140D0425R0019_Am03_0003.pdf

(x)

140D0425R0019 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 electronic communication 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 letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

x

Herndon VA 20170

D16

Suite 2000A 381 Elden Street Acquisition Services Directorate Interior Business Center, AQD

03/10/20250003

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

03/07/2025

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 data, 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 0003 to 140D0425R0019 is to update the RFP, attachments, and provide Q&A to industry. All changes to the RFP document are highlighted in green.

All other aspects of the solicitation remain unchanged.

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)

Gabriella Jones

STANDARD FORM 30 (REV. 11/2016)

Prescribed by GSA FAR (48 CFR) 53.243

Previous edition unusable

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

AMENDMENT 0002

All changes highlighted in blue

AMENDMENT 0003

All changes are highlighted in green

Section B – Supplies or Service and Prices

B.1 Background

Head Start is a nationwide comprehensive child development program serving pregnant women and eligible children from birth to five and their families. The Department of Health and Human Services, Administration for Children and Families, through the Office of Head Start (OHS), provides grants to local public and private non-profit and for-profit agencies to provide Head Start and Early Head Start services to economically disadvantaged children and families. Section 640(a)(1)(C)(i) of the Head Start Act, as amended December 12, 2007, requires that for each fiscal year, not less than 2.5 percent or more than 3 percent of the total Head Start allocation be reserved for training and technical assistance (TTA) activities, designed to improve the quality of services delivered by Head Start programs. Of the total TTA allocation, 25 percent is used to fund TTA contracts that provide services to Head Start recipients. There are approximately 1,700 Head Start recipients nationwide, (herein also referred to as agencies) ranging from small agencies with little organizational capacity and serving less than 100 children, to large agencies with complex staffing, serving tens of thousands of children. A number of recipients to delegate agencies, which provide all or part of the required comprehensive Head Start services.

This acquisition is being performed by the Department of the Interior (DOI), Interior Business Center (IBC), Acquisition Services Directorate (AQD) on behalf of the Department of Health and Human Services (HHS), Administration for Children and Families (ACF), Office of Head Start (OHS), as a part of our Interagency Agreement for acquisition services. AQD is a Federal Shared Services Provider providing acquisition services for the federal government.

B.2 Description of Services

This requirement is for Training and Technical Assistance (TTA) Network services associated with the deployment of the Head Start grant program. It is the Government’s intent to award 12 contracts, each covering a distinct US geographical area, using full and open contracting procedures, as prescribed in FAR Part 12 in conjunction with FAR Part 15 procedures and the streamlined procedures under FAR

12.6. While the Government anticipates ample competition, it reserves the right to award one or more contracts to a single contractor.

These contracts will provide recipients within a designated region with high-quality, sustained, and intensive training and technical assistance that, to the maximum extent practicable, improves the capacity of local programs to deliver services that, at a minimum, meet or exceed the priority areas described in section 641(A)(a)(1): correction of findings identified through the federal monitoring system; school readiness; and, training/professional development needs of staff.

This requirement is a reoccurring need for OHS and is currently being performed under 12 contracts awarded and administered by AQD.

The primary place of performance for these services is at the Contractor site; some labor categories will be required to perform at HHS/ACF field offices within the specific geographic region. The proposed contract type for each resultant contract is Time and Materials (T&M). The period of performance of each resultant contract is for 60 months, including a base period of 12 months and four option periods of 12 months each

Section C – Statement of Work

TITLE: OHS Regional Training and Technical Assistance Network

C.1 PURPOSE

Head Start is a nationwide comprehensive child development program serving pregnant families and eligible children from birth to five. Section 640(a)(1)(C)(i) of the Head Start Act, as amended December 12, 2007, requires that for each fiscal year, not less than 2.5 percent or more than 3 percent of the total Head Start allocation be reserved for training and technical assistance (TTA) activities designed to improve the quality of services delivered by Head Start recipients. Of the total TTA allocation, 25 percent is used to fund TTA contracts that provide services to local recipients. The purpose of this announcement is to procure 12 Regional TTA contracts that will provide local recipients with training and technical assistance that, “to the maximum extent practicable,” improves the capacity of local programs to deliver services that, at a minimum, meet or exceed the priority areas described in section 641 (A)(a)(1): correction of findings identified through the federal monitoring system; school readiness; and training/professional development needs of staff.

