15-233-SOL-00224.pdf

Program Support for Federal Office of Child Support Enforcement

Division of Policy and Training

Request for Proposal 15-233-SOL-00224 Page 1 of 64

A. General Information

This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice.

This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. This solicitation is being issued in conjunction with FAR Part 15

Contracting by Negotiation as applicable. The solicitation number is 15-233-SOL-00224. This announcement is issued as a Request for Proposal.

The solicitation document and incorporated provisions and clauses are those in effect through

Federal Acquisition Circular 2005-82, 05/17/2015.

This solicitation is issued as a small business set-aside. The associated North American

Industry Classification System (NAICS) Code is 541611. The small business size standard is $15 million.

This announcement serves to notify offerors that the government contemplates awarding a time-and-material contract resulting from this solicitation for the services defined herein. Prospective offerors are responsible for downloading the solicitation and any amendments. It is offerors’ responsibility to monitor the FedBizOpps website for the release of any amendments to this solicitation.

B. Consideration and Payment

B.1. 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.

B.2. Consideration and Payment (T&M)

This is a time and materials contract. In consideration of satisfactory performance of the work as described throughout this contract/order, the Contractor shall be paid in accordance with the fixed loaded hourly rates as shown herein for the specified categories of labor based on the number of actual hours incurred in the performance of the work specified. Fully loaded rates shall be all inclusive of direct labor, fringe benefits, applicable indirect costs, and any profit for each labor category. Additionally, the contractor shall be paid for materials and travel directly chargeable to this contract/order. If the options are exercised subsequent year funding will be obligated by modification.

Request for Proposal 15-233-SOL-00224 Page 2 of 64

The base period and option periods are priced as follows:

Base Period: August 10, 2015 – August 9, 2016

Labor Category Fully Loaded

Hourly Rate

Estimated

Hours

Estimated Total

Task 1

Program Manager 416

Task 2

Subject Matter Expert 3120

Quality Assurance Analyst 208

Subject Matter Expert-Attorney 940

Task 3

Subject Matter Expert 1040

Quality Assurance Analyst 208

Subject Matter Expert-Attorney 940

Task 4

Administrative Assistant III 1880

Document Support Specialist 1880

Subtotal - Labor $

Material/Travel $35,784

Indirect on Material/Travel (insert rate)

Subtotal—Material/Travel $

Ceiling Price: $

Option Period 1: August 10, 2016 – August 9, 2017

Hourly Rate

Estimated

Hours

Estimated Total

Task 1

Program Manager 416

Task 2

Subject Matter Expert 3120

Quality Assurance Analyst 208

Subject Matter Expert-Attorney 940

Task 3

Subject Matter Expert 1040

Quality Assurance Analyst 208

Subject Matter Expert-Attorney 940

Request for Proposal 15-233-SOL-00224 Page 3 of 64

Task 4

Administrative Assistant III 1880

Material/Travel $36,858

Option Period 2: August 10, 2017 – August 9, 2018

Hourly Rate

Estimated

Hours

Estimated Total

Task 1

Program Manager 416

Task 2

Subject Matter Expert 3120

Quality Assurance Analyst 208

Subject Matter Expert-Attorney 940

Task 3

Subject Matter Expert 1040

Quality Assurance Analyst 208

Subject Matter Expert-Attorney 940

Task 4

Administrative Assistant 1880

Material/Travel $37,963

Request for Proposal 15-233-SOL-00224 Page 4 of 64

Option Period 3: August 10, 2018 – August 9, 2019

Hourly Rate

Estimated

Hours

Estimated Total

Task 1

Program Manager 416

Task 2

Subject Matter Expert 3120

Quality Assurance Analyst 208

Subject Matter Expert-Attorney 940

Task 3

Subject Matter Expert 1040

Quality Assurance Analyst 208

Subject Matter Expert-Attorney 940

Task 4

Material/Travel $39,102

Option Period 4: August 10, 2019 – August 9, 2020

Hourly Rate

Estimated

Hours

Estimated Total

Task 1

Program Manager 416

Task 2

Subject Matter Expert 3120

Quality Assurance Analyst 208

Subject Matter Expert-Attorney 940

Task 3

Subject Matter Expert 1040

Quality Assurance Analyst 208

Subject Matter Expert-Attorney 940

Task 4

Request for Proposal 15-233-SOL-00224 Page 5 of 64

Material/Travel $40,275

B.3 Ceiling Price

The hours and total price per labor category are for budgeting purposes only. The number of hours actually used for each category may exceed or be less than the estimate by category as long as the ceiling price for the contract/order period is not exceeded. The ceiling for each contract/order period is identified in Section B.2. The Government shall not be obligated to pay any amount in excess of this ceiling price nor is the Contractor obligated to continue performance if to do so would exceed this ceiling price. In the event that the Government chooses to exercise optional contract/order periods, unused funds from a previous contract/order period may not be used to fund any services taking place in a subsequent contract/order period.

