B08_Attachment__4_SOW_Insurance__Compliance_Monitoring.pdf

National Park Service Contract Number:

pg. 1 This Scope of Services is a PRE-DECISIONAL INTERNAL DOCUMENT and property of the National Park Service (NPS); it must be kept in strict confidence at all times pursuant to the applicable Insurance IDIQ Contract;

it shall not be released by any Party other than the NPS and any requests for release must be forwarded immediately to the NPS.

STATEMENT OF SERVICE

Solicitation No. 140P2124R0030 Contract No. TBD

Insurance Consultation Services Insurance Compliance Monitoring Service and Business Advisory Support

SCOPE: In accordance with the terms and conditions of the Contract, the Contractor must perform the work of this Statement of Service (SOS) for the National Park Service (NPS) as described below.

CONFIDENTIALITY: All data, information, and deliverables provided to the Contractor under this SOS and or developed by the Contractor under SOS are the property of the U.S. Government and must be kept in strict confidence by the Contractor.

PERFORMANCE PERIOD: The Contractor must provide work under this SOS from the date of award through December 31, 2025.

PROJECT IDENTIFICATION: The work of this SOS consists of the services described below and is issued a Task Order (TO), under the Indefinite Delivery Indefinite Quantity (IDIQ) contract. The reference number for each SOS is the TO number. (e.g., TO P17PDXXXX, TO P17PDXXXX, etc.)

Section Table of Contents Page 1 Introduction 1 1 Roles and Responsibilities 2 3 Services to be Performed 3- 4 Project Execution 4 5 Timeline 4-5 6 Deliverables and Milestone Events 5-6 7 Quality Standards 6 8 Travel 6 9 Fee and Payment 6

Projects 1-3 7

1. INTRODUCTION

The Commercial Services Program continues to address insurance issues for existing concession contracts and commercial operators at the park and regional level to ensure contract compliance and monitoring for adequate insurance coverage. Technical support in conducting such assessments is currently accomplished through contracts with the third-party insurance consultant and by park-level oversight with some technical support provided by regional and Washington Office (WASO) personnel.

The NPS Commercial Services Program requires technical insurance consultation services in conjunction with existing concession contracts and commercial operators, under a compliance monitoring program, and business advisory support with complex insurance issues (e.g., claims consulting’s and guidance, contract exhibit reviews and updates, insurance policy review, Commercial Use Authorization (CUA) support, lease support, standard contract language reviews and recommendations, and other insurance technical support).

pg. 2 This Scope of Services is a PRE-DECISIONAL INTERNAL DOCUMENT and property of the National Park Service (NPS); it must be kept in strict confidence at all times pursuant to the applicable Insurance IDIQ Contract;

it shall not be released by any Party other than the NPS and any requests for release must be forwarded

This task order requires the consultant to provide insurance compliance monitoring for park, regional and WASO staff; operate an insurance helpdesk; and maintain the insurance compliance database.

2. ROLES AND RESPONSIBILITIES

The Contracting Officer (CO) is the only person authorized to make or approve any changes in any of the requirements of this task order. In no event will any understanding or agreement, contract modification, change order, or other matter in deviation from the terms and conditions of the contract, task order, or assigned Project between the Contractor and a person other than the Contracting Officer be effective or binding upon the Government.

The Contracting Officer’s Representative (COR) will be responsible for executing the task order, providing subject matter expertise in coordination with the contractor on procedures, policy, law, and assisting the Contracting Officer to ensure that applicable policies and regulations are followed.

The Contractor must send all deliverables and correspondence regarding the technical aspects of this task order and each Project to the COR.

Designated NPS Officials

Contracting Officer: Juliann Ashcroft ConOps National 7333 West Jefferson Ave Ste100 Lakewood CO, 80235 Juliann_ashcroft@nps.gov

Contracting Officer’s Representative (COR): Liz Tinker Concessions Management Specialist NPS Commercial Services 1849 C Street NW Washington, DC 20240

(202) 558-8042 Liz_tinker@nps.gov

3. SERVICES TO BE PERFORMED

Table 1-1. Statement of Services Summary: Projects

Project Description Page 1 Insurance Compliance Monitoring and Analysis and

Recommendations Reports. On an annual basis, the Contractor will conduct baseline insurance compliance monitoring reviews of approximately 350 concession contract, CUAs, leases, Management Agreements, and or other commercial authorizations. This also includes, but is not limited to, monitor tracking database development and management, maintaining a help desk, and written reports.

