17-233-SOL-00255_BASE.pdf

17-233-SOL-00255

SOLICITATION, OFFER AND AWARD

4. TYPE OF SOLICITATION2. CONTRACT NUMBER 3. SOLICITATION NUMBER

7. ISSUED BY CODE 8. ADDRESS OFFER TO (If other than Item 7)

ORDER UNDER DPAS (15 CFR 700)

6. REQUISITION/PURCHASE NUMBER

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

NEGOTIATED (RFP)

SEALED BID (IFB)

5. DATE ISSUED

1. THIS CONTRACT IS A RATED RATING PAGE OF PAGES

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C. E-MAIL ADDRESS

EXT.NUMBERAREA CODE

B. TELEPHONE (NO COLLECT CALLS)A. NAME

10. FOR

INFORMATION

CALL:

CAUTION: LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

(Date)(Hour) local timeuntildepository located in copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if hand carried, in the

SOLICITATION

9. Sealed offers in original and

PART IV - REPRESENTATIONS AND INSTRUCTIONS

OTHER STATEMENTS OF OFFERORS

EVALUATION FACTORS FOR AWARD

INSTRS., CONDS., AND NOTICES TO OFFERORS

REPRESENTATIONS, CERTIFICATIONS AND

LIST OF ATTACHMENTS

CONTRACT CLAUSES

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

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M SPECIAL CONTRACT REQUIREMENTS

CONTRACT ADMINISTRATION DATA

DELIVERIES OR PERFORMANCE

INSPECTION AND ACCEPTANCE

PACKAGING AND MARKING

DESCRIPTION/SPECS./WORK STATEMENT

SUPPLIES OR SERVICES AND PRICES/COSTS

SOLICITATION/CONTRACT FORM

PART II - CONTRACT CLAUSESPART I - THE SCHEDULE

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11. TABLE OF CONTENTS

18. OFFER DATE17. SIGNATURE

SUCH ADDRESS IN SCHEDULE.

IS DIFFERENT FROM ABOVE - ENTER

15C. CHECK IF REMITTANCE ADDRESS

EXT.NUMBERAREA CODE

15B. TELEPHONE NUMBER

(Type or print)AND

ADDRESS

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OFFEROR

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16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER15A. NAME

DATEAMENDMENT NO.DATEAMENDMENT NO.

and related documents numbered and dated):

amendments to the SOLICITATION for offerors

(The offeror acknowledges receipt of

14. ACKNOWLEDGEMENT OF AMENDMENTS

CALENDAR DAYS (%)30 CALENDAR DAYS (%)20 CALENDAR DAYS (%)10 CALENDAR DAYS (%)

(See Section I, Clause No. 52.232.8)

13. DISCOUNT FOR PROMPT PAYMENT

designated point(s), within the time specified in the schedule.

by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the

12. In compliance with the above, the undersigned agrees, if this offer is accepted within ______________ calendar days (60 calendar days unless a different period is inserted

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

OFFER (Must be fully completed by offeror)

IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

28. AWARD DATE

(Signature of Contracting Officer)

27. UNITED STATES OF AMERICA

25. PAYMENT WILL BE MADE BY

26. NAME OF CONTRACTING OFFICER (Type or print)

CODE 24. ADMINISTERED BY (If other than Item 7)

ITEM

(4 copies unless otherwise specified)

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

41 U.S.C. 253 (c) ( 10 U.S.C. 2304 (c) (

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

21. ACCOUNTING AND APPROPRIATION20. AMOUNT19. ACCEPTED AS TO ITEMS NUMBERED

AWARD (To be completed by government)

CODE

1700 ET

PETER D PRESTON 301

peter.preston@psc.hhs.gov

492-4648

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Previous edition is unusable

STANDARD FORM 33 (Rev. 9-97)

Prescribed by GSA - FAR (48 CFR) 53.214(c)

2 - 4

5 - 16 19-20 21-26 27-32

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Solicitation 17-233-SOL-00255

SECTION B - Supplies or Services and Prices/Costs

B.1 BRIEF DESCRIPTION OF SERVICES/SUPPLIES

The Administration for Native Americans (ANA) administers federal programs that promote the economic and social well-being of Native American families, children, individuals, and communities by providing grant funding for community-based projects and training and technical assistance (TTA) to eligible tribes and native organizations. ANA consists of a single office, located in Washington, DC. The purpose of this announcement is to procure onsite panel review and Native American meetings logistical support, as well as, onsite information technology support.

B.2 RESERVED

B.3 TYPE OF CONTRACT

The contract type awarded is a Cost Plus Fixed Fee

B.4 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 CLINs.

