18-233-SOL-00353_000001.pdf

(x)

18-233-SOL-00353

x x

1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted ; or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGEMENT TO BE RECEIVED AT

THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted , such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

x

DAM

Bethesda MD 20814 8th Floor 7700 Wisconsin Avenue

DHHS/PSC/AMS/DAM

04/27/2018000001

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

12. ACCOUNTING AND APPROPRIATION DATA (If required) is not extended.is extended, Items 8 and 15, and returning

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended , by one of the following methods: (a) By completing

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

FACILITY CODE CODE

10B. DATED (SEE ITEM 13)

10A. MODIFICATION OF CONTRACT/ORDER NO.

9B. DATED (SEE ITEM 11)

9A. AMENDMENT OF SOLICITATION NO.

CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code)

7. ADMINISTERED BY (If other than Item 6)CODE 6. ISSUED BY

PAGE OF PAGES

4. REQUISITION/PURCHASE REQ. NO.3. EFFECTIVE DATE2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO. (If applicable)

1. CONTRACT ID CODE

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

04/27/2018

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority) appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

E. IMPORTANT: Contractor is not, is required to sign this document and return __________________ copies to the issuing office.

ORDER NO. IN ITEM 10A.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

The purpose of this amendment is to (1) revise the incentive/Disincentive in the QUALITY

ASSURANCE SURVEILLANCE PLAN (QASP), and (2) remove the requirement for 508 Accessibility standards.

See the attached solicitation for changes to the following sections:

- Add Language in Section "C.3 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)"

- Delete Section "C.4 HHS Section 508 Accessibility Standards"

- Delete attachment J.2 in "Section J - List of Attachments"

- Delete Factor 5 in Section L.9 TECHNICAL PROPOSAL INSTRUCTIONS"

- Delete Factor 5 in "Section M.5 TECHNICAL EVALUATION CRITERIA - COLOR/ADJECTIVAL METHOD"

Continued ...

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)15A. NAME AND TITLE OF SIGNER (Type or print)

15C. DATE SIGNED 16B. UNITED STATES OF AMERICA 15B. CONTRACTOR/OFFEROR 16C. DATE SIGNED

(Signature of person authorized to sign) (Signature of Contracting Officer)

PETER D. PRESTON

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA

FAR (48 CFR) 53.243

NSN 7540-01-152-8070

Previous edition unusable

Except as provided herein, all terms and conditions of the document referenced in Item 9 A or 10A, as heretofore changed, remains unchanged and in full force and effect .

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

2 15

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

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

18-233-SOL-00353/000001

All other terms and conditions remain unchanged.

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

Sponsored by GSA

FAR (48 CFR) 53.110

Solicitation: 18-233-SOL-00353_000001_Region 10 Customer Service Improvement Project

SECTION C - Description/Specifications/Statement of Work

REGION 10 CUSTOMER SERVICE IMPROVEMENT PROJECT

C.3 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

A Quality Assurance Surveillance Plan (QASP) defines the formal methodology to assess the quality of services being provided by the contractor. The elements of a QASP are used to verify successful outcomes and that the requirements of the SOW are being met. The Government’s representatives will use the QASP as one of their tools to monitor contractor performance.

The QASP will be based on the following format. The QASP may be updated periodically in collaboration with Government and contractor project personnel. The Government has included a few initial areas that will be monitored. Additional metrics may be added based on historical metrics and will be augmented after award with Contractor-recommended and Government-approved criteria/methods:

Required Service or Task

Performance Standard (Indicators)

Standard Criteria for Acceptance

Method of Surveillance Incentive/Disincentive

Task 1: Project Kick-off Meeting

Meeting is held within five (5) business days after award of the contract;

contractor provides written minutes within 5 business days of the Kick‐off meeting.

Minutes require no substantial revisions.

Contracting Officer Representative(COR) review of meeting minutes

Positive/Negative past performance information entered into CPARS and/or Government’s discretion to exercise upcoming options.

