16-233-SOL-00296_BASE.pdf

RFP Solicitation 16-233-SOL-00296_ Low Income Home Energy Assistance (LIHEAP) On-site Technical Assistance for State Grantees Proposal Due: July 22, 2016 (12:00pm EST)

SECTION A – Solicitation

1.1 COMBINED SYNOPSIS/SOLICITATION

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 16-233-SOL-00296. 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 (FAC) 2005-86 published in the Federal Register on December 31, 2015.

This announcement serves to notify offerors that the government contemplates awarding a firm fixed price 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.

RFP Solicitation 16-233-SOL-00296_ Low Income Home Energy Assistance (LIHEAP) On-site Technical Assistance for State Grantees

SECTION B - Supplies or Services and Prices/Costs

B.1 BRIEF DESCRIPTION OF SERVICES

Administrative support and assistance to provide on-site training and technical assistance to LIHEAP state grantee.

B.2 TYPE OF CONTRACT

The contract type awarded is a Firm Fixed Price

B.3 SEVERABLE SERVICES

The services acquired under this contract are severable services. Funds are only available for use for the contract line item (CLIN) to which they are obligated. Unused funds from one CLIN may not rollover for use in other periods.

B.4 CONSIDERATION AND PAYMENT (Fixed Price – Severable Services)

In consideration of satisfactory performance of the work as described throughout this contract, the Contractor shall be paid a fixed price for each CLIN (if exercised). If the options are exercised, funding will be obligated by modification to the contract. The base period and option periods are priced as follows:

Contract Period Period of Performance Fixed Price CLIN 1 Base Period 9/30/2016 – 9/29/2017 CLIN 2 Option Year 1 9/30/2017 – 9/29/2018 CLIN 3 Option Year 2 9/30/2018 – 9/29/2019 TOTAL Potential Value inclusive of all CLINS

RFP Solicitation 16-233-SOL-00296_ Low Income Home Energy Assistance (LIHEAP) On-site Technical Assistance for State Grantees

Payment shall be made upon the delivery and acceptance of the services required in accordance with the following payment schedule:

September 30, 2016 – September 29, 2017

Base Period Payment Plan

Deliverable Payment Amount

1.1

1.2

2.1

2.2

2.3

2.4

2.5

2.6

2.7

2.8

2.9

2.10

2.11

2.12

2.13

2.14

2.15

2.16

2.17

2.18

2.19

2.20

3.1

RFP Solicitation 16-233-SOL-00296_ Low Income Home Energy Assistance (LIHEAP) On-site Technical Assistance for State Grantees

September 30, 2017 – September 29, 2018

Option Year 1 Payment Plan

Deliverable Payment Amount

1.1

1.2

2.1

2.2

2.3

2.4

2.5

2.6

2.7

2.8

2.9

2.10

2.11

2.12

2.13

2.14

2.15

2.16

2.17

2.18

2.19

2.20

3.1

3.2

3.3

3.4

RFP Solicitation 16-233-SOL-00296_ Low Income Home Energy Assistance (LIHEAP) On-site Technical Assistance for State Grantees

September 30, 2018 – September 29, 2019

Option Year 2 Payment Plan

Deliverable Payment Amount

1.1

1.2

2.1

2.2

2.3

2.4

2.5

2.6

2.7

2.8

2.9

2.10

2.11

2.12

2.13

2.14

2.15

2.16

2.17

2.18

2.19

2.20

3.1

RFP Solicitation 16-233-SOL-00296_ Low Income Home Energy Assistance (LIHEAP) On-site Technical Assistance for State Grantees

SECTION C - Description/Specifications/Statement of Work

Low Income Home Energy Assistance (LIHEAP) On-site Technical Assistance for State Grantees

C.1 PROGRAM DESCRIPTION AND BACKGROUND

BACKGROUND

The U.S. Department of Health and Human Services, Administration for children and Families, Office of Community Services (OCS) administers the Low Income Home Energy Assistance Program (LIHEAP). The purpose of LIHEAP is to provide low-income households with assistance in paying for their home energy costs (both heating and cooling), respond to home energy-related crisis situations, and provide low-cost home repairs that result in increased energy efficiency and lower home energy costs. Each year, OCS awards grants to state governments, territory governments, tribal governments, and tribal organizations to provide LIHEAP services in their respective service areas. This contract focuses on the training and technical assistance needs of OCS’s state and territory grantees.

LIHEAP state and territory grantees are composed of 51 states, the District of Columbia, Puerto Rico, American Samoa, the Northern Marianna Islands, Guam, and the Virgin Islands. In aggregate, these grantees receive approximately $3 billion each year in LIHEAP funds. Awards to individual grantees vary from $500,000 to as much as $325 million.