B.5 CONSIDERATION AND PAYMENT (CPFF – Severable Services)

In consideration of satisfactory performance of the work described in Section C, the contractor shall be reimbursed the cost plus fixed fee amount stated below for the base period and option periods (if exercised).

In consideration of satisfactory performance of the work described in Section C, the contractor shall be reimbursed up to the estimated cost plus fixed fee amount stated below for each of the CLINs (if exercised). If the options are exercised funding will be obligated by modification to the contract.

CLIN 1 - Base Period: Twelve Month Period Estimated Cost $ Fixed Fee $ Cost Plus Fixed Fee $

CLIN 2 - Option Period One: Twelve Month Period Estimated Cost $ Fixed Fee $ Cost Plus Fixed Fee $

CLIN 3 - Option Period Two: Twelve Month Period Estimated Cost $ Fixed Fee $ Cost Plus Fixed Fee $

CLIN 4 - Option Period Three: Twelve Month Period Estimated Cost $ Fixed Fee $ Cost Plus Fixed Fee $ CLIN 5 - Option Period Four: Twelve Month Period Estimated Cost $ Fixed Fee $ Cost Plus Fixed Fee $

TOTAL Potential Value inclusive of all CLINS:

Estimated Cost $ Fixed Fee $ Cost Plus Fixed Fee $

B.6 INDIRECT COST RATES

Pursuant to the General Provisions of this contract, and FAR Clause 52.216-7, Allowable Cost and Payment, the following provisional and ceiling rates are established:

Type Provisional Ceiling* Base Fringe Overhead G&A

*In addition, it is hereby agreed that the above ceiling rates are to be used for the life of the contract.

For Contractors that have an approved Negotiated Indirect Cost Rate Agreement: The Contractor shall use the organization's current negotiated provisional indirect cost rates for billing purposes unless lower ceiling rates have been negotiated and established under the contract.

For Contractors that do not have a Negotiated Indirect Cost Rate Agreement: The Contractor shall submit an indirect cost rate proposal to their cognizant Federal agency within 90 days of contract award for the review and negotiation of provisional rates. The indirect cost rate proposal shall be submitted to the Contractor's cognizant Federal agency. If HHS is the cognizant Federal agency, the office responsible for the negotiation of indirect cost rates for HHS profit-making contractors is:

Director, Division of Financial Advisory Services, Office of Acquisition Management and Policy, National Institutes of Health, 6100 Building, Room 6B05, 6100 Executive Blvd MSC-7540, Bethesda, MD 20892-7540. The cognizant Federal office responsible for the negotiation of indirect cost rates for nonprofit organizations where HHS has cognizance is: Program Support Center (PSC), Division of Cost Allocation (DCA). The PSC DCA is comprised of four field offices and a DCA Director's office. The contractor's specific DCA location is based on the location of the contractor. For example, if the contractor is located in Maryland, Virginia or DC, the Mid- Atlantic Field Office of the DCA located in Bethesda, Maryland would be the cognizant office. (Refer to the DHHS, PSC FMS website at https://rates/psc.gov, and click on Contact Information and Office Locations, for the specific office location to determine the office responsible for a specific contractor. A DCA point of contact for questions is Brian Caudill and he can be reached on 301-492-4857.

The Contractor shall submit its final indirect cost rate proposal to its cognizant Federal agency within 180 days of the completion of each Contractor fiscal year for the review and negotiation of final indirect cost rates. A proposal shall be submitted for each year the contractor has Government contracts. In the event the rates determined by the cognizant negotiated indirect cost official on the basis of actual allowable costs are less than the provisional and ceiling rates agreed to herein, then the lower rates as established by such cognizant official shall apply. Notwithstanding the foregoing, the Contractor shall, in the case of an adjustment of the provisional rates, comply with the requirements of FAR 52.232-20 - Limitation of Cost.

SECTION C - Description/Specifications/Statement of Work

Onsite IT and Panel Review Support

C.1 PROGRAM DESCRIPTION AND BACKGROUND

Background

ANA promotes self-sufficiency for Native Americans by providing funding for community-based projects, providing training and technical assistance to eligible tribes and native organizations and through advocacy and policy development on behalf of Native Americans.

The concept of promoting self-sufficiency is based on the following core beliefs:

• The native community is self-sufficient when it can generate and control the resources necessary to meets its social and economic goals and the needs of its members.

• The responsibility for achieving self-sufficiency resides within the native governing bodies and local leadership.

• Progress toward self-sufficiency is based on efforts to plan and direct resources in a comprehensive manner consistent with long-range goals.

In carrying out Section 803 of the Act, ANA administers the following competitive, discretionary project grant programs: (1) Social and Economic Development Strategies (SEDS); (2) Environmental Regulatory Enhancement (ERE); and (3) Native Language Preservation and Maintenance (P&M) and Native Language Preservation and Maintenance - Esther Martinez Immersion (EMI). The demand is highest for ANA grants in the SEDS program.