2 Business Advisory Support. NPS Commercial Services Program requires continued business advisory support regarding technical insurance consultation services in conjunction with existing concession contracts, commercial use authorizations, leases, or other commercial services agreements and specific technical insurance support, analysis, mailto:Liz_tinker@nps.gov

pg. 3 This Scope of Services is a PRE-DECISIONAL INTERNAL DOCUMENT and property of the National Park Service (NPS); it must be kept in strict confidence at all times pursuant to the applicable Insurance IDIQ Contract;

it shall not be released by any Party other than the NPS and any requests for release must be forwarded recommendations, and reports regarding insurance questions, insurance market trends, insurance market projections, claims, and other issues that arise.

3 Meetings and Reports.

4. PROJECT EXECUTION

The NPS anticipates executing Project 1 throughout the task order period of performance as requirements emerge from NPS field locations. Each of the reviews are for the required research, analysis, monitoring, and preparation activities associated with delivering one (1) Insurance Compliance Analysis and Recommendations Report for a specific compliance monitoring request submitted from the NPS. This request is primarily submitted from the park representative but may include submissions from NPS regional or WASO representatives. These requests will be submitted continuously throughout the period of performance. The number of insurance compliance monitoring requests will vary throughout the period of performance of this task order.

The NPS anticipates executing Project 2 throughout the task order period of performance as the need for various technical insurance analyses and guidance requests emerge from the NPS field locations, regional office, and the WASO CSP Program. Each of the requests are for the required research, analyses, and preparation actions associated with delivering one (1) Analysis and Recommendations report for a specific commercial services insurance technical project.

On occasion, or when necessary, Project 1 and Project 2 may need additional discussion between the Contractor and the NPS prior to proceeding. Under Project 3 we anticipate assigning, up to five (5), a (1) hour conference call with a minimum of two (2) contractor representatives to discuss with the NPS technical assistance needs. The COR may also assign these projects in two 30-minute increments with the same personnel requirements.

Supporting documentation to complete the Project will be provided electronically to the Contractor by the park, regional, or WASO representative, COR, or CO and will typically include the insurance and contract information and other related documentation.

The Contractor may perform any services under the Project 1 as defined above without the express written direction of COR or the Contracting Officer. The Contractors may not perform any services under Project 2 or Project 3 without the express written direction of COR or the Contracting Officer. Written direction includes e-mail from the CORs e-mail account.

Each project defined above may only be executed once. The Contractor may not accept multiple project execution directives against one project defined above, nor may the Contractor accept project execution directives beyond those projects defined above.

Based on the complexity of the specific project, one or more additional projects may be used to complete the requirements of a particular project. Contractor must provide estimated time and budget considerations to the designated COR before additional projects are assigned to a complex specific insurance consulting project.

5. TIMELINE

pg. 4 This Scope of Services is a PRE-DECISIONAL INTERNAL DOCUMENT and property of the National Park Service (NPS); it must be kept in strict confidence at all times pursuant to the applicable Insurance IDIQ Contract;

it shall not be released by any Party other than the NPS and any requests for release must be forwarded

The Contractor must adhere to the time frame outlined in Table 1-1, unless there are extenuating circumstances that warrant an extension. Any such extensions must be approved in writing from the COR.

6. DELIVERABLES AND MILESTONE EVENTS

Table 1-1 contains details regarding the specific deliverable and milestone events for each project to be completed under this Statement of Services. If there is a discrepancy between deliverables identified in Table 1-1 and the following project descriptions, the information in the project descriptions will govern.

The Contractor must submit all deliverables in editable electronic format, and hard copy when requested, along with all supporting documents, including spreadsheets using Microsoft 365 Suites. All documents and other work developed in the performance of this SOS will be and remain the sole property of the Government and may be used on any other work without additional compensation to the Contractor, with respect thereto, the Contractor agrees not to assert any rights and not to establish any claim under the patent or copyright laws or any other law.

Table 1-1. Deliverable and Milestone Events

Delivery or Milestone Event

Date Due Payment Schedule

Deliverable Type

Project 1:

Recurring Insurance Requests

See #9.

Fee and Payment

Initial acceptance and tracking of a compliance report request

Within five (5) working days of receiving insurance compliance review request.

Follow up question format to support the review and analysis. Editable electronic format.

Compliance Findings Report Deliverable

Within ten (10) working days following receipt of NPS response to any follow-up questions submitted by consultant. Additional time may be needed for complex contracts with multiple requests for information.

A cover letter marked with initial insurance compliance findings and recommendations.

Insurance Editable electronic format.

Compliance Tracking and Monitoring

Within five (5) days of the last day of each month the consultant will submit a consolidated report on the previous month’s compliance monitoring program. Continues status updates, monitoring and tracking of requests and follow-up actions.

