17-233-SOL-00709_BASE.pdf

17-233-SOL-00709

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

1 71

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.

I

J

K

L

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

H

G

F

E

D

C

B

A

SEC. DESCRIPTION PAGE(S) (X) DESCRIPTION SEC. (X)

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

OF

OFFEROR

CODE FACILITY

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

08/19/2017 X

DAM

DHHS/PSC/AMS/DAM

7700 Wisconsin Avenue 8th Floor Bethesda MD 20814

1200 ET 09/18/2017

RYAN L COLLINS 301

ryan.collins@psc.hhs.gov

492-4685

X

X

X

X

X

X

X

X

X

X

X

X

X

PAGE(S)

RYAN L. COLLINS

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

STANDARD FORM 33 (Rev. 9-97)

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

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

2 71

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

17-233-SOL-00709

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

HHS/ACF/Office of Child Care(OCC): Child Care

Communications Management Center.

FOB: Destination

Period of Performance: 09/30/2017 to 09/29/2022

1 Base Period: PoP: September 30, 2017 through

September 29, 2018.

Period of Performance: 09/30/2017 to 09/29/2018

1001 Option Period One: PoP: September 30, 2018 through September 29, 2019.

(Option Line Item)

Period of Performance: 09/30/2018 to 09/29/2019

2001 Option Period Two: PoP: September 30, 2019 through September 29, 2020.

(Option Line Item)

Period of Performance: 09/30/2019 to 09/29/2020

3001 Option Period Three: PoP: September 30, 2020 through September 29, 2021.

(Option Line Item)

Period of Performance: 09/30/2020 to 09/29/2021

4001 Option Period Four: PoP: September 30, 2021 through September 29, 2022.

(Option Line Item)

Period of Performance: 09/30/2021 to 09/29/2022

Reference SBA Requirement Number: 0353/17/1303.

OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

NSN 7540-01-152-8067

Solicitation No. 17-233-SOL-00709 Page 3 of 72 “HHS/ACF: Child Care Communications Management Center”

SECTION B - Supplies or Services and Prices/Costs

B.1 BRIEF DESCRIPTION OF SERVICES

The purpose of this contract is to provide support for technical assistance to CCDF grantees in order to improve their child care delivery system for low-income families. This contract is for the provision of communications and technological support for technical assistance provided by the OCC. The contract also provides logistical and conference management support for national and regional child care technical assistance activities sponsored by the OCC. The contract also promotes federal leadership and supports partnerships to facilitate the provision of technical assistance furthering accessible, affordable, high quality child care for low income, working families.

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: (12 Months) Estimated Cost (Not-To-Exceed (NTE)) $ Fixed Fee $ Cost Plus Fixed Fee $

CLIN 1001 - Option Period One: (12 Months) Estimated Cost (NTE) $ Fixed Fee $

Solicitation No. 17-233-SOL-00709 Page 4 of 72

Cost Plus Fixed Fee $

CLIN 2001 - Option Period Two: (12 Months) Estimated Cost (NTE) $ Fixed Fee $ Cost Plus Fixed Fee $

CLIN 3001 - Option Period Three: (12 Months) Estimated Cost (NTE) $ Fixed Fee $ Cost Plus Fixed Fee $

CLIN 4001 - Option Period Four: (12 Months) Estimated Cost (NTE) $ Fixed Fee $ Cost Plus Fixed Fee $

TOTAL Potential Value inclusive of all CLINS: $TBD Estimated Cost (NTE) $ 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:

***The Type of Indirect Costs listed below may need to be changed based on the contractors accounting system.

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

Solicitation No. 17-233-SOL-00709 Page 5 of 72 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.

Solicitation No. 17-233-SOL-00709 Page 6 of 72

SECTION C - Description/Specifications/Statement of Work

HHS/ACF: Child Care Communications Management Center

C.1 PROGRAM DESCRIPTION AND BACKGROUND

Background Statement/Project History

Purpose of Contract

The purpose of this contract is to provide support for technical assistance to CCDF grantees in order to improve their child care delivery system for low-income families. This contract is for the provision of communications and technological support for technical assistance provided by the OCC. The contract also provides logistical and conference management support for national and regional child care technical assistance activities sponsored by the OCC. The contract also promotes federal leadership and supports partnerships to facilitate the provision of technical assistance furthering accessible, affordable, high quality child care for low income, working families.

