Currently, OGM’s Head Start Team has approximately 625 active grants, as follows:

Grant Activity Number

American Indian/Native Alaskan 191

Head Start/Early Head Start programs

Migrant and Seasonal Head Start programs 26

National Center TTA Grants 5

Training and Development Higher Education 65

Grants

Research and Development 55

Social Services Development 24

Early Learner Mentor Coaches (ARRA) Grants 129

State Advisory Grants 50

Head Start Centers of Excellence in Early 10

Childhood Grants

CDI Grants 70

Specific activities include:

Maintain official grant files for new and continuation discretionary grant awards for the current operational year and two prior years.

Enter/record receipt of Progress Report and Federal Financial Reports in the Grants

Administration, Tracking and Evaluation System (GATES).

File correspondence, Program Progress Reports, Federal Financial Reports, applications, grant award documents and other business-related grant materials in the official grant files and OHS files.

Distribute grant-related materials to grantees, program officials and the official grant files, as needed.

Shift official grant files in file room as needed.

Task 4 – Support Grant Closeout Activities

This task requires the Contractor to perform numerous tasks essential to ensure the timely closeout of OGM’s expired Head Start grants. Those grants fall into the two categories – grants with definite project periods (409) and those with indefinite project periods (217).

The closeout process is different for each.

Task 4.1 – Closeout of Definite Project Period Grants

For discretionary grants with definite project periods (all Head Start grants other than those awarded by Head Start’s American Indian/Native Alaskan and Migrant and Seasonal Branches for basic services) the Contractor shall:

Review official file for expired grant to determine completeness of grant file and what documents, reports, are missing.

Generate and issue appropriate pre-closeout letter to grantee.

Generate and issue appropriate memorandum to Program Project Officer requesting certification of completion of project activities.

Upon receipt of all required reports and COR certification of completion of project activities, review final Federal Financial Report (SF425) to determine if any unobligated balance or unliquidated obligation exists.

Assure that all real property, nonexpendable personal property, equipment or supplies have been disposed of in accordance with applicable grant regulations. Include copy of Property Inventory and Disposition Statement in official grant file.

Complete Grant Closeout Checklist.

Generate and issue closeout letter signed by Grants Officer indicating all requirements of grant have been met and the grant is now closed.

Review reports to determine if grant has already been closed in GATES.

If open in GATES, generate and issue a Financial Assistance Award (FAA) that closes grant in GATES (and deobligates unobligated funds, if necessary).

Create a Grants Closeout folder that includes all relevant documents, materials, information.

Use Administrative Closeout procedures when unusual circumstances prevent use of the procedures stated above (e.g., grant closed in GATES, grantee refuses to respond to numerous requests for final programmatic and/or financial reports).

Prepare closed grant files for transfer to Records Center/Archives, per record retention requirements.

Task 4.2 – Closeout of Indefinite Project Period Grants

For indefinite project period grants, the closeout process consists of determining that all required reports are received and approved, audit issues, if any, are satisfactorily resolved, unobligated balances are liquidated and files are organized and prepared for transfer to the Federal records Center per Grants Administration Manual requirements. In carrying out this task, the Contractor shall:

Begin immediately to assist the Officer of Grants Management in completing the backlog of closeouts for the Head Start operational grants for American Indian/Alaskan Native and Migrant and Seasonal programs.

Assist OGM on an ongoing basis in finalizing and preparing files for closeout.

Task 5 – Support Audit Resolution Activities

This task requires the Contractor to perform various activities designed to ensure the complete, timely resolution of all audit findings contained in audit reports of Head Start grantees. These grantees are required to obtain independent audit of their financial operations. The findings of these auditors are documented in audit reports submitted to

OGM and must be promptly resolved. The audit findings can result in a cost disallowances taken against the grantee or a requirement for a grantee to correct internal control weaknesses. In supporting OGMs efforts to resolve outstanding audits, the

Contractor shall be required to:

Review statues, legislation, regulations and directives that govern the financial aspects of the Head Start grant program.

Receive audit reports and log into OGMs Audit Tracking System (ATS).

Perform detailed analyses of audit reports to determine the nature of the report’s findings.

Discuss findings with Head Start Grants Officer, OHS Regional Managers and other OGM/OA staff in order to determine the manner in which the findings will be handled.

Review official grant files, as necessary, to obtain information relevant to the audit findings.

Coordinate, as necessary, with relevant programmatic and/or financial staff, auditors and grantees.

Develop recommendations on actions OGM can take to properly resolve both monetary and non-monetary findings.

Prepare all necessary documentation to fully resolve all outstanding audit findings.

