RFQ_1605DC-19-Q-00010_11-16-2018.pdf

SEE ADDENDUMIS CHECKED

CODE 18a. PAYMENT WILL BE MADE BY

CODE

FACILITYCODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

OFFEROR

OPS

S-4307 200 Constitution Ave, NW Office of Procurement Services US Department of Labor

OASAM DC HRC SHIP CODE 16. ADMINISTERED BYCODE

X

X

X

541611

SIZE STANDARD:

100.00 % FOR:SET ASIDE:UNRESTRICTED OROPS

RFPIFB

10. THIS ACQUISITION ISCODE

RFQ

14. METHOD OF SOLICITATION

13b. RATING

NAICS:

SMALL BUSINESS

12/07/2018 1700 ES

11/16/2018

202-693-7165ROXANNE YORGASON

(No collect calls)

INFORMATION CALL:

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

4. ORDER NUMBER3. AWARD/ 6. SOLICITATION

1605DC-19-Q-00010

5. SOLICITATION NUMBER

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

1 71 1605-HRC-19-NAT-0002OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

Washington DC 20210-0001

TELEPHONE NO.

17a. CONTRACTOR/

WASHINGTON DC 20210

ROOM C5517

200 CONSTITUTION AVE., NW

US DEPARTMENT OF LABOR

15. DELIVER TO

Washington DC 20210-0001 S-4307 200 Constitution Ave, NW Office of Procurement Services

9. ISSUED BY

7.

2. CONTRACT NO.

EFFECTIVE DATE

$15.00

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW

ISSUE DATE

DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

11.

SEE SCHEDULEX

12. DISCOUNT TERMS

THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13a.

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

8(A)

US Department of Labor

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

This solicitation is a 100% Small Business Set-Aside, issued pursuant to the procedures of FAR Parts 12, 13.5, and 19.

This requirement is for Child Care Subsidy Management Support Services for the U.S.

Department of Labor (DOL), Human Resources Center (HRC) as required by the Performance Work Statement (PWS) for a period of one base year and four option years. The anticipated period of performance is 2/1/2019 to 1/31/2024.

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

HEREIN, IS ACCEPTED AS TO ITEMS:

X

XX

DATED

Nicole D. Taylor

. YOUR OFFER ON SOLICITATION (BLOCK 5),

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER

ARE

ARE

31c. DATE SIGNED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (Type or print)

ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL

SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

OFFER

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

ARE NOT ATTACHED.

ARE NOT ATTACHED.

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

30b. NAME AND TITLE OF SIGNER (Type or print)

30a. SIGNATURE OF OFFEROR/CONTRACTOR

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

25. ACCOUNTING AND APPROPRIATION DATA

29. AWARD OF CONTRACT:

REF.

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32c. DATE 32b. SIGNATURE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

40. PAID BY39. S/R VOUCHER NUMBER38. S/R ACCOUNT NUMBER

37. CHECK NUMBER

FINALPARTIAL

36. PAYMENT

FINALPARTIAL

35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER33. SHIP NUMBER

COMPLETE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

42d. TOTAL CONTAINERS42c. DATE REC'D (YY/MM/DD)

42b. RECEIVED AT (Location)

42a. RECEIVED BY (Print)

41c. DATE41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

STANDARD FORM 1449 (REV. 2/2012) BACK

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

DOL intends to award a Firm Fixed Price contract.

Clarifying questions regarding this solicitation should be emailed to the Contract Specialist, Roxanne Yorgason, Yorgason.Roxanne.A@dol.gov with a Courtesy Copy to the Contracting Officer, Nicole D. Taylor, Taylor.Nicole.D@dol.gov (by

12:00 pm ET on November 26, 2018) using the format in the attached Q&A spreadsheet. Questions received in any other format will not receive a response. Responses to questions will be posted as an amendment to the FBO posting.

Quotes are due via email to the Contract

Specialist, Roxanne Yorgason, Yorgason.Roxanne.A@dol.gov with a Courtesy Copy to the Contracting Officer, Nicole D. Taylor, Taylor.Nicole.D@dol.gov. Quotes are due in accordance with Section E of the solicitation by the closing date and time in block 8.

Attachments:

A - Quality Assurance Surveillance Plan (QASP)

B - Contractor Confidentiality/Non-Disclosure

Agreement

C - Past Performance Questionnaire

D - Question & Answer Spreadsheet

Continued ...