The Office of Head Start (OHS) is seeking the procurement of 12 Regional TTA contracts for the following entities:

• Region 1 – includes Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island and Vermont

• Region 2 – includes New Jersey, New York, Puerto Rico and Virgin Islands

• Region 3 – includes Delaware, District of Columbia, Maryland, Pennsylvania, Virginia, and West

Virginia

• Region 4 – includes Alabama, Florida, Georgia, Kentucky, Mississippi, North Carolina, South Carolina, and Tennessee

• Region 5 – includes Illinois, Indiana, Michigan, Minnesota, Ohio, and Wisconsin

• Region 6 – includes Arkansas, Louisiana, New Mexico, Oklahoma, and Texas

• Region 7 – includes Iowa, Kansas, Missouri, and Nebraska

• Region 8 – includes Colorado, Montana, North Dakota, South Dakota, Utah, and Wyoming

• Region 9 – includes Arizona, California, Nevada, and Hawaii/Outer Pacific (American Samoa, Guam, the

Commonwealth of the Northern Mariana Islands, and the Republic of Palau)

• Region 10 – includes Alaska, Idaho, Oregon, and Washington

• Region 11 – includes American Indian/Alaska Native recipients in 26 states across the country

• Region 12 – includes Migrant and Seasonal recipients in 37 states across the country

C.2 BACKGROUND

The Regional Training and Technical Assistance (TTA) Network described under this requirement is part of a larger, comprehensive OHS National Head Start Training and Technical Assistance System that consists of three components:

National Centers. These National Centers provide the OHS with the ability to develop and disseminate a clear consistent message across regions, states, and recipients about topics and initiatives important to OHS. The training and technical assistance, information and materials provided via these National Centers and their initiatives are informed by current evidence and research and designed to support recipients in the delivery of high-quality services. The National Centers are also charged with developing resources for and building capacity of regional TTA staff.

Regional Training and Technical Assistance Network. The Regional TTA Network continues and extends the work of the OHS by targeting the work of the National Centers and OHS initiatives and priorities to individual recipients and groups of recipients within each region. Each of the 12 Regional TTA contracts employs Early Childhood Specialists, Grantee Specialists, Health Specialists, Family Engagement Specialists, and some Systems Specialists along with other positions that provide support to the specialists. Under the direction of the Regional Office these specialists work on-site with individual or small groups of grant recipients, or conduct formal training sessions, either in-person or virtually.

Information specific to the work of each category of specialists employed on these contracts can be found in Sections C.3.1 and C.4.

Direct funding to grant recipients. At least 50 percent of all TTA dollars allocated are given directly to recipients.

Recipients have the discretion to use this money to establish agreements with community experts, institutions of higher education, or private consultants to make continuous program improvements identified by the grantee. As described in section 648(d), these direct funded TTA dollars may be used to expand staff qualifications; improve the skills teachers need to promote language and emergent literacy skills; improve management systems and learning environments; enhance the ability of staff to meet the needs of special populations of children, including those who are homeless or who experience abuse; develop the proficiency of staff to work with children who are dual language learners; design and implement programs that help parents enhance the language and literacy skills of their own children at home; as well as for other uses identified by and specific to each individual grantee.

These three components of the OHS TTA system work together to support Head Start preschool and Early Head Start recipient’s work to provide high quality services to children and families.

C. 3 SCOPE OF WORK

The Contractor shall furnish all necessary personnel, materials, services, facilities, and otherwise do all things necessary to execute the scope of work for this project. In performance of this contract, the Contractor shall complete the tasks set out below.

C.3.1 TASK 1 – PROVIDE TRAINING AND TECHNICAL ASSISTANCE SERVICES

The Regional Training and Technical Assistance Coordinator (RTTAC) will:

a. Support the Regional Office (RO) in developing short, intermediate, and long-term training and technical assistance (TTA) planning those addresses OHS priorities and initiatives.

b. Manage and coordinate regional TTA services to support high quality, responsive, and coordinated TTA services and contract deliverables, as well as timely communication and resolution of quality concerns and issues as coordinated with the COR and RO.

c. Develop and implement quality assurance processes related to the accuracy of TTA reports and other deliverables.

d. Develop and implement a system of ongoing supervision and coaching for all TTA staff that supports professional development and performance improvement.

e. Ensure the completion of at least two formal observations of TTA personnel in each performance period to assess quality of TTA provided and determine professional development needs.

f. Ensure the timely and accurate completion of OHS required reports, including but not limited to, the Regional National Training Plan (RNTP), Recipient Training and Technical Assistance Plan Agreement (RTTAPA), TTA activity reports, staffing roster and other reports described in the Schedule of Deliverables.

g. Develop and implement systems for a coordinated TTA team approach to provide direct TTA to recipients.

h. Develop and implement coordinated systems and processes to support the health and safety of children.

i. Implement data use and reporting processes that inform and improve the quality, responsiveness, and effectiveness of TTA services.

j. Participate in national, regional, state, and local work groups and meetings as directed by the OHS COR.

k. Support emerging OHS initiatives and priorities.

