18-233-SOL-00287.pdf

RFP: 18-233-SOL-00287

Region 5 Customer Services Improvement and Management Information Project

Region 5 Head Start Customer Services

Improvement and Management Information Project

RFP 18-233-SOL-00287

IAW FAR 12.603

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

This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.

(ii) The solicitation number is 18-233-SOL-00287 and the solicitation is issued as a request for proposal (RFP).

(iii) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-99-1 / 07-16-2018.

(iv) This is a small business set aside under NAICS code 541611 and the small business size standard is $15M.

(v) There are five (5) CLINs which consist of a Base Year with four (4) 12 month options.

(vi) The requirement is for Office of Head Start - Region 5 Head Start Customer Services

Improvement and Management Information Project.

(vii) The estimated Period of Performance is November 1, 2018 – October 31, 2019 and the place of performance is at the ACF Regional Office located at 233 N. Michigan Avenue, Chicago, IL 60601. FOB is Destination.

(viii) The provision at 52.212-1 Instructions to Offerors is superseded by Section L of the RFP.

(ix) The provision at 52.212-2 Evaluation—Commercial Items is not used, see Section M of the

RFP.

(x) Offerors are advised that a completed copy of the provision at 52.212-3 Offeror

Representations and Certifications—Commercial Items is required with submission of its offer.

(xi) The clause at 52.212-4 applies and addenda is included in the RFP.

(xii) The clause at 52.212-5 Contract Terms and Conditions Required To Implement Statutes or

Executive Orders—Commercial Items, applies to this acquisition and additional FAR clauses cited in the clause are applicable to the acquisition (refer to Section I of the RFP)

(xiii) N/A

(xiv) N/A

(xv) This is an Advisory-Down Select and interested parties wishing to compete must submit

Volume I and all related material(s) for the Advisory Down-Select no later than August 21, 2018 at 3:00 p.m. Eastern Time Please see attached for solicitation details. Questions related to

Volume I are due no later than August 14, 2018, 12:00 p.m. Eastern Time.

https://www.acquisition.gov/sites/default/files/current/far/html/Subpart%2012_6.html#wp1088488

SECTION B - Supplies or Services and Prices/Costs

B.1 BRIEF DESCRIPTION OF SERVICES

The purpose of this procurement is to secure professional, technical and administrative support for Head Start and Early Head Start grantees through high quality programmatic, grants management, administrative and technical analysis services to support the Region V, Regional

Office staff.

B.2 RESERVED.

B.3 TYPE OF CONTRACT

The contract type awarded is a Time and Material type contract.

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 (T&M – Severable Services)

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

CLIN 1 - Base Period: TBD

Labor Categories Loaded Rates Estimated Hours Estimated Total

Labor Subtotal $

TRAVEL $27,060 NTE

Materials Subtotal $904

CLIN Ceiling (Not to Exceed)

CLIN 2 – Option Period 1: TBD

TRAVEL $27,000 NTE

Materials Subtotal $946

CLIN 3 – Option Period 2: TBD

CLIN 4 – Option Period 3: TBD

CLIN 5 – Option Period 4: TBD

TOTAL Potential Value inclusive of all CLINS: ________________________

B.6 MATERIAL (NON-LABOR) INDIRECT COST RATES

Pursuant to the general provisions of this contract and FAR 52.212-4; Alt. I, the following fixed indirect rate to be applied against Materials is established:

Type Fixed Rate

Materials Handling

B.7 CEILING PRICE

The hours and total price per labor category are for budgeting purposes only. The number of hours actually used for each category may exceed or be less than the estimate by category as long as the ceiling price for the CLIN is not exceeded. The ceiling for each CLIN is identified in

Section B. The Government shall not be obligated to pay any amount in excess of this ceiling price nor is the Contractor obligated to continue performance if to do so would exceed this ceiling price. In the event that the Government chooses to exercise optional CLINS, unused funds from a previous CLIN may not be used to fund any services taking place in a subsequent

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

B.8 ADDITIONS AND CHANGES TO LABOR CATEGORIES

It may be necessary to add or change labor categories during performance of this contract in order to carry out the services described in Section C. If new labor categories are added, or existing labor categories revised, the parties will negotiate the labor category(ies) prior to the incorporation into the contract. Any new labor rate proposed will be evaluated for reasonableness in accordance with FAR 15.4.

