B09_SOW_0001.docx

STATEMENT OF WORK

NATIONAL PARK SERVICE

CHILD CARE SUBSIDY PROGRAM SERVICES

General: This is a non-personal services contract to effectively manage National Park Service’s employee child care subsidy program. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

Description of Services: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform the work as defined in this Statement of Work, except those items specified as government furnished property and services. The contractor shall perform to the standards in the contract.

BACKGROUND: The National Park Service is soliciting proposals from qualified organizations to administer the Bureau’s childcare subsidy program. Congress enacted Public Law 107-67, Sec. 630, on November 12, 2001. This legislation permits Federal agencies to administer a program to assist their lower income Federal employees with the costs of childcare. The contractor will administer the program on behalf of the bureau for the period from the date of award through the time this program expires or the bureau chooses another administrator. Childcare subsidy can reduce the amount of costs parents pay for childcare by providing subsidies directly to the childcare provider. To be eligible to participate, a childcare provider must be a family childcare home or childcare center licensed and/or regulated by the State and, where applicable, local authorities (i.e. the provider must meet all requirements of its particular jurisdiction) where the service is provided.

The National Park Service program was established where the total family income (TPI) determines the percentage of the costs paid by the employee with the balance paid by the NPS. The Family Adjusted Gross Income (AGI) is the amount reported on IRS Tax Form 1040 or 1040A. The annual subsidy amount for an employee is determined as follows:

$30,000- or less 5%

The selected contractor provides administrative tasks associated with the management of the program. The contractor is required to process new childcare program subsidy applications and recertifications; make determinations as to eligibility and authorize benefits. NPS employs approximately 17,000 permanent employees that are located across the United States and its territories. Thus, Childcare Subsidy applications and benefactors could come from anywhere in that expansive area. Currently, there approximately 25 daycare institutions involved in NPS Childcare Subsidy program across the country. The projected number of CCSP employee participants based upon past and current enrollment is 27 children, 23 families. The number of monthly-billed institution participants average 25 per month. NPS averages 3 new applicants and 2 re-certifications per month for a total of 55 over the year (2022). These numbers are subject to change with expectations that participation would increase with effective advertisement toward underserved populations.

CONTRACT REQUIREMENTS

DESCRIPTION OF SERVICES REQUIRED and DELIVERABLES

The contractor is responsible for providing support services for the NPS’s Childcare Subsidy program (CCSP). The contractor shall perform all administrative tasks associated with the Child Care Subsidy Program appropriately and efficiently as specified by the National Park Service in writing.

CHILD CARE SUBSIDY SERVICES REQUIREMENTS

These support services include the following activities:

A. Perform administrative tasks associated with the childcare subsidy program appropriately and efficiently including but not limited to the processing of applications, gather and review provider documents, provide recommendations to the NPS on eligibility and subsidy percentage based on terms and instructions provided by the Bureau, and the processing of re-certifications approved by the NPS. The contractor must have a website for NPS employee information and the capability to process applications via fax, mail, and electronic means. The contractor pays the provider for authorized and billed childcare services provided to an eligible employee/family. The contractor must prepare and submit reports in accordance with Section VIV Deliverables table.

B. Reply to messages from NPS applicants/potential applicants within a 24-hour period. When the primary point of contact is out of the office, the out of office designee and his/her contact information must be clearly identified via email and voice messaging. The contractor will respond to all questions and inquiries including those related to eligibility, authorizations and payments.

C. Process new applications received during the contract year, rate changes, attendance changes, and recertifications within 30 days of receipt of completed package.

D. Maintain confidentiality and security of all the information contained in the Child Care Subsidy applications

E. Process Child Care Subsidy applications, determine eligibility and the amount of assistance based on the subsidy models determined by the NPS Child Care Subsidy Program Plan.

F. Notify the qualifying NPS employees and the Child Care Provider of the amount of the Child Care Subsidy Benefits that each Family will receive and their benefits effective date.

G. Provide the NPS with publicity materials and assist with the dissemination of current program requirements, providing electronic links and information about the contractor.