C.2 STATEMENT OF WORK - Severable Services

The Contractor shall furnish all of the necessary personnel, materials, services, facilities, (except as otherwise specified herein), and otherwise do all the things necessary for or incident to the performance of the work as set forth below:

BASE YEAR

TASK 1 – Planning and Communication

The Contractor shall participate in a project kick-off meeting to be convened by OCS within ten

(10) business days of contract award. Participants shall include key project staff and relevant representatives of the Contractor organization. The meeting shall be a forum for commencing communication between OCS and the Contractor, introducing key personnel, and establishing communication and project ground rules. At such meeting, the Contractor and OCS shall discuss how personnel will be supervised and monitored to assure efficient, accurate and effective work.

No later than three (3) business days prior to the kick-off meeting, the Contractor shall submit a briefing memo to the Contracting Officer ‘s Representative (COR) that provides suggested agenda items, discussion topics, issues to be covered during the meeting and copies of all exhibits and other materials that will be discussed or presented at the meeting.

Following the meeting, the Contractor shall develop a memorandum that documents and reviews major issues discussed at the meeting, all decisions made, any open or pending issues, and all other

RFP Solicitation 16-233-SOL-00296_ Low Income Home Energy Assistance (LIHEAP) On-site Technical Assistance for State Grantees relevant information. The memorandum shall be submitted to the COR for review and approval no later than ten (10) business days after the meeting date.

The Contractor shall also submit a final Implementation Plan for accomplishment of all tasks and deliverables in the Base Year of the Contract no later than ten (10) business days after the date of the kick-off meeting. The Implementation Plan should include detailed interim milestones and timetables for accomplishing each task and completing the deliverables associated with each task.

The Contractor shall participate in at least monthly status meetings held via teleconference with the COR. No later than two (2) business days prior to each status meeting, the Contractor will provide the COR with an agenda for the meeting. No later than two (2) business days following each meeting, the Contractor will provide the COR with minutes of the meeting, outlining issues discussed, decisions made, and any outstanding action items for both the COR and the Contractor.

In addition to bi-weekly status calls, the Contractor will participate in at least bi-monthly all Contractor meetings, where OCS will discuss issues that cut across its multiple contracts.

Any technical assistance that the Contractor provides directly to LIHEAP grantees must be summarized as an entry in the LIHEAP Technical Assistance Tracker. The COR will provide the Contractor with access to the tracker for as many employees/sub-contractors as necessary. The Contractor will be responsible for ensuring that the tracker is updated within two (2) business days of the provision of technical assistance under any of the tasks outlined below.

TASK 2 – On-site Technical Assistance

Provide on-site training and technical assistance for up to ten (10) selected state grantees. The Contractor shall—

1. Provide one-on-one on-site training and technical assistance for state LIHEAP grantees, to be selected by OCS. These on-site trainings shall be no longer than two

(2) days each and will focus on grantees that:

a. are working to address issues identified during a LIHEAP compliance reviews;

b. have a history of past problems;

c. have been required to develop corrective action plans as a result of audit findings;

d. have ongoing compliance issues resulting from review of their annual model plan;

e. request on-site assistance directly from OCS; or

f. are identified by OCS based on proactive outreach.

2. Ensure on-site training and technical assistance is provided by personnel who have a high level of expertise in the administration of LIHEAP at the state level. Those providing technical assistance should be extensively familiar with federal LIHEAP requirements, guidance, and policies, as well as have a keen understanding of the challenges and variations of program implementation throughout the United States.

Personnel must be able to demonstrate expertise in programmatic design, policy and program administration, and financial policies and internal controls related to LIHEAP administration.

RFP Solicitation 16-233-SOL-00296_ Low Income Home Energy Assistance (LIHEAP) On-site Technical Assistance for State Grantees

3. At least five (5) days before the beginning of each site visit, provide a final agenda that outlines the topics that will be addressed and specific outcomes that will be sought as a result of the technical assistance. This document must be 508-compliant

4. Within ten (10) business days of the conclusion of each on-site visit, provide to OCS a report summarizing the issues addressed, describing the technical assistance provided, and outlining to what extent the grantee was able to accomplish the outcomes set forth in the agenda. This report should include a timeline and action plan for the grantee to successfully implement any programmatic, administrative, or financial changes that must be made as a result of the issues discussed during the site visit. This action plan will be presented to the grantee upon COR approval. This document (the action plan) must be 508-compliant.

Any materials developed by the Contractor for the purpose of providing technical assistance to LIHEAP grantees will be the property of the U.S. government and may be used or reproduced without permission from the Contractor.

Each site visit under this task is non-severable. The final end product of value is the site visit report and action plan.