Background

The Office of Child Care (OCC) falls within the Office of Early Childhood Development (ECD), in the Administration for Children and Families (ACF), in the U.S. Department of Health and Human Services (HHS). ACF has responsibility for many programs that support the economic success of families and the well-being of children, including: Temporary Assistance for Needy Families (TANF), Head Start, Child Welfare, Child Support Enforcement, and the Social Services Block Grant.

The OCC supports low-income working families through child care financial assistance and promotes children’s learning by improving the quality of early care and education and after-school programs. The OCC is responsible for administering the Child Care and Development Fund (CCDF) – a program that helps low-income families access child care for children while parents work or participate in education or training. A portion of CCDF also is used to improve the quality of child care. In FY 2017, the OCC awarded over $5 billion in CCDF funds to States, Territories, and Indian Tribes through block grants.

Each State, Territory or Tribe appoints a Lead Agency to administer the CCDF funds. These Lead Agencies make decisions about CCDF priorities, policies, and expenditures, including:

determining eligibility requirements, setting family co-payment levels, establishing provider payment rates, setting target populations, and prioritizing quality investments. States, Territories and Tribes are required to complete a comprehensive planning process every three years, and to provide information on child care policies to ACF in triennial CCDF Plans.

The majority of CCDF monies are used to subsidize the cost of care for low-income families.

States have options including contracting with community providers, blending funds with Head

Solicitation No. 17-233-SOL-00709 Page 7 of 72

Start and public preschool programs to purchase spaces for eligible children, or providing certificates or vouchers that families can use to pay the provider of their choice. In addition, States are required to meet a 7% quality spending requirement and 3% infant and toddler quality spending requirement for FY 2017, further supporting State efforts to improve child care access and quality.

ECD has established an Early Childhood Training and Technical Assistance System (ECTTAS) to support the work of States, Territories, and Tribes that administer the CCDF, as well as local Head Start programs. In FY 2017, OCC-supported ECTTAS projects include:

The National Center on Early Head Start-Child Care Partnerships supports effective implementation of the Early Head Start-Child Care Partnerships, which allows grantees to deliver high quality comprehensive services to low-income infants, toddlers and their families.

The National Center on Early Childhood Health and Wellness advances best practices for linking health and early childhood education systems.

The National Center on Parent, Family and Community Engagement supports family well-being, effective family and community engagement, and children’s school readiness, including transitions to kindergarten.

The National Center on Early Childhood Development, Teaching and Learning advances best practices in the identification, development, and promotion of the implementation of evidence-based child development, teaching and learning practices that are culturally and linguistically responsive and lead to positive child outcomes.

The National Center on Early Childhood Quality Assurance supports the implementation of rigorous health, safety and licensing standards and promotes best practices that support the infrastructure of an ECE quality improvement framework.

The National Center on Afterschool and Summer Enrichment supports school-age care and summer learning programs by working with state-wide school-age networks and other community partners to expand learning opportunities for school-age children; identifying and promoting family engagement approaches; and coordinating with early childhood and school-age stakeholder groups and other federal programs to maximize effective service delivery models and minimize duplication of efforts.

The National Center on Child Care Subsidy Innovation and Accountability assists grantees in developing child-focused, family-friendly child care subsidy systems that are fair to providers, including implementing new provisions of newly reauthorized Child Care and Development Block Grant, reaching goals related to subsidy eligibility, integrating quality and subsidy, as well as strengthening program integrity, payment rules, rate setting, and other policies and practices that support serving more low-income children in high quality care.

The National Center on Tribal Early Childhood Development assists American Indian and Alaskan Native Tribes and tribal organizations in their efforts to implement and administer Child Care and Development Fund as well as increase the quality, affordability, and availability of child care.

The Child Care State Capacity Building Center (SCBC) supports child care administrators and their key partners to create early childhood systems that are coordinated, collaborative, and comprehensive in their approach to improving child outcomes and school readiness.

Solicitation No. 17-233-SOL-00709 Page 8 of 72

The Child Care Communications Management Center will work with OCC and the rest of ECTTAS to provide technical assistance to States and Territories as they build and strengthen high quality child care systems throughout the country.