32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

71 2 of

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

3 71

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

1605DC-19-Q-00010

0001 Base Period: Monthly Administration Fee 12 MO

Product/Service Code: R699

0002 Base Period: Subsidy

Product/Service Code: 9999

1001 Option Period 1: Monthly Administration Fee 12 MO

(Option Line Item)

(Anticipated Option Exercise Date)12/15/2019

Product/Service Code: R699

1002 Option Period 1: Subsidy

(Option Line Item)

(Anticipated Option Exercise Date)12/15/2019

Product/Service Code: 9999

2001 Option Period 2: Monthly Administration Fee 12 MO

(Option Line Item)

(Anticipated Option Exercise Date)12/15/2020

Product/Service Code: R699

2002 Option Period 2: Subsidy

(Option Line Item)

(Anticipated Option Exercise Date)12/15/2020

Product/Service Code: 9999

3001 Option Period 3: Monthly Administration Fee 12 MO

(Option Line Item)

(Anticipated Option Exercise Date)12/15/2021

Product/Service Code: R699

3002 Option Period 3: Subsidy

(Option Line Item)

(Anticipated Option Exercise Date)12/15/2021

Product/Service Code: 9999

4001 Option Period 4: Monthly Administration Fee 12 MO

(Option Line Item)

Continued ...

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

4 71

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

1605DC-19-Q-00010

(Anticipated Option Exercise Date)12/15/2022

Product/Service Code: R699

4002 Option Period 4: Subsidy

(Option Line Item)

(Anticipated Option Exercise Date)12/15/2022

Product/Service Code: 9999

The subsidy amount will be determined upon contract award. The subsidy amount will be obligated to the contract solely for the purpose of distribution by the contractor.

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

1605DC-19-Q-00010

DOL Child Care Subsidy Program Management

ADDENDUM TO STANDARD FORM 1449

This addendum to the Standard Form (SF) 1449 provides for continuation of the schedule and description of the services to be acquired

Section B – Schedule of Services and Prices The Contractor shall furnish all necessary, management, supervision, labor and equipment, except as may be otherwise specified herein, and shall plan, schedule, coordinate and assure effective performance of all services described herein.

This is a firm fixed price contract. The base period of performance is February 1, 2019 – January 31, 2020. There are options to extend the period of performance for up to an additional four years (four one-year options) and six months, for a total five (5) years and six (6) months potential duration.

The Government is not obligated to pay the Contractor any amount other than those contained herein. Pricing is inclusive of all estimated costs associated with completing the Government’s current requirements, which are contained in the Section C, Performance Work Statement, for the entire period of performance (including options if exercised).

CLIN Description Quantity Unit Of Issue Unit Price Total Base Period: February 1, 2019 – January 31, 2020

0001 Administration Fee 12 Months 0002 Subsidy TBD TBD TBD TBD*

Option Period 1: February 1, 2020 – January 31, 2021 1002 Administration Fee 12 Months 1002 Subsidy TBD TBD TBD TBD*

Option Period 2: February 1, 2021 – January 31, 2022 2001 Administration Fee 12 Months 2002 Subsidy TBD TBD TBD TBD*

Option Period 3: February 1, 2022 – January 31, 2023 3001 Administration Fee 12 Months 3002 Subsidy TBD TBD TBD TBD*

Option Period 4: February 1, 2023 – January 31, 2024 4001 Administration Fee 12 Months 4002 Subsidy TBD TBD TBD TBD*

Option to Extend for Six Months: February 1, 2024 – July 31, 2024** TBD Administration Fee 6 Months TBD Subsidy TBD TBD TBD TBD*

*The subsidy amount will be determined by the Government upon contract award.

**DOL reserves the right to exercise FAR clause 52.217-8 – Option to Extend Services within any time during the task order performance period in accordance with FAR clause 52.217-8.

Should DOL exercise this option for a period other than the last option period, the contractor shall continue performance within the limits and at the rates specified under the preceding performance period.

Section C – Performance Work Statement

CHILDCARE SUBSIDY PROGRAM MANAGEMENT

PART 1

GENERAL INFORMATION

1.1. Description of Services/Introduction: The contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and non-personal services necessary to perform childcare subsidy program management services as defined in this Performance Work Statement. The contractor shall perform to the standards in this contract.

1.2. Background: The U.S. Department of Labor (DOL) fosters and promotes the welfare of the job seekers, wage earners, and retirees of the United States by improving their working conditions, their opportunities and ensuring the adequacy of America’s workplaces. The Department administers a variety of Federal labor laws including those that guarantee a minimum hourly wage and overtime pay; freedom from employment discrimination and other support.

The Office of the Assistant Secretary for Administration and Management (OASAM) is responsible for the development of policies, standards, procedures, systems and materials related to the resource and administrative management of the Department.

The Human Resources Center (HRC) is responsible for providing leadership, guidance and expertise in all areas related to management of the Department’s human resources, including recruitment and development of staff, management of personnel systems, leadership in labor management partnership and improving and supporting work and family life.

1.3. Objectives: The objective of this effort is to assist eligible DOL employees and their families within the Department of Labor to obtain quality, licensed day care for dependent children which enables them to work while ensuring the safety and well-being of their children pursuant to Public Law 106-554, Sec. 633. The subsidy assistance program reduces the amount of money employees pay for childcare by providing subsidies directly to childcare providers. These objectives are in compliance with the Privacy Act (5 U.S.C.