TASK 3 - Participation in LIHEAP National Conference

The Contractor shall make available those subject matter experts that provide technical assistance to grantees under Task 2 of this contract to participate in the LIHEAP National Conference.

Contractor staff will attend the full 3-day conference and participate in conference sessions as speakers or moderators, as needed. No more than one (1) contractor staff may attend the national conference.

Option Year One

TASK 1 – Planning and Communication

The Contractor shall participate in a project kick-off meeting to be convened by OCS within ten

(10) business days of contract award. Participants shall include key project staff and relevant representatives of the Contractor organization. The meeting shall be a forum for commencing communication between OCS and the Contractor, introducing key personnel, and establishing communication and project ground rules. At such meeting, the Contractor and OCS shall discuss how personnel will be supervised and monitored to assure efficient, accurate and effective work.

No later than three (3) business days prior to the kick-off meeting, the Contractor shall submit a briefing memo to the Contracting Officer ‘s Representative (COR) that provides suggested agenda items, discussion topics, issues to be covered during the meeting and copies of all exhibits and other materials that will be discussed or presented at the meeting.

RFP Solicitation 16-233-SOL-00296_ Low Income Home Energy Assistance (LIHEAP) On-site Technical Assistance for State Grantees later than ten (10) business days after the meeting date.

The Contractor shall also submit a final Implementation Plan for accomplishment of all tasks and deliverables in the Base Year of the Contract no later than ten (10) business days after the date of the kick-off meeting. The Implementation Plan should include detailed interim milestones and timetables for accomplishing each task and completing the deliverables associated with each task.

The Contractor shall participate in at least monthly status meetings held via teleconference with the COR. No later than two (2) business days prior to each status meeting, the Contractor will provide the COR with an agenda for the meeting. No later than two (2) business days following each meeting, the Contractor will provide the COR with minutes of the meeting, outlining issues discussed, decisions made, and any outstanding action items for both the COR and the Contractor.

In addition to bi-weekly status calls, the Contractor will participate in at least bi-monthly all Contractor meetings, where OCS will discuss issues that cut across its multiple contracts.

Any technical assistance that the Contractor provides directly to LIHEAP grantees must be summarized as an entry in the LIHEAP Technical Assistance Tracker. The COR will provide the Contractor with access to the tracker for as many employees/sub-contractors as necessary. The Contractor will be responsible for ensuring that the tracker is updated within two (2) business days of the provision of technical assistance under any of the tasks outlined below.

TASK 2 – On-site Technical Assistance

(2) days each and will focus on grantees that:

a. are working to address issues identified during a LIHEAP compliance reviews;

b. have a history of past problems;

c. have been required to develop corrective action plans as a result of audit findings;

d. have ongoing compliance issues resulting from review of their annual model plan;

providing technical assistance should be extensively familiar with federal LIHEAP requirements, guidance, and policies, as well as have a keen understanding of the challenges and variations of program implementation throughout the United States.

RFP Solicitation 16-233-SOL-00296_ Low Income Home Energy Assistance (LIHEAP) On-site Technical Assistance for State Grantees and outlining to what extent the grantee was able to accomplish the outcomes set forth in the agenda. If the outcomes were not fully accomplished during the site visit itself, provide a timeline and action plan for accomplishment of the outcomes. This action plan will be presented to the grantee upon COR approval. This document (the action plan) must be 508-compliant

Any materials developed by the Contractor for the purpose of providing technical assistance to LIHEAP grantees will be the property of the U.S. government and may be used or reproduced without permission from the Contractor.

Each site visit under this task is non-severable. The final end product of value is the site visit report and action plan.

TASK 3 - Participation in LIHEAP Regional Conference

The Contractor shall make available those subject matter experts that provide technical assistance to grantees under Task 2 of this contract to participate in the LIHEAP Regional Conferences.

Contractor staff will attend up to four (4) 3-day conferences and participate in conference sessions as speakers or moderators, as needed. No more than one (1) contractor staff may attend each regional conference.

Option Year Two

TASK 1 – Planning and Communication

The Contractor shall participate in a project kick-off meeting to be convened by OCS within ten

(10) business days of contract award. Participants shall include key project staff and relevant representatives of the Contractor organization. The meeting shall be a forum for commencing communication between OCS and the Contractor, introducing key personnel, and establishing communication and project ground rules. At such meeting, the Contractor and OCS shall discuss how personnel will be supervised and monitored to assure efficient, accurate and effective work.

No later than three (3) business days prior to the kick-off meeting, the Contractor shall submit a briefing memo to the Contracting Officer ‘s Representative (COR) that provides suggested agenda items, discussion topics, issues to be covered during the meeting and copies of all exhibits and other materials that will be discussed or presented at the meeting.