Editable electronic format.

Help Desk Within 48 hours respond to telephone calls, emails and

Respond via telephone call, email, and voicemails to the submitter.

pg. 5 This Scope of Services is a PRE-DECISIONAL INTERNAL DOCUMENT and property of the National Park Service (NPS); it must be kept in strict confidence at all times pursuant to the applicable Insurance IDIQ Contract;

it shall not be released by any Party other than the NPS and any requests for release must be forwarded voicemail messages submitted thought the Help Desk.

Project 2:

Business Advisory Support:

See #9.

Draft Deliverable Within ten (10) working days following receipt of NPS technical assistance request.

Additional time may be needed for complex technical services.

NPS review of draft deliverable.

Draft recommended guidance or resolve of technical insurance assistance, claims review, or other related insurance technical support as needed.

Exchange of pertinent information may occur to facilitate the process and ensure timeliness, including by telephone and electronic mail. Editable electronic format.

Final Deliverable Within five (5) working days following receipt of NPS draft review or conference call.

Additional time may be needed for complex technical services.

Final recommended guidance or resolve of technical insurance assistance, claims review, or other related insurance technical support as needed.

Editable electronic format.

Project 3:

Meetings and Reports

See #9.

Conference Call, if needed

Upon mutual agreement of meeting date and time.

. Up to five (5), 1 hour conference call with a minimum of two (2) contractor representatives to discuss with the NPS an insurance deliverable or other insurance-related topic; call may be assigned in two 30-minute increments.

7. QUALITY STANDARDS

Documents must be free of typographical and grammatical errors. Major content changes required due to Contractor error will not result in an increase in the negotiated price, but the Contractor will rectify to the NPS’s satisfaction. Any number of significant errors may be cause for rejection and may affect the Contractor’s performance evaluation. The Contractor is encouraged to review the March 2011 Federal Plain Language Guidelines, as

pg. 6 This Scope of Services is a PRE-DECISIONAL INTERNAL DOCUMENT and property of the National Park Service (NPS); it must be kept in strict confidence at all times pursuant to the applicable Insurance IDIQ Contract;

it shall not be released by any Party other than the NPS and any requests for release must be forwarded revised, and to use plain writing in all prepared documents. The guidelines are located at https://www.plainlanguage.gov/media/FederalPLGuidelines.pdf. Documents must be submitted using Microsoft 365 Suites and be Section 508 compliant.

8. TRAVEL

Travel is not anticipated to complete the project order under this Statement of Services, except as a need arises. Any travel costs related to completion of services are included in the fixed price of the project order.

9. FEE AND PAYMENT

The Government will pay the Contractor the contract price as provided in this contract.

Payment will be made according to the following payment schedules for Project 1-3

Payment Schedule:

Payments for Project 1-3 will be 70 percent after Government acceptance of the draft deliverable specified in this task order and upon receipt of a proper and acceptable invoice submitted by the Contractor; and, 30 percent after Government acceptance of the final deliverable specified in this task order and upon receipt of a proper and acceptable invoice submitted by the Contractor; or 100 percent after Government acceptance of the service in this task order and upon receipt of a proper and acceptable invoice submitted by the Contractor.

Payment requests must be submitted electronically through the U. S. Department of the Treasury's Invoice Processing Platform System (IPP). The IPP website address is:

https://www.ipp.gov

Payment request means any request for contract financing payment or invoice payment by the Contractor. To constitute a proper invoice, the payment request must comply with the requirements identified in the applicable Prompt Payment clause included in the contract, or the clause 52.212-4 Contract Terms and Conditions - Commercial Items included in commercial item contracts.

Under this SOS, the following documents are required to be submitted as an attachment to the IPP invoice:

{none}

The Contractor must use the IPP website to register, access and use IPP for submitting requests for payment. The Contractor Government Business Point of Contact (as listed in SAM.gov will receive enrollment instructions via email from the Federal Reserve Bank of Boston (FRBB) within 3 - 5 business days of the contract award date. Contractor assistance with enrollment can be obtained by contacting the IPP Production Helpdesk via email ippgroup@bos.frb.org or phone (866) 973-3131.

If the Contractor is unable to comply with the requirement to use IPP for submitting invoices for payment, the Contractor must submit a waiver request in writing to the Contracting Officer with its proposal or quotation.