CPARS Rating

Task 2:

Information and Records Management

Ensure accurate and timely data entry for existing federal government management information systems including Head Start Enterprise System (HSES), Head Start Funds Planning System (HSFPS), Office of Head Start Aligned Monitoring

Contractor maintains 97% error-free and timeliness rate

COR observations

Review and acceptance/feedback from Regional Program Manager (RPM) and Grants Officer (GO)

COR review of reports and systems tracking

Positive/Negative past performance information entered into CPARS and/or Government’s discretion to exercise upcoming options.

CPARS Rating or Task

Performance Standard (Indicators)

Standard Criteria for Acceptance

Method of Surveillance Incentive/Disincentive

System, Grant Solutions, Audit Resolution and Tracking Management System(ARTMS), and other databases and spreadsheets.

Ensure organizational, management, program, and financial characteristic and performance data is collected, aggregated and analyzed.

Ensure system for data management and integration for internal regional tracking and support used to track and resolve issues, tasks, and special projects involving Head Start/EHS grantees.

Ensure the support and maintenance of all official grant files inclusive of grant awards;

audit reports, financial status reports, facility checklists, Notice of Federal or Task

Performance Standard (Indicators)

Standard Criteria for Acceptance

Method of Surveillance Incentive/Disincentive

Interest (NOFI).

Ensure assistance in issue tracking, and close outs of Situational Issue Tracking (SIT).

Ensure provision of support for waiver, change of scope, conversion, and reduction tracking, and any other grantee related program modification requests.

Task 3:

Program

Support

Ensure interactions with and support to HS/EHS grantees reflective of OHS knowledge and accurately stated upon contact;

Ensuring data entry into HSES which reflects grantee information

Preparation of funding guidance letters; funding plans; review of grantee applications;

process waiver requests;

Have knowledge and implement Head start , ACF/HHS, Uniformed Guidance, and

Contractor maintains 97% error-free and timeliness rate

COR observations.

Review and acceptance/feedback from Regional Program Manager

COR review of reports and systems tracking.

COR random audit and inspection of work products.

Positive/Negative past performance information entered into CPARS and/or Government’s discretion to exercise or Task

Performance Standard (Indicators)

Standard Criteria for Acceptance

Method of Surveillance Incentive/Disincentive regional policies and procedures.

Ensure completion of review, analysis, and administrative activities related to the OHS grant funding application and award process.

Support of monitoring systems, DRS system, and grant application /grant award systems.

Participate and support of competitive grantee process and paneling.

Task 4: Grants

Support

Ensure provision of financial and cost analysis and grants administration activities related to the OHS funding application and award process.

Including timely and accurate completion of the Application Analysis Tool.

Ensure provision of support related to the financial administration of Head Start

Contractor maintains 97% error-free and timeliness rate

COR review and acceptance-

Review and acceptance/feedback from Regional Program Manager

COR review of reports; budget; audits;

systems tracking.

COR random audit and inspection of work products.

Positive/Negative past performance information entered into CPARS and/or Government’s discretion to exercise or Task

Performance Standard (Indicators)

Standard Criteria for Acceptance

Method of Surveillance Incentive/Disincentive and Early Head Start grantees including activities related to supporting OHS and OGM policies and procedures

Ensure oversight of reports and activities to monitor grantee financial performance and requirements, (OHS monitor and site visits).

Ensure timeliness and review and analysis of audit reports.

Ensure the timeliness of closeout of grants with indefinite and definite project period.

Ensure completion of review, analysis, and administrative activities related to the OHS grant funding application and award process.

Ensure the accuracy of closeout activities for grants with or Task

Performance Standard (Indicators)

Standard Criteria for Acceptance

Method of Surveillance Incentive/Disincentive definite.

Indefinite project periods;

relinquished or terminated grants.

Ensure critical analysis of facility proposal and completion of pre and post facility checklist, and tracking of

SF 429.

Task 5:

Administrative Support

Ensure provision of administrative support

Ensure provision of support for tracking all funding actions

Ensure accurate reporting of grantee data and conduct regional data analysis on an annual basis or as directed by regional office

Effective and timely use of internal data and tracking systems to generate accurate reports

Ensure assistance in administrative facets. (Mass mailings;

presentations/ tracking systems;

staff travel arrangements;

mail log‐ins; mail merges;

Contractor maintains 97% error-free and timeliness rate

Documents and tasks are submitted in an acceptable style that is appropriate (COR and RPM and/or GMO) with little deviation from task allowed.