§552a), Privacy Act Notice in the Federal Register (67 Fed. Reg. 16847, DOL/OASAM-35) and the guidance provided in the DOL HR News You Can Use, Volume 8, Issue 3 dated March 22, 2018 which lists DOL’s eligibility formula and guidance on the program.

1.4. Scope: The contractor shall administer DOL’s childcare subsidy program by providing the full-range of services required and by receiving a specified sum of money for the agency and distributing it to childcare providers as child care subsidy funds. The contractor must be able to receive completed applications from DOL employees located throughout the United States, determine eligibility, respond accurately and promptly to employees; pay the appropriate subsidy to child care providers who meet established eligibility standards, and complete various specialized reports for DOL.

1.5. Period of Performance: The period of performance shall be for one (1) Base Period of 12 months and four (4) 12-month option periods:

Base Period: February 1, 2019 through January 31, 2020 Option Period I: February 1, 2020 through January 31, 2021 Option Period II: February 1, 2021 through January 31, 2022 Option Period III: February 1, 2022 through January 31, 2023 Option Period IV: February 1, 2023 through January 31, 2024

The Government reserves the right to extend the term of this contract at the prices set forth in Section B in accordance with the terms and conditions contained in clause 52.217-9 entitled, “Option to Extend the Term of the Contract” and clause 52.217-8 entitled, “Option to Extend Services.”

1.6. General Information

1.6.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. As a minimum, the contractor shall develop quality control procedures that address the areas identified in Technical Exhibit 1, “Performance Requirements Summary”.

The Contractor will provide their Quality Control Plan (QCP) as part of the Contractor’s quotation with a final version reviewed and accepted by the Government within 90 days after contract award. The approved comprehensive written QCP shall be submitted to the CO (Contracting Officer) and COR within 5 business days when changes are made thereafter. After acceptance of the quality control plan the Contractor shall receive the CO’s acceptance in writing of any proposed change to his Quality Control system.

In any instance where the Contractor has knowledge that any actual or potential situation may delay or threaten to delay the timely performance of the resulting contract, the Contractor shall immediately notify the COR, in writing, via email. This notice shall include all relevant information and corrective actions that are being taken. The Government reserves the right to hold the Contractor fully accountable for problems incurred as a result of such delays, including denial of delivery time extensions, if such notification is not provided.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Government Remedies: The contracting officer shall follow FAR 52.212-4, “Contract Terms and Conditions-Commercial Items” for contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

1.6.4 Recognized Holidays:

The contractor is not required to perform services on the following holidays:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

Any other day designated by Federal Statute, Executive Order, or Presidential Proclamation.

(b) Any of the above holidays falling on a Saturday or Sunday shall be observed on the date designated by the Federal Government. Observance of such days by Government personnel shall not be cause for additional period of performance or entitlement to compensation. If the contractor’s personnel work on a holiday, the Government will not reimburse the contractor for holiday or other premium compensation.

1.6.5 Hours of Operation/Place of Performance: The contractor is responsible for conducting business between the hours of 8:00 a.m. to 5:00 p.m. Monday thru Friday, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this statement of work when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the work force are essential. Telecommuting or “work at home” is not authorized under this contract unless under emergency situations as determined by the COR.

1.6.6 Type of Contract: The government anticipates award of a firm fixed price contract.

1.6.7 Security Requirements: Contractor staffs are required to conform to DOL's security and privacy requirements as described below:

The Contractor shall comply with the Computer Security Act of 1987. All products and deliverables developed under this SOW shall comply with DOL Computer Security guidelines and the guidelines contained in OMB Circular A-130. All Contract staff working in DOL office space and/or using the DOL LAN/WAN and computer systems to perform duties under this SOW will agree to and sign the DOL Rules of Behavior for Computer Use and a Non-disclosure Agreement. A copy of each signed Non-Disclosure agreement shall be submitted to the COR prior to the employee performing any work under this contract.

The Contractor will be responsible for ensuring compliance by its employees with the security regulations of DOL and other Government installations or Contractor facilities where work is performed under this Contract. This includes the safekeeping and display of a Government-provided photo ID badge for employees of the Contractor and any subcontractors while these employees are in federally owned or leased property as described in Section 4. The Contractor will ensure the security of all DOL property, building ID badges, key cards and standard keys issued to Contractor staff. For employees leaving the project permanently or for an extended period of time, the Contractor will return all badges, property, key cards, parking placards, and keys the same day the employees leave the project.

1.6.8 Special Qualifications: None.

1.6.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The post award kick-off meeting shall take place no later than 10 calendar days after contract award. During this meeting, the parties will conduct an in-depth review of the total contract requirements. The Contractor shall provide post-award meeting minutes to the COR within 3 business days after the post-award meeting. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.10 Contracting Officer Representative (COR): A COR will be delegated under separate cover.