Distribute audit resolution materials and documents upon signature by appropriate officials.

Task 6 – Support Grant Award and Administration

This task requires the Contractor to perform various activities in support of OGMs award and administration of discretionary grants. These activities provide necessary support to the Grants Officer, Regional Program Managers or appropriate Federal OHS staff in the management of Head Start grant programs and require effective interaction with Federal staff at ACYF and other agencies with applicants/grantees.

This Task and Task 7 below (applicant and grantee assistance services) also require the

Contractor to coordinate closely with the Grants Officer (OGM), Regional Program

Manager’s and appropriate Federal staff (OHS) on each grant. Especially in the case of indefinite project period grants, which are Head Start operating grants and many of which have been grantees for more than twenty years, grantees are accustomed to dealing with one or at most two individuals in processing their refunding applications. Contractor staff will be assisting the Federal staff (both OGM and OHS) in their interactions with grantees.

They will provide backup and assistance, and in most cases may be the primary contact with grantees. Contract staff will be expected to identify themselves as calling “on behalf of” the Grants Officer or Regional Program Manager when contacting grantees directly.

Pre-award

Task 6.1 – Assist in preparing and maintaining funding plans for all ACF Region XI and

Region XII Head Start discretionary grant programs.

Task 6.2 – Based on funding plan and standard letter approved by OHS, assist in the preparation of funding guidance letters for mail out to grantees six months prior to the budget period end date. This task will require creation of various merge files between the funding plan, Microsoft Word, GATES, for speed and accuracy of preparation of letters.

Award

Task 6.3 – Perform an initial review of grant applications approved for funding to ensure they include all required forms, assurances, agreements. When necessary, inform the

Grants Officer or Regional Program Manager whose staff will contact applicants to obtain missing materials.

Task 6.4 – Perform an initial, comprehensive cost analysis on approved grant applications, using guidance in the ACF or Awarding Agency Grants Administration Manual as well as in the Technical Review and Budget Analysis form. This includes obtaining cost breakdowns from applicants, verifying cost data such as Indirect Cost Rate Agreements, and evaluating specific elements of cost for necessity, reasonableness and allowability.

Prepare written recommendations based on this analysis for the Grants Officer and provide additional assistance as required.

Task 6.5 – As directed, contact applicants to obtain additional supporting documentation for proposed costs and revised budgets.

Task 6.6 – Consult HHS Alert List, List of ACF Grantees with Outstanding Debts, and the

List of parties Excluded from Federal Procurement and Non-Procurement Programs to ensure prospective grantee does not appear on any of these lists. Provide written assurances to the Grants Officer regarding the status of the grantee or made recommendations as appropriate.

Task 6.7 – For new grants, consult Ranking and Approval List to ensure applicant has been approved for funding by appropriate officials.

Task 6.8 – For continuation grants, ensure that an executed Regional Program Manager’s

Certification form has been obtained prior to award.

Task 6.9 – Prepare the Financial Assistance Award (FAA) document for each grant award in conformance with ACF and HHS policies and procedures, for signature by the Grants

Officer.

Task 6.10 – Assist with the distribution of executed grant awards to awardees.

Administration

Task 6.11 – Receive and review post-award requests from grantees for changes to their grant awards or for prior approvals of the Grants Officer. These may include, but are not limited to, requests for carryover of unobligated funds from one budget period to the next, changes in the approval of equipment purchases, and no-cost extensions of project periods.

Review of request is to ensure that requested change (or prior approval) is in conformance with ACF and HHS policies and procedures.

Task 6.12 – Coordinate review of incoming grantee requests with the appropriate program official. This may entail providing a copy of the incoming request to the program official and obtaining his/her recommendation on the request.

Task 6.13 – Prepare documentation to formalize requested post-award action. This may include generation of a letter to the grantee, a Notice of Award (NOA) making the change, or both.

Task 6.14 – Receive and review all reports submitted by grantees on assigned projects.

These include program progress reports and Financial Status Reports (SF425). Review of reports shall be in conformance with ACF and HHS policies and procedures and be designed to ensure adequate progress on awarded grants is being made and Federal funds are being spent in conformance with applicable cost principles and terms of the grant.

Document review of reports shall be in conformance with OGM procedures.

Task 6.15 – Prepare delinquency letters to grantees which have not submitted required program or financial reports to OGM. The Contractor shall issue letters after the signature of the Grants Officer.

Task 6.16 – Provide administrative support and technical planning for risk management meetings. Compile information and update Head Start Enterprise System (HSES) for Risk

Management Process.