The ceiling price may be modified by the Government if it is determined that the estimated hours are insufficient for the work required.

C Statement of Work

C.1 Background

The Division of Policy and Training (DPT) proposes and implements national policy for the child support program and provides training, policy guidance, and interpretations to states and tribes in developing and operating their programs according to federal law.

Specifically, DPT is responsible for:

Developing legislative proposals and regulations to implement new legislation, court decision, or directives from higher authority and provides comments on pending legislative proposals.

Developing new state plan preprint requirements and procedures for review and approval of state plans by the Division of Regional Operations and prepares the justification for state plan disapproval actions.

Coordinating with Office of General Council on pending departmental appeals and collaborates with Administration for Children and Families on audit resolution.

Serving as the US Central Authority for international child support cases.

Providing national direction and leadership for OCSE training activities to increase child support program effectiveness.

Request for Proposal 15-233-SOL-00224 Page 6 of 64

Providing logistical support for training events, meetings, and conferences.

C.2 Objectives

The objective of this task order is to provide program resources to support the Division of

Policy and Training in meeting their program goals and objectives. The specific tasks and deliverables are outlined in section C Specific Tasks, in this SOW.

C.3 Scope

During the period of performance there may be a net increase or decrease in the level of effort needed to perform program support as a result of changes occurring within DPT. If there is a net increase in the level of effort needed, the Contractor must notify the

Contracting Officer and Contracting Officer’s Representative (COR), optimally 60 days prior to the next option period, so that the contract, if need be, can be modified.

C.4 Tasks

4.1 Task 1 Contract Management

The Contractor shall--o Prepare a Contract Management Plan describing the approach, organizational resources and management controls to be employed to meet the cost, performance and schedule requirements throughout task order execution.

o Provide functional activities needed to manage this contract o Provide oversight of the project o Prepare monthly reports indicating progress, issues, identified risks, or impediments to progress o Provide administrative support such as:

o Schedule meetings o Maintain calendars o Organize files o Prepare daily material o Assist federal staff in ensuring that information contained in paper files is scanned into electronic files

Request for Proposal 15-233-SOL-00224 Page 7 of 64

Deliverables

Deliverables: Title Frequency/Due Date

Invoice Monthly

Request for Project Billet Within 2 days of request/need

Contract Management Plan Within 10 days of contract award

Progress Updates Monthly

Performance Summary

Report/QASP

Biannually

4.2 Task 2 – Provide Policy Expertise

The Contractor shall--o Provide policy expertise in areas related to implementing the Hague Child Support

Convention, intergovernmental child support, distribution of child support payments and UIFSA 2008.

o Analyze OCSE initiatives, programs and documentation related to international programs and interstate cases.

o Update guides and forms.

o Deliver white papers and provide recommendations as needed.

o Provide policy expertise in working with veterans and the military.

o Provide analysis of proposed legislation.

o Aid in establishment of standard operating procedures (SOPs) to accomplish OCSE goals.

o Provide analysis and operational support and coordination to aid OCSE in implementing special projects and other ad hoc tasks.

o Assist federal manager with assessing and communicating the Affordable Care Act’s impact on the child support program with stakeholders.

Update guides and forms As needed

Deliver white papers As needed

4.3 Task 3 – Training

o Develop and deliver presentations/training and participate in meetings on behalf of

OCSE.

o Facilitate meetings, conference sessions and teleconferences with states and other stakeholders.

Request for Proposal 15-233-SOL-00224 Page 8 of 64

Develop and deliver presentations As needed

Organize and facilitate meetings As needed

4.4 Task 4- Administrative Support

o Take notes and type documents and correspondence including letters, presentations, email, and policy documents.

o Maintain and organize supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies;

verifying receipt of supplies.

o Manage division calendars (including scheduling meetings, managing scheduling conflicts, and initiating phone calls as well as electronic and written correspondence to schedule meetings and reserve space).

o Ensure operation of equipment by completing preventive maintenance requirements and call for repair when needed.

o Take phone calls and monitor division mailbox and fax machine.

o Provide support in organizing internal and external meetings and conferences as well as receiving guests in the office.

o Copy, fax, scan, print, file, and email documents as requested by team.