1.6.11 Contract Manager: The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

1.6.12 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.6.13 Transition Plan and Phase In/Phase Out: Continuation of services and operations is a critical concern during the possible transition of activities from an incumbent contractor or vendor staff to the succeeding contractor. Services are to be obtained in the most cost-effective manner and free of any potential conflicts of interest. The contractor recognizes that the services prescribed under any resulting contract are vital to the Government and must be continued without interruption and that, upon contract expiration, a successor, either the Government or another contractor, may continue to provide these services. To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have staff onboard, during the 60-day transition period. During the transition the Contractor shall become familiar with the performance requirements in order to commence full performance of services on the contract start date. The transition period will allow the current vendor to complete processing of invoices within the required timeframe and process applications for the annual recertification period. See section 5.5 for additional information regarding the transition plan and phase in/phase out requirements.

PART 2

DEFINITIONS & ACRONYMS

Contracting Officer’s Representative (COR) A representative from the requiring activity assigned by the Contracting Officer to perform surveillance and to act as liaison to the contractor.

CO Contracting Officer

Defective Service A service output that does not meet the standard of performance associated with it in the Performance Work Statement.

DOL Department of Labor

FAR Federal Acquisition Regulation

FIPS PUB Federal Information Processing Standards Publications

HRC Human Resources Center

HSPD Homeland Security Presidential Directive

NACI National Agency Check with Inquiries

OASAM Office of the Assistant Secretary for Administration and Management

OMB Office of Management and Budget

OSHA Occupational Safety and Health Administration

OWLPP Office of Worklife, Leave, and Pay Policy

PIV Personal Identity Verification

POP Period of Performance

PWS Performance Work Statement

Quality Assurance. Those actions taken by the government to assure services meet the requirements of the Performance Work Statement.

Quality Assurance Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

Quality Control (QC). Those actions taken by a contractor to control the performance of services so that they meet the requirements of the PWS.

SF Standard Form

USC United States Code

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3.1 GENERAL: The Government shall provide the following resources to the Contractor:

3.1.1 Facilities, Supplies and Services

The Government will provide appropriate documents and applicable information to complete the work as described in the PWS.

3.1.2 Information Sources

Knowledgeable DOL personnel will be made available to assist Contractor personnel in obtaining information pertinent to this PWS. The contractor will be provided all necessary documentation pertinent to the performance of the specified tasks.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

Except for those items specifically stated to be government furnished in Part 3, the contractor shall furnish everything required to perform this PWS.

PART 5

SPECIFIC TASKS

5.1 BASIC SERVICES. The contractor shall administer DOL’s childcare subsidy program by providing the full-range of services required and by receiving a specified sum of money for the agency and distributing it to childcare providers as child care subsidy funds. The contractor must be able to receive completed applications from DOL employees located throughout the United States, determine eligibility, respond accurately and promptly to employees and pay the appropriate subsidy to child care providers who meet established eligibility standards. The contractor will complete and submit various specialized reports within 2 business days of COR request. The following is the set of tasks required under this contract:

5.2 Develop and Receive Applications, Comply with Regulations, Evaluate Eligibility

The contractor shall:

a. Work with DOL staff to develop an updated application, when requested by DOL and OPM. The current application is the OPM 1643 (Child Care Subsidy Application Form, https://www.opm.gov/forms/pdf_fill/opm1643.pdf).

b. Establish and provide policies and procedures to identify the eligibility requirements within 14 calendar days after contract award.

c. Identify all documents required to complete the application process within 14 calendar days after contract award.

d. Establish guidance on: how/where to submit an application; process by which applications will be assessed; and the process by which recipients will be notified of the status of their application.

e. Process applications and make a determination of eligible subsidy assistance within 10 days of receipt. The amount will be based on DOL’s formula and the determination of percentage paid.

f. Ensure that any assistance an employee receives from state/county/local child care subsidy funds is taken into consideration when determining the subsidy amount.

g. Ensure that child care providers receiving funds as a result of the agency’s subsidy program are licensed and/or regulated by state and/or local authorities based on the definition in the Department of Labor Childcare Subsidy Program.

h. Require federal employees to submit with their application form a completed copy of OPM 1644 (Childcare Provider Information Form, https://www.opm.gov/forms/pdf_fill/opm1644.pdf). Attached with the form shall be a copy of provider’s latest license and/or statement of compliance from their state and/or local authorities.

i. Ensure that licensed child care providers understand that if a provider, for whatever reason is no longer licensed and/or regulated by the state and/or local authorities, the provider shall immediately notify the contractor and the federal employee whose child is enrolled in the childcare program. In such cases, the provider will no longer be permitted to receive subsidy funds.