H. Gather and review provider documents and provide recommendations to the NPS on the eligibility of childcare providers to receive childcare subsidy (all providers must comply with all applicable licensing and other regulatory requirements). In doing so, the Contractor must:

a. Require each childcare provider to submit a copy of its current license along with a statement of compliance from the appropriate State and, where applicable, local body/entity charged with regulating that provider;

b. Require childcare providers to submit their taxpayer identification numbers;

c. Ensure that licensed childcare providers understand that if, for whatever reason, the provider is no longer licensed or subject to regulatory oversight or is not in compliance with applicable regulations, the provider must immediately notify the contractor and agency and in turn, the contractor will notify the Federal employee whose child is enrolled in the child care program. In such cases, the provider will no longer be permitted to receive the child care subsidy; and

d. Verify that each childcare provider is able to accept Electronic Fund Transfer.

I. Receive invoices for the childcare subsidy amounts from the childcare providers; verify services were received and provide payment based on the invoiced amount on or after the 15th of the month, following the month, for which services were rendered.

a. Ensure that the childcare provider submits the issued invoice, on a monthly basis to the contractor. The childcare provider must certify on the invoice that the service was provided, and the invoice must be signed by the NPS employee and the provider.

b. Child Care subsidy benefit amounts will be quoted as monthly amounts and the invoices must be prepared using full month amount unless services for the child end during a particular week, in which case the payment will be prorated.

c. Childcare subsidy payments made directly to all appropriate providers, not the NPS employee.

J. Assess and resolve over payments and underpayments.

K. Notify Employees/Families and Child Care Providers of payments, expired documents and recertification requirements.

L. Reporting: The contractor shall provide monthly status reports on the Child Care Subsidy Program to the NPS Key Official by the 15th of each month. The following information will be included in the monthly reports:

1. Monthly Summary Report shall include the following information:

a. The amount of childcare subsidy each recipient is qualified to receive, and the amount disbursed to the childcare provider.

b. The name and location of childcare providers receiving funds for NPS childcare subsidy.

c. The number of children enrolled as a result of receiving subsidy from NPS.

d. The number of NPS employees and their grade level who qualified for and received the subsidy.

e. The total family income of each family that receives a childcare subsidy.

f. The number of total applicants for the month.

g. The number of applications in process.

h. The number of applications still pending.

i. The number of new childcare subsidy applications approved.

j. The number of applicants who were ineligible.

k. The remaining balance of the NPS funds.

l. The total year to date funding outlay.

m. A Financial Summary of funding.

n. The fees assessed to the NPS for the administration of the program.

2. Eligibility and Disbursement report (projected monthly & annual). The amount of NPS Child Care Subsidy Benefits disbursed based upon the eligibility criteria with employee’s name, the Region, federal salary, grade and Total Family Income (TFI). The report must include the total projected monthly and annual subsidy disbursements. (Monthly)

3. Provide an annual Dependent Care Assistance (DCAP) Report to the National Park Service Program Manager no later than Pay Period (PP) 25 of the calendar year. The final report must include the employee’s name, social security number and total amount of subsidy paid to a childcare provider on the employee’s behalf. This report is critical for processing employee tax documents.

4. Annual utilization reports will be due by Nov 1st of each year, based on fiscal year Sept-Oct. The reports must include the following information:

a. Amount subsidized by NPS for each month;

b. Name of each recipient;

c. Line of Business per recipient;

d. Family gross income per recipient;

e. Number of children per recipient;

f. Annual amount subsidized by NPS;

g. Average family income;

h. Average annual child care cost;

i. Average annual subsidy amount;

j. Number of applications processed, approved & denials;

k. Total number of recipients;

l. Total children served;

m. Number of federal child care centers;

n. Number of family child care homes;

o. Number of community child care centers;

p. Total NPS funds disbursed;

q. Lowest monthly disbursement;

r. Highest monthly disbursement;

s. Average amount of money NPS paid out each month;

t. List of federal childcare centers & number of child enrollment at each; and

u. List of community childcare centers & number of child enrollment at each

All reports and/or information must be provided in an acceptable electronic format agreeable to NPS.