Take notes and type documents and correspondence

As needed

Maintain and organize supplies inventory

As needed

Order Supplies Monthly

Manage division calendars Daily

Ensure operation of equipment As needed

Provide support in organizing internal and external meetings and conferences

As needed

Copy, fax, scan, print, file, and email documents

As needed

Request for Proposal 15-233-SOL-00224 Page 9 of 64

4.5 Transition

4.5.1 Within at least 15 weeks before the end of the contract period of performance, the incumbent Contractor shall meet with the Government to plan the transition to a successor Contractor.

4.5.2 The incumbent Contractor shall prepare the plan and participate in the execution of the transition.

4.5.3 The incumbent Contractor shall prepare a list of all materials and data to be returned and/or delivered to the government upon completion of the contract.

4.5.4 The incumbent contractor shall also return all government property assigned under the contract along with personal property, including but not limited to keys, badges, laptops, cardkeys, etc.

4.5.5 The incumbent Contractor shall meet with the successor and release all items pertinent to the management of the contract.

4.5.6 The successor Contractor will assume contract responsibilities according to the transition plan existing at the time of award.

4.5.7 The successor Contractor must begin on day one of the new contract with the full-time presence of all key personnel and sufficient additional staffing to support the phase-in.

4.5.8 During the phase-in period, the successor Contractor must coordinate with the

Government and the incumbent Contractor to assure that operations and services are not disrupted.

4.5.9 The successor Contractor must develop and deliver a “ramp up” transition plan on how it will assume full responsibility for the project. This plan is due 10 working days after the award date.

4.5.10 The incumbent Contractor will continue to provide necessary program support and training to the successor Contractor during the transition. As functions are assumed, the role of the incumbent Contractor will be increasingly diminished.

4.5.11 The incumbent Contractor is responsible for maintenance of the transition plan on an ongoing basis. This plan must be delivered by the incumbent Contractor within one month (30 days), when requested by the COR.

4.5.12 The transition plan must detail the tasks needed to transfer all contract activities to a successor Contractor. A transition schedule must be detailed in the Transition Plan.

4.5.13 Implementation of the transition requires that the incumbent Contractor work with the

Government and the successor Contractor to avoid disruption or degradation of services.

This includes, but is not limited to such activities as:

1. planning for the transition activities;

2. turnover of all materials including training guides/manuals developed in support of the contract;

3. providing records, logs and documentation of activities;

4. attending meetings;

5. interfacing with the successor Contractor at all levels; and

6. planning and implementing the logistics of phasing out Contractor personnel and assets.

Request for Proposal 15-233-SOL-00224 Page 10 of 64

“Ramp Up” Transition Plan 10 working days after contract award

Transition Plan Within 30 days of request by COR

List of Materials and Data to be returned or delivered to COR upon contract completion

Within 30 days of request by COR

C.5 Labor Category Qualifications

The labor categories to be provided under this requirement shall meet the following criteria:

Labor Category Description Experience

Administrative Assistant

III

Performs complex and confidential administrative duties. Compiles reports and prepares agendas and background materials. Maintains databases.

Coordinates special projects by developing project plans and schedules.

Requires extensive working knowledge of client's practices and procedures.

Responsible for handling sensitive situations. Requires a thorough working knowledge of computer applications including word processing, spreadsheet, database, and presentation software.

5 years of office experience and/or related education and training

Subject Matter Expert Evaluates child support legislation, regulations and policies; conducts research on child support issues, defining technical objectives. Identifies tasks and develops a project plan for completion. Identifies resources requirements for each task. Develops and deliver training on complex child support issues via conferences, webinars, computer-based training and in-person workshops. Drafts documents, guides, white papers, and other policy guidance documents.

Demonstrates exceptional oral and written communications skills.

15 years of experience providing a combination of legal services, policy analysis, and training in the child support field.

Recognized as child support expert, with extensive experience working with interstate and international child

Request for Proposal 15-233-SOL-00224 Page 11 of 64 support issues.

Preferably served as a member or observer of the

Uniform Law

Commission

(National

Conference of

Commissioners on

Uniform State

Laws).