SECTION C - Description/Specifications/Statement of Work

Region 5 Head Start Customer Services Improvement and Management Information Project

C.1 PROGRAM DESCRIPTION AND BACKGROUND

BACKGROUND

The Administration for Children and Families (ACF) of the U.S. Department of Health and Human

Services (HHS) is a federal agency funding state, territory, local, and tribal organizations to provide family assistance, child support, child care, Head Start, child welfare, and other programs related to children and families. Actual services are provided by state, county, city and tribal governments, and public and private local agencies including local governments, private non-profit and for-profit community organizations and faith-based organizations. ACF assists these organizations through funding, policy direction, training and technical assistance, and information services. Through this funding, ACF provides critically needed services and support to vulnerable populations, including low income children and families and at-risk youth.

Founded in 1965, the Head Start program provides operating grants to a wide range of local public and private non-profit and for-profit organizations to provide comprehensive child development services to low-income children ages birth to five years. The focus of Head Start is to help young children and their families to develop the early reading, math and social development skills they need to be successful in school. Head Start programs promote school readiness by enhancing the social and cognitive development of children through the provision of educational, health, nutritional, social and other services to enrolled children and their families. Head Start programs engage parents in their children's learning and support them in setting and achieving educational, literacy and self-sufficiency goals for themselves and their families.

The Office of Head Start (OHS), as a part of ACF, provides funding, oversight, programmatic and financial policy guidance, and training and technical assistance to Head Start programs throughout the United States, U.S. Territories and American Indian Tribal nations. Nationally, ACF is comprised of twelve regional offices collectively administering approximately 2,000 Head Start grants. The OHS Region 5 Office (henceforth referred to as the Regional Office), located in

Chicago, Illinois, administers 290 Head Start and Early Head Start grants in the states of Illinois, Indiana, Michigan, Minnesota, Ohio and Wisconsin. Annually, these grantees serve approximately 152,000 children age birth to five years. Total annual funding for Head Start grants in Region 5 is $1.27 billion.

With the passage of the Improving Head Start for School Readiness Act of 2007, the OHS renewed its commitment to ensuring Head Start grantees have the organizational, management and human capital capacity to fully prepare low income and vulnerable children and families for success as they enter our nation’s school systems. In addition, the OHS has substantially increased its efforts to ensure grantee accountability for programmatic outcomes and successful fiscal stewardship of grant funds. At the same time, grantees are faced with the challenges of successfully managing their organizations, effectively deploying financial and programmatic resources and maintaining compliance with increasingly complex Federal, state and local regulatory requirements.

Ensuring grantees establish effective management systems to meet these challenges require

Federal staff and management to function in a dynamic and complex work environment. This work environment requires staff possess high levels of analytical, decision-making and communication skills as well as the technical expertise to assess grantee performance using a wide variety of analytical tools and measures to provide time-sensitive, technically accurate guidance to grantees in a wide range of programmatic and financial management contexts. While the complexity and scope of work performed by Federal staff has increased, the size of the Federal workforce has declined due to attrition and retirement. As a result, Federal staff must manage significantly larger caseloads of increasingly complex grantees requiring intensive and individualized support.

The Office of Grants Management’s Division of Discretionary Grants (OGM) located within the

Office of Administration, as part of ACF/HHS, provides management and technical administration of discretionary grants for several Federal grant programs. OGM assures all discretionary grant awards comply with applicable Federal statutes, regulation, policies and directives and resultant awards are administered in a manner that fosters effective stewardship of Federal funds.

In its role as the Federal administrative agency for these grants, the Regional Office conducts the full range of program development and grants management functions and activities. These functions and activities include, but are not limited to:

Programmatic and fiscal policy and regulatory interpretation and guidance to grantees.

Provision of training and technical assistance to grantees on the programmatic, financial and operational requirements of grant awards.

Analysis of various grantee programmatic and fiscal data to identify and address potential grantee risk factors and ensure grantee implementation of actions to mitigate and eliminate identified risk factors.

On-site visits and monitoring reviews of grantees to determine grantee compliance with programmatic, financial, statutory and regulatory requirements.

Development and issuance of guidance to grantees regarding funding levels, due dates and requirements for both operating and supplemental grant awards.

Management of all aspects of competitive and non-competitive grant application review processes, including programmatic and financial analyses of applications, negotiations and development and issuance of award documents.

Administration of grant awards including receipt, review and approval of required program and financial performance reports, review and approval of post-award requests for programmatic or financial modifications, including the purchase, construction and major renovation of facilities, review and approval of requests for waivers of regulatory requirements and changes in program scope, and close out of expired grants.