RFP Solicitation 16-233-SOL-00296_ Low Income Home Energy Assistance (LIHEAP) On-site Technical Assistance for State Grantees later than ten (10) business days after the meeting date.

The Contractor shall also submit a final Implementation Plan for accomplishment of all tasks and deliverables in the Base Year of the Contract no later than ten (10) business days after the date of the kick-off meeting. The Implementation Plan should include detailed interim milestones and timetables for accomplishing each task and completing the deliverables associated with each task.

The Contractor shall participate in at least monthly status meetings held via teleconference with the COR. No later than two (2) business days prior to each status meeting, the Contractor will provide the COR with an agenda for the meeting. No later than two (2) business days following each meeting, the Contractor will provide the COR with minutes of the meeting, outlining issues discussed, decisions made, and any outstanding action items for both the COR and the Contractor.

In addition to bi-weekly status calls, the Contractor will participate in at least bi-monthly all Contractor meetings, where OCS will discuss issues that cut across its multiple contracts.

Any technical assistance that the Contractor provides directly to LIHEAP grantees must be summarized as an entry in the LIHEAP Technical Assistance Tracker. The COR will provide the Contractor with access to the tracker for as many employees/sub-contractors as necessary. The Contractor will be responsible for ensuring that the tracker is updated within two (2) business days of the provision of technical assistance under any of the tasks outlined below.

TASK 2 – On-site Technical Assistance

(2) days each and will focus on grantees that:

a. are working to address issues identified during a LIHEAP compliance reviews;

b. have a history of past problems;

c. have been required to develop corrective action plans as a result of audit findings;

d. have ongoing compliance issues resulting from review of their annual model plan;

providing technical assistance should be extensively familiar with federal LIHEAP requirements, guidance, and policies, as well as have a keen understanding of the challenges and variations of program implementation throughout the United States.

RFP Solicitation 16-233-SOL-00296_ Low Income Home Energy Assistance (LIHEAP) On-site Technical Assistance for State Grantees and outlining to what extent the grantee was able to accomplish the outcomes set forth in the agenda. If the outcomes were not fully accomplished during the site visit itself, provide a timeline and action plan for accomplishment of the outcomes. This action plan will be presented to the grantee upon COR approval. This document (the action plan) must be 508-compliant

Any materials developed by the Contractor for the purpose of providing technical assistance to LIHEAP grantees will be the property of the U.S. government and may be used or reproduced without permission from the Contractor.

Each site visit under this task is non-severable. The final end product of value is the site visit report and action plan.

TASK 3 - Participation in 2019 LIHEAP National Conference

The Contractor shall make available those subject matter experts that provide technical assistance to grantees under Task 2 of this contract to participate in the LIHEAP National Conference.

Contractor staff will attend the full 3-day conference and participate in conference sessions as speakers or moderators, as needed. No more than one (1) contractor staff may attend the national conference.

C.3 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

The Government intends to utilize a Quality Assurance Surveillance Plan (QASP) to monitor the quality of the Contractor’s performance. The oversight provided for in the contract and in the QASP will help to ensure that service levels reach and maintain the required levels throughout the contract term. Further, the QASP provides the COR with a proactive way to avoid unacceptable or deficient performance, and provides verifiable input for the Contractor Performance Assessment Reporting System (CPARS). The QASP may be updated by modification to the contract.

RFP Solicitation 16-233-SOL-00296_ Low Income Home Energy Assistance (LIHEAP) On-site Technical Assistance for State Grantees

Quality Assurance Surveillance Plan (QASP)

Required Services/Tasks

Performance Standards

Method of Surveillance (Quality Assurance)

Standard to be Met/ Allowable Deviation

Customer Satisfaction

Contractor complies with SOW specifications.

Contractor adheres to guidance provided by COR.

COR feedback

Fewer than 2 written complaints from COR during the period of performance.

Overall Contract Management, Including Timeliness

Contractor maintains high level of quality assurance.

Contractor informs COR timely of issues or problems.

Contractor meets time frames agreed upon.

COR and Contracting Officer monitoring and review of activities and deliverables.

COR makes no more than 2 valid written complaints during the period of performance. No more than a two week delay in agreed upon schedule.

Written Products

Contractor provides high-quality written materials.

COR and other federal staff reviews of draft and final products.

Minimal rewriting or editing required; product utilized (e.g., disseminated) as planned.

RFP Solicitation 16-233-SOL-00296_ Low Income Home Energy Assistance (LIHEAP) On-site Technical Assistance for State Grantees

SECTION D - Packaging and Marking

D.1 PACKAGING AND MARKING

All deliverables shall be delivered to the Contracting Officer’s Representative (COR) identified in Section G and shall be marked as follows:

1. Name and address of the Contractor;

2. Contract Number;

3. Description of item contained therein; and

4. Consignee's name and address.

D.2 PAYMENT OF POSTAGE AND FEES

All postage and fees related to submitting information including forms, reports, etc. to the Contracting Officer or COR shall be paid by the Contractor.