Subject Matter Expert

Attorney

Evaluates child support legislation, regulations and policies; conducts research on child support issues, defining technical objectives. Identifies tasks and develops a project plan for completion. Identifies resources requirements for each task. Develops and deliver training on complex child support issues via conferences, webinars, computer-based training, in-person workshops, including training of attorneys. Drafts documents, guides, white papers, and other policy guidance documents. Demonstrates exceptional oral and written communications skills.

10 years of experience providing a combination of legal services, policy analysis, and training in the child support field.

Recognized as child support expert.

Document Support

Specialist

Edit, type, and prepare memoranda of a technical and/or managerial nature.

Maintain logs relating to work in progress, meetings, etc. Prepare specialized communications, maintain logs on communications sent and received, arrange and log special shipments of records. Documentation will often involve flow diagrams, configuration drawings, functional systems flow diagrams, graphics, etc.

Knowledge of the use of word processing software. Commensurate experience and education.

3 years of office experience and/or related education and training

Request for Proposal 15-233-SOL-00224 Page 12 of 64

C.6 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.

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

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

(c) This contract/order will entail the following position sensitivity level(s): 2 nd level.

(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).

Request for Proposal 15-233-SOL-00224 Page 13 of 64

(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.''

C.7 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.

http://ecfr.gpoaccess.gov/cgi/t/text/text-idx?c=ecfr&tpl=/ecfrbrowse/Title36/36cfr1194_main_02.tpl http://www.section508.gov/ http://www.access-board.gov/sec508/provisions.htm http://www.access-board.gov/sec508/provisions.htm

Request for Proposal 15-233-SOL-00224 Page 14 of 64

The following Section 508 accessibility standards apply to the content or communications material identified in this SOW or PWS:

Web-based Intranet and Internet Information and Applications (1194.22)

Video or Multimedia Products (1194.24)

D. Packaging and Marking

D.1 Packaging

The contractor shall ensure that all items are preserved, packaged, packed and marked in accordance with best commercial practices to meet the packing requirements of the carrier and to ensure safe and timely delivery at the intended destination.

D.2 Marking

Each package/container shall be delivered to the address shown in Section F entitled “Delivery Requirements” and shall be clearly marked as follows:

A. Name of Contractor;

B. Contract Number;

C. Description of Items Contained Therein; and D. Consignee’s Name and Address.

E. Inspection and Acceptance

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.

Manuals and user documentation to be posted to the OCSE web site must be produced in the following formats: HTML, PDF, and Microsoft Word. These documents must be Section 508 compliant.

All periodic reports and task deliverables shall be inspected, tested (where applicable), reviewed, and accepted by the Government within a reasonable period of time, but in no case more than 30 business days. If a deliverable is found unacceptable, the Government shall notify the Contractor in writing or by email of the non-acceptance and detail why the deliverable was not accepted.

The Contractor shall then have 10 business days to discuss, correct, or arrive at an acceptable solution with the Government. Final inspection and acceptance of all work performed, reports

Request for Proposal 15-233-SOL-00224 Page 15 of 64 and other deliverables will be performed at the place of delivery by the Contracting Officer’s

Representative (COR).

F. Deliveries or Performance

F.1 Period of Performance

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

Base Period August 10, 2015 – August 9, 2016

Option Period 1 August 10, 2016 – August 9, 2017

Option Period 2 August 10, 2017 – August 9, 2018

Option Period 3 August 10, 2018 – August 9, 2019

Option Period 4 August 10, 2019 – August 9, 2020

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

Extend the Term of the Contract."

F.2 Place of Performance

The Administrative Assistant and Document Support Specialist will work at the government site full time. Some of the other work involved in the execution of this contract is performed at the government site at OCSE in Washington, DC as well as Contractor’s site and alternate telework locations. Out-of-state travel may be required to provide training, on-site technical assistance and support, and to gather data to perform impact analysis, and to attend relevant meetings and conferences.

F.3 Deliverable Schedule

All deliverables required by this contract shall be delivered to the COR for review and approval.

Take notes and type documents and correspondence

As needed

Maintain and organize supplies inventory

As needed

Order Supplies Monthly

Manage division calendars Daily

Request for Proposal 15-233-SOL-00224 Page 16 of 64

Ensure operation of equipment As needed

Provide support in organizing internal and external meetings and conferences

As needed

Copy, fax, scan, print, file, and email documents

As needed

The Contractor shall prepare and submit the deliverables identified in this SOW on the required due date.