Financial oversight of grant awards including receipt, review and resolution of grantee financial audit findings, review and approval of required financial reports and monitoring of expenditure of grant funds.

Promotion of ACF national priorities and initiatives including, but not limited to, promoting the economic and social well-being for individuals, families and communities; the healthy development and school readiness for children in low-income families and other special populations and the safety and well-being of children, youth and families; supporting underserved and under-represented populations; upgrading the capacity of ACF to make a difference for families and communities; and regional and state initiatives to enhance early care and education services and outcomes for vulnerable children and their families.

PURPOSE

The purpose of this procurement is to secure professional, technical and administrative support for

Head Start and Early Head Start grantees through high quality programmatic, grants management, administrative and technical analysis services to support the Regional Office staff. Successful delivery of these services will require the following:

Demonstrated knowledge of and experience in the management and administration of high quality Head Start and Early Head Start services.

Experience and knowledge in the administration of Federal discretionary grants particularly grants funded under the Administration for Children and Families.

Demonstrated experience and training in government accounting, financial management, and regulatory oversight.

Demonstrated skills and experience in program analysis and evaluation, quality assurance and risk management particularly as they relate to Head Start and other early childhood care and education programs.

Demonstrated skills and experience in data management, analysis, technical writing and editing.

Knowledge, demonstrated experience and skills in data aggregation and analysis using ACF information systems and other commercial off the shelf software packages including advanced spreadsheet operations, relational databases, internet-based applications including webinar and database applications, and word processing, publishing and presentation application solutions.

Demonstrated experience and skills in implementing and managing complex projects using proven project management approaches and methodologies.

This procurement is limited to Head Start and Early Head Start grants administered in the states of Illinois, Indiana, Michigan, Minnesota, Ohio and Wisconsin by the Region 5 Office of Head

Start located in Chicago, Illinois.

C.2 STATEMENT OF WORK - Severable Services

The Contractor shall provide professional, administrative or technical services and expertise in support of the OHS initiatives and mission through the following tasks. The work effort will provide the level of support necessary to enable the Regional Office to meet mission-critical functions and enhance its ability to implement more effective data analysis, information management and management systems. Specific tasks shall include:

Task 1. Project Kick-Off Meeting

The Contractor shall meet with the COR and key staff within five (5) working days after the award of the contract to: review the requirements in the Statement of Work and proposed staff; discuss required contract activities, milestones, and deliverables; discuss any questions on specific activities and procedures to be followed to meet required objectives; discuss expected outcomes and performance indicators. The Contractor shall provide written minutes, roster of proposed key personnel and project implementation plan within five (5) working days of Kick Off meeting.

Task 2. Information and Records Management

The Contractor shall assist the Regional Office in collecting and analyzing data and utilizing various internal and external commercial off the shelf information technology applications and systems. The Contractor shall collect, aggregate, enter and update data maintained in various databases, spreadsheets and internet-based applications. The Contractor shall conduct both basic and complex data analysis to produce management information reports, written analytical reports and documents based on data analysis. The Contractor shall produce standardized document templates, mail merge files and other correspondence, and prepare and disseminate both individual and mass correspondence for distribution to grantees. The Contractor shall develop plans and reports and maintain official records. The Contractor shall conduct analysis and make recommendations to improve the overall effectiveness and efficiency of Regional Office operations including quality assurance processes and modifications to improve the effectiveness of Regional Office internal work processes. This task includes the following sub-tasks:

2.1. Information Systems Support: The Contractor shall assist with data entry and management for various existing OHS and OGM management information systems including, systems to manage key grantee contact and performance data, funds planning systems, OHS monitoring systems, systems to process various grant award actions including funding, changes in scope and waivers of regulatory requirements, and various data management systems involving commercial off the shelf information technology applications such as relational databases and spreadsheets. Specific activities include:

a) Ensure timely entry and maintenance of data contained in management information systems to reflect any changes in key contact and characteristic data of grantees, including contact information, grant application cycles, changes in funding and enrollment levels, changes in reporting due dates, receipt status of reports, Program and Grants Specialists assignments, and other key data as identified by the Regional Office.

b) Produce standardized correspondence templates and accurate grantee funding and enrollment and key contact information in order to generate timely and accurate grantee funding guidance letters and other correspondence in accordance with identified timelines.

c) Utilize existing data systems to ensure accurate key contact information for electronic mail

(email) distribution lists of Head Start grantees including the development of standard and customized email lists.

d) Utilize existing electronic data systems to review and monitor the status of grantee issues including complaints, external inquiries and incidents, generate status and management reports as required by the Regional Office and support the timely resolution of identified issues through active monitoring of issues, follow up with appropriate staff and the provision of technical editing support as needed.

e) Design and produce various management information reports and generate reports on a periodic, cyclical or ad hoc basis as requested by the COR.