RFP Solicitation 16-233-SOL-00296_ Low Income Home Energy Assistance (LIHEAP) On-site Technical Assistance for State Grantees

SECTION E - Inspection and Acceptance

E.1 INSPECTION AND ACCEPTANCE

Pursuant to FAR clause 52.212-4, all work described in Section C 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 Contracting Officer’s Representative (COR), who is responsible for inspection and acceptance of all services, materials, or supplies to be provided by the Contractor.

E.1.1 Inspection and Acceptance Criteria Final inspection and acceptance of all work performed, reports and other deliverables will be performed at the place of delivery by the COR.

E.1.2 General Acceptance Criteria General quality measures, as set forth below, will be applied to each work product received from the Contractor under this Statement of Work.

Accuracy - Work Products shall be accurate in presentation, technical content, and adherence to accepted elements of style.

Clarity - Work Products shall be clear and concise. Any/all diagrams shall be easy to understand and be relevant to the supporting narrative.

Consistency to Requirements - All work products must satisfy the requirements of this

Statement of Work.

File Editing - All text and diagrammatic files shall be editable by the Government.

Format - Work Products shall be submitted in hard copy and electronic copy. The electronic copy must be in a format as indicated in the Deliverables Table.

RFP Solicitation 16-233-SOL-00296_ Low Income Home Energy Assistance (LIHEAP) On-site Technical Assistance for State Grantees

SECTION F - Deliveries or Performance

F.1 PERIOD OF PERFORMANCE – Severable Services

The period of performance shall be for a base period and two option years of 12 months as follows:

CLIN 1 Base Period 9/30/2016 – 9/29/2017 CLIN 2 Option Year 1 9/30/2017 – 9/29/2018 CLIN 3 Option Year 2 9/30/2018 – 9/29/2019

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

Work will be performed offsite at the contractors location

F.3 REPORT(S)/DELIVERABLES AND DELIVERY SCHEDULE

The contractor shall submit all required report(s)/deliverables in accordance with the following schedule: All reports shall reference and cite the contract number.

Base Year

Task Deliverable Due Date 508 Compliance

Required

Task 1 1.1 – Agenda for kick-off meeting

Completed no later than three

(3) business days prior to the kick-off meeting

No

Task 1 1.2 - Summary of the Kick-Off meeting and detailed Implementation Plan for completing all tasks that includes milestones and due dates.

Completed within ten (10) business days after the conclusion of the kick-off meeting

No

Task 2 2.1 – Site Visit 1 agenda Completed within five (5) business days of the beginning of each site visit.

Yes

Task 2 2.2 – Site Visit 1 report and action plan.

Completed within ten (10) business days of the conclusion of the visit.

Yes (action plan only)

Task 2 2.3 – Site Visit 2 agenda Completed within five (5) business days of the beginning of each site visit.

Yes

RFP Solicitation 16-233-SOL-00296_ Low Income Home Energy Assistance (LIHEAP) On-site Technical Assistance for State Grantees

Task 2 2.4 – Site Visit 2 report and action plan.

Completed within ten (10) business days of the conclusion of the visit.

Yes (action plan only)

Task 2 2.5 – Site Visit 3 agenda Completed within five (5) business days of the beginning of each site visit.

Yes

Task 2 2.6 – Site Visit 3 report and action plan.

Completed within ten (10) business days of the conclusion of the visit.

Yes (action plan only)

Task 2 2.7 – Site Visit 4 agenda Completed within five (5) business days of the beginning of each site visit.

Yes

Task 2 2.8 – Site Visit 4 report and action plan.

Completed within ten (10) business days of the conclusion of the visit.

Yes (action plan only)

Task 2 2.9 – Site Visit 5 agenda Completed within five (5) business days of the beginning of each site visit.

Yes

Task 2 2.10 – Site Visit 5 report and action plan.

Completed within ten (10) business days of the conclusion of the visit.

Yes (action plan only)

Task 2 2.11 – Site Visit 6 agenda

Completed within five (5) business days of the beginning of each site visit.

Yes

Task 2 2.12 – Site Visit 6 report and action plan.

Completed within ten (10) business days of the conclusion of the visit.

Yes (action plan only)

Task 2 2.13 – Site Visit 7 agenda

Completed within five (5) business days of the beginning of each site visit.

Yes

Task 2 2.14 – Site Visit 7 report and action plan.

Completed within ten (10) business days of the conclusion of the visit.