F.4 Delivery Requirements

All data and correspondence submitted shall reference:

1. The Contract Authorization Number

2. The Contract Tracking Number

3. The government end user agency

4. The name of the COR

Containers shall be clearly marked as follows:

1. Name of contractor

2. The Contract Authorization Number

3. The Tracking Number

4. Description of items contained therein

5. Consignee(s) name and address

Place of delivery – Contracting Officer’s Representative (COR)

All reports and/or deliverables identified herein shall be delivered F.O.B. destination to the following address:

Department of Health and Human Services

Administration for Children and Families

Office of Child Support Enforcement

370 L’Enfant Promenade, 4 th

Floor East, SW

Washington, DC 20447

Attn: COR (See G.1.3)

Request for Proposal 15-233-SOL-00224 Page 17 of 64

F.5 Government Holidays

No services shall be performed at the Government site or deliveries made on the Federal holidays listed below. When a deliverable due date occurs on a weekend or Federal holiday, the deliverable will be due on the following Government business day.

On government holidays or other closures, contractor employees that work onsite with OCSE may work from an alternate location if they have work that can be performed from an alternate location and the arrangement is approved by the federal lead or the COR.

1. New Year’s Day January 1

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

3. Inauguration Day January 20, 2017

4. President’s Day Third Monday in February

5. Memorial Day Last Monday in May

6. Independence Day July 4

7. Labor Day First Monday in September

8. Columbus Day Second Monday October

9. Veteran’s Day November 11

10. Thanksgiving Day Fourth Thursday November

11. Christmas Day December 25

F.6 Government Furnished Equipment

Office space, personal computers and other office equipment will be provided for contractor personnel working at the OCSE site. The contractor shall be responsible for providing office space and equipment including computer equipment for staff not working at the government site.

G. Contract Administration Data

G.1 Authorities of Government Personnel

Notwithstanding the Contractor's responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the

Government and the Contractor. The following individuals will be the Government's points of contact during the performance of this contract:

Request for Proposal 15-233-SOL-00224 Page 18 of 64

G.1.1 Contracting Officer

The PSC Contracting Officer is the only individual authorized to modify this contract. The

Contracting Officer responsible for administrative and contractual issues concerning this contract is:

Rosanna Browning

Branch Chief, Acquisition Management Services

Program Support Center

U.S. Department of Health and Human Services

12501 Ardennes Avenue, Suite 400

Rockville, MD 20857

Office: (301) 443-6931

Fax: (301) 443-8488

Email: rosanna.browning@psc.hhs.gov

G.1.2 Contract Specialist

All contract administration shall be performed by:

Rosalind Humphries

Contract Specialist, Acquisition Management Services

Program Support Center

U.S. Department of Health and Human Services

12501 Ardennes Avenue

Suite 400

Rockville, MD 20857

Office Phone: 301-443-3732

Fax : 301-443-8488

Email: rosalind.humphries@psc.hhs.gov.

G.1.3 Contracting Officer’s Representative (COR) Authority

The COR shall be:

TBD

Child Support Program Specialist

DHHS/ACF/OCSE

370 L’Enfant Promenade SW

Washington, DC 20447

Office Phone: 202-401-____

Fax: 202-401-____

Email: @acf.hhs.gov

(a) Performance of work under this contract must be subject to the technical direction of the

Contracting Officers’ Representative identified above, or a representative designated in writing.

Request for Proposal 15-233-SOL-00224 Page 19 of 64

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 Officers’ 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 Officers’ 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.”

G.2 Invoice Submission

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

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

2. Contracting Officer’s Representative (COR): name and email address shall be provided at award.

mailto:pscsas.invoices@psc.hhs.gov

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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. 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.

mailto:psc_invoices@psc.hhs.gov

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(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—System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer—

Other Than System for Award Management), or applicable agency procedures.

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

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

Part 1315.

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

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

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

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

G.3 Travel and Other Costs

The Contractor shall be reimbursed for all domestic travel as described below, incurred directly and specifically in the performance of this contract, claimed by the Contractor, accepted by the

Contracting Officer and not exceeding:

https://www.acquisition.gov/far/current/html/52_232.html#wp1153351 https://www.acquisition.gov/far/current/html/52_232.html#wp1153375 http://uscode.house.gov/uscode-cgi/fastweb.exe?getdoc+uscview+t29t32+1665+30++%2831%29%20%20AND%20%28%2831%29%20ADJ%20USC%29%3ACITE%20%20%20%20%20%20%20%20%20

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a) Cost of air travel by most direct route. “Air coach” or “Air tourist” accommodations on prop or jet aircraft constitutes the normal class of air travel which shall be utilized.