2.2 Program and Performance Analysis: The Contractor shall assist in collecting, aggregating, and analyzing various organizational, management, program and financial characteristic and performance data at individual grantee, State and Regional levels. The

Contractor shall utilize existing database and spreadsheet applications to support data collection, compilation and analysis. Activities shall include the following:

a) Develop forms and protocols to support internal data collection, conduct data collection and entry activities, and develop quality assurance processes to ensure the validity of data collection.

b) Compile and analyze data to identify both quantitative and qualitative results, highlight trends and patterns in data analysis and identify and resolve reporting anomalies. Develop high quality written reports explaining results of data compilation and analysis activities. Prepare correspondence on the results of data analysis including trend analysis, identification of issues and areas of improvement as well as recommendations for improvement.

c) Design and produce various management information reports on a periodic, cyclical or ad hoc basis as requested by the COR.

2.3 Monitoring System Support: The Contractor shall provide administrative and data management support for Regional and National Head Start monitoring reviews and other activities related to the Head Start monitoring system. Activities include the following:

a) Use existing data systems to monitor various data related to the OHS monitoring review process. This data includes monitoring review schedules, regulatory deficiencies and areas of noncompliance, timelines for submission of quality improvement plans, timelines for corrective actions and status of grantee corrective actions.

b) Review existing electronic data systems to ensure key records related to the OHS monitoring process including review reports, quality improvement plans and related official correspondence are uploaded to these systems in a timely manner.

c) Design and produce various management information reports on a periodic, cyclical or ad hoc basis as requested by the COR.

2.4 Systems Integration and Improvement: On a periodic basis as requested by the COR, the

Contractor shall provide support to the Regional Office in assessing and improving business processes and systems for information and records management.

a) As directed by the COR, conduct comprehensive analyses of specified business or records management processes and systems including specific recommendations for improvements in effectiveness and timeliness of these processes.

b) Support the Regional Office in developing various written documentation including analytical reports, work plans and procedures to strengthen Regional Office information and records management systems.

c) Develop written training materials as well as procedures to ensure effective implementation of modifications and improvements in information and records management systems.

2.5 Waiver and Program Modification Requests: On an annual basis, OHS receives a wide range of requests for waivers or modification of various programmatic and financial requirements including requirements for enrollment of children with disabilities, program options and design, non-federal match requirements, limitations on development and administrative costs, transportation services, staff credentials, reductions and conversions of funded enrollment, and modification of program options. The Regional Office is responsible for ensuring requests for waivers and other programmatic changes are reviewed and approved in a timely manner and requests are: applicable and allowable; contain adequate justification; and meet the requirements outlined in OHS program instructions and guidance. In supporting the Regional Office, the

Contractor shall complete the following activities:

a) Use existing internal data management systems or commercial off the shelf software such as

Microsoft Excel, as directed by the COR, to track the receipt and timely resolution of all grantee waiver and program modification requests.

b) Within timeframes identified by and as directed by the COR, complete comprehensive review and analysis of waiver and program modification requests to ensure requests meet all applicable requirements and conduct follow up with the relevant OHS and OGM staff to obtain necessary revisions or information.

c) Communicate and coordinate the routing and tracking of grantee requests with relevant OHS and OGM staff to ensure information required for the requests is obtained in a timely manner.

d) Ensure timely completion of required documentation related to requests including drafting, editing and completion of analysis forms and correspondence approving or disapproving the requests.

e) Analyze and develop documentation and written processes, as directed by the COR, to ensure the effectiveness of internal systems for routing and processing waiver and other requests in a timely and efficient manner.

2.6 Grant Analysis: Grantees receive instructions on preparation of their refunding packages 6 months in advance of their annual refunding date; complete application packages must be submitted to the Regional Office 90 days prior to the refunding date. The Regional Office receives up to 75 refunding grant packages monthly. In support of this task and under the direction of the COR, the Contractor shall complete a first level grant analysis of all packages within 10 days of receipt.

2.7 Special Initiatives and Projects: Periodically OHS may identify various initiatives or projects resulting from national directives, legislation and/or policy decisions. Examples of recent initiatives include implementation of the OHS designation renewal system and the Early Head

Start and Child Care Partnerships program. These projects and initiatives may be time sensitive, limited or recurring in nature, and require the collection and analysis of complex data, production of written reports and/or presentation materials, and the provision of training and support materials.