Each year, ANA convenes review sessions to rank and score eligible grant applications. ANA recruits professionals who possess experience and qualifications relevant to ANA program areas to serve as panel reviewers and chairpersons. Panel reviewers analyze, score and comment on ANA grant applications. Panel chairpersons work with a team of three panel reviewers to facilitate discussion and consolidate comments. The chairperson also works with ANA to finalize a report for each application reviewed.

In response to Section 804 of the Act, ANA specifically provides training and technical assistance;

coordinates annual panel review sessions; conducts annual project impact evaluations on its grantees; and directly administers community-based projects and several private-public partnerships.

Typically, ANA administers approximately 240 projects a year. ANA’s constituency resides in reservations, villages, island, urban, and rural Native communities.

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:

Task 1 Initial Meeting

Within three days of the contract award, the Government will hold an initial meeting with the Contractor to discuss staff and continuity of on-site support services, current ANA activities, requirements, and to provide the following:

a. Existing ANA work plans and calendars

b. Copies of pertinent statutes, regulations, policies, and program guidance

c. Copies of current funding opportunity announcements and grant application information

d. Review/inventory of on-site work space at ANA

e. Review/inventory of incumbent contractor staff

f. Access to, Grant Solutions, OLDC, SharePoint and ARM

g. Relevant program performance information

h. Current Organizational Chart

i. List of existing program specialist grant assignments

j. Report formats and sample reports

Task 2 Coordinate the Receipt, Processing and Peer Review of Grant Applications

ANA publishes funding opportunity announcements (FOAs) designating funds available, program areas of interest, review criteria and the application process on Grants.gov. Grant application due dates are typically 60 calendar days after the FOAs are published. ANA convenes peer panel review sessions to rank and score eligible grant applications. Historically, the review sessions have occurred in March or April. Due to holidays and other unforeseen circumstances, ANA may need to alter these critical dates each year. Over the last three years ANA has received an average of 365 applications per year and panel-reviewed an average of 337.

ANA recruits professionals who possess experience and qualifications relevant to ANA program areas to serve as panel reviewers and chairpersons. Panel reviewers analyze, score and comment on ANA grant applications. Panel chairpersons work with a team of three panel reviewers to facilitate discussion and consolidate comments. Panel reviewers and chairpersons are assigned four to eight grant applications per review session. During the review sessions, reviewers and chairpersons participate in analytical discussions with other panel members. The chairperson also works with ANA to finalize a report for each application reviewed.

ANA requires the following virtual panel review sessions (not all inclusive):

Language Preservation and Maintenance (P&M) Language Preservation and Maintenance Esther Martinez Immersion (EMI) Environmental Regulatory Enhancement (ERE) Sustainable Employment and Economic Development Strategies (SEEDS) Social and Economic Development Strategies (SEDS) Social and Economic Development Strategies Alaska SEDS AK) Native Youth Initiative for Leadership, Empowerment, and Development (I-LEAD)

The Contractor shall be responsible for all processes, tasks and costs for this requirement including:

Task 2.1 Pre-Panel Review Activities

Task 2.1.a Application Receipt and Processing

Grant applications are received electronically through Grants.gov or in hard copy through OGM. As grant applications arrive, they must continuously be processed.

To support application receipt and processing, the Contractor shall:

i. Download (or upload to GrantSolutions) electronically received applications.

ii. Scan and upload to GrantSolutions applications received in hard copy.

iii. Enter application data into GrantSolutions (or upload from Grants.gov).

iv. Review application packages for completeness.

v. Provide application packages to designated ANA staff for eligibility screening.

vi. Annually update and manage ANA’s electronic eligibility and screening system, prepare and process letters to be mailed to ineligible applicants.

vii. Within 10 business days of the application due dates, ensure all grant applications and applicant information are uploaded to GrantSolutions and the Application Review Module (ARM).

Task 2.1.b Peer Reviewer Support

The Contractor shall be fully responsible for coordinating all activities necessary to invite and compensate panel reviewers for each review session.

The Contractor shall:

i. Continuously update the ANA website with panel review information and notices to potential reviewers.

ii. Not later than six months before the review sessions, provide the COR with a proposal to recruit new reviewers, with the goal of increasing the number of new reviewers by 10% of the total pool of reviewers each year.

iii. Twice per year or as directed by COR, send reminders to existing reviewers instructing them to update their resumes and availability.

iv. Not later than four months before the review sessions begin or as directed by COR, send notices to reviewers asking them to “Save the Date” for panel review sessions. The notices should also ask for reviewers to respond with their availability.

v. Two months before the review sessions begin, assemble reviewer profiles and list of proposed reviewers/facilitators to ANA staff for final selection.

vi. One month before the review sessions begin, prepare and send confirmation letters to selected reviewers. Make available web-based panel reviewer trainings and monitor completion of trainings.

vii. Two weeks before the review sessions send a “Pre-Conference Notification” on behalf of ANA to selected reviewers. The correspondence may be by mail or electronic email and should include: a cover letter from the Contractor explaining compensation, the review session agenda, and any other written materials required by ANA.

viii. Design and manage an electronic database to retain performance survey data submitted by panel review participants, ANA staff, and T/TA providers after each session concludes. Such data shall be made available and utilized for future selection of reviewers and facilitators.

Task 2.1.c Operations/Logistics In addition to processing applications and providing support and assistance to panel reviewers, the Contractor shall:

i. Input approved reviewers’ information into ARM.

ii. Once all applications have been received, but not less than two weeks after application due dates, prepare panel reviewer conflict of interest forms, email or fax forms to approved reviewers, and collect reviewer responses.

iii. Using the approved pool of reviewers, make panel assignments. Send conflict of interest forms to all reviewers and adjust any panels that indicate a conflict of interest.

Task 2.2 Peer Panel Review Sessions

Task 2.2.a Peer Reviewer Support The Contractor shall be fully responsible for coordinating all activities necessary to support and compensate panel reviewers for each review session.

The Contractor shall:

i. Serve as the panel reviewers’ point of contact for matters involving ARM and conference calling capabilities.

ii. Provide compensation for reviewers. Reviewers earn $225 per application and facilitators $300 per application. (While these numbers are accurate for preparing cost estimates, ANA reserves the right to change the compensation amount.)

Task 2.3 Post-Panel Review Activities

Task 2.3.a Peer Reviewer Support

i. Provide compensation to panel reviewers for all allowable expenses (including parking, printing costs, or any other expenses approved by the COR) within ten business days of receipt of the panel reviewer’s completed survey.

Task 2.3.c Application Receipt and Processing

i. Using GrantSolutions, process all reviewers’ scores within three business days of the last day of the review session.

ii. After an initial funding range is determined, provide copies of applications, panel comments, and other prior funding information to the assigned ANA staff application reader.

iii. Within 15 business days the initial funding range determination, generate letters to applicants that are significantly below funding, along with panel comments for mailing at ANA’s discretion.

iv. Within five business days of final funding decisions, generate letters to applicants that are within funding range but will not be funded for mailing at ANA’s discretion.

v. Enter all funding decisions into GrantSolutions.

vi. Create master hard copy files with the original copy of each application for OGM within ten business days of final funding decisions.

vii. Provide analysis and reports to ANA managers regarding the number of applications received, number of panels per session, funding requested amounts, and other data related to the applications received annually.

viii. Create Ranking and Approval Lists for each competition within three days of funding decisions.

Task 3: Grantee Meeting

No less than once a year, ANA hosts a grantee meeting to provide grantees an opportunity to network with other grantees, government agencies and service organizations. In this three to four-day forum, grantees are able to share their projects and discuss best practices and challenges. ANA also sponsors workshops in project and financial management. The grantee meeting involves the participation of approximately 600 people including current grantees, ACF staff, T/TA provider staff and presenters/facilitators. The Contractor will conduct the event planning and coordination of the grantee meeting with the guidance and approval of the COR.

Task 3.1 Grantee Meeting Activities

Task 3.1.a Grantee Meeting Space

A 3-4 day Native American Grantee Meeting, for approximately 600 attendees.

ACF will need to acquire space to accommodate the meeting and its attendees. The minimum requirements needed for this conference are:

DAYS 1, 2 & 3: (Grantee Meeting)

Plenary space to accommodate 600+ attendees, theater style. Room to have raised to seat 10 people with 4 microphones and 1 podium microphone. Needs include: Computer; projector; speakers; screen; Internet access and 2 stand-alone microphones.

At least nine workshop spaces to seat 60 people with head table to seat 4 people and 2 microphones. Three rooms are to be set up in theater style, three rooms are to be set up banquet style, and three rooms are to be set up in classroom style. Needs include: Computer; projector; speakers; screen;

Internet access

Adjustable Pipe and Drape set up for quilt that is 10” high by 12.5’ wide and weighs about 18 pounds. The quilt will be substituted for drape, and has evenly spaced reinforced eyelets that run across the top and can be strung across the pipe.

Lockable Office space w/microwave and refrigerator, Internet access and tables and chairs.

One separate meeting room with 4 tables and 5-6 chairs around each table.

Meetings are intended to be private.

Exhibit space needs include: Monitor; Electrical power; computer; speakers;

tables (4x6 min); Internet access. Approximately 200 displays are expected.

AV Support - Monitors for exhibits, projectors, screens, computers, speakers Hotel Block of rooms for 200 people Water stations

Task 3.1.b Grantee Meeting Conference Support

The contractor shall:

Create and maintain an on line registration site and provide regular reports to ACF/ANA regarding attendee registration.

Record plenary speakers and post on web on the day of recording or as soon as possible thereafter.

Agenda Book printing – create or select a culturally appropriate cover page and color scheme for the agenda book. ACF/ANA Native American grantees are composed of the following cultures: American Indian (567 federally recognized tribes) and Urban Indians, American Indian (non-federally recognized), Native Hawaiian, peoples of Guam, Northern Marianas, and American Samoa. Book to include at least a table of workshops, workshop descriptions and speakers, biographies of ACF Principals, speakers, Thank you page to organizers and partners.

Pocket folders using same design or similar design as agenda cover. Folders must be large enough to hold agenda, handout items and a jump drive of presentations.

Signage – culturally appropriate using Conference theme. Signs for each workshop title as well as identification of staff office space and private meeting rooms.

Confirm Room set up for each workshop Provide on-site registration support – All day all four days beginning to end

(including collection of surveys) Speaker check-in and escort to workshop room Obtain Exhibit space (HHS/ACF Offices and Partner Agencies if necessary, up to 12) Lanyards to hold Nametag and jump drive.

Create Nametags (pre-registered and on-site registration) Create table tents for speakers Provide jump drive (with capacity to hold the handouts, etc.)

Link conference registration to Hotel registration via on-line registration page Save the date cards create and send out grantees and provide graphic copy to

ACF/ANA for email blasts to grantees.

Obtain a native Color Guard, Flag Song/Drum group, (opening day and closing day)

ACF/ANA will create an online survey to obtain the level of satisfaction from conference attendees. Contractor is to assist ACF/ANA in the collection of surveys and tabulation of results.

Task 3.1.c Logistics

Coordinate travel logistics for no less than 10 Facilitators/Speakers at least 2 weeks prior to meetings.

Provide honorarium payment for Facilitator/Speaker no later than three days after meeting.

Special Project (TBD)

Task 3.2 HHS Native Youth Fairs (Generations Indigenous (Gen-I)

HHS in partnership with the White House will be holding no less than 6 Native Youth Fairs in conjunction with the HHS Regional Tribal Consultation Sessions. The Fairs will be one day of training and team building activities for the youth and will provide targeted information in support of the President’s Generations Indigenous Initiative.

The youth will also be able to participate in face to face Consultation sessions, listening and learning alongside tribal leaders.

We are anticipating approximately 75 youth to participate in these sessions. ACF will require recordings of the Native Youth Fairs.

Task 3.2.a: HHS Native Youth Fairs (Generations Indigenous (Gen-I) Space

• AV Support: 1 podium and microphone, 4 handheld microphones. Computer;

projector; speakers; screen; Internet access and 2 stand-alone microphones.

• Provide a note taker for each meeting.

• Provide staff person to assist with registration process and as needed at the venue.

Task 3.2.b: HHS Native Youth Fairs (Generations Indigenous (Gen-I) Support

• Coordinate travel logistics for staff, note taker, speaker and facilitator at least 2 weeks prior to meetings.

• Provide honorarium payment for Facilitator/Speaker no later than three days after meeting.

The contractor shall:

Take notes at each Gen-I Event. The draft deliverables will be an electronic copy (MS Word) summary of the meetings and be delivered within 2 weeks following the session.

Consolidate the notes from each event into one final report. The draft deliverables will be an electronic copy (MS Word) summary of all meetings and be delivered within 4 weeks of the final meeting.

Summary of Written Deliverables: ACF will require a summary of each Gen-I Event.

1 Summary of the Meeting 2 weeks after each meeting 2 Final Consolidated Summary of all

Meetings 4 weeks after the last meeting

The Final Native Youth Fair deliverables are to be delivered to ACF in electronic format in both (MS-Word and Acrobat PDF format which is compliant with Section 508 of the Rehabilitation Act).

Task 4 Data Collection, Management and Report Creation

While GrantSolutions contains the official data for all grants, ANA uses a variety of methods to acquire and analyze data. ANA requires the Contractor to gather and/or migrate, review and analyze data from various systems.

The Contractor shall:

a. Within one month of the contract award, review the current data systems that ANA uses and the types of reports that ANA typically requires.

b. Within 45 days of contract award, develop a plan for managing and reporting on the data. The plan will include the Contractor’s proposal for Quality assurance for obtaining 100% accuracy.

c. The Contractor shall complete the following reports and others required by ANA:

i. Demand for Project Funding: total applications received and requests for funding sorted by program area and state.

ii. Funding Analysis: total applications received and total applications funded (in number and dollar) by program areas and sub areas.

iii. Funding for Federally recognized tribes Compared to Non-Profits: total applications received and total applications funded (in number and dollar) by program area and sub areas.

iv. New Grantees: number (by project and dollars) and analysis (characteristics) of first time grantees.

v. Continuation Grantees: number (by projects and dollars) and analysis (characteristics) of continuation grantees.

vi. No Cost Extensions: number (by projects and dollars) and analysis (characteristics) of grantees receiving No Cost Extensions.

vii. Fiscal Year Analysis: number (by projects and dollars) and analysis (characteristics) of all funded projects sorted by ANA TITA Regions and ACF Regions.

viii. Other Funding Sources: analysis of grantees with funding from other ACF and HHS sources

ix. T/TA Reports, including: applicants receiving T/TA, type and frequency of T/TA, number (by projects and dollars) and analysis (characteristics) of all funded projects where applicants received or did not receive T/TA.

x. Impact Data Reports, including: all data collected on the impact evaluation tool.

xi. ANA Reviewer Database: database of all past and new facilitators and reviewers for panel review.

Task 5 Website Maintenance and Support

The ANA website is a valuable tool for potential applicants, grantees, agency and government partners, and the general public. The ANA website was redesigned and launched in 2012 as part of the ACF website redesign. The ANA website utilizes the Drupal content management software. ANA requires the Contractor to assist the maintenance and improvement of the ANA website and web-based resources. The Contractor shall:

a. Maintain the ANA website in compliance with ACF requirements and standards.

b. Maintain a process for website changes and updates to ensure timely and relevant information is displayed on the website.

c. Upload content developed by ANA.

d. Maintain social media networks as requested by the COR.

e. Receive and respond to inquiries received from the website and via the

ANAcomments.gov email.

f. Direct emails to appropriate ANA program staff for issues involving policy interpretations and Federal guidelines.

g. Report monthly on ANA web activity and content updates and accuracy.

Task 6 Operational, Administrative and Technical Support (OATS)

ANA requires the Contractor to provide qualified, efficient and well-trained staff to maintain and operate ANA's Help Desk, provide support to the ANA division directors as needed and provide IT database support.

Task 6.1 Operational, Administrative and Technical Support Activities

a. Operate phone and web (email) Help Desk from 8:30am to 5:00pm Monday through Friday.

b. Receive, handle and direct inquiries from the general public.

c. Provide answers to FAQ's as published and approved by ANA, and inform ANA program staff of assistance provided to callers/applicants/grantees.

d. Direct callers to appropriate ANA program staff.

e. Receive and respond to inquiries received from the website and via the ANAcomments.gov e ma i l .

f. Makes referrals, as appropriate, to other ACF or Federal agencies.

g. Direct applicants to the appropriate Technical and Training Assistance providers for their regions.

h. Direct emails to appropriate ANA program staff for issues involving policy interpretations and Federal guidelines.

i. Generate monthly reports regarding Help Desk activity.

j. Maintain an inventory of supplies and equipment.

k. As requested, provide COTR with a proposal to purchase, refresh, and store materials and equipment.

l. Enter Objective Work Plan (OWP) activities for new awards into Online Data Collection System (OLDC).

m. Prepare new award decision memo packages.

n. Respond to data calls on behalf of ANA.

Task 6.2 IT Support Activities

a. As requested by the COR, provide technical assistance and support with hardware and software to ANA and on-site contractor staff.

b. Work with ACF IT staff to implement and/or maintain systems for grants management and administrative functions. These include, but are not all inclusive: GrantSolutions and Automated Review Module (ARM).

c. Work with ANA program staff to implement and/or maintain systems for program management. A plan should be developed for quality assurance for obtaining 100% accuracy and on-time delivery. These include:

o Training and Technical Assistance (T/TA)Module - an online system for the COR to issue work Assignments and receive deliverables o Impact Evaluation Tool- an Adobe Forms system with supporting database o Survey Monkey - ANA uses this online tool for program evaluations and

"customer" feedback o SharePoint - a secure place to store, organize, share, and access information o Reviewer Database: a roster of qualified reviewers to serve on the panel o IRIS: an application screening database o Annual Data Report (ADR) – and Adobe Forms system with supporting database

Task 7 Technical Assistance and Development

The Contractor shall provide technical assistance to ANA as determined by the COR.

Based upon historical activity, the Government estimates at least one training per year.

The Contractor shall plan to provide TA including, but not limited to the following areas:

• Research methods

• Data collection and analysis

• Data graphs and presentation

Task 8 TAC and Tribal Consultation Coordination

The Contractor shall provide coordination support services for the ACF Tribal Advisory Committee (TAC) and ACF Tribal Consultation. The Contractor shall develop, communicate, and coordinate TAC and Tribal Consultation activities necessary to facilitate executive level review and decision making.

a. Provide administrative and logistical support for bimonthly TAC meetings, at least 6 meetings per year. Meetings may occur virtually or in-person. Support includes:

securing meeting space and/or webinar technology; preparation and distribution of invitations, letters, agendas, and documents to TAC members; attendance at TAC meetings; provision of TAC minutes.

b. Provide administrative and logistical support for annual Tribal Consultation.

Support includes: securing meeting space and/or webinar technology; recording of tribal session for written summary and executive summary, preparation and distribution of invitations, letters, agendas, documents and collection of testimony as necessary; preparation of name tents for Tribal Leaders; attendance at Tribal Consultation; provision of minutes. Testimony to be distributed to ACF Principals and Tribal Liaisons upon receipt from tribes.

c. Attend TAC and Tribal Consultation sessions and provide support to Commissioner and Deputy Commissioner.

d. Provide support for administrative functions of the Deputy Commissioner including, maintaining organization files, processing travel documents, and scheduling and staffing meetings and conference calls.

Task 9 Professional Development

The contractor will be responsible for providing at least 2 courses annually, access to professional development coursework to ensure personnel are kept up to date with their working knowledge and skills. Travel is not expected other than local as all training can be obtained locally or on-line.

C.3 RESERVED

C.4 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. Quoters shall propose a Quality Assurance Surveillance Plan (QASP) as part of their technical volume.

C.5 HHS SECTION 508 ACCESSIBILITY STANDARDS

This contract is subject to Section 508 of the Rehabilitation Act (the Act) of 1973 (29 U.S.C. 794d), as amended by the Workforce Investment Act of 1998, and the Architectural and Transportation Barriers Compliance Board (Access Board) Electronic and Information Accessibility Provisions (36 CFR Part 1194). Section 508 of the Act requires that, unless an exception applies, all communications products and services that require a contractor or consultant to produce content in any format that is specifically intended for publication on, or delivery via, a federally owned or federally funded website permit the following:

(1) Federal employees with disabilities to have access to and use information and data that is comparable to the access and use of information and data by federal employees who are not individuals with disabilities.

(2) Members of the public with disabilities seeking information or services from a federal agency to have access to and use of information and data that is comparable to the access and use of information and data by members of the public who are not individuals with disabilities.

(Note: Information about Section 508 of the Act is available at http://www.section508.gov/. The complete text of Section 508 can be accessed at http://www.access-board.gov/sec508/provisions.htm.)

Accordingly, regardless of format, all web content or communications materials specifically produced for publication on, or delivery via, HHS websites, including text, audio, or video, under this contract shall conform to applicable Section 508 accessibility standards. Remediation of any materials that do not comply with the applicable accessibility standards of 36 CFR Part 1194 as set forth herein shall be the responsibility of the Contractor.

The following Section 508 accessibility standards apply to the work to be performed (see HHSAR Clause 352.239-74):

36 CFR 1194.21 Software and Operating Systems 36 CFR 1194.22 Internet and Intranet Information and Applications 36 CFR 1194.24 Video and Multimedia 36 CFR 1194.31 Functional Performance Criteria 36 CFR 1194.41 Information, Documentation, and Support

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.

SECTION E - Inspection and Acceptance

E.1 RESERVED

E.2 INSPECTION AND ACCEPTANCE

Pursuant to the appropriate inspection clause, 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.2.1 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.2.2 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.

SECTION F - Deliveries or Performance

F.1 RESERVED

F.2 PERIOD OF PERFORMANCE – Severable Services

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

Base Period 12 months from award date Option 1 12 months from award date Option 2 12 months from award date Option 3 12 months from award date Option 4 12 months from award date

Option periods may be exercised in accordance with FAR Clause 52.217-9 entitled "Option to Extend the Term of the Contract."

F.3 PLACE OF PERFORMANCE

Work will be performed at the Administration for Children and Families located at 330 C Street, SW Washington, DC 20201; and/or at the Contractor’s office site: TBD

F.4 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.

1 Summary of the Meeting 2 weeks after each meeting 2 Final Consolidated Summary of all

Meetings 4 weeks after the last meeting

3 Draft transcription of meeting 2 weeks after each meeting 4 Draft Executive Summary of

Meeting 2 weeks after each meeting

5 Final documents 2 weeks after return of draft Summary and Executive Summary with corrections or after receiving verbal approval of acceptance of draft as is

F.5 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.

F.6 OBSERVANCE OF LEGAL HOLIDAYS AND DAYS OF GOVERNMENT CLOSURE –

ONSITE CONTRACTOR EMPLOYEES

(a)(1) The performance of this contract requires contractor employees of the prime contractor or any subcontractor, affiliate, partner, joint venture, or team member with which the contractor is associated, including consultants engaged by any of these entities, to have access to, physical entry into, and to the extent authorized, mobility within, a Federal facility.

(2) HHS may close and or deny contractor access to a Federal facility for a portion of a business day or longer due to any one of the following events:

(i) Federal public holidays for federal employees in accordance with 5 U.S.C. 6103.

(ii) Fires, floods, earthquakes, unusually severe weather to include snow storms, tornadoes and hurricanes.

(iii) Occupational safety or health hazards.

(iv) Any other reason.

(3) In such events, the contractor employees may be denied access to a Federal facility, in part or in whole, to perform work required by the contract. Contractor personnel already present at a Federal facility during such events may be required to leave the facility.

(b) In all instances where contractor employees are denied access or required to vacate a Federal facility, in part or in whole, the contractor shall be responsible to ensure contractor personnel working under the contract comply. If the circumstances permit, the contracting officer will provide direction to the contractor, which could include continuing on-site performance during the Federal facility closure period. In the absence of such direction, the contractor shall exercise sound judgment to minimize unnecessary contract costs and performance impacts by, for example, performing required work off-site if possible or reassigning personnel to other activities if appropriate.

(c) The contractor shall be responsible for monitoring when the Federal facility becomes accessible and shall resume contract performance as required by the contract.

(d) For the period that Federal facilities were not accessible to contractor employees, the contracting officer may—

(1) Adjust the contract performance or delivery schedule for a period equivalent to the period the Federal facility was not accessible;

(2) Forego the work;

(3) Reschedule the work by mutual agreement of the parties; or

(4) Consider properly documented requests for equitable adjustment, claim, or any other remedy pursuant to the terms and conditions of the contract.

SECTION G - Contract Administration Data

G.1 PROVISIONS APPLICABLE TO DIRECT COSTS

Notwithstanding Clause 52.216-7 "Allowable Cost and Payment" and Clause 52.244-2 "Subcontracts", of the Federal Acquisition Regulation, unless otherwise expressly provided elsewhere in the contract or in any modification thereto, the cost of the following items or activities shall be unallowable as direct costs:

a. Acquisition by purchase or lease, of any interest in real property.

b. Special rearrangement or alteration of facilities;

c. Purchase or lease or rental of any item of general purpose; office furniture or office equipment (including data tapes);

d. Travel to foreign countries; and

e. Food and beverage costs unless part of per diem expenses paid in accordance with the

Federal Travel Regulations.

Any equipment having a unit acquisition cost in excess of $1,000.00, of which the Contractor wishes to be reimbursed as a direct item of cost, shall not be acquired by the Contractor without the specific advance written approval of the Contracting Officer.

G.2 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.3 ADVANCE UNDERSTANDING

Other provisions of this contract notwithstanding, the Contractor is hereby authorized to incur the following costs, within the limits set forth without further authorization under 52.244-2 entitled Subcontracts as incorporated into Section I of this contract:

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

G.4 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 Ryan Collins Team Lead/Contracting Officer, Acquisition Management Services Program Support Center U.S. Department of Health and Human Services 7700 Wisconsin Avenue, Room 8311A Bethesda, MD 20857 Ryan.Collins@psc.hhs.gov Office: (301) 492-4685 Mobile: (202) 826-4796

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

Contract Specialist Peter D. Preston Contract Specialist, Acquisition Management Services Program Support Center U.S. Department of Health and Human Services 7700 Wisconsin Avenue Bethesda, MD 20857 Peter.Preston@psc.hhs.gov Office: (301) 492-4648

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.

G.5 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."

G.6 GOVERNMENT-FURNISHED PROPERTY

The Government will provide the following items(s) of Government property to the Contractor for use in the performance of this contract. The property shall be used and maintained by the Contractor in accordance with the HHS Contractors' Guide for Control of Government Property (Appendix Q of the HHS Logistics Management Manual) found at https://web.archive.org/web/20111015044731/http:/www.hhs.gov/hhsmanuals/. The Contractor shall be responsible and accountable for all government property; either furnished or acquired, and also is required to keep the Government's official records of Government property in their possession and control. The following item(s) of Government property are hereby furnished to the Contractor:

Item Description Quantity Government Serial Number Laptop Docking Station Other Computer Peripherals Telephone

G.7 RESERVED

G.8 INVOICE SUBMISSION - NONCOMMERCIAL

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

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

2. Contracting Officer's Representative (COR): TBD

3. Financial Management Service (FMS): psc_invoices@psc.hhs.gov.

* No other non-invoice related documents (i.e.