https://www.opm.gov/forms/pdf_fill/opm1643.pdf https://www.opm.gov/forms/pdf_fill/opm1644.pdf

j. Have procedures in place that ensure no payments are made to providers prior to the service being provided, without approval from the OWLPP program manager. If payments are made without approval, DOL will deduct the amount from the vendor’s administrative fee. The contractor will submit written procedures to the COR within 14 calendar days after contract award and the COR will review to ensure they are within OPM guidelines.

k. Have written procedures in place to notify participants when they participate in the Childcare Subsidy Program, the subsidy counts towards their Dependent Care Flexible Spending Account pre-tax benefit limit.

l. Have written procedures in place to notify participants of the year-end requirement to submit information to DOL for tax purposes.

m. Have written policies and procedures in place to provide cost recovery in the event the vendor disburses subsidy funds to ineligible employees. DOL expects in such a case that the recovery of funds will be collected within 60 days from the date the overpayment is found. If the funds are not collected within the 60 days, DOL will deduct the amount of the overpayment from the vendor’s administrative fee.

n. Notify the parents and childcare providers of the amount of monthly subsidy assistance that each family will receive and the date the subsidy will begin.

o. Provide information on the childcare subsidy program in response to requests for information under the Freedom of Information Act or Privacy Act.

p. Have an electronic system that will be used to track and monitor the subsidy recipients, including verification of employment status.

q. Maintain confidentiality of all information contained in the childcare subsidy applications and ensure that only the appropriate DOL Office of Worklife, Leave and Pay Policy employee, the contractor, and the child care provider know the identity of the participant. It is the responsibility of the contractor to ensure and protect DOL employee applicants PII. If there is a loss or unauthorized disclosure of DOL employees’ information, the contractor must notify the OWLPP COR and program manager within one hour of the discovery.

5.3 Receiving Reimbursement Monies from DOL, Paying Subsidy to Providers

The contractor shall:

a. Ensure that child care providers submit a written invoice no less frequently than monthly to the contractor. Both the childcare provider and the parent must certify on the invoice that the childcare was provided. The contractor shall provide payment on the invoiced amount not later than fourteen (14) calendar days after the date the invoice was received.

b. Pay the subsidy directly to the childcare provider.

c. Pay childcare subsidy awards quoted as weekly amounts. Invoices must be prepared using full week amounts unless services for the child end during a particular week.

d. On a monthly basis, review the funds available in the direct deposit account to verify that adequate funding for the program is available. The contractor will return unexpended funds for childcare subsidy to the government, after consultation with the

COR and the Division of Client Financial Management Services, not more than 60 days after the end of the calendar year.

e. Contractor will invoice DOL no more frequently than quarterly for the administrative fee due based on actual program expenditures.

f. All funds provided by DOL will be direct deposited to an account maintained by the contractor.

5.4 Preparing Reports for DOL

The contractor shall:

a. Develop and propose to DOL monthly and annual reporting plans to be considered by the COR. The monthly and annual reporting plans shall be submitted within 2 weeks after contract award. These plans will detail and outline the types of monthly and annual reports that the contractor shall provide. DOL will review the plans and advise whether or not they are acceptable within 10 business days after receipt from the contractor. After DOL accepts the plans , the contractor shall email the final version of the plans to [to be completed at time of award] within 5 calendar days.

b. At a minimum, monthly reports shall include the following information:

i. Number of applications received by agency subcomponent (i.e. OSHA, OASAM), regional office, union, and break down the number of employees who were eligible and those not eligible.

ii. List of subsidy recipients with at least the following information for each participant: agency employer, region, family adjusted gross income, grade level and federal salary, total childcare expenses, total amount of DOL subsidy.

iii. List of ineligible recipients/childcare providers with whom subsidies have been disbursed including a detailed explanation of how these overpayments will be or have been collected.

c. Maintain a monthly accounting broken down by agency, region, and union.

Determine if funding will remain consistent or if there will be major increases or decreases

d. For tax purposes, the contractor shall provide DOL offices with adequate information so that DOL can calculate the amount of subsidy that can be excluded from employees’ gross income. For each employee, list name, social security number, amount of subsidy assistance, and estimated amount of subsidy assistance that is eligible for excluded income from taxes. This information is to be provided no later than mid-December of each year to the Federal program manager in an email that is password protected.

e. For each childcare provider who receives a subsidy under this program, the contractor shall provide a completed IRS Form 1099, (https://www.irs.gov/forms-pubs/about-form-1099-misc) as required by law.

https://www.irs.gov/forms-pubs/about-form-1099-misc

5.5 Transition Plan & Phase-In/Phase-Out Requirements

The contractor will provide a transition plan that will delineate how the contractor will transition services with no loss in the current level of support to the end user.