In support of these initiatives and projects and under the direction of the COR, the Contractor shall complete the following:

a) Provide effective project management support to ensure the timely completion of these projects and initiatives, including coordination of work flow and activities, data aggregation and analysis, and quality assurance of various work products related to such projects.

b) Utilize internal and external data management systems to develop timely and accurate data sets, summarize facts, trends and conclusions, and produce reports and information in support of the project. As required and directed by the Regional Office, develop additional data management processes to supplement existing systems.

c) As directed by the COR draft written reports and correspondence, and develop presentation materials including speaking points, electronic presentations and written information related to projects.

Task 3: Program Management Support

The Contractor shall perform various functions related to the award, oversight and programmatic administration of discretionary grants funded through OHS. These functions provide necessary support to the OHS Region 5 staff in managing Head Start and Early Head Start grant programs and require the Contractor to communicate effectively with Federal staff, external partners and contractors, and Head Start program governing bodies and executive management. These functions include the analysis and review of grant applications; review and analysis of grantee program performance reports, information and indicators; provision of accurate and timely regulatory and policy guidance to Head Start grantees; review and analysis of grantee waiver requests; review and analysis of applications for facility construction, purchase and major renovation; and various activities related to the identification and mitigation of grantee risk factors, correction of regulatory compliance issues, and improvement of Head Start grantee performance.

The Contractor may be assigned specific grantee workloads of individual Head Start or Early Head

Start grants totaling approximately105 grants and perform the following tasks:

3.1 Grant Applications and Awards: The Contractor shall complete various review, analysis and administrative activities related to the OHS grant application and award process. This includes comprehensive programmatic and cost reviews of applications, timely completion of follow up contact with grantees and/or applicants to obtain required information, and timely completion of all administrative activities related to the grant awards process. Specific activities include:

a) Utilize existing HHS electronic data management systems, as well as other information sources such as Community and Self-Assessment, risk management data, historical performance data, etc. to complete the timely, comprehensive analysis of Head Start grant applications to ensure all required information and documentation is included in the application. Ensure grant applications conform to all applicable HHS and ACF policies and procedures and regulations and analysis of application and communication with grantees is documented in the appropriate information systems according to the OHS policies and procedures.

b) Based on analysis, identify issues, document review and issues and prepare recommendations for revisions or modification of applications and contact grantees/applicants as directed by the

COR to obtain required revisions to budgets, program design and proposed services as well as any required documentation for application packages.

c) Upon approval by the COR, prepare budget negotiation documents using HHS grant application systems to ensure notices of grant award are accurate and issued within timeframes identified by the OHS.

d) Participate in the OHS competitive grant application review process including: required training on panel review process; coordination of panel review activities as directed by the

COR; technical and grammatical review of panel reports; analysis of panel comments and grant applications to identify discrepancies or areas of concern; and communication with the appropriate OHS staff regarding the status of the panel review process, timeliness and accuracy of panel report submission, and any identified concerns or issues.

e) At the direction of the COR coordinate with the appropriate OHS and OGM staff according to

Regional Office procedures to review programmatic justification for budget modifications and changes in scope including use of unobligated funds or offset of grant funds, budget revisions, enrollment reductions and conversions, ensure all communications and outcomes are documented in the appropriate OHS information management system(s) and required documentation is forwarded to OHS and OGM.

f) Complete and document timely in the OHS information systems all post-award requirements including required follow up communications with awardees, establishment and maintenance of official correspondence and documentation files, and all other activities as outlined in

Regional Office procedures for post-award grant management and close out of expired grants.

g) At the direction of the COR, conduct comprehensive review and analysis of grantee programmatic and financial waiver requests and complete all necessary follow up contact with grantees to obtain information necessary to complete such requests.