COR observations.

Review and acceptance/feedback from Regional Program Manager

COR review and monitoring of reports and systems tracking.

COR observation and submittal times.

Positive/Negative past performance information entered into CPARS and/or Government’s discretion to exercise or Task

Performance Standard (Indicators)

Standard Criteria for Acceptance

Method of Surveillance Incentive/Disincentive appointment scheduling file Maintenance;

note‐taking, etc.)

Ensure inquiries, complaints and communication are addressed and resolved.

Communication protocols are adhered to inclusive of media and complaint procedures.

Perform all special activities or tasks as assigned by regional office

Ensure effective project management and tracking for special initiatives.

Personnel

Contractor achieves full staffing of all contract positions within 30 days of task order award and maintains full staffing of contract positions and fills vacancies with qualified staff within 45 days of vacancy throughout the contract award period.

Vacancies are filled within 45 calendar days of vacancy.

COR monthly review of staffing roster and start dates

COR receipt of Non- Disclosure Agreements entered into CPARS and/or Government’s discretion to exercise upcoming options.

CPARS Rating

Personnel Performance and Accountability

Accurately prepared ACF-OHS products

(Accuracy is determined by the number of financial and/or programmatic products requiring

Requires an annual accuracy level of 95% for minor errors and 97% accuracy level for major errors.

COR random audit and approval.

Positive/Negative past performance information entered into CPARS and/or Government’s discretion to exercise or Task

Performance Standard (Indicators)

Standard Criteria for Acceptance

Method of Surveillance Incentive/Disincentive rework or reprocessing, minor errors)

Section IV Administration:

Invoicing

Proper and timely submission of invoices

Government receipt of the contractor’s invoices no later than 30 calendar days after cost incurred.

Accuracy of invoices resulting in at least 97% rate of acceptance of invoices and recommendation for payment.

COR review of contractor invoices;

and payment or rejection of contractor invoices in accordance with the FAR.

entered into CPARS and/or Government’s discretion to exercise

C.4 HHS SECTION 508 ACCESSIBILITY STANDARDS

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

SECTION J - List of Attachments

Reference Number

Title Number of Pages

J.1 Wage Determination_2015_5535; rev5, 01/10/2018 11 J.2 Reserved 0 J.3 Past Performance Questionnaire 7

SECTION L - Instructions, Conditions, and Notices to Offerors or Respondents

L.9 TECHNICAL PROPOSAL INSTRUCTIONS

Technical proposals shall be limited to 50 double-spaced pages, with 1-inch margins, and using not less than 12 point font. Offerors are encouraged to be succinct and economical in their presentation. Excessive volume and elaborate presentation are unnecessary. Tables of contents, and works cited and the Technical Appendices are not included in the page count.

The technical proposal must not contain references to price; however, resource information, such as data concerning labor hours and categories, materials, subcontracts, etc., must be contained in the technical proposal so that your understanding of the scope of work may be evaluated. It must disclose your technical approach in sufficient detail to provide a clear and concise presentation that includes, but is not limited to, the requirements of the technical proposal instructions. The proposal shall contain a response to each of the factors and subfactors identified in Section M.

The Offeror must provide clear responses, including objectives and outcomes, to each Task addressing the work to be performed in Section C. Proposals which merely offer to conduct a project in accordance with the requirements of the Government's scope of work will not be eligible for award. The technical proposal should reflect a clear understanding of the nature of the work being undertaken.

Technical Appendices:

The technical appendices shall only include transcripts, resumes, and letters of commitment.

The technical proposal shall address the following factors:

FACTOR 1 - Understanding the Project

FACTOR 2 - Approach to Implementation

FACTOR 3 – Personnel Qualifications

FACTOR 4 – Organizational Experience and Capacity

FACTOR 5 - Section 508 Compliance

The offeror must demonstrate their compliance with the applicable Section 508 standards. This includes submitting the completed HHS Section 508 Evaluation Template (Attachment J.2), Information about Section 508 is available at http://www.section508.gov/. The complete text of Section 508 Final Provisions can be accessed at http://www.access-board.gov/sec508/standards.htm.