Scope and Requirements

As part of ECD’s ECTTAS, the Child Care Communications Management Center will support technical assistance and informational products to further the goals of CCDF grantees, the Office of Child Care, the Office of Early Childhood Development, and the Administration for Children and Families.

The scope of work for this project is:

Assistance in coordinating communication with CCDF grantees – The Contractor will work with OCC to maintain databases for relevant contacts. Further, the contractor will coordinate conference calls and webinars as needed to deliver technical assistance to grantees throughout the country. The Contractor will also, as requested by the COR, work with the OCC to develop communications and publications in order to better articulate our message and further our relationships with grantees and other partners.

Conference and meeting support – The Contractor will coordinate the logistics for both national and regionally-based technical assistance events in collaboration with OCC staff, the COR, and other ECTTAS partners as appropriate. The coordination will include acquiring meeting space;

coordination and payment for travel and lodging costs of supported attendees; distribution of meeting invites, agendas, and any relevant follow-up materials; and audio visual support as needed. The contractor will pay special attention to abiding by all federal rules and regulations related to conferences and meetings.

Coordination and consultation with ECTTAS and other OCC partners – The Contractor will be responsible for coordinating with other ECTTAS partners as appropriate for meeting and event planning.

General Requirements:

a. The Contractor shall involve ECD and OCC staff in the various stages of development and implementation of this technical assistance effort, including updating and gathering information, per established protocols.

b. Any effort to contact multiple Lead Agencies in a systematic fashion will be approved in advance by the COR and the Contractor shall work with the COR to have any information collection activities approved by the Office of Management and Budget, if necessary.

c. As part of any training, technical assistance, or other presentation funded by the contract, the Contractor shall acknowledge verbally and in writing (on any presentation materials) that the Child Care Communications Management Center is a service of the OCC. All materials produced under this task order, including the project website, should include the OCC icon, HHS logo and names, and dates developed/updated.

Solicitation No. 17-233-SOL-00709 Page 9 of 72

d. The Contractor shall identify, as they occur, any potential problem areas in accomplishing the tasks and subtasks specified in the Scope of Work and recommend solutions to the COR.

e. The Contractor's satisfactory performance will be based on the Contractor's compliance with the project work plan, monthly and quarterly reports, quality and timeliness of products, feedback from CCDF grantees and ECD and OCC staff on technical assistance, and feedback from COR.

f. The Government has the right to refuse any subcontractor deviation from the Contractor's proposal.

g. The Contractor’s staff shall have knowledge of early childhood and school age issues as they relate to CCDF.

h. The Contractor will maintain an office in the Washington D.C. area and locate an on-site Technical Assistance Support Coordinator at the Office of Child Care physical office (currently 330 C St., SW, Washington DC) an average of three days per week.

The TA Support Coordinator shall serve as an on-site coordinator for technical assistance delivered directly from the ECD CSTTA Division to CCDF grantees, as well manage the logistics and any necessary technology for any technical assistance events or meetings held in federal space in the Washington, DC metropolitan area. He or she shall support OCC partnership-building and facilitate communication between OCC and its grantees and stakeholders.

i. The Contractor must conduct work under the contract in compliance with applicable Federal regulations (e.g., travel and meeting planning).

Contractor Staffing:

The Contractor will be able to manage the contract and operate with only a limited use of OCC approved consultants and/or subcontractors. Specifically, key personnel must be employees of the Contractor. The minimum contractor requirements are:

Ability to hire, retain, manage and supervise a highly trained and experienced multi-disciplinary staff, including information management specialists, technology experts, writers, editors, and TA staff to work with the Regional Offices;

Expert knowledge, expertise, and capability to support the maximum use of technology and distance learning for ongoing communication, knowledge gathering, knowledge sharing, including demonstrated experience in developing web ready material and populating websites;

Expert knowledge, expertise, and experience related to logistics and meeting planning, including, but not limited to, complicated budget and task management, negotiations related to meeting space, and A/V services provision and support;

Expert knowledge of, expertise in, and experience with federal regulations applicable to meeting and event planning and sponsorship including, but not limited to, travel and meeting space regulations.

Process for Acquiring Key Personnel The Contractor must identify in the technical proposal their recruitment strategy, process, and timetable for key personnel to be hired under this contract. ACF retains the right to review the

Solicitation No. 17-233-SOL-00709 Page 10 of 72 qualifications of applicants and approve the hiring of personnel subsequent to review of their qualifications. The final selection of all key staff will be made jointly by the contractor and ACF.