Note: In regions that do not have either an Early Childhood Manager (ECM) or a Grantee Specialist Manager (GSM), the RTTAC assumes all responsibilities under either the ECM or GSM sections.

The Regional Early Childhood Manager (ECM) will: (Optional – see Regional Constraints)

a. Implement a comprehensive system of quality assurance for TTA to recipients and contract deliverables related to the work of Early Childhood Specialists.

b. Provide effective and timely ongoing supervision, oversight and coaching to Early Childhood Specialists.

c. Develop and implement professional development for EC Specialists to increase their capability to deliver

TTA in key performance areas including early childhood education, coaching, curriculum implementation and fidelity, teacher-child interactions, family engagement, child and family outcomes, assessment, and data aggregation and analysis.

d. Review recipient TTA reports for accuracy and ensure TTA reports are submitted by the due dates outlined in the Schedule of Deliverables.

e. Implement a process for using, reporting, and presenting TTA data to inform and improve the quality and responsiveness of Early Childhood Specialist services and improves coordination with state, regional, and national priorities and other early childhood TTA systems, as directed by the region.

f. Conduct at least two field observations of the Early Childhood Specialists in each performance period to assess quality of TTA provided and determine professional development needs.

g. Communicate with Regional Office staff to ensure coordinated support, messaging, and prioritization of technical assistance to grant recipients.

h. Participate in national, regional, and state work groups and meetings as directed by the OHS COR.

i. Provide direct TTA to grant recipients, as requested by the Regional Office.

j. Support emerging OHS initiatives and priorities.

The Grantee Specialist Manager (GSM) will: (Optional – see Regional Constraints)

a. Implement a comprehensive system of quality assurance for TTA to grant recipients and contract deliverables related to the work of Grantee Specialists.

b. Provide effective and timely ongoing supervision, oversight and coaching to Grantee Specialists.

c. Develop and implement professional development for Grantee Specialists to increase their capability to deliver TTA that increases program capacity, supports grant recipients in developing strong management systems, strengthens grant recipient corrective action efforts, and data aggregation and analysis.

d. Review recipient TTA reports for accuracy and ensure TTA reports are submitted by the due dates outlined in the Schedule of Deliverables.

e. Communicate with Regional Office staff to ensure coordinated support, messaging, and prioritization of technical assistance to grant recipients with monitoring findings, management systems concerns, under-enrollment, and other risk factors identified by the Regional Office.

f. Conduct at least two field observations of the Grantee Specialists in each year of the contract to assess quality of TTA provided and determine professional development needs as described in the Schedule of Deliverables.

g. Implement a process for using, reporting, and presenting TTA data to inform and improve the quality and responsiveness of Grantee Specialist TTA services and improves coordination with state, regional and national priorities, and other early childhood TTA systems, as directed by the region.

h. Participate in national, regional, and state work groups and meetings as directed by the OHS COR.

i. Provide direct TTA to grant recipients, as requested by the Regional Office.

j. Support emerging OHS initiatives and priorities.

The Grantee Specialist will:

a. Provide on-site, group, and virtual TTA to grant recipients related to governance, program management, and fiscal operations, including supporting grant recipients in the following areas:

1. The correction of areas of noncompliance and deficiencies identified through the federal monitoring process as directed by the Regional Office.

2. The development and implementation of corrective action plans that address root causes of the areas of noncompliance and deficiencies for grant recipients, in partnership with the program specialist and as directed by the Regional Office.

3. Effective program management in areas of concern identified through the Regional Office oversight processes.

b. Coordinate TTA with Early Childhood, Family Engagement and Health Specialists to support effective integration of management systems related to improvements to education, family services, and health services, as directed by the Regional Office.

c. Support recipients to develop procedures and skills to aggregate, analyze, and use data obtained through multiple sources.

d. Develop and provide effective presentations and training in areas related to program management and fiscal operations.

e. Maintain regular and timely communication with the appropriate Regional Office staff on delivery of TTA and progress toward corrective actions or quality improvement.

f. Participate in national, regional, and state work groups and meetings as directed by the OHS COR.

g. Support emerging OHS initiatives and priorities.