Task 6.17 - Should a grantee be re-competed as a result of the Designation Renewal

System (DRS) or terminated, the contractor as directed by the Regional Office will provide support as the Regional Office works with the Office of Head Start located in Washington, D.C., in selecting and funding the replacement grantee.

Task 6.18 – Provide additional administrative support as needed to align with OHS to maximize interoperability. Under the 2011 OHS reorganization, Federal staff operates under teaming concepts whereby resources are allocated under an identified need.

Contractor staff must be able to align itself with the teaming concept, participate in workgroups and support the overall mission of OHS, as directed.

Task 7 – Internal Systems Support

Assist the OHS and the OGM in planning for and preparation of various automated systems, such as spreadsheets, databases, standard documents, merge files, for desktop applications, dissemination of mailings to grantees, preparation of plans and reports, records maintenance, seminars and special training events or other purposes to approve the overall effectiveness and efficiency of doing business.

Task 8 – Training and Technical Assistance Invoices

This task requires the contractor to perform various activities in support of the TTA contracts.

Task 8.1 –Invoices

.Review monthly T/TA invoices in a timely manner for assigned ACF Regions.

Sub-task 8.1.1) Review labor charges to ensure costs are in alignment with the terms of the contract and for the correct personnel.

Sub-task 8.1.2) Conduct a methodical analysis of costs to ensure travel and other direct costs:

- were pre-approved prior to their being incurred, as determined by the final Monthly

Travel Plans and Consultant Approval Forms;

- meet Federal Travel Regulation (FTR) and other applicable requirements;

- are allowable, allocable and reasonable.

Sub-task 8.1.3) Verify and review back-up documentation in the invoice package for all charges above $250.00, excluding mileage.

Request and receive from the contractor any missing back-up documentation.

Task 8.2 - Recommendation to Receipt/Reject Invoice

Provide COR with written recommendation to receipt or reject invoice. Provide full, detailed justification if invoice is to be rejected.

Task - 8.3 - Invoice Security

At all times maintain hard copies of invoices in a secure manner, under lock and key.

Task 8.4 - H Drive

Post to the shareable H Drive and maintain current all invoices, e-mails, key personnel approvals and other documentation for assigned ACF Regions.

Task 8.5 – T/TA Staffing Matrix

Conduct T/TA analysis of personnel vacancies from e-mail approvals and maintain current

Staffing Matrix report on the H Drive. Update key personnel changes within. Inform

COR when a vacancy is open for 45 days or more.

Provide COR with supporting documentation, historical data, draft reports, when COR needs to take further action on vacancies.

Task 8.6 - Monthly Status Report

Collect data; conduct analysis necessary to prepare and submit Monthly Report to COR using OHS templates.

Task 8.7 - Burn Rates

Sub-task 13.7.1 Maintain burn rate data and create regular, periodic reports.

Sub-task 13.7.2 Participate in Burn Rate calls with the ACF Regions and OHS.

Task 8.8 - Contract Files

Maintain hard copy contract files for the COR to include updated modifications.

Task 9 – Monthly Status Report

Submit a Monthly Status Report broken down by tasks and outlining accomplishments and problems encountered no later than the 10 th of each month.

Task 10 - Monthly Travel Plan (Projection)

Submit a Monthly Travel Plan (Projection) for all long distance travel for on-site monitoring for approval by the COR five (5) working days prior to the upcoming travel month. All long distance travel and ODCs must receive prior approval.

Task 11 – Monthly Travel Plan (Final)

Submit a Monthly Travel Plan (Final) for all long distance travel for on-site monitoring for approval by the COR and no later than the 15 th of the following month.

Task 12 – Problem Notification Report

The contractor shall be responsible for notifying the PSC CO, and COR of any problems, or potential problems performing assigned tasks, verbally within 24 hours of the problem being identified. Subsequent to verbal notification, a written Problem Notification

Report (PNR) shall be submitted to the PSC CO within five (5) work days after identification of the problem.

Task 13 – Develop and Implement a Transition In Plan

The contractor shall develop a Transition In Plan NLT 30 calendar days after task order award. The transition-in shall ensure minimum disruption to vital Government business.

Upon completion of the transition-in period the contractor shall be fully staffed and prepared to begin full performance under the requirements of the task order. The contractor shall ensure that there will be no service degradation during transition. The contractor shall propose a Transition-In Approach in their Management Approach and it will be discussed at the Project Kick-Off Meeting.