The Contractor shall identify a “Program Director” who shall act as the primary interface between the Contractor and the Government. NOTE: Key personnel may not be removed from the task without express approval of ACF and the Contract Officer. *Reference Section H.2 of this contract.*

Resumes of key personnel must be provided to ACF and the Contract Officer for approval prior to assignment of the individual(s). The resumes shall indicate which expertise requirement(s) of this SOW are being met by the individual(s).

Filling Vacancies In order to assure continuity in the services provided under the contract, the contractor shall insure that any new or vacant positions are filled as soon as possible; proposed candidates for vacancies in key personnel positions will be reviewed and approved in writing by the Contracting Officer.

*Reference Section H.2 of this contract.* All vacancies shall be filled within 60 days maximum.

If the contractor expects a vacancy to exist longer than 60 days, ACF and the Contracting Officer must be notified and the reason for the extended vacancy provided.

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: Project Management and Reporting

Subtask 1.1: Orientation meeting The Contractor shall meet with the Contracting Officer’s Representative (COR) and other federal staff at an orientation meeting held in Washington, DC within 15 days after the effective date of the contract. The purpose of this meeting will be to discuss the project scope of work, project schedule and due dates for deliverables, project progress indicators, and clarify questions regarding project activities and expectations. Potential topics, and the timing and delivery of technical assistance products and activities along with types of potential consultation necessary will be discussed. Any potential problems that might delay the submission of deliverables and ways to avoid such delays also will be discussed.

Subtask 1.2: Center work plan The Contractor shall prepare a project work plan, including a project schedule and due date for deliverables, project resources allocated to meet the cost, performance, and schedule requirements throughout the contract; a quality assurance plan that includes each project deliverable; and project progress indicators. The Contractor should submit a proposed project

Solicitation No. 17-233-SOL-00709 Page 11 of 72 work plan as part of its proposal to be finalized by the Contractor and approved by the COR within two weeks following the Orientation Meeting (Subtask 1.1).

Subtask 1.3: Center meetings Notwithstanding meetings for the purpose of carrying out other tasks of the contract the Contractor shall meet with the COR at least monthly, either by telephone or in person, during the period of performance of this contract except when deemed unnecessary by the COR. The Contractor shall submit an agenda, and any materials to be discussed, in advance of these meetings.

Subtask 1.4. Center reports The Contractor shall complete written monthly progress reports that summarize the status of project activities and deliverables, forecast planned activities for the next month, outlines outcomes of technical assistance to Child Care and Development Fund (CCDF) Administrators, and identify any potential problems that may cause a delay in performance and the proposed corrective action to be taken. These monthly reports must detail past-month and cumulative spending by task and spending projections by task for the remainder of the project.

The frequency and content of the progress reports may be modified at the COR discretion.

Task 2: Communications and Content Expertise

The Contractor shall have a level of child care content expertise such that the contract can support agenda building for various meetings and support the development and distribution of publications on behalf of the Office of Child Care (OCC). The Contractor shall also have a level of expertise regarding the OCC and the child care field such that the Contractor can appropriately represent the OCC at professional meetings and conferences and develop and update databases and contact lists at the request of the COR. The Contractor shall also provide support for technical assistance (TA) delivery via non-conference activities such as audio or audio-visual conference call/series. The Contractor shall explore cost-effective information technology (IT) modes and will provide IT modes that best meet the needs of the audience and are compatible with their IT capacity.

Subtask 2.1: Schedule of child care events In consultation with the OCC, the Contractor will develop and distribute a schedule of events and meetings related to child care for each 12-month period. This schedule will include events sponsored by the ECD Early Childhood Training and Technical Assistance System (ECTTAS) and, in addition to the COR, the Contractor will consult with the OCC Regional Program Managers and the Child Care State Systems Specialists as needed to create the schedule. The schedule shall be updated regularly to reflect newly planned national and OCC events.