Continuation of DOL operations is a critical concern during the transition of activities from an incumbent Contractor to the successor. Services are to be obtained in the most effective manner without potential conflicts of interest. To prepare for contract phase-out when appropriate, the Contractor shall develop a 60-Day Outgoing Transition Plan for transitioning the services to the successor Contractor(s) to ensure continuity of services, minimize any decreases in productivity, and prevent possible negative impacts on additional services during the phase-out period.

a. Phase-In: In preparation for assuming operations, the Contractor shall cooperate and work in good faith with incumbent Contractor. During the 30 day phase-in period, the Contractor shall become familiar with performance requirements in order to commence full performance of services expeditiously after the start date. The phase-in period will allow the incumbent Contractor to complete processing of invoices within the required timeframe and process applications for the annual recertification period.

The Contractor’s Transition Plan shall describe the approach to be utilized in transitioning work from existing sources, to include Government and/or Contractor, as applicable, to meet performance requirements of this PWS. Appropriate planning should allow transition to be accomplished without disruption of on-going work and without compromising the OWLPP mission and program objectives. At a minimum, the Transition Plan shall identify the start and end period and transition approach (including work effort, workforce, procurement strategies, and milestones).

b. Phase-Out: At the end of the contract, the Contractor may be required to provide phase-out support for up to 60 days. The Contractor shall, upon the CO's written notice, (1) initiate phase-out services and (2) negotiate in good faith with the successor to determine the nature and extent of the transition services required. The phase-out plan shall be subject to the CO's approval, specify a training process and a date for transferring responsibilities for each task described in the PWS to the follow-own contract awardee. The Contractor shall provide sufficient experienced personnel during the phase-out period to ensure that the services called for by the resulting contract are maintained at the required level of performance and proficiency. The Contractor shall work cooperatively and in good faith with the follow-on contract awardee and provide information and data in a timely and professional manner to ensure a smooth and effective transition of operations from the incumbent to the follow-on contractor. The Contractor shall turn over all government furnished property and data created or produced for this effort. The Contractor shall ensure that all services/activities, for which the Contractor is responsible, shall be completed before the end of the period of performance of the resulting contract.

PART 6

APPLICABLE PUBLICATIONS

Publications applicable to this PWS are listed below. The publications must be coded as mandatory or advisory, the date of the publication, and what chapters or pages are applicable to the requirement. All publications listed are available via the Internet.

OPM Guide For Implementing a Childcare Subsidy Legislation -- https://www.opm.gov/policy-data-oversight/worklife/reference-materials/childcarelegislation.pdf

Privacy Act (5 U.S.C. §§552a -- https://www.gpo.gov/fdsys/pkg/USCODE-2012-title5/pdf/USCODE-2012-title5-partI-chap5-subchapII-sec552a.pdf

DOL HR News You Can Use -- https://labornet.dol.gov/me/hr/news/volume8-issue3.htm

OPM Form 1643 -- https://www.opm.gov/forms/pdf_fill/opm1643.pdf

OPM Form 1644 -- https://www.opm.gov/forms/pdf_fill/opm1644.pdf

IRS Form 1099 - https://www.irs.gov/forms-pubs/about-form-1099-misc https://www.opm.gov/policy-data-oversight/worklife/reference-materials/childcarelegislation.pdf https://www.opm.gov/policy-data-oversight/worklife/reference-materials/childcarelegislation.pdf https://www.gpo.gov/fdsys/pkg/USCODE-2012-title5/pdf/USCODE-2012-title5-partI-chap5-subchapII-sec552a.pdf https://www.gpo.gov/fdsys/pkg/USCODE-2012-title5/pdf/USCODE-2012-title5-partI-chap5-subchapII-sec552a.pdf https://labornet.dol.gov/me/hr/news/volume8-issue3.htm https://www.opm.gov/forms/pdf_fill/opm1643.pdf https://www.opm.gov/forms/pdf_fill/opm1644.pdf

TECHNICAL EXHIBIT 1

Performance Requirements Summary (PRS)

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective Performance Standard Performance Threshold Method of Surveillance

PRS #1: The contractor will prepare specialized reports for DOL.

(Task 5.1)

Specialized reports will be submitted to DOL within 2 business days of the initial request from the COR.

Services must be completed within 2 business days of initial request, 100% of the time.

The COR will evaluate the reports to ensure all requested information is accurate.

PRS # 2: The contractor shall develop and receive applications; comply with regulation, and evaluate eligibility.

(Task 5.2.)

Services including developing and receiving applications; complying with regulation, and evaluating eligibility must be accurately performed within established deadlines (within 14 calendar days upon receipt of application).

Services must be completed within 14 calendar days upon receipt of application, 100% of the time.

Periodic evaluation of participant records by the COR to ensure applications processed within deadlines.

PRS #3: The contractor will establish and provide policies and procedures to identify the eligibility requirements.

(Task 5.2.b)

Policies and procedures will be submitted within 14 calendar days after contract award.

Services must be completed on or before the deadline 100% of the time.

The COR will ensure the requested information is submitted on time.

PRS#4: Identify all documents required to complete the application process.