First-class accommodations may be used if (1) less than first-class is not available providing reservation was requested within 24 hours after the traveler had knowledge of the trip;

(2) less than first-class requires circuitous routing; (3) less than first-class requires travel to begin or end at unreasonable hours (i.e., if scheduled flight time is before 8:00 a.m. and schedule arrival is after 9:00 p.m.); (4) less than first-class would result in additional direct costs which would offset the transportation savings; or (5) less than first-class will not make connections with other flights or means of transportation for continuation of the journey.

b) Cost of rail travel by most direct route, first-class with lower berth or nearest equivalent.

c) Travel by motor vehicle including rented automobile shall be reimbursed on a reasonable actual expense basis, or at the Contractor’s option, on a mileage basis at the current rate shown in the GSA Federal Travel Regulation, plus any toll or ferry charges.

d) Reasonable subsistence not in excess of actual itemized expenses not to exceed the ceiling in the Federal Travel Regulations in effect at the time of incurred cost.

G.4 Department Of Labor Wage Determination

a) The Department of Labor Wage Determination listed below is incorporated into the contract effective at the date of award.

Wage Determination No.: 2005-2103, Revision No.: 14, 07/25/2014 (See Attachment A) b)The Contractor is put on notice that after performance begins, the Contractor is responsible for paying employees at least the applicable wage determination rate, if one exists, for the place of performance. The Department of Labor strictly enforces the Service Contract Act (SCA) for all service employees covered by the SCA.

H. Special Contract Requirements

H.1 Security

The Contractor shall:

(a) Maintain the confidentiality and security of any policy information, including proposed legislation and regulations. Such information made available as part of this contract shall be used only for the purpose of carrying out the provisions of this contract. Information contained in such material shall be treated as confidential and shall not be divulged or made known in any manner to any person except as may be necessary in the performance of this contract. Inspection by or disclosure to anyone outside of the approved Government personnel is prohibited.

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The contractor shall require contract employees to submit the required forms for the HSPD-12 identity verification and background investigation process. Submitted forms are to be accurate and complete. OCSE will not process incomplete forms. The contractor shall advise its prospective employees that the completed forms will be forwarded by OCSE to PSC and the

Office of Personnel Management for determination of suitability, which includes validation of the information contained on the forms. The contractor shall advise its employees that OCSE may find them unsuitable for employment under this contract.

The contractor shall submit HSPD-12 identity verification forms for employees, including subcontractor employees, within 10 working days of appointment to the project. Employees for whom HSPD-12 identity verification forms have not been received as required within ten days prior of appointment to the contract, will not be permitted to work under this contract. The contractor shall require all employees, including subcontractors to complete all background investigation forms electronically after the HSPD-12 process is completed and notification from

PSC to the employee to begin the background investigation process is received. The Contracting

Officer’s Representative (COR) will return to the contractor forms that are incomplete or inaccurate, and advise the contractor that employees with such forms will not be allowed to work under the contract, except as specifically authorized by the COR.

OCSE reserves the right to renegotiate a higher level of suitability determination for a few select individuals with the greatest amount of system authority.

The Contractor shall account for all forms of Government-provided identification issued to the

Contractor employees in connection with performance under this contract. The Contractor shall return such identification to the issuing agency at the earliest of any of the following, unless otherwise determined by the Government;

(1) When no longer needed for contract performance.

(2) Upon completion of the Contractor employee‘s employment.

(3) Upon contract completion or termination.

(c) The Contracting Officer may delay final payment under a contract if the Contractor fails to comply with these requirements.

H.2 Contractor-Employee Non-Disclosure Agreements

Each Contractor employee who may have access to sensitive information under this contract must complete the “Office of Child Support Enforcement Agreement to Safeguard Confidential

Data” that explains staff obligations and penalties for non-compliance and the HHS and OCSE

Rules of Behavior that explains the appropriate use of HHS and OCSE systems.

OCSE maintains a file of the signed and witnessed Non-Disclosure agreement and the signed

HHS and OCSE Rules of Behavior which must be read and signed prior to performing any work under the contract and annually in conjunction with the required Security Awareness Training.

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H.3 Security Awareness Training

HHS policy requires that Contractors receive security training commensurate with their responsibilities for performing work under the terms and conditions of their contractual agreements.