Subtask 2.2: Contacts database The Contractor shall maintain a contacts database for the OCC. The database will include, but not be limited to, contact information for OCC staff; federal Project Officers and CORs for ECTTAS projects; CCDF Administrators; ECTTAS partners; local, state, and national

Solicitation No. 17-233-SOL-00709 Page 12 of 72 organizations focused on early care and education and school-age care issues; and other participants of OCC sponsored meetings and conferences. The Contractor shall distribute updated lists of CCDF Administrators and OCC staff monthly (as needed). The Contractor shall provide reports from the database to the COR as requested.

Subtask 2.3: ECTTAS directory The Contractor shall maintain a directory of ECTTAS staff members in both print and electronic form. The directory shall contain names, photos, and contact information for the staff members of all ECTTAS projects and shall be updated monthly (electronic version) or quarterly (printed version).

Subtask 2.4: Information distribution The Contractor will be responsible for the administration of the “OCC Announcements” email address and will, at the request of the COR, email an average of two informational announcements per week on behalf of the OCC. Messages will include information from OCC and from/on behalf of other ECTTAS partners. The Contractor will be responsible for editing, formatting, and ensuring compliance with Section 508 of the Rehabilitation Act (29 U.S.C.

794d) for all announcements. The Contractor will develop an announcement request form to capture necessary details, including a dissemination plan, from the requestor. The Contractor, when directed by the COR, will coordinate announcements with communications leads/contractors for partner programs or agencies. Non-grantee, non-contractor, and non-Administration for Children and Families (ACF) staff recipients should be offered the opportunity to subscribe/unsubscribe from future email announcements, and all contacts should be able to update contact information.

Subtask 2.5: Providing subject matter expertise The Contractor will have capacity to provide expertise on a broad range of topics related to child care and use this expertise to support the drafting and content editing of a range of communications, such as letters, memos, presentation slides, announcements, tweets, etc., which support OCC staff and grantees. The OCC will provide a list of qualifications which these experts must possess. It will be the responsibility of the contractor to select experts with qualifications meeting the needs of OCC.

Subtask 2.6: Resource area The Contractor shall, as requested by the COR, coordinate a resource area with appropriate child care related materials for large meetings and TA events sponsored by the OCC. These events shall include, but are not limited to, the State and Territories Administrators Meeting and the Topical Forum.

Subtask 2.7: Note-taking and meeting summaries The Contractor shall, as requested by the COR, take notes at OCC events and meetings. The summary of the notes taken will be submitted to the COR within 14 days of the meeting or conference except when a different timeline is negotiated in advance by the COR and the Contractor. The Contractor can anticipate an average of one such requests per month.

Solicitation No. 17-233-SOL-00709 Page 13 of 72

Subtask 2.8: Graphics and artwork The Contractor shall have the ability to provide a variety of art and graphics services for the OCC as requested by the COR, including but not limited to layout; editing; graphics design;

type setting; duplication; designing/acquiring graphics and/or photographs for publications, outreach materials, and informational brochures; and limited printing (See Section H.8). The Contractor can anticipate an average of two such requests per month.

Subtask 2.9: Conference calls and webinars As requested by the COR, the Contractor shall provide support for conference calls with as many lines as needed. The Contractor shall also have access to webinar technology and the capability to facilitate the use of said technology as requested by OCC. The webinar technology selected must be compatible with federal government-issued computers and the accompanying software. The Contractor can anticipate an average of one such request per month.

The conference call/webinar participants will consist of, but not be limited to, State/Territory CCDF grantees, OCC Central and Regional office staff, and ECTTAS partners. The OCC will provide the Contractor with the participant list so the Contractor can notify all participants of the call/webinar date, time, and connection information. The Contractor shall email the call/webinar agenda and any instructions to all participants prior to the event.

The Contractor shall: (1) have the ability to receive pre-conference call/webinar questions from the participants, (2) send any questions to the COR prior to the call/webinar or as requested by the COR, and (3) send to all call/webinar participants follow-up materials within seven days of the COR’s approval and at the CORs request. The Contractor shall, also at the CORs request, provide a list of participants and call meeting notes within 14 days of the meeting or conference except when the COR and the Contractor negotiate a different timeline in advance.

Subtask 2.10: Publications The Contractors shall work with the OCC to develop publications, communications, and TA literature at the request of the COR. Materials may include, but are not limited to, OCC brochures and exhibits, PowerPoint templates, newsletters, and various announcements.