(Task 5.2)

Contractor must submit all required documents within 14 calendar days after contract award.

Services must be completed on or before the deadline 100% of the time.

The COR will ensure the requested information is submitted on time.

PRS #5: The contractor will have procedures in place that ensure no payments are made to providers prior to the service being provided, without approval from the OWLPP program manager.

(Task 5.2)

The contractor will submit written procedures to the COR within 14 calendar days after contract award.

Services must be completed on or before the deadline 100% of the time.

The COR will evaluate the procedures to ensure in compliance with OPM guidelines.

PRS # 6: The contractor shall pay monies to the childcare providers.

(Task 5.3)

Service (payment to the childcare provider) must be completed within the established 14 calendar days from date of receipt of invoice.

Services must be completed on or before established deadline 100% of the time.

Periodic evaluation of participant records by the

COR.

PRS #7: The contractor shall prepare monthly reports for DOL.

(Task 5.4)

Monthly reports shall be submitted to DOL by the 5th of each month

Services must be completed on or before established deadline 100% of the time.

On a monthly basis, the COR will evaluate reports to ensure all required information is accurate.

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

In addition to other deliverables that may be specified elsewhere in this contract, the Contractor shall complete and deliver for acceptance by the COR and/or Contracting Officer, all task items in accordance with the stated delivery schedule, and other applicable terms of the contract. Contractor must first submit all materials in a “draft” electronic format for review by DOL (document format must be editable by DOL). DOL will review and submit comments within 10 business days of receipt. The Contractor shall incorporate any feedback into the deliverable within 5 calendar days and submit as “final” to DOL for review.

PWS

Para.

Deliverable Frequency # of Copies

Format Submit To

1.10 Quality Control

Plan

Draft is required with the contractor’s quote.

Final plan is due 90 days after contract award.

Any changes to the plan must be submitted 5 business days prior to plan execution.

1 Email – Microsoft Word, PDF, or Excel Spreadsheet Attachment

-COR

-CO

1.6.7 Non-Disclosure

agreement

Required before each employee begins work under this contract

1 per contractor employee

Email – Microsoft Word or PDF

-COR

1.6.9 Post Award

Conference/ Kick-off Meeting

Meeting will occur within10 calendar days after contract award.

n/a Teleconference or in-person meeting n/a

1.6.9 Post Award

Conference/ Kick-off Meeting Notes

Within 3 business days after the post-award meeting

1 Email – Microsoft Word or PDF

-COR

1.6.9 Periodic Progress

Meetings

As required by the

COR

n/a Teleconference or in-person meeting

-Childcare Subsidy Program Manager

- COR

5.1 Specialized As requested by the TBD TBD by the COR -COR

PWS

Para.

Deliverable Frequency # of Copies

Format Submit To

Reports COR; due within 2 business days upon request

5.3.d Return unexpended funds for childcare subsidy to the Government

Not more than 60 days after the end of the calendar year

TBD TBD by the COR -COR

5.3.e Invoices for administrative fee due based on actual program expenditures

No more than quarterly

1 Email – see contract clause DOL 2014-01 - Electronic Submission of Payment Requests Clause (February 2014) for format details

-DOL

Invoice Mailbox

-Childcare Subsidy Program Manager

- COR

5.4.a Monthly Reporting Plan

Draft: Two weeks after contract award

Final: Within 5 calendar days of receipt of DOL feedback.

1 Email -Childcare Subsidy Program Manager

- COR

5.4 Monthly Report By the 5th of each

month

1 Email -Childcare Subsidy Program Manager

- COR

5.4.a Annual

Reporting Plan Draft: Two weeks after contract award

Final: Within 5 calendar days of receipt of DOL feedback.

1 Email -Childcare Subsidy Program Manager

- COR

5.4 Annual Report Annually, Mid-

December.

Date will be

1 Email -Childcare Subsidy Program Manager

PWS

Para.

Deliverable Frequency # of Copies

Format Submit To determined by the OWLPP Program Manager.

- COR

5.4.d Provide data to the Federal program manager in an email that is password protected

Mid-December of each year

1 Email -Childcare Subsidy Program Manager

- COR

5.5 Transition Plan Phase-In: Required

with the contractor’s quote

Phase-Out (Draft):

Required with the contractor’s quote

Phase-Out (Final):

Required 30 calendar days after kick-off meeting

1 Email – Microsoft Word, PDF, or Excel Spreadsheet Attachment

-COR

-CO

TECHNICAL EXHIBIT 3

ESTIMATED SUBSIDY

The chart below reflects the government subsidy amounts from 2014-2018. These historical quantities do not project actual requirements for the new contract. This data is provided for informational purposes only.