Yes (action plan only)

Task 2 2.15 – Site Visit 8 agenda

Completed within five (5) business days of the beginning of each site visit.

Yes

Task 2 2.16 – Site Visit 8 report and action plan.

Completed within ten (10) business days of the conclusion of the visit.

Yes (action plan only)

Task 2 2.17 – Site Visit 9 agenda

Completed within five (5) business days of the beginning of each site visit.

Yes

Task 2 2.18 – Site Visit 9 report and action plan.

Completed within ten (10) business days of the conclusion of the visit.

Yes (action plan only)

RFP Solicitation 16-233-SOL-00296_ Low Income Home Energy Assistance (LIHEAP) On-site Technical Assistance for State Grantees

Task 2 2.19 – Site Visit 10 agenda

Completed within five (5) business days of the beginning of each site visit.

Yes

Task 2 2.20 – Site Visit 10 report and action plan.

Completed within ten (10) business days of the conclusion of the visit.

Yes (action plan only)

Task 3 3.1 – Attendance at national conference

No

Option Year One

Task 1 1.1 – Agenda for kick-off meeting

Completed no later than three

(3) business days prior to the kick-off meeting

No

Task 1 1.2 - Summary of the Kick-Off meeting and detailed Implementation Plan for completing all tasks that includes milestones and due dates.

Completed within ten (10) business days after the conclusion of the kick-off meeting

No

Task 2 2.1 – Site Visit 1 agenda Completed within five (5) business days of the beginning of each site visit.

Yes

Task 2 2.2 – Site Visit 1 report and action plan.

Completed within ten (10) business days of the conclusion of the visit.

Yes (action plan only)

Task 2 2.3 – Site Visit 2 agenda Completed within five (5) business days of the beginning of each site visit.

Yes

Task 2 2.4 – Site Visit 2 report and action plan.

Completed within ten (10) business days of the conclusion of the visit.

Yes (action plan only)

Task 2 2.5 – Site Visit 3 agenda Completed within five (5) business days of the beginning of each site visit.

Yes

Task 2 2.6 – Site Visit 3 report and action plan.

Completed within ten (10) business days of the conclusion of the visit.

Yes (action plan only)

Task 2 2.7 – Site Visit 4 agenda Completed within five (5) business days of the beginning of each site visit.

Yes

Task 2 2.8 – Site Visit 4 report and action plan.

Completed within ten (10) business days of the conclusion of the visit.

Yes (action plan only)

RFP Solicitation 16-233-SOL-00296_ Low Income Home Energy Assistance (LIHEAP) On-site Technical Assistance for State Grantees

Task 2 2.9 – Site Visit 5 agenda Completed within five (5) business days of the beginning of each site visit.

Yes

Task 2 2.10 – Site Visit 5 report and action plan.

Completed within ten (10) business days of the conclusion of the visit.

Yes (action plan only)

Task 2 2.11 – Site Visit 6 agenda

Completed within five (5) business days of the beginning of each site visit.

Yes

Task 2 2.12 – Site Visit 6 report and action plan.

Completed within ten (10) business days of the conclusion of the visit.

Yes (action plan only)

Task 2 2.13 – Site Visit 7 agenda

Completed within five (5) business days of the beginning of each site visit.

Yes

Task 2 2.14 – Site Visit 7 report and action plan.

Completed within ten (10) business days of the conclusion of the visit.

Yes (action plan only)

Task 2 2.15 – Site Visit 8 agenda

Completed within five (5) business days of the beginning of each site visit.

Yes

Task 2 2.16 – Site Visit 8 report and action plan.

Completed within ten (10) business days of the conclusion of the visit.

Yes (action plan only)

Task 2 2.17 – Site Visit 9 agenda

Completed within five (5) business days of the beginning of each site visit.

Yes

Task 2 2.18 – Site Visit 9 report and action plan.

Completed within ten (10) business days of the conclusion of the visit.

Yes (action plan only)

Task 2 2.19 – Site Visit 10 agenda

Completed within five (5) business days of the beginning of each site visit.

Yes

Task 2 2.20 – Site Visit 10 report and action plan.

Completed within ten (10) business days of the conclusion of the visit.

Yes (action plan only)

Task 3 3.1 – Attendance at regional conference 1

No

Task 3 3.2 – Attendance at regional conference 2

No

Task 3 3.3 – Attendance at regional conference 3

No

Task 3 3.4 – Attendance at regional conference 4

RFP Solicitation 16-233-SOL-00296_ Low Income Home Energy Assistance (LIHEAP) On-site Technical Assistance for State Grantees

Option Year Two

Task 1 1.1 – Agenda for kick-off meeting

Completed no later than three

(3) business days prior to the kick-off meeting

No

Task 1 1.2 - Summary of the Kick-Off meeting and detailed Implementation Plan for completing all tasks that includes milestones and due dates.