3.2 Program Performance and Monitoring: The Contractor shall provide support services related to the programmatic administration of Head Start and Early Head Start grants. This task includes activities related to supporting the OHS goals and objectives to improve accountability, school readiness and program performance for Head Start grants and provide effective guidance, technical assistance and direction to grantees in implementing Head Start programs. Specific activities include:

a) Utilize existing HHS electronic data systems to complete all activities related to the Region 5

Office of Head Start grant oversight process including: conduct and document monthly grantee contacts and periodic staffing according to Regional Office procedures, facilitate risk assessment meetings based on identified risk factors such as chronic under enrollment;

schedule, plan and conduct on-site oversight visits to grantees; and complete documentation including, summaries of oversight contact activities, relevant correspondence, action plans and follow up as required by Regional Office procedures.

b) Conduct thorough and comprehensive analysis of all grantee reports, correspondence and information received by the Regional Office including program performance reports, monitoring review reports, Quality Improvement Plans and other corrective action plans, self-assessment, community assessment and other grantee demographic data information, grantee inquiries and correspondence, and external reports and information.

c) Under the direction of the COR, identify performance or management issues and provide grantees with timely and accurate advice, guidance and technical assistance to reduce or mitigate risk factors, improve grantee program performance and ensure compliance with applicable statutory requirements, Federal regulations, and OHS policies and draft correspondence regarding identified risk factors.

d) Complete activities related to pre-review planning for the OHS monitoring reviews as a part of the OHS national monitoring review system. These activities include timely communication and coordination with OHS staff and contractors to provide background data and information regarding grantees, complete any electronic profiles or other OHS information system updates related to pre-review planning and participate in interviews and other data gathering activities related to the OHS pre-review planning process.

e) Complete remote and on-site reviews of grantee performance and compliance, including oversight of review teams, quality assurance of data collection, coordination of review activities with grantee representatives, and accurate and timely completion of all required monitoring review documentation.

f) Complete all required post-review activities including transmittal of accurate and complete monitoring review data and supporting documentation using OHS electronic monitoring software, reviewer performance assessments, and responses to comments/feedback on draft review reports within the timeframes established by the Regional Office.

3.3 Coordination and Collaboration: This task includes activities to improve and promote coordination and collaboration between the OHS and various internal and external parties.

Specific activities include:

a) Review and develop accurate and timely responses and resolutions to external inquiries and complaints under the direction of the COR and ensure information related to inquiries and complaints are documented in required electronic data systems.

b) At the direction of the COR, participate in meetings at Federal, State and local levels to improve and promote partnerships, collaboration and coordination among a variety of entities to support the OHS and ACF mission, goals, strategies and initiatives. Activities may include facilitation and coordination of meetings, development of written materials including presentations, training materials and handouts, reports, recommendations and responses, and participation on formal or ad hoc teams and work groups as well as other activities as directed by the COR.

Task 4: Grants Management Support

The Contractor shall provide subject matter expertise and perform various activities related to the award, oversight and financial administration of discretionary grants funded through OHS. These activities provide necessary support to OHS Region 5 staff in managing Head Start and Early Head

Start grant programs and require the Contractor to communicate effectively with Federal staff, external partners and contractors, and Head Start program governing bodies and executive management. These activities include the budgetary and financial analysis of grantee funding and program modification requests, review and analysis of grantee financial reports, information and risk indicators, provision of accurate and timely regulatory and fiscal policy guidance to Head

Start grantees, review and analysis of grantee waiver requests, review and analysis of applications for facility construction, purchase and major renovation, and various activities related to the identification and mitigation of grantee risk factors, correction of regulatory compliance issues, and improvement of Head Start grantee performance. Contractor will receive direction from the

COR in collaboration with other OHS and OGM staff and will be assigned specific grantee workloads of individual Head Start or Early Head Start grants totaling 60 grants in order to perform the following sub-tasks:

4.1 Grant Applications and Awards: The Contractor shall provide financial and cost analysis and grants administration activities related to the OHS grant application and award process. This includes comprehensive financial and budgetary review of grant applications, timely completion of follow up contact with grantees and/or applicants to negotiate and obtain required information and modifications, and timely completion of all required administrative activities related to the grants award process. Specific activities include:

a) Utilize existing HHS electronic data management systems as well as other information sources including Community and Self-Assessment, risk management data, financial audits, cost allocation plans, indirect cost rate agreements, federal financial status and expenditure reports.

to complete the timely and comprehensive financial analysis of Head Start grant applications.

b) Ensure grant applications conform to all applicable HHS and ACF policies, procedures and regulations, and analysis of application and communication with grantees is documented in the appropriate information systems according to OHS and OGM policies and procedures.

c) Based on the analysis and at the direction of the COR, identify areas requiring revisions, prepare written recommendations for budgetary revisions or modification of applications;

contact grantees/applicants as directed by the COR to obtain required additions or revisions to applications within the timeframes required by the Regional Office. Prepare all required funding documents for each grant action in accordance with HHS and ACF policies and procedures.