YEAR HISTORICAL SUBSIDY

2014 $679,800 2015 $700,192 2016 $721,196 2017 $742,832 2018 $765,116

TECHNICAL EXHIBIT 4

LIST OF ATTACHMENTS

Attachment A Quality Assurance Surveillance Plan (QASP) Attachment B Contractor Confidentiality/Non-Disclosure Agreement Attachment C Past Performance Questionnaire Attachment D Question & Answer Spreadsheet

Section D – Contract Clauses

DOL-SPECIFIC CLAUSES

This order includes one or more Department of Labor acquisition clauses, which are provided in full text.

D.1 DOLAR 2952.201-70 - Contracting Officer's Representative (COR) Clause

(a) A Contracting Officer's Representative (COR) will be delegated upon award. A copy of the delegation memorandum will be provided to the COR and a delegation letter sent to the vendor.

(b) The COR is responsible, as applicable, for receiving all deliverables; inspecting and accepting the supplies or services provided hereunder in accordance with the terms and conditions of this contract; providing direction to the contractor which clarifies the contract effort, fills in details or otherwise serves to accomplish the contractual scope of work; evaluating performance; and certifying all invoices/vouchers for acceptance of the supplies or services furnished for payment.

(c) The COR does not have the authority to alter the contractor's obligations under the contract, and/or modify any of the expressed terms, conditions, specifications, or cost of the agreement. If, as a result of technical discussions, it is desirable to alter/change contractual obligations or the scope of work, the contracting officer must issue such changes.

(End of Clause)

D.2 DOL 2012-02—CONTRACTOR’S OBLIGATION TO NOTIFY THE

CONTRACTING OFFICER OF A REQUEST TO CHANGE THE CONTRACT SCOPE

(MAR 2012)

(a) Except for changes identified in writing and signed by the Contracting Officer, the Contractor is required to notify, within five working days of receipt or knowledge, any request for changes to this contract (including actions, inactions, and written or oral communications) that the Contractor regards as exceeding the scope of the contract. On the basis of the most accurate information available to the Contractor, the notice shall state:

(1) The date, nature, and circumstances of the conduct regarded as a change in scope;

(2) The name, function, and activity of each Government individual and Contractor official or employee involved in, or knowledgeable about, such conduct;

(3) The identification of any documents and substance of any oral communication involved in such conduct;

(b) Following submission of this notice, the Contractor shall continue performance in accordance with the contract terms and conditions, unless notified otherwise by the Contracting Officer.

(c) The Contracting Officer shall promptly, within 5 business days after receipt of notice from the Contractor, respond to the notice in writing. In responding, the Contracting Officer shall either:

(1) Confirm that the Contractor's notice identifies a change in the scope of the contract and directs the Contractor to stop work, completely or in part, in accordance with the Stop Work provisions of the contract;

(2) Deny that the Contractor's notice identifies a change in scope and instruct the Contractor to continue performance under the contract.

(End of Clause)

D.3 DOL 2012-01 ORGANIZATIONAL CONFLICT OF INTEREST CLAUSE - OCI-1

EXCLUSION FROM FUTURE AGENCY CONTRACTS (DECEMBER 2012)

This clause supplements the FAR provisions on organizational conflicts of interest, located at FAR subpart 9.500 and should be read in conjunction with these provisions. To the extent there is any inconsistency or confusion between the two provisions, the FAR provision controls.

(a) Work under this contract may create a future organizational conflict of interest (OCI) that could prohibit the Contractor from competing for, or being awarded, future Government contracts.

The following examples illustrate situations in which organizational conflicts of interest may arise. They are not all inclusive, but will be used by the Contracting Officer as general guidance in individual contract situations:

(1) Unequal Access to Information. The performance of this contract may provide access to "nonpublic information," which could provide the contractor an unfair competitive advantage in later solicitations or competitions for other DOL contracts. Such an advantage could be perceived as unfair by a competing vendor who is not given similar access to the same nonpublic information that is related to the future procurement action. If you, as a contractor, in performing this contract, obtain nonpublic information that is relevant to a future procurement action, you may be required to submit and negotiate an acceptable mitigation plan prior to being deemed eligible to compete on the future action. Alternatively, the "nonpublic information" may be provided to all offerors.

(2) Biased Ground Rules. Your contract with DOL may have, in some fashion, established important "ground rules" for another DOL procurement in which you may desire to be a competitor. For example, this contract may involve you drafting the statement of work, specifications, or evaluation criteria for a future DOL procurement. The primary concern, in any such situation, is that any such firm could skew the competition, whether intentionally or not, or be perceived as having skewed the competition, in its own favor. If the requirements of this DOL contract anticipate the contractor may be placed in a position to establish important ground rules, including but not limited to those described herein, the contractor may be precluded from competing in the related action or, if possible, may be required to submit and negotiate an acceptable mitigation plan.

(3) Impaired Objectivity. The performance of this contract may result in the contractor being placed in a situation where it is able, or required, to provide assessment and evaluation findings concerning itself, another business division, a subsidiary or affiliate, or other entity with which it has a significant financial relationship.