Subtask 2.11: Web-related compliance Related to any materials submitted for posting to the OCC website, including graphics, publications, and webinar recordings, the Contractor shall: (1) ensure electronic and information technology (EIT) deliverables and materials are citizen-centric and user-friendly and comply with the Rehabilitation Act of 1973, as amended, Section 508, (29 U.S.C. 794d);

(2) conform to ACF Web Standards and U.S. Department of Health and Human Services (HHS) web guidelines and policies; (3) participate in ACF web and technology initiatives and meetings as requested; and (4) maintain OCC images and icons as needed. The Contractor shall also submit materials for the OCC website to the COR for review and approval prior to submitting the materials to the web administrator.

Solicitation No. 17-233-SOL-00709 Page 14 of 72

Task 3: Conference and Meeting Support

The Contractor shall provide all logistical and conference management planning support for national TA and research meetings and events, as requested by the COR and federal lead for the meeting. In consultation with the COR and OCC leadership, the contractor shall develop a schedule of meetings for each 12-month period. The Contractor’s responsibilities include, but are not limited to, the following tasks:

Subtask 3.1: Schedule of Technical Assistance events In consultation with the COR, the Contractor shall maintain a schedule of meetings sponsored by OCC for each 12-month period. The schedule shall be updated regularly to reflect newly planned events.

Subtask 3.2: Meetings with OCC program officials The Contractor shall meet with the Comprehensive Services and Training and Technical Assistance (CSTTA) Co-Director, OCC Lead and/or other appropriate program officials to discuss the agenda(s) for national events when deemed necessary by the COR or the CSTTA Co-Director, OCC Lead.

Subtask 3.3: Projected meeting costs The Contractor shall prepare a budget of projected meeting costs for all meetings with which the contract is involved. Except in the final year of the contract, meetings will be projected by the COR and OCC leadership not less than 90 days prior to the end of the contract year. The contractor will be responsible for preparing budget estimates within two weeks of receipt of projected meeting schedules.

As required by ACF efficient spending guidance, the contractor is also responsible for monitoring meeting costs throughout the planning of the meeting and for notifying the COR immediately if the actual costs could rise more than 10 percent above the original estimate.

Subtask 3.4: Acquiring meeting space The Contractor shall, in compliance with relevant federal regulations, negotiate for hotel and meeting space and be responsible for all necessary expenses. The Contractor shall secure sleeping room blocks for all non-local* meeting participants. The Contractor shall explore no cost venues to hold meetings, such as government space, non-profit meeting spaces, and educational institutions.

*Non-local is defined as participants who travel at least 50 miles to the conference/meeting as defined by the federal travel regulation.

Subtask 3.5: Selection and support of meeting presenters When an appropriate federal or ECTTAS meeting presenter cannot be identified, the Contractor shall, at the request of the COR, select a topical expert for OCC-sponsored meetings. The selection of a subcontractor for these sorts of presentations shall be done in

Solicitation No. 17-233-SOL-00709 Page 15 of 72 accordance with the limited procurement exception as outlined in Section 1.6 of the 2013 HHS Policy on Use of Appropriated Funds for Conferences and Meeting Space.

Additionally, the contractor shall arrange the travel, lodging, and per-diem costs for all supported participants for meetings or conferences. The Contractor shall arrange honoraria for invited speakers and presenters as pre-approved by the OCC and eligible for the limited procurement exception as mentioned above. The Contractor shall establish a reimbursement policy that will guarantee full reimbursement of all applicable costs to supported participants within 30 days of the receipt of vouchers.

Subtask 3.6: Save-the-date announcements The Contractor shall develop and distribute a save-the-date announcement to all invitees of meetings anticipated to have 50+ participants. The Contractor shall distribute the announcement no less than five months prior to the meeting unless otherwise negotiated with the COR. The OCC will supply the Contractor with the list of invitees. The COR will review and approve the save-the-date.

Subtask 3.7: Meeting invitations The Contractor shall develop and distribute an invitation to all meeting invitees. The Contractor shall distribute the invitation no less than 10 weeks prior to the meeting unless otherwise negotiated with the COR. The OCC will supply the Contractor with the list of invitees, and the COR will review and approve the invitation.

