18-233-SOL-00353_BASE.pdf

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CODE 18a. PAYMENT WILL BE MADE BY

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17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

OFFEROR

DAM

Bethesda MD 20814 8th Floor 7700 Wisconsin Avenue

DHHS/PSC/AMS/DAM

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541611

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05/31/2018 1700 ET

04/27/2018

301-492-4648PETER PRESTON

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INFORMATION CALL:

FOR SOLICITATION 8. OFFER DUE DATE/LOCAL TIMEb. TELEPHONE NUMBER a. NAME

4. ORDER NUMBER3. AWARD/ 6. SOLICITATION

18-233-SOL-00353

5. SOLICITATION NUMBER

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 1. REQUISITION NUMBER PAGE OF

1 88 OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

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Bethesda MD 20814 8th Floor 7700 Wisconsin Avenue

9. ISSUED BY

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2. CONTRACT NO.

EFFECTIVE DATE

$15.00

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THIS CONTRACT IS A

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DPAS (15 CFR 700)

13a.

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

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PETER D. PRESTON

. YOUR OFFER ON SOLICITATION (BLOCK 5),

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ARE

ARE

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OFFER

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Prescribed by GSA - FAR (48 CFR) 53.212

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88 2 of

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

SECTION B - Supplies or Services and Prices/Costs

B.1 BRIEF DESCRIPTION OF SERVICES

The requirement is for professional, technical and administrative support for Head Start and Early Head Start grantees through the provision of high quality programmatic, grants management, administrative and technical analysis services. This procurement supports federal staff who oversee Head Start and Early Head Start grants, Early Head Start – Child Care Partnership grants (EHS-CCP), and Head Start State Collaboration grants which are administered by the Office of Head Start Region 10 in Seattle, WA.

B.2 RESERVED

B.3 TYPE OF CONTRACT

The contract type awarded is a Time and Materials

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:

Labor Categories Loaded Rates Estimated Hours Estimated Total

Labor Subtotal $

Materials Subtotal

CLIN Ceiling (Not to Exceed)

CLIN 2 – Option Period 1:

CLIN 3 – Option Period 2:

CLIN Ceiling (Not to Exceed)

CLIN 4 – Option Period 3:

CLIN 5 – Option Period 4:

TOTAL Potential Value inclusive of all CLINS: ________________________

B.6 RESERVED

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 10 CUSTOMER SERVICE IMPROVEMENT PROJECT

C.1 PROGRAM DESCRIPTION AND BACKGROUND

SECTION C-1 BACKGROUND

The Administration for Children and Families (ACF) in the U.S. Department of Health and Human Services (HHS) brings together in one federal organization the broad range of Federal programs that address the needs of children and families. Many of the ACF’s grant programs (family assistance, child support, child care, Head Start, child welfare, and more) provide critically needed services and support to vulnerable populations including low–income disadvantaged children and at-risk youth. ACF assists grant programs through funding, policy direction, training and technical assistance, and information services.

Founded in 1965, the Office of Head Start administers grant funding and provides oversight to a wide range of local public agencies, private non-profit and for-profit organizations that provide Head Start services in communities. The primary focus of Head Start is to provide high quality, comprehensive early childhood educational services to low income children and families so that children start school ready to succeed. Head Start programs enhance the social and cognitive development of children (aged birth to five years) 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. More information regarding Head Start and Early Head Start grants can be found on the Internet at http://www.acf.hhs.gov/programs/ohs, and http://ECLKC.ohs.acf.hhs.gov.

Nationally, OHS is comprised of twelve ACF Regional Offices, which are responsible for awarding grants, monitoring performance, and providing technical assistance to nearly 1,600 Head Start grantees. From the location at 701 Fifth Ave., Suite 1600, RM 1510, Seattle, WA. 98104, Region 10, administers grants to 89 Head Start grantees in the region’s four states: Alaska, Idaho, Oregon and Washington. These programs are refunded annually, and can include supplemental awards. Region 10 staff provide programmatic and policy guidance to Head Start grantees in the region. The office is staffed by the Regional Program Manager, Supervisory Program Specialist and Program Specialists.