The Early Childhood Specialist will:

a. Provide on-site, group, and virtual TTA to grant recipients related to school readiness, family engagement, professional development, and implementation of a research-based coaching model and the management systems that support them.

b. Provide TTA related to the selection and implementation of ongoing child assessment, curriculum, teaching, and learning environments that are age, developmentally, culturally, and linguistically appropriate across the birth-to-five spectrum.

c. Support recipients to improve teacher/child interactions as described by the Classroom Assessment Scoring System (CLASS) for center-based Head Start preschool programs and other measures suitable for programs serving children from birth-to-five or children in home based and family child care settings.

d. Support recipients to develop procedures and skills to understand and use data obtained through multiple sources, including ongoing child assessment data.

e. Support recipients to develop and implement family engagement practices that support early learning and development and parent-child relationships as described in the Parent Family and Community Engagement (PFCE) Framework.

f. Support recipients to strengthen birth-to-five transition practices, including through relationships with parents, families, local preschools, elementary schools, and other partners.

g. Support recipients to improve their collaboration with Local Education Agencies (LEAs), state agencies, and other partners.

h. Coordinate TTA with Grantee, Family Engagement, and Health Specialists to support effective integration of TTA across service areas, as directed by the Regional Office.

i. Maintain regular and timely communication with Regional Office staff on delivery of TTA and progress toward corrective actions or quality improvement.

j. Participate in national, regional, and state work groups and meetings as directed by the OHS COR.

The Family Engagement Specialist will:

a. Provide subject matter expertise, strategies, and resources to Regional Office and TTA staff on comprehensive parent, family, and community engagement with an emphasis on strategies that promote family wellbeing.

b. Develop and implement strategies for connecting with recipient PFCE managers, coordinators and/or other family services staff in the Region to support grant recipients with implementing systems that include Parent and Family Community Engagement (PFCE) goals, and family services workforce development.

c. Disseminate regional and t recipient data from existing government systems including data related to family wellbeing and family and community engagement to identify emerging trends impacting Head Start and Early Head Start grant recipients.

d. Develop and provide presentations and training on topics related to family engagement and family wellbeing.

e. Provide training to groups of recipients at regional and state events, as directed by the Regional Office.

f. Support recipients in developing and implementing strategies to provide services to families experiencing homelessness, children in foster care, children with disabilities, and/or other special populations.

g. Coordinate TTA with Early Childhood, Grantee and Health Specialists to support effective integration of

TTA across service areas, as directed by the Regional Office.

h. Serve as a liaison between the OHS and the National Center responsible for parent, family and community engagement and as a member of a national peer group of Family Engagement Specialists from each of the twelve regions.

i. Provide direct TTA services to individual grant recipients at the direction of the Regional Office.

j. Participate in national, regional, and state work groups and meetings as directed by the OHS COR.

1. Support a Family Engagement Specialist event in another region with COR approval. For such events, all costs, with the exception of FES travel will be assumed by the hosting region.

The Health Specialist will:

a. Provide subject matter expertise, strategies, and resources to Regional Office and TTA staff on comprehensive health services, such as mental health, and child health and safety in classrooms and other environments, as well as strategies for engaging staff wellness and families around issues on health and well-being.

b. Serve as a member of a national peer group of Health Specialists from each of the twelve regions.

c. Develop and implement strategies for connecting with grant recipient health managers and/or coordinators in the Region to support grant recipients in implementing systems to support the health and wellness of children, families, and staff.

d. Disseminate regional and t recipient health and mental health data from existing government systems to identify emerging trends impacting Head Start and Early Head Start grant recipients.

e. Develop and provide presentations and training on topics related to early childhood health, mental health, safety, and other related topics.

f. Serve as a liaison between OHS health and mental health leads, the National Center responsible for health and wellness, and their colleagues within the regions to support comprehensive health and mental health services.

g. Coordinate with Family Engagement, Early Childhood and Grantee Specialists to support effective integration of TTA across service areas, as directed by the Regional Office.

h. Provide direct TTA services to individual or group of grant recipients, at the direction of the Regional Office.

i. Participate in national, regional, and state work groups and meetings as directed by the OHS COR.

j. Support emerging OHS initiatives and priorities.

1. With COR approval, the HS may support a HS in another region. For such events, all costs, with the exception of HS travel, will be assumed by the hosting region.

The Systems Specialist will:

a. Provide subject matter expertise, consultation, and resources to Regional Office and TTA staff to improve coordination opportunities across state and federal early childhood care and education systems that impact Head Start service delivery.

b. Coordinate with partners such as Head Start Associations, Head Start State Collaboration Offices, and Departments of Education to improve state and local coordination efforts, promote collaboration with local education agencies, and address cross-cutting challenges affecting Head Start preschool and Early Head Start program children and families.

c. Aggregate, analyze, and present regional data related to Head Start collaboration with state and federal early childhood development and education systems, local education agencies, and other local, state, and regional partners to identify opportunities to collaborate and coordinate across systems and provide strategies to resolve issues and barriers.

d. Participate in regional-level meetings with Head Start State Collaboration Office (HSSCO) Directors, state Child Care administrators and other state-level early childhood systems partners, as directed by the Regional Office.

e. Develop and provide presentations and training on topics related to systems as directed by the Regional Office.

f. Provide direct TTA to Head Start preschool/Early Head Start recipients at the direction of the Regional Office.

g. Participate in national, regional, and state work groups and meetings as directed by the OHS COR.

h. Support emerging OHS initiatives and priorities.