Task 13.1 – Develop and Implement a Transition Out Plan

The contractor shall develop a Transition Out Plan NLT 90 calendar days prior to expiration of the contract. The plan shall include:

Project management processes

Points of contact

Location of technical and project management documentation

Status of ongoing technical initiatives

Appropriate contractor to contractor coordination to ensure a seamless transition.

Transition of Key Personnel Duties

Identify schedules and milestones

Identify actions of the Government

Establish and maintain effective communication with the incoming contractor/Government personnel for the period of the transition via weekly status meetings.

After the Government acceptance of the Transition Out Plan, the contractor shall begin implementation of the Transition Out Plan.

2.2 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.

(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:

● Section 11.94.22

2.3 HHS-CONTROLLED FACILITIES AND INFORMATION SYSTEMS SECURITY

(a) To perform the work specified herein, Contractor personnel are expected to have routine (1) physical access to an HHS-controlled facility; (2) logical access to an HHS-controlled information system; (3) access to sensitive HHS data or information, whether in an HHS-controlled information system or in hard copy; or (4) any combination of circumstances (1) through (3).

(b) To gain routine physical access to an HHS facility, logical access to an HHS-controlled information system, and/or access to sensitive data or information, the Contractor and its employees shall comply with Homeland Security Presidential Directive (HSPD)-12, Policy for a

Common Identification Standard for Federal Employees and Contractors; Office of Management and Budget memorandum (M-05-24); and Federal Information Processing Standards Publication

(FIPS PUB) Number 201; and with the personal identity verification and investigation procedures contained in the following documents:

(1) HHS Information Security Program Policy http://www.hhs.gov/ocio/policy/policydocs/ociosummaries.html http://www.hhs.gov/ocio/securityprivacy/index.html

(2) HHS Office of Security and Drug Testing, Personnel Security/Suitability Handbook, dated February 1, 2005.

http://www.hhs.gov/ohr/manual/pssh.pdf

(3) HHS HSPD-12 Policy Document, v. 2.0.

http://www.hhs.gov/asfr/og/acquisition/policies/hspd12contractguide.doc

(4)

(c) This contract/order will entail the following position sensitivity level(s): [Level 5].

(d) The personnel investigation procedures for Contractor personnel require that the Contractor prepare and submit background check/investigation forms based on the type of investigation required. The minimum Government investigation for a non-sensitive position is a National

Agency Check and Inquiries (NACI) with fingerprinting. More restricted positions--i.e., those above non-sensitive, require more extensive documentation and investigation. The Contractor shall notify the Contracting Officer in advance when any new personnel, who are subject to a background check/investigation, will work under the contract and if they have previously been the subject of national agency checks or background investigations.

(e) Investigations are expensive and may delay performance, regardless of the outcome of the investigation. Delays associated with rejections and consequent re-investigations may not be excusable in accordance with the FAR clause, Excusable Delays--see FAR 52.249-14.

Accordingly, the Contractor shall ensure that any additional employees whose names it submits for work under this contract have a reasonable chance for approval.

(f) Typically, the Government investigates personnel at no cost to the Contractor. However, multiple investigations for the same position may, at the Contracting Officer's discretion, justify reduction(s) in the contract price of no more than the cost of the additional investigation(s).

(g) The Contractor shall include language similar to this ``HHS-Controlled Facilities and

Information Systems Security'' language in all subcontracts that require subcontractor personnel to have the same frequency and duration of (1) physical access to an HHS-controlled facility; (2) logical access to an HHS-controlled information system; (3) access to sensitive HHS data/information, whether in an HHS-controlled information system or in hard copy; or (4) any combination of circumstances (1) through (3).

(h) The Contractor shall direct inquiries, including requests for forms and assistance, to the

Contracting Officer or designee.

(i) Within 7 calendar days after the Government's final acceptance of the work under this contract, or upon termination of the contract, the Contractor shall return all identification badges to the

Contracting Officer or designee.''

SECTION 3 - Packaging and Marking

3.1 PACKAGING AND MARKING

All information and deliverables shall be delivered to the Contracting Officer’s Representative and shall be marked as follows:

1. Name and address of the Contractor;

2. Contract Number; TBD at time of award

3. Description of item contained therein; and

4. Consignee's name and address.

SECTION 4 - Inspection and Acceptance

4.1 INSPECTION AND ACCEPTANCE (COMMERCIAL)

Pursuant to 52.212-4, all work described in the SOW/PWS/SOO to be delivered under this contract is subject to final inspection and acceptance by an authorized representative of the

Government. The authorized representative of the Government is the Government's COR, who is responsible for inspection and acceptance of all services, materials, or supplies to be provided by the Contractor.