Completed within ten (10) business days after the conclusion of the kick-off meeting

Task 2 2.1 – Site Visit 1 agenda Completed within five (5) business days of the beginning of each site visit.

Yes

Task 2 2.2 – Site Visit 1 report and action plan.

Completed within ten (10) business days of the conclusion of the visit.

Yes (action plan only)

Task 2 2.3 – Site Visit 2 agenda Completed within five (5) business days of the beginning of each site visit.

Yes

Task 2 2.4 – Site Visit 2 report and action plan.

Completed within ten (10) business days of the conclusion of the visit.

Yes (action plan only)

Task 2 2.5 – Site Visit 3 agenda Completed within five (5) business days of the beginning of each site visit.

Yes

Task 2 2.6 – Site Visit 3 report and action plan.

Completed within ten (10) business days of the conclusion of the visit.

Yes (action plan only)

Task 2 2.7 – Site Visit 4 agenda Completed within five (5) business days of the beginning of each site visit.

Yes

Task 2 2.8 – Site Visit 4 report and action plan.

Completed within ten (10) business days of the conclusion of the visit.

Yes (action plan only)

Task 2 2.9 – Site Visit 5 agenda Completed within five (5) business days of the beginning of each site visit.

Yes

Task 2 2.10 – Site Visit 5 report and action plan.

Completed within ten (10) business days of the conclusion of the visit.

Yes (action plan only)

Task 2 2.11 – Site Visit 6 agenda

Completed within five (5) business days of the beginning of each site visit.

Yes

RFP Solicitation 16-233-SOL-00296_ Low Income Home Energy Assistance (LIHEAP) On-site Technical Assistance for State Grantees

Task 2 2.12 – Site Visit 6 report and action plan.

Completed within ten (10) business days of the conclusion of the visit.

Yes (action plan only)

Task 2 2.13 – Site Visit 7 agenda

Completed within five (5) business days of the beginning of each site visit.

Yes

Task 2 2.14 – Site Visit 7 report and action plan.

Completed within ten (10) business days of the conclusion of the visit.

Yes (action plan only)

Task 2 2.15 – Site Visit 8 agenda

Completed within five (5) business days of the beginning of each site visit.

Yes

Task 2 2.16 – Site Visit 8 report and action plan.

Completed within ten (10) business days of the conclusion of the visit.

Yes (action plan only)

Task 2 2.17 – Site Visit 9 agenda

Completed within five (5) business days of the beginning of each site visit.

Yes

Task 2 2.18 – Site Visit 9 report and action plan.

Completed within ten (10) business days of the conclusion of the visit.

Yes (action plan only)

Task 2 2.19 – Site Visit 10 agenda

Completed within five (5) business days of the beginning of each site visit.

Yes

Task 2 2.20 – Site Visit 10 report and action plan.

Completed within ten (10) business days of the conclusion of the visit.

Yes (action plan only)

Task 3 3.1 – Attendance at national conference

F.4 DELIVERY REQUIREMENTS

Pickup and delivery of items under this contract shall be accomplished between the hours of 8:30 a.m. and 4:00 p.m., Monday through Friday unless changed by mutual agreement between the COR and the contractor. No deliveries shall be made on Saturdays, Sundays, and days of government closure or Federal legal holidays found at:

http://www.opm.gov/operating_status_schedules.

RFP Solicitation 16-233-SOL-00296_ Low Income Home Energy Assistance (LIHEAP) On-site Technical Assistance for State Grantees

SECTION G - Contract Administration Data

G.1 CONFERENCE EXPENSES

Unless the Contracting Officer provides explicit written approval for conference expenses, conference expenses are not allowable under this contract. For purposes of this contract, conference and conference expense are defined in the HHS Policy on Promoting Efficient Spending, specifically Attachment 1, Use of Appropriated Funds for Conferences and Meeting Space dated January 23, 2015. The attachment also provides a list of typical HHS meetings and events that are not considered conferences at Exhibit 2. The policy and associated attachments are located at the following site:

http://www.hhs.gov/grants/contracts/contract-policies-regulations/index.html)

G.2 ADVANCE UNDERSTANDING

Other provisions of this contract notwithstanding, the Contractor are hereby authorized to incur the following costs, within the limits set forth without further authorization.

[***to be completed with subcontractor/consultant names and limits at award]

G.3 AUTHORITIES OF GOVERNMENT PERSONNEL

Notwithstanding the Contractor's responsibility for total management during the performance of this contract, the administration of this 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:

Contracting Officer/ Contract Specialist All communications pertaining to contractual and/or administrative matters under this contract shall be sent to:

Peter D. Preston Jr.