The Administrative Assistant (AA) will:

a. Provide general administrative support for TTA contract activities and deliverables as directed by the Regional TTA Coordinator and the Regional Office.

b. Conduct event planning for regional TTA meetings and events, and virtual TTA events.

c. Perform clerical and administrative duties including data entry, data aggregation, and recordkeeping.

d. Aggregate and prepare data from OHS owned systems to inform and report on TTA activities.

e. Support RTTAC in preparing and submitting accurate and timely monthly and quarterly reports and travel plans. Maintain access and accuracy of record-keeping and data entry across various data systems.

f. Support the RTTAC in completing the annual Regional National Training Plan (RNTP) process.

g. Incorporate other tasks specific to the support of the RTTAC work or as requested by the COR.

h. Participate in national, regional, and state work groups and meetings as directed by the OHS COR.

i. Support emerging OHS initiatives and priorities.

j. Serve as the Smartsheet link between the Office of Head Start and regional contract staff and provide

Smartsheet support to the contract and team; including but not limited to, supporting the team’s understanding, use, and troubleshooting of the OHS Travel Planning and Approval System.

C.3.2 TASK 2– PROGRAM MANAGEMENT / STATEMENT OF WORK

The Contractor will provide program management support under this contract. This includes project management, oversight, direction, administration, quality assurance, and leadership to satisfy the requirements identified in this Statement of Work (SOW).

Refer to the Deliverables Schedule for dates for subtasks described in this section.

C.3.2.1 Subtask 1 – Kick-off Meeting

Within 12 working days of the award, the Contractor key personnel will meet with the COR to review the requirements in this Statement of Work including required activities, key personnel, milestones, deliverables, transition-in strategies, strategies to meet required objectives, analysis of existing data, and expected outcomes.

Following the Kick-off Meeting, the Contractor will send the Government written minutes of the meeting, and the staff roster.

C.3.2.2 Subtask 2 – Transition-in Plan

Within 10 working days after the Project Kick-off Meeting, the Contractor will provide the Government with a Final Transition-In Plan. The Transition-in Plan will detail the Contractor’s onboarding schedule of staff that ensures full staffing within 60 days and time-specific milestones for launching all contract services. For all software needs, the Contractor will submit and intake requests from within 5 business days of contract award. The contractor will contact Customer_Engagement@acf.hhs.gov to receive instruction in how to submit the intake request Form.

C.3.2.3 Subtask 3 – Quality Control Plan

Within 60 days of contract award and yearly thereafter, the Contractor will provide a 12-month Quality Control Plan that describes the processes and timelines for ongoing Contract oversight. The Quality Control Plan will describe the Contractor’s strategy to effectively plan and execute the requirements of the contract:

describe the process used to ensure vacancies are filled within no more than 60 days provide evidence that TTA staff possess the skills and knowledge needed to deliver high-quality TTA to OHS recipients; and manage and coordinate the provision of TTA that meets the identified needs of recipients and OHS Central and Regional Office initiatives and priorities.

The Quality Control Plan will identify the Contractor’s strategy and approach for assessing the impact and outcomes of the work conducted under this contract; strategies for integrating OHS priorities, and coordinating with National Centers, OHS, and other relevant entities in the TTA service delivery.

The Quality Control Plan will describe the process to be used to provide for the supervision, mentoring, coaching and professional development of the TTA specialists. This includes the review and approval of TTA reports and the conduct of, at a minimum, twice annual observations of each specialist. Following completion of the required observations, an Observation Report that includes summary data from the observations will be submitted in the OHS-owned data system.

The Quality Control Plan will be maintained throughout the entire period of performance; and will describe processes and strategies that ensure all required deliverables are complete, accurate, and require minimal corrections by Government.

C.3.2.4 Subtask 4 – Use of Data and Data Collection Systems

TTA priorities, approaches, delivery, and quality assurance will be informed by data. The Contractor will use OHS-owned, licensed, or approved data collection tools and ACF approved COTS software to plan, report, and analyze TTA services to identify trends, emerging issues and needs as identified by the Government. Prior to requesting any software, the Contractor will work with ACF Tech staff and/or the COR to determine if the software is on the ACF approved software list; if the software should be added to approved software list and/or determine if the software does not meet requirements for approved software. Data to be reviewed will include, but may not be limited to, data from the Regional Office, recipients, the TTA Hub or other OHS mailto:Customer_Engagement@acf.hhs.gov owned data system, pre- and post-event surveys; monthly reports, PIR, CLASS, monitoring, and other data collections housed in SmartSheet.gov or other OHS owned system.