d) Complete all post-award requirements as directed by the COR, including follow up communications with awardees; establishment and maintenance of official correspondence and documentation files; review of requests for reprogramming of unobligated funds, budget revisions or modifications; review and approval of equipment purchase and disposition requests; cost analysis of facility purchase, construction and major renovation requests; review of requests for waivers of regulatory requirements including non-federal matching requirements and limitations on development and administrative costs; and guidance on other regulatory and policy inquiries to ensure the safeguarding of Federal funds and all other activities as outlined in ACF procedures for post-award grant management and close out of expired grants.

e) Provide fiscal subject matter expertise and complete fiscal oversight activities for Head Start and Early Head Start grants. Special emphasis will be placed on grantees with fiscal management concerns.

4.2 Grants Management and Monitoring: The Contractor shall provide support services related to the financial administration of Head Start and Early Head Start grants. This task includes activities related to supporting OHS and OGM goals and objectives to ensure the effective stewardship of Federal funds and provide accurate and timely guidance, technical assistance and direction to grantees in improving their ability to meet the fiduciary, oversight and regulatory compliance requirements for Head Start and Early Head Start grants. Specific activities include:

a) Utilize existing HHS electronic data systems to complete financial analysis activities related to the Regional Office financial oversight process including timely completion of all required grantee financial reporting data; internal Regional Office financial risk analysis tools and assessments; coordination of scheduling for risk management meetings with relevant Regional

Office OHS staff and the Regional Training and Technical Assistance System; and completion of documentation related to the financial oversight process including, correspondence and communication with grantees, development of action plans and follow up as required by

Regional Office procedures and timely and complete documentation of follow up activities in

HHS data management and recordkeeping systems

b) Conduct thorough and comprehensive analysis of all grantee-related reports, documentation and information received by the Regional Office including financial status, cash transaction and expenditure reports, annual financial audits, monitoring review reports and other HHS investigative audits and reports, Quality Improvement Plans and other corrective action plans, self-assessment and community assessment information, and grantee inquiries, correspondence and external reports and information.

c) Based on this information and under the direction of the COR, identify performance, compliance and/or management issues; provide grantees with timely and accurate advice, guidance and technical assistance to reduce or mitigate risk factors, improve grantee financial performance and ensure compliance with applicable Federal financial management regulations and OHS policies; and complete timely and accurate documentation of such activities in HHS data management and recordkeeping systems.

d) Complete activities related to review planning for OHS monitoring review process as a part of the OHS national monitoring review system. These activities include timely communication and coordination with OHS staff and contractors to provide relevant information related to ongoing financial concerns or issues for grantees scheduled for monitoring reviews, completion of electronic profiles or other OHS information system updates related to pre-review planning and participation in interviews and other data gathering activities related to the OHS review planning process.

e) As directed by the COR, conduct fieldwork related to oversight of grantee financial performance and compliance with Federal financial management regulations including on-site visits, monitoring reviews and analysis of financial documentation and management systems.

As directed by the COR in consultation with the Office of Grants and OHS Regional Program

Managers, complete all activities related to fieldwork activities including accurate and complete written reports documenting findings and concerns, timely responses to comments and feedback from OHS staff and contractors and completion of final written reports within the timeframes established by the Regional Office.

f) Conduct comprehensive review and analysis of grantee requests requiring prior approval such as disposition of equipment and real assets, regulatory waivers, budget revisions and changes in program scope. Identify missing or incomplete information and under the direction of the

COR complete all necessary follow up contact with grantees to obtain information necessary to complete review/approval of requests.

g) Provide subject matter expertise to the Regional Office with a specific focus on the resolution of fiscal areas of noncompliance and/or deficiencies resulting from OHS monitoring reviews, analysis and resolution of potential financial disallowances for Head Start grants, including the drafting of financial analysis reports, disallowance letters and related correspondence, and the provision of subject matter expertise on the oversight of grantees with complex financial management and oversight concerns such as grantees designated as high risk.