The Office of Grants Management, (OGM) Division of Discretionary Grants is located within the Office of Administration, and as part of ACF/HHS, provides management and technical administration of discretionary grants for several Federal grant programs. OGM assures that all discretionary grant awards comply with applicable Federal statutes, regulation, policies and directives and that 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 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 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, review and approval of waivers, 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 priorities and initiatives including community-based initiatives and regional and state initiatives to enhance early care and education services and outcomes for vulnerable children and their families.

Partnership with Regional and State Office of Child Care to ensure support for working families.

SECTION C-2 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 shall require:

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 ACF.

Demonstrated experience and training in government accounting and financial management.

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, correspondence, technical writing and editing.

Knowledge, demonstrated experience and skills in designing, developing, implementing and maintaining a wide variety of information technology solutions.

Capability of assisting and/or producing advanced spreadsheet operations, relational databases, internet-based applications including webinar and database applications, and word processing, and publishing.

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

This solicitation supports Head Start and Early Head Start grants and Early Head Start – Child Care Partnership grants (EHS-CCP), and State Head Start Collaboration grants which are administered by the Office of Head Start in Seattle, WA.

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 Kick-Off Meeting

The Contractor shall meet with the RPM, COR and key staff in OHS within five (5) working days after the award of the contract to: review the requirements in the Statement of Work; 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, transition- in implementation plan, and roster of key personnel including start dates within ten (10) 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 shall maintain existing information technology applications and systems. The Contractor shall collect, aggregate, enter and update data maintained in existing databases, spreadsheets and internet-based applications. The Contractor shall conduct both basic and complex data analysis to produce management information reports. 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 to improve the overall effectiveness and efficiency of Regional Office operations. This Task includes the following sub-Tasks:

Sub-task 2.1. Information Systems Support

The Contractor shall assist with data entry and management for existing federal government management information systems including, HSES, HSFPS, OHS Aligned Monitoring System, Grant Solutions, ARTMS, Smart Sheet, One Note, and existing government data management systems such as relational databases and spreadsheets. Specific activities may include:

a. Ensure timely entry and maintenance of data contained in existing 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. Provide daily active status report to ensure timely tracking of services to grantees.

c. Utilize the guidance letter templates and accurate grantee funding and enrollment and key contact information in mail merge databases in order to generate timely and accurate grantee funding guidance letters in accordance with identified timelines.

d. Utilize existing data systems to ensure accurate key contract information for electronic mail (email) distribution lists of Head Start grantees, including the development of standard and customized email lists.

e. Develop and produce management information reports and generate reports on a periodic, cyclical or ad hoc basis as requested.

Sub-task 2.2 Program and Performance Analysis

The Contractor shall assist in collecting, aggregating, and analyzing organizational, management, program and financial characteristic and performance data at individual grantee, state and regional levels. 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, and highlight trends and patterns in data analysis. Develop high quality written reports explaining results of data compilation and analysis activities.

c. Prepare correspondence on the results of data analysis including trend analysis, identification of areas of improvement as well as recommendations for improvement to regional procedures and systems.

d. Design and produce management information reports from existing systems on a periodic, cyclical or ad hoc basis as requested.

Sub-task 2.3 Monitoring System Support

The Contractor shall provide administrative and data management support for regional and national Head Start on-site monitoring reviews and other activities related to the Head Start monitoring system. Activities shall include the following:

a. Use existing data systems to collect and monitor data related to the OHS monitoring process. This data includes on-site and desk review schedules, regulatory compliance findings, timelines for submission of improvement plans, timelines for corrective actions and status of grantee corrective actions. If needed, act as regional point-of-contact for tracking all draft review reports for regional comments, final reports, and follow-up noncompliance or deficiency corrective action dates.