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: (301) 443-5100 Peter.Preston@PSC.HHS.GOV

Contracting Officer's Representative Name: TBD Address: TBD Phone: TBD Email: TBD

Note: The Contracting Officer is the only individual authorized to modify the contract.

RFP Solicitation 16-233-SOL-00296_ Low Income Home Energy Assistance (LIHEAP) On-site Technical Assistance for State Grantees

G.4 CONTRACTING OFFICER'S REPRESENTATIVE (COR) AUTHORITY

(a) Performance of work under this contract must be subject to the technical direction of the Contracting Officer's Representative identified above, or a representative designated in writing.

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 Officer's 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 Officer's 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."

RFP Solicitation 16-233-SOL-00296_ Low Income Home Energy Assistance (LIHEAP) On-site Technical Assistance for State Grantees

G.5 INVOICE SUBMISSION - COMMERCIAL

The Contractor shall submit invoices per the payment schedule. 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): TBD

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. No Excel formats will be accepted. 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.

(B) If EFT banking information is not required to be on the invoice, in order for

RFP Solicitation 16-233-SOL-00296_ Low Income Home Energy Assistance (LIHEAP) On-site Technical Assistance for State Grantees 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.6 TRAVEL RELATED COSTS

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

Domestic travel expenses incurred by the Contractor in direct performance of the contract shall be reimbursed provided such travel is necessary for the performance of this contract and the cost does not exceed:

a. The lowest customary standard, coach, or equivalent airfare offered during normal business

RFP Solicitation 16-233-SOL-00296_ Low Income Home Energy Assistance (LIHEAP) On-site Technical Assistance for State Grantees hours for air travel except when such accommodations: 1) require circuitous routing, 2) require travel during unreasonable hours, 3) excessively prolong travel, 4) result in increased costs that would offset transportation savings, 5) are not reasonably adequate for the physical or medical needs of the traveler, or 6) are not reasonably available to meet mission requirements. In order for costs in excess of customary standard or coach airfare to be considered allowable, the applicable exception must be documented and justified.

b. Costs of rail travel by most direct route, coach-class accommodations.

c. The prevailing mileage rate set forth in the Federal Travel Regulation (FTR) or reasonable actual expenses for travel by motor vehicle. 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 prevailing FTR rate, plus any toll or ferry charges.

d. The prevailing rates set forth in the FTR for lodging, meals and incidental expenses.

RFP Solicitation 16-233-SOL-00296_ Low Income Home Energy Assistance (LIHEAP) On-site Technical Assistance for State Grantees

SECTION H - Special Contract Requirements

H.1 KEY PERSONNEL

The key personnel subject to HHSAR Clause 352.237-75 are as follows:

Name Position Title

H.2 PROHIBITION AGAINST PERSONAL SERVICES

The Contractor shall not perform personal services under this contract. Contractor personnel are employees of the Contractor or its subcontractors and are under the administrative control and supervision of the Contractor. A Contractor supervisor must give all individual Contractor employee assignments and daily work direction. The Government will not supervise or direct Contractor employees in the performance of their assignments. If at any time the Contractor believes that any Government action or communication has been given that would create a personal service relationship between the Government and any Contractor employee, the contractor shall promptly notify the Contracting Officer of this communication or action. The Contractor shall not perform any inherently-governmental functions under this contract. No Contractor employee shall represent or give the appearance that he/she is 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. The Contractor is responsible for ensuring that all employees assigned to this contract understand and are committed to following these requirements.

H.3 CONTRACTOR PERFORMANCE EVALUATION(S)

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.4 MANAGEMENT OF SENSITIVE INFORMATION

In addition to electronic data security requirements, the contractor must have a plan for the protection of any paper records, field notes, or other documents that contain sensitive or personally identifiable information. In addition, the contractor must notify – within one hour – the COR of any suspected or confirmed instance of compromised data security.

In addition to the requirements specified elsewhere in this contract, the Contractor must have a plan for the protection of any paper records, field notes, or other documents that contain sensitive or personally identifiable information. The Contractor shall ensure that all of its employees, subcontractors (at all tiers), and employees of each subcontractor, who perform work under this contract/subcontract, are trained on data privacy issues and comply with the above requirements.

RFP Solicitation 16-233-SOL-00296_ Low Income Home Energy Assistance (LIHEAP) On-site Technical Assistance for State Grantees

The Contractor shall submit a written plan and assurance for complying with the above requirements at least annually. See Personally Identifiable Information (PII) Breach Response Team (BRT) Policy: http://www.hhs.gov/ocio/policy/20080001.003.html.

H.5 POST AWARD ORGANIZATIONAL CONFLICT OF INTEREST

a. General: The Contractor shall…