SECTION M - EVALUATION FACTORS FOR AWARD

M.5 TECHNICAL EVALUATION CRITERIA – COLOR/ADJECTIVAL METHOD

The evaluation of the Offeror’s proposal shall be based upon the completeness and thoroughness of the proposal submitted with consideration to these factors. The Offeror should demonstrate that the objectives for the project are understood and the proposal offers a logical approach for their achievement

The proposals will be evaluated based on the following:

FACTOR 1 - UNDERSTANDING THE PROJECT

In determining Offeror’s understanding of the proposed project, consider the following factors:

A. Demonstrated understanding of the Head Start program, and knowledge of Head Start

Act, Head Start Performance Standards, national initiatives and regulatory environment, current national and regional Head Start grantee performance trends and special populations served by Region 10.

B. Understanding of the HHS Federal grant’s management process from pre-award to close-out and of HHS/ACF policies and procedures that govern grant award and administration, including requirements for records retention, performance management and compliance.

C. Capacity to develop and maintain user-friendly communications with Head Start grantees and enhance information sharing.

D. Capacity to work effectively in federal web based systems such as: Grant Solutions, PIR (Program Information Report), OHSMS (Office of Head Start Monitoring System), HSES (Head Start Enterprise System), Audit Resolution Tracking and Monitoring System (ARTMS), and Concur Travel.

FACTOR 2 - APPROACH TO IMPLEMENTATION

In determining Offeror’s understanding of the approach to implementation, consider the following factors:

A. Thoroughness of the project design to accomplish the tasks outlined in the Statement of Work (SOW).

B. Clearly defined project management approach that provides measurable objectives and proposed outcomes related to the specific tasks set forth in the SOW.

C. Comprehensiveness of a quality assurance system relative to the activities proposed to be carried out by contractor personnel.

D. Documented plan to recruit and retain qualified personnel and to fill vacancies within 45 work days with minimal to no disruption to service delivery.

FACTOR 3 - PERSONNEL QUALIFICATIONS

In determining offeror’s understanding of personnel qualifications, consider the following factors:

A. Demonstrated background and training in program and data analysis and/or evaluation, including conducting risk assessments and assessing trends.

B. Demonstrated background and training in accounting and/or financial management, including audit resolution activities.

C. Demonstrated knowledge and experience with the administration of HHS discretionary grants.

D. Demonstrated experience and knowledge of automated financial and federal program information systems.

E. Demonstrated experience and knowledge of Head Start Act and Head Start program Performance Standards.

F. Demonstrated experience and knowledge of early childhood education and Head Start program design and management.

G. Demonstrated experience in general office procedures, travel and management systems, and office support.

FACTOR 4 - ORGANIZATIONAL EXPERIENCE AND CAPACITY

In determining the quality of the organization’s experience and the capacity of the proposed project, consider the following factors:

A. Demonstrated overall corporate capacity and experience in successfully implementing and managing on-site projects of comparable size and complexity as described in the SOW.

B. Procedures for ensuring the delivery of quality services and the development of comprehensive work plan schedules related to the tasks outlined in the Statement of Work.

C. Quality and effectiveness of proposed key personnel and resources as well as systems and processes to ensure full staffing; and effective supervision and performance management on how the Offeror will supervise staff.

D. Process for establishing and maintaining on-going collaboration and communication between OHS, OGM and the Region 10.

E. Demonstrated Evidence of organizational capacity related to customer services, and team work.

FACTOR 5 - SECTION 508 COMPLIANCE (ACCEPTABLE/UNACCEPTABLE)

In order to be evaluated as "Acceptable", the offeror must complete the HHS 508 Evaluation Template, the technical proposal must demonstrate compliance with the established EIT accessibility standards and the technical proposal must include a binding statement of conformance to the established EIT accessibility standards.

This factor will be evaluated as Acceptable or Unacceptable.