OCSE conducts security awareness training for all project personnel. Personnel with enhanced security responsibilities, such as developers and systems and network administrators receive special role based training and personnel with access to IRS data receive training specific to handling IRS data.

The Contractor shall assure that each Contractor employee has completed the appropriate role based FPLS Security Awareness Training course prior to performing any contract work.

H.4 Confidential Treatment of Sensitive Information

The Contractor staff shall maintain the confidentiality and security of any policy information, including proposed legislation and regulations. Such information made available as part of this contract shall be used only for the purpose of carrying out the provisions of this contract.

Information contained in such material shall be treated as confidential and shall not be divulged or made known in any manner to any person except as may be necessary in the performance of this contract. In addition, the Contractor staff will be required to protect federal information and federal information systems in order to ensure their integrity, confidentiality, and availability.

Inspection by or disclosure to anyone outside of the approved Government personnel is prohibited.

H.5 Evaluation of Contractor Performance

During the life of this contract, Contractor performance will be evaluated on an interim and final basis pursuant to FAR Subpart 42.15. The Contractor Performance Assessment Reporting

System (CPARS) will be utilized for these reviews. Information on CPARS can be located at http://www.cpars.gov.

H.6 Personnel

The Contractor shall maintain an inventory of billets assigned to the project and the project staff assigned to those billets. The Contractor must request approval from the OCSE COR for replacement or change to any billet assigned to the project or to request any new billet not originally proposed. The new billet request will specify the work to be performed and the target labor category for the described work.

H.7 HHSAR 352.242-70 Key Personnel (January 2006)

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

At least 30 days prior to diverting any of the specified individuals to other programs or contracts

(or as soon as possible, if an individual must be replaced, for example, as a result of leaving the http://www.cpars.gov/

Request for Proposal 15-233-SOL-00224 Page 25 of 64 employ of the Contractor), the Contractor shall notify the Contracting Officer and shall submit comprehensive justification for the diversion or replacement request (including proposed substitutions for key personnel) to permit evaluation by the Government of the impact on performance under this contract. The Contractor shall not divert or otherwise replace any key personnel without the written consent of the Contracting Officer. The Government may modify the contract to add or delete key personnel at the request of the contractor or Government.

Name Title

TBD Administrative Assistant III

TBD Subject Matter Expert

TBD Subject Matter Expert Attorney

TBD Document Support Specialist

H.8 Non-Personal Services And Inherently Governmental Functions

Pursuant to FAR 37.1, no personal services shall be performed under this contract. All work requirements shall flow only from the COR to the Contractor's Project Manager. No

Contractor employee will be directly supervised by the Government. All employee assignments, and daily work direction, shall be given by the applicable Contractor supervisor. If the

Contractor believes any Government action or communication has been given that would create a personal services relationship between the Government and any

Contractor employee, the Contractor shall promptly notify the Contracting Officer of this communication or action.

Pursuant to FAR 7.5, the Contractor shall not perform any inherently governmental actions under this contract. No Contractor employee shall hold him or herself out to be a Government employee, agent, or representative. No Contractor employee shall state orally or in writing at any time that he or she is acting on behalf of the Government. In all communications with third parties in connection with this contract, Contractor employees shall identify themselves as

Contractor employees and specify the name of the company for which they work. In all communications with other Government Contractors in connection with this contract, the

Contractor employee shall state that they have no authority to in any way change this contract and that if the other Contractor believes this communication to be a direction to change their contract, they shall notify the Contracting Officer for that contract and not carry out the direction until a clarification has been issued by the Contracting Officer.

The Contractor shall insure that all of its employees working on this contract are informed of the substance of this article. Nothing in this article shall limit the Government’s rights in any way under the other provisions of this contract, including those related to the Government’s right to inspect and accept the services to be performed under this contract. The substance of this article shall be included in all subcontracts at any tier.

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H.9 Post Award Organizational Conflict Of Interest

a. General: The Contractor shall have programs in place to identify, report, and mitigate actual and potential conflicts of interest for itself, its employees, subcontractors and consultants.

The existence of such programs and the disclosure of known actual or potential conflicts are material performance requirements of this contract.

b. Disclosure: The Contractor shall report all actual and potential conflicts of interest pertaining to this contract to the Contracting Officer, including those that would be caused by a contemplated modification to this contact or another contract. Such reports shall be in writing

(including by email).