4.3 Audit Resolution Support: The Contractor shall perform various activities designed to ensure the complete and timely resolution of all audit findings referred to OGM for resolution. In supporting OGM efforts to resolve outstanding audits, the Contractor shall complete the following activities:

a) Utilize existing OHS and OGM electronic data and other management systems to monitor and ensure the timely receipt of grantee financial audits and supporting documents, develop and transmit delinquency notification letters for overdue responses from grantees and conduct necessary follow up contact with grantees to ensure timely submission of required reports.

b) Within the timeframes identified by OHS and OGM, perform detailed analyses of audit reports to determine the nature of the findings and the grantee’s response. Research applicable regulations and statutes, review both current and prior official records, and communicate and coordinate with appropriate OGM and OHS staff, audit resolution staff and grantee representatives to determine the specific nature of audit findings and management letter concerns.

c) At the direction of the COR and within the timeframes specified by OHS and OGM, develop written recommendations on actions needed to resolve any audit findings or management letter concerns and communicate these recommendations to the appropriate OGM and OHS staff.

d) With direction from the COR, complete administrative actions to resolve audit findings and management letter concerns including completion of audit clearance documents, audit determination and disallowance letters

e) Provide subject matter expertise and content and work stream management on complex audit findings and the content of disallowance letters to ensure the complete and timely resolution of Head Start grantee audit findings.

4.4 Coordination and Collaboration: This task includes activities to improve and promote coordination and collaboration between OGM and various internal and external parties. Specific activities include:

a) Review and develop accurate and timely responses and resolutions to external inquiries and complaints under the direction of the COR and ensure information related to inquiries and complaints are documented in required electronic data systems in coordination with the relevant OHS and OGM staff.

b) At the direction of the COR, participate in and facilitate meetings at Federal, State and local levels to improve and promote partnerships, collaboration and coordination among a variety of entities to support the OHS and ACF mission, goals, strategies and initiatives. Activities may include facilitation and coordination of meetings, work groups and training events, development of written recommendations and responses as well as other related activities as directed by the COR.

Task 5: Administrative Support

The Contractor shall perform various administrative functions designed to support national and regional Office Head Start priorities. At the direction of the COR, these functions include:

5.1 General Administrative Support: In support of the daily operations of the OHS Regional

Office, the Contractor may be tasked with completion of the following general administrative activities:

a) Provide clerical and event planning support for OHS meetings and activities including logistics such as schedule coordination and meeting room reservations, provision of accurate and comprehensive note-taking services, and development of summary documentation of meeting content and action items as directed by the COR.

b) Complete general clerical duties such as scanning, photocopying, data entry and other related recordkeeping activities associated with maintenance of OHS and OGM official records.

c) Conduct research on program topics and issues related to the assignments within the scope of this contract as directed by the COR.

d) Provide word processing, spreadsheet and electronic presentation development support to

Regional Office staff.

e) Support OHS travel activities including the coordination and management of Regional Office travel schedules and processing of travel authorizations and vouchers.

f) Coordinate the routing of external inquiries and complaints to the appropriate OHS and OGM

Specialists.

C.3 NON DISCLOSURE AGREEMENT

The Contractor and its employees must sign an HHS Non-Disclosure Agreement within five (5) working days of each employee hired and copy submitted to the COR (J.1).

C.4 PROBLEM NOTIFICATION REPORT

The Contractor shall notify the Contracting Officer (CO) and the Contracting Officer

Representative (COR) via a Problem Notification Report (PNR) (see Attachment J.2) as soon as a problem impacting staffing, task performance, or delivery schedule becomes apparent to the

Contractor but not more than 24 hours of the problem identification. The Contractor shall include the nature and extent of the problem, whether it will impact delivery schedule, whether

Government action is required, and what corrective action is needed. The CO will review the

PNR and provide guidance to the contractor. Such notification in no way limits any Government contractual rights or remedies including but not limited to termination.

C.5 KEY PERSONNEL CONSTRAINTS

The Contractor shall be responsible for employing technically qualified personnel to perform the work specified in the statement of work. The contractor shall maintain the personnel, organization, and administrative control necessary to ensure the work delivered meets the contract specifications and requirements. Personnel assigned to or utilized by the contractor in performance of work shall be fully capable of performing the functions of the respective labor categories in an efficient, reliable and professional manner.

The following minimum Contractor qualifications are required:

Corporate experience managing and administering work comparable to the tasks described in this scope of work.

The capability to provide sufficient experienced, qualified staff with the proven ability to perform the tasks described in the scope of work, including the capability to provide staff needed to meet unforeseen, urgent assignments.

Demonstrated knowledge and experience with Head Start and Early Head Start grants or other

ACF discretionary grants.

Demonstrated experience and expertise in editing, technical writing and complex data analysis and reporting.

The capacity to operate a variety of data management information systems including commercial off the shelf systems such as Microsoft Office applications as well as systems identified in the statement of work and currently utilized by the OHS and OGM.

The work and educational history of each contractor employee must contain…