Subtask 3.8: Meeting websites The Contractor shall, in compliance with relevant federal regulations, prepare and maintain a website for each national child care meeting. The website shall (1) provide links to the conference agenda, hotel information, and other appropriate information approved by the COR, (2) enable participants to register for national child care meetings on the internet, (3) provide access to meeting materials such as PowerPoint presentations and handouts, and (4) enable participants to complete meeting evaluations on the internet after the meeting (Subtask 3.16). Related to meeting registration websites, the Contractor shall: (1) ensure electronic and information technology (EIT) deliverables and materials are citizen-centric and user-friendly and comply with the Rehabilitation Act of 1973, as amended, Section 508, (29 U.S.C. 794d);

(2) conform to ACF Web Standards and HHS web guidelines and policies; (3) participate in ACF web and technology initiatives and meetings as requested; and (4) maintain OCC images and icons as needed. The Contractor shall also submit registration sites to the COR for review and approval prior to taking the site live.

Subtask 3.9: Event planning calls The Contractor shall, at the request of the COR, schedule and support conference calls for the event planning committees and, at the prior request of the COR, provide minutes of those calls to OCC and other planning committee members within 5 working days of the planning call except when the COR and the Contractor negotiate a different timeline in advance.

Solicitation No. 17-233-SOL-00709 Page 16 of 72

Subtask 3.10: Event distribution lists The Contractor shall develop e-mail distribution lists to distribute agendas, registration materials and other materials or correspondence.

Subtask 3.11: Development and distribution of event materials The Contractor shall work collaboratively with the OCC event planning committee and other sub-planning committees to develop meeting agendas and materials with the approval of the COR. The Contractor shall develop all meeting materials in a form for electronic distribution that is consistent with ACF efficient spending guidance. The Contractor shall submit all materials to OCC for review and approval before distribution.

Subtask 3.12: On-site support The Contractor shall provide on-site support to staff the registration tables, give directions to participants, provide oversight of hotel arrangements and any vendors, and monitor activities in meeting rooms to offset or troubleshoot potential problems.

Subtask 3.13: Audio and visual equipment The Contractor shall secure all necessary audio and visual equipment and materials for the meeting or conference (e.g. microphones, speakers, laptops, overhead projectors, easels, markers, signage, and other meeting essentials) prior to the beginning of the meeting or conference.

Subtask 3.14: Recording and webcasting of meetings At the request of the COR, the Contractor shall arrange, in compliance with relevant federal regulations, through in-house expertise or by subcontract, special technology options, including video-taping portions of meetings, creating technology-driven technical assistance tools, or arranging web-casting or video-streaming portions of the meeting or conference. The contractor shall: (1) have the ability to live web-stream and/or video tape plenary sessions with text for conferences and meetings as requested by the COR, and (2) be responsible for all costs associated with obtaining the supplies and equipment necessary to perform this task.

Any materials recorded with the intent of posting on OCC websites will comply with the Rehabilitation Act of 1973, as amended, Section 508, (29 U.S.C. 794d), (www.section508.gov). In order to achieve maximum efficiency and expedite the posting of more dynamic materials (i.e., rich multi-media) such as audio and video recordings, webinars, etc., prior to recording, the Contractor will consult with the State Capacity Building Center Information Services Team regarding acceptable formats, media, etc. It is expected that the Contractor will coordinate all efforts involving information to be posted on OCC websites with the State Capacity Building Center Information Services Team to ensure (a) 508 compliance,

(b) the use of appropriate technology, and (c) timely postings. Data and website materials will be updated monthly in coordination with the State Capacity Building Center Information Services Team.

Subtask 3.15: Production of video and data resources

Solicitation No. 17-233-SOL-00709 Page 17 of 72

The Contractor shall have the ability, in house and/or through sub-contractors, to produce video files as training tools and learning modules, as requested by the COR. When meetings or conference sessions are videotaped or on-camera interviews are conducted, the Contractor shall have the capability to provide the COR with (1) the raw footage and (2) an edited version of the video, compliant with Section 508 of the Rehabilitation Act as requested. If the video content is intended for posting on an ACF website, the Contractor will consult with the State Capacity Building Center Information Services Team regarding acceptable formats, media, etc. prior to recording.