The Contractor is responsible for entering data into an OHS owned systems and assuring the quality of data entered; ongoing monitoring and analysis of regional and recipient data; and proactively proposing to the Government new trend reports and presentations that address specific communities, states, regions, or national priorities. Reports or presentations will be delivered to the government electronically, based on guidance from the COR or other Government representative.

C.3.2.5 Subtask 5 – Quality Assurance Meetings

The TTA Coordinator and Managers will participate in quality assurance meetings with the COR on a schedule negotiated between the COR and the Contractor. These meetings will include discussions of topics such as workloads, TTA events, progress of work against recipient goals; quality of TTA delivered, and staff professional development needs. The contractor will be prepared to create the agenda, document meeting minutes, discuss themes and findings from analysis of data collections, including the TTA Hub, Training and Technical Assistance Plan Agreement (TPAS) system and Approval and Other Direct Costs (TPAS/ODC) tracking systems, and other OHS owned data system.

Quality performance status discussions between corporate and government representatives will be scheduled as requested by the COR.

C.3.2.6 Subtasks – Observations of TTA specialists

Managers will conduct at least two formal observations of the specialists they supervise each year. Following each observation, the manager and specialist will meet to debrief the observation and to determine what, if any, additional professional development might be helpful for the specialist and how the manager might be helpful.

In the case of specialists who have been employed on the contract for only half the year, only one formal observation is required, although two are suggested. No formal observations are required for specialists hired during the last quarter.

Summary results of those observations will be entered into the OHS owned data system.

C.3.2.7 Subtask 7 – Regional National Training Plan (RNTP) and required approvals

The Contractor, in consultation with the Regional Office, COR, and National Centers/Integrated Service Team member, will develop an annual Regional National Training Plan (RNTP). The RNTP forecasts group TTA events that will be offered to recipients in the TTA year that begins on July 1. It is informed by available data, grant recipient input, OHS initiatives and priorities, and National Center resources. The RNTP will include all group events hosted and delivered by Regional TTA, and group events delivered by or in conjunction with National Centers, whether they are hosted by the Regional Office or partners, such as State/Regional Head Start Associations.

The Contractor will develop and update, as necessary, the RNTP in an OHS-owned data system. Events forecast in the RNTP will be reported as they occur in the TTA Hub data system or other OHS-owned data system.

For events that require ACF prior budget approval per ACF/HHS guidance, the Contractor will submit Efficient Spending requests to the OHS Central Office OHS data system. Events that do not receive the required Efficient Spending approval are at risk of cancellation.

C.3.2.8 Subtask 8 - Recipient Training and Technical Assistance Plan Agreement (RTTAPA)

The Contractor will provide each recipient with the opportunity to develop a RTTAPA. This document will serve as an agreement between the recipient, the Contractor, and the Regional Office and will document the goals a recipient plans to accomplish in a year with support from Regional TTA. Once established, RTTAPAs are reviewed and updated, as necessary, on an annual basis.

A recipient may decline to develop an RTTAPA. If the recipient declines a RTTAPA, the Contractor staff will document this in the TTA Hub, or other OHS owned data system identified by the COR, ensuring that the Government can validate that all recipients have been offered this support.

C.3.2.9 Subtask 9 – Travel Planning and Approval System (TPAS)

The Contractor will forecast TTA travel and the costs association with the travel in the Travel Planning and Approval system (TPAS) prior to the beginning of each month. Both in-person and virtual TTA events are included. No TTA travel will be delivered without prior approval by the COR.

The Contractor will produce a final report for the prior month’s TTA as described in the TPAS. The final report will include projected and actual expenses and additional details as directed by the COR and will be provided to the COR for approval. Guidance on use of this system will be provided to the Contractor upon award and as updates occur.

The contractor will obtain prior COR approval for incurring any ODC not captured on the TPAS as well as the use of consultants. Any ODC over $10,000 requires regional and central office approval.

C.3.2.10 Subtask 10 – Smartsheet Platform of Regional TTA events

Under the direction from the Regional Office and OHS Central Office, the Contractor will maintain OHS Smartsheet platform with information about upcoming TTA events in the region and other information that will help recipients plan and take advantage of OHS TTA for support.

C.3.2.11 Subtask 11 – TTA Activity Reports

The Contractor will submit a report for each TTA event, using the OHS TTA Hub, or other OHS owned data system in compliance with OHS guidance. Reports to be submitted include TTA events delivered by Regional TTA, events delivered by Regional TTA in conjunction with the National Centers, and other reports as required.

OHS will provide guidance on expectations for documentation and quality assurance, and initial system training in the first month of the contract award.

C.3.2.12 Subtask 12 – OHS National Steering Committee and Regional Workgroups

At the direction of the COR and OHS Central Office, the Contractor will substantively participate in the OHS National TTA Steering Committee along with representatives from the National Centers, the Regional TTA network, and federal staff from the OHS’s Central and Regional Offices. The committee will identify TTA trends and emerging needs; identify ways to strengthen the quality of TTA and the responsiveness of TTA to recipient needs; share strategies and identify best/ promising practices; minimize duplication and improve communication about the content and delivery of TTA.

The Contractor will collaborate with the Regional Office to lead a Regional Workgroup (RWG) that will include representatives from the Regional TTA network, the Regional Office, recipients, and other stakeholders. This RWG will support coordination between the National Centers, Regional TTA, and recipients, and provide information to the National TTA Steering Committee, no later than 30 days after the RWG meeting.

C.3.2.13 Subtask 13 – National and Regional Meetings

Regional TTA staff will participate in up to two national professional development meetings per year, one in-person meeting that will be held in the Washington, D.C. area and another meeting that will be virtual.

Following these meetings, the Contractor will support contract staff use of new strategies, tools, and resources with grant recipients, so they have the most current and advanced support to enhance program service delivery and operations.

The Contractor will participate in up to four Regional Office Meetings per year with the number of meetings to be determined by the Regional Office. At regional meetings and on an ongoing basis, the Contractor will use available data, such as Program Information Report (PIR), monitoring, TTA Hub or other OHS owned data, Regional Office data, and pre- and post-event surveys to inform individual and group TTA.

In addition, and under the direction of the COR, contract leadership and staff will attend and take active leadership in planning business meetings with Regional Office staff. The COR will provide direction on the Contractor meeting requirements, note-taking, and distribution of meeting minutes.

Under the direction of the COR and Central Office, TTA managers and specialists will make substantive contributions to TTA content development through specialist-specific meetings with the National Centers and/or Central Office; leadership planning meetings or meetings related to OHS TTA Hub or other OHS data system features with the TTA Hub team and developers; and other meetings as needed.

C.3.2.14 Subtask 14 –Budget, Burn Rate Reports and Meetings

The contractor will submit an estimated 12-month Project Budget, with spending projections detailed for each of the 12 months of the contract year.

The Contractor will provide the COR with a monthly Burn Rate Reports that compares budgeted and actual costs for each line item. Meetings to discuss these reports will be held on either a monthly or quarterly basis, as determine by the COR. Following the meeting, the Contractor will update the Project Budget, documenting final costs for the prior month. The details and format of the Project Budget and Monthly Burn Rate Report may be adjusted at any time by the COR. The COR will provide direction on the Contractor meeting requirements, note-taking, and distribution of meeting minutes.

C.3.2.15 Subtask 15 – Submission of Complete Monthly Invoices

The Contractor will provide the COR with invoices each month for the preceding month. At the request of the COR, a meeting will be held to discuss the invoice.

C.3.2.16 Subtask 16- Staffing Roster

The contractor will entry into the OHS data system staffing roster (name, position, email address), and other OHS required information. Staffing information should be entered at the start of the contract, when vacancies occur due to separation or retirement, when a position is backfilled, when a staff person changes positions on the team, when a position is eliminated or added and when a staff person goes on FMLA and returns from FMLA. Any revisions to the roster as a result of staffing changes shall be submitted within 24 hours of the change.

C.3.2.17 Subtask 17 - Problem Notification Report

The Contractor will notify the Contracting Officer (CO) with copy to the COR when a position has been vacant for more than 60 days or when another scheduled delivery or service will be late. The Contractor will use the government’s Problem Notification Report (PNR) template (see Attachment B). The Contractor will include in the PNR the nature and source(s) of the problem, the problem’s impact on delivery schedule or services, corrective action(s) that will be implemented to resolve the problem and when corrective action(s) will be completed. The Contract Office will review the PNR and provide guidance to the Contractor. Such notification in no way limits any government contractual rights or remedies including, but not limited to, termination. Should the problem not be resolved, additional PNRs will be submitted until the problem is resolved.

C.3.2.18 Subtask 18 – Transition-Out Plan

At the request of the Government, the Contractor will provide the Government with a Transition-Out Plan 90 days before expiration of the contract. The plan will facilitate seamless transition from the incumbent to any incoming Contractor and/or government personnel. The Transition-Out Plan will identify how the Contractor will coordinate with the incoming Contractor and/or government personnel to transfer knowledge regarding the following:

1. Project management processes, including reports produced to support requirements in this

SOW.

2. Information about recipients not included in OHS data systems.

3. Location of technical and project management documentation

4. Status of ongoing technical initiatives.

5. Appropriate Contractor to Contractor coordination to ensure a seamless transition.

6. Transition of Key Personnel.

7. Identify schedules and milestones.

8. Itentify any active software licenses and the transfer of sotware license, if applicable.

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

10. Submit to COR a completed ACF Contractor Employee Separation Checklist

C.4 CONSTRAINTS

C.4.1 Constraints Surrounding Staff Requirements

In order to ensure the TTA staff is qualified to provide training and technical assistance services, all TTA staff shall meet the following qualifications. It is preferred that all TTA specialists have experience working with various populations.

NOTE: Additional regional specific qualifications can be found in the Staffing Charts under C.4.2 Constraints Surrounding Staff by Region.

The Regional Training and Technical Assistance Coordinator must have:

• A minimum of a BA or BS Degree in management, human resources, education leadership or administration or related field from an accredited college or university. Master's preferred

• If the highest degree was awarded more than ten years ago, the resume should be specific regarding documented continuous learning such as courses, conferences, seminar attended or relevant work experience within the last 3-5 years.

• A minimum of seven years’ experience, with ten years preferred, that includes:

• at least 3 years with the provision of training and technical assistance,

• 3 to 5 years of progressive supervisory/management experience, and staff development,

• experience managing remote-located staff.

• Experience coaching staff.

• Expertise in budget oversight, management, and project quality control.

• Experience developing, implementing, and managing/improving complex, multi-faceted projects.

• Experience working in close collaboration/coordination with multiple entities.

• Experience using data to improve the quality and effectiveness of TTA.

• Experience communicating, both orally and in writing, with the ability to adapt to various audiences and formats.

• Experience facilitating group discussions and presenting to range of audiences using a variety of formats to include virtual.

The Regional Early Childhood Manager must have: (Optional position)

• A minimum of a BA or BS Degree in early childhood education/development, education leadership, or related field from an accredited university or college. Master's preferred

• If the highest degree was awarded more than ten years ago, the resume should be specific regarding documented continuous learning such as courses, conferences, seminar attended or work experience within the last 3-5 years.

• A minimum of seven years’ experience that includes at least three years with the provision of technical assistance to Head Start or other early childhood programs related to school readiness.

• A minimum of three to five years of progressive supervision/management and staff development with experience managing remote-located staff preferred.

• Experience coaching staff.

• Experience developing, implementing, and managing/improving projects, including implementing quality assurance systems.

• Experience using data to inform decision making.

• Experience facilitating group discussions and presenting to range of audiences using a variety of formats to include virtual.

• Experience communicating, both orally and in writing, with the ability to adapt to various audiences and formats.

The Regional Grantee Specialist Manager must have: (Optional position)

• A minimum of a BA or BS Degree from an accredited university or college. Master's preferred

• If the highest degree was awarded more than ten years ago, the resume should be specific regarding documented continuous learning such as courses, conferences, seminar attended or relevant work experience. within the last 3-5 years.

• A minimum of seven years’ experience that includes at least three years with the provision of technical assistance to HS/EHS programs related to management and fiscal systems.

• Experience coaching staff.

• A minimum of three-five years of progressive supervision/management and staff development with experience managing remote-located staff preferred.

• Experience developing, implementing, and managing quality assurance systems.

• Experience using data to inform decision making.

• Experience facilitating group discussions and presenting to range of audiences using a variety of formats to include virtual.

• Experience communicating, both orally and in writing, with the ability to adapt to different size and types of audiences.

The Grantee Specialist must have:

• A minimum of a BA or BS Degree from an accredited university or college.

• If the highest degree was awarded more than ten years ago, the resume should be specific regarding documented continuous learning such as courses, conferences, seminar attended or work experience within the last 3-5 years.

• A minimum of five years’ experience related to program and/or organizational management and/or fiscal operations with HS/EHS programs and the development and implementation of comprehensive management systems.

• Experience supporting grant recipients to improve the effectiveness and quality of program operations and management systems.

• Experience providing technical assistance that includes working with governing bodies, management teams and program staff.

• Experience assisting organizations to address compliance issues.

• Experience communicating, both orally and in writing, with the ability to adapt to different size and types of audiences.

• Experience facilitating group discussions and presenting to a range of audiences using a variety of formats to include virtual.

• Experience analyzing data and systems assisting programs to make data driven decisions.

NOTE:…