4.2 Quality Assurance Surveillance Plan (QASP)

The Government intends to utilize a Quality Assurance Surveillance Plan (QASP) 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.

Please see Attachment A – Quality Assurance Surveillance Plan.

SECTION 5 - Deliveries or Performance

5.1 PERIOD OF PERFORMANCE

The period of performance shall be for a base period of five (5) months with four (4) twelve (12) month option periods, as follows:

Base Period: September 1, 2013 through January 31, 2014

Option Period 1: February 1, 2014 through January 31, 2015

Option Period 2: February 1, 2015 through January 31, 2016

Option Period 3: February 1, 2016 through January 31, 2017

Option Period 4: February 1, 2017 through January 31, 2018

Option periods may be exercised in accordance with FAR Clause 52.217-9 entitled "Option to

Extend the Term of the Contract."

5.2 PLACE OF PERFORMANCE

The place of performance for all contract personnel will primarily be on-site at government facilities located at 1250 Maryland Avenue, SW in Washington, DC and 901 D Street, SW, also in

Washington, D.C. Contract personnel shall participate in on-site program/fiscal reviews at Head

Start grantee agencies located out-of-state. Other places of performance include, but are not limited to, Head Start or Early Head Start facilities, meeting rooms, or at other locations identified by the Government.

5.3 REPORT(S)/DELIVERABLES AND DELIVERY SCHEDULE

The contractor shall submit all required report(s)/deliverables in accordance with the following schedule: All reports shall reference and cite the contract/order number.

The following schedule of milestones will be used by the Contracting Officer (CO) and

Contracting Officer’s Representative (COR) to monitor timely progress under each contract. The following abbreviations are used in this schedule:

NLT: No Later Than

CA: Contract Award

PS: Project Start

WD: Workdays

NUMBER

MILESTONE/

DELIVERABLE

PLANNED

COMPLETION DATE

Project Start (PS) At Contract Award (CA)

01 Project Kick-off Meeting NLT 10 WDs from PS

02 Project Kick-off Meeting Report NLT 5 WDs after Project

Kickoff Meeting

Transition Complete & Contractor Required to be Fully Staffed

30 calendar days after

CA

Monthly Report (Electronic submission)

NLT 10 days of Each

Month

Monthly Travel Plan (Projection) (Electronic Submission)

5 WD prior to the upcoming month

Monthly Travel Plan (Final) (Electronic Submission)

NLT 15th of Each Month

Problem Notification Reports (Electronic Submission)

NLT 3 WDs after

Problem Identification

08 Personnel Vacancies Within 45 days of each vacancy

PLACE(s) OF DELIVERY

The contractor shall deliver all copies of deliverables to the CO and COR electronically to an address which will be provided at the Kick-Off Meeting.

NOTICE REGARDING LATE DELIVERY/ PROBLEM NOTIFICATION REPORT

The contractor shall notify the CO and COR via a Problem Notification Report (PNR) verbally within 24 hours as it becomes apparent to the contractor, that a scheduled delivery will be late.

The contractor shall include in the PNR the rationale for late delivery, the expected date for the delivery and the project impact of the late delivery. The CO will review the new schedule and provide guidance to the contractor. Such notification in no way limits any Government contractual rights or remedies including but not limited to termination.

5.4 DELIVERY REQUIREMENTS

Pickup and delivery of items under this contract/order shall be accomplished between the hours of

[***8:30 a.m. and ***4:00 p.m.], Monday through Friday unless changed by mutual agreement between the COR and the contractor. No deliveries shall be made on Saturdays, Sundays, and days of government closure or Federal legal holidays found at:

http://www.opm.gov/operating_status_schedules.

SECTION 6 - Contract Administration Data

6.1 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 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 that:

(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 Officers, Representative. If, in the opinion of the contractor, any direction of the Contracting Officers, 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."

6.2 GOVERNMENT-FURNISHED PROPERTY

The Government will provide the following items(s) of Government property to the Contractor for use in the performance of this contract. The property shall be used and maintained by the

Contractor in accordance with the HHS Contractors' Guide for Control of Government Property.

The Contractor shall be responsible and accountable for all government property; either furnished or acquired, and also is required to keep the Government's official records of Government property in their possession and control. The following item(s) of Government property are hereby furnished to the Contractor:

ACF Region XI and XII will provide onsite contractor personnel with working space and workstation furniture. Additionally, telephones, and computers will be provided as well.

**NOTE: The contractor shall make available a limited number of laptops for contract personnel who provide support during triennial and other on-site reviews.

6.3 INVOICE SUBMISSION - COMMERCIAL

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): TBD at time of 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).

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…