EFFICIENT AND EFFECTIVE CUSTOMER SERVICE

The NPS requires that the Contractor provide excellent customer service for the Childcare Subsidy program. The Contractor must respond to and address all customer inquiries within 48 hours of notification and take the appropriate action to resolve the issue and document the customer contact. The Contractor is required to ensure that each issue is satisfactorily resolved in a reasonable time. Excellent customer service includes, but is not limited to, the following:

1. Listen closely to customers and document customer interactions

2. Respond to matters in a timely manner

3. Demonstrate clear verbal communication

4. Memorize protocol and guidelines, such as the enrollment process/applicant responsibility and knowledge of eligibility and benefit schedule

5. Exercise effective time management skills

6. Evaluate and analyze situations appropriately

7. Display professionalism and respect in interactions with customers

8. Perform activities in a reliable and timely manner, including maintaining communication with customers through to matter resolution

DELIVERABLES

-Employee contacts -Applications received -Applications approved -Applications returned 1st week of each month.

M. PRICE

The cost of services outlined during the period of performance based on the current program level (estimated at 45 new applications per year and 20 recertifications).

Child Care Subsidy Program

Estimated new applications per year and recertifications

TOTAL

A. KEY PERSONNEL During the first ninety (90) days of performance, the Contractor shall make no substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. Key personnel are identified and Program Manager.

B. CONTRACT MANAGER: The contractor shall provide the CO and COR with the name of the contract manager in writing upon contract award. This individual will have full authority to interface with the government representative or CO on all contract matters relating to the contract. Contractor shall notify the Contracting Officer within 48 hours of a either a change in Contract Manager, or any prolonged absence of the Contract Manager.

C. PLACE OF PERFORMANCE: The work will be performed at the contractor’s facility D. RECOGNIZED HOLIDAYS / OFFICE CLOSURE: Federally recognized holidays New Year’s Day Labor Day MLK Birthday Columbus Day President's Day Veterans Day Memorial Day Juneteenth Day Thanksgiving Day Independence Day Christmas Day

E. If the holiday falls on a Saturday, it will be observed on the preceding Friday. If the holiday falls on Sunday, it will be observed on the following Monday.

F. NON-DISCLOSURE/CONFLICT OF INTEREST: All personnel providing services under this contract shall be required to sign a non-disclosure/conflict of interest statement prohibiting the disclosure of any sensitive information. The personnel shall not engage in any activities that would create actual or the appearance of any conflict of interest.

TRANSITION-OUT PLAN

Objective: The objective of the Transition-Out is to ensure a seamless transition of the CCSP between Contractors. The Contractor must develop and execute Transition-Out activities that do not cause any interruption in service to the CCSP. The Contractor will be required to develop a transition-out plan that will be due at a later date at the COR’s discretion.

Scope: Contractor must develop a Transition-Out plan to define the tasks, activities, and deliverables required to efficiently transition services to Contractor. The plan must include sufficient details and necessary proven documentation of readiness to ensure continuity of services to NPS employees and the organization. The transition plan should include protection of Personally Identifiable Information (PII) of NPS employees and submission of requested reports. This plan must include objectives, detailed timelines, and services to ensure all activities associated with transitioning to the Contractor.

Transition-Out activities must include, but not limited to:

· Identify a project lead for the Transition-Out

· Transition of all administrative tasks and contracted services appropriately and efficiently including but not limited to monthly and quarterly reports

· Transfer of CCSP clients information from Contractor while protecting PII

· Submission of a project plan documenting the schedule of activities and associated time frames

· Submission of all invoices for payment no later than 3 months after end of period of performance

· Agenda for Transition-Out Kick Closure meeting Agenda for weekly transition status meetings with COR, Program Office, until the transition process is complete.

Technical Proposal:

A. Key Personnel –

1. Program Manager

2. Program Analyst B. Describe processes your company has is place to protect applicant and recipient Personally Identifiable Information (PII).

C. Website Functionality D. Past Performance