Projects 1: Insurance Compliance Monitoring and Analysis and Recommendations Reports https://www.plainlanguage.gov/media/FederalPLGuidelines.pdf https://www.ipp.gov/ mailto:ippgroup@bos.frb.org

pg. 7 This Scope of Services is a PRE-DECISIONAL INTERNAL DOCUMENT and property of the National Park Service (NPS); it must be kept in strict confidence at all times pursuant to the applicable Insurance IDIQ Contract;

it shall not be released by any Party other than the NPS and any requests for release must be forwarded

Approximately 350 contracts will require compliance monitoring. In addition to annual monitoring, contracted efforts will include uploading these contract insurance requirements into a database. This work should include, but is not limited to:

• Review and be familiar with the insurance requirements for NPS commercial services, concession contracts, CUA, or other authorization.

• Collect and upload COIs, EOIs, and other ACORD forms, and other insurance documentation provided by commercial operators to park staff.

• Compare the insurance requirements with the COI to ensure compliance with the insurance terms of each compliance review request.

• Provide a report for each compliant and non-compliant review results to determine gaps between the requirements and COI documentation. Generate compliance reports and applicable corrective action notices for parks to send to their concessioner.

• Maintain the insurance data file.

• Utilize a web-based tracking process.

• Maintain a help desk

The Service requires the contractor to evaluate commercial operations insurance requirements with the documented proof of insurance identifying the types and amounts of insurance held by the operator.

The contractor will develop a process and methodology to aid parks, concessioners, CUA holders, lessees, and other interested parties in addressing insurance compliance questions that arise through the insurance compliance monitoring and tracking process.

The contractor will design the help desk function to address and ensure, but not limited to providing information on insurance requirements contained in the authorization and means to achieve compliance. The help desk must provide at least a 48-hour response time to respond to inquiries.

The contractor will review and analyze insurance data collected through the process and determine areas of common noncompliance and compliance trends within the hospitality insurance data set. The contractor will report these findings, monthly, and provide recommendations to the insurance requirements in contracts, make improvements in the procedures and type of information collected to determine insurance compliance (e.g., COIs and EOIs) and Program procedural changes, training or guidance that could be developed to enhance compliance. The contractor may develop guidance material and training materials based upon findings and trends.

The baseline review may include follow-up insurance compliance correspondence, reviews, reports and database updates.

The Contractor will provide monthly database analytical insurance compliance reports. The Consultant must develop refinements in the database to obtain technical insurance compliance reports through tracking compliant and non- compliance activities by park, region and nationally and the time taken to obtain resolution of the non-compliance and achieve compliance. The Consultant must respond to an insurance compliance monitoring request with in five (5) business days and has fourteen (14) business days to request additional information or submit a compliance report to the requester.

pg. 8 This Scope of Services is a PRE-DECISIONAL INTERNAL DOCUMENT and property of the National Park Service (NPS); it must be kept in strict confidence at all times pursuant to the applicable Insurance IDIQ Contract;

it shall not be released by any Party other than the NPS and any requests for release must be forwarded

Project 2: Business Advisory Support:

The NPS anticipates the need for various technical insurance analysis and guidance requests that emerge from the NPS field locations. Business Advisory Support is the required research, analyses, and preparation actions associated with delivering one (1) Analysis and Recommendations report for a specific commercial services insurance technical project.

Based on the complexity of the specific project, one or more projects may be used to complete the requirements of a project. Contractor shall provide estimated time and budget considerations to the COR before additional projects are assigned for a complex insurance consulting project.

The Consultant will development, at minimum, yearly reports regarding insurance market trends, insurance market projections, challenges, changes, and suggestions and recommendations.

Business Advisory Support projects may include technical insurance issues, insurance business recommendations, trends, best practices, policy reviews, claims review, CUA, and lease support, or other related insurance technical support as needed. The existing concession contracts at a park and the resultant insurance requirements will vary in size and scope. The specific technical insurance analysis needs, and recommendations may vary for each project, although the project requirements will not change.

Data Analysis and Recommendations. The Contractor will utilize the information in the request and any supporting documents to conduct the technical insurance analysis and resolve. The information obtained will be evaluated and analyzed and the Contractor will develop a recommendation based on industry practice and the specific factors associated with the situation to address the specific insurance advisory support.

Project 3: Meetings and Reports:

On occasion, or when necessary, the project may need additional discussion between the Contractor and the NPS prior to proceeding. The COR may assign, up to five (5), a (1) hour conference call with a minimum of two (2) contractor representatives to discuss with the NPS technical assistance needs. The COR may also assign these projects in two 30-minute increments with the same personnel requirements.

The Contractor may not perform any services under the project as defined above without the express written direction of COR or the Contracting Officer. Written direction includes e-mail from the CORs e-mail account.