Subtask 3.16: Event evaluations The Contractor shall design evaluation forms to obtain feedback from participants in TA events for which the Contractor arranges logistics. The forms shall be consistent with other ACF ECTTAS evaluation efforts. Where other ECTTAS TA partners are involved, these partners will be responsible for providing the Contractor with questions to be included related to the content for which they were responsible. The Contractor will submit the forms for COR review and comment at least two weeks in advance of the TA event. The Contractor will provide the COR with copies of the completed evaluations and analysis of the evaluation results within two weeks after each event.

Subtask 3.17: Follow-up activities The Contractor shall prepare all appropriate follow-up activities including thank you letters, distribution of any follow-up materials, and close out of the financial and logistical arrangements. Within 14 days of the event, the Contractor shall provide the COR with a meeting report that includes the meeting agenda, any meeting materials, a summary of evaluation feedback, actual costs related of the meeting (or estimated costs in the event that actual costs are not yet available), and any notes that had been requested prior to the meeting.

Subtask 3.18: Collaboration with other offices and TA projects on meeting development The Contractor, when directed by the COR, shall coordinate planning with other logistics and TA contractors for meetings, conferences, or other events sponsored by OCC in collaboration with other programs or agencies. The Contractor will work with the COR to ensure that child care objectives and priorities are represented in the conference agenda.

Solicitation No. 17-233-SOL-00709 Page 18 of 72

List of Meetings Meetings for which the above task is relevant include, but are not limited to, those listed below:

Type of Meeting Location Time Frame Size Target Audience

OCC State and Territory Administrators Meeting

Washington, DC metropolitan area

One 3 – 4 day meeting per year

300 to 450 participants

(15-20 supported)

Representatives from all

State/Territory CCDF lead agencies, representatives from national child care organizations, experts from a variety of programs, child care researchers, federal staff

ECTTAS All-Hands Meeting

Washington, DC and conference calls for off-site participants

One 2-3 day meeting per year

200-250 participants

(no supported attendees)

Project Directors, full staff of each project, and several federal staff members

Topical Forum (as budget allows)

Washington, DC metropolitan area or elsewhere depending on the topic

One 3-day meeting per year

Up to 250 participants per meeting

(10 supported)

Depending on the topic, could be representatives from across the country

Clustered Issue Meetings (as budget allows)

Washington, DC or elsewhere depending on the topic

Up to three meetings of 1.5 to

2 days per year

Up to 100 participants per meeting

(5 supported)

Experts, federal staff, ECTTAS providers and other partners, depending on the issue

Task 4: Coordination and Consultation

Coordination with Other Stakeholders: With guidance from the COR, the Contractor will coordinate their efforts with OCC Central Office, the ECD CSTTA Division, Child Care Regional Program Managers, the Early Childhood Training and Technical Assistance System, and other stakeholders and partners.

Solicitation No. 17-233-SOL-00709 Page 19 of 72

Subtask 4.1: Coordination with the ECTTAS and technical assistance partners To ensure that the Contractor meets the needs of CCDF administrators and the goals of the OCC, the Contractor will coordinate and consult with other ECTTAS partners. Coordination activities may include conference calls, participation in shared initiatives, work groups, and meetings. Some examples may include planning committees for OCC meetings or informal task groups related to the development and distribution of resources.

Contractor staff will attend one ECTTAS all-staff meetings annually of 2 -3 days in length in the Washington, DC area. The Contractor is responsible for staff travel, lodging, and per diem to these meetings. As a part of these meetings, the contractor may be asked to provide projects updates and/or participate in work groups.

Subtask 4.2: Coordination with other offices

As requested by the COR, the Contractor will participate in regularly scheduled and/or ad hoc meetings of committees that oversee the coordination and collaboration between ECTTAS and the TA systems of other federal partners, such as the Office of Family Assistance, the Office of Head Start, the Office of Planning, Research and Evaluation, and federally-funded TA providers. These committees will include representation from all relevant offices as well as their funded TA providers for the purpose of planning an integrated approach to TA.

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.

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 the

COR.

COR feedback No more than 3 written complaints from COR during the period of performance.

Overall Contact Management, Including Timeliness

Contractor maintains high level of quality assurance.

Contractor informs COR timely of issues or

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

COR makes no more than 3 valid written complaints during the period of performance. No more

Solicitation No. 17-233-SOL-00709 Page 20 of 72 problems. Contractor meets agreed upon timeframes.

than a two-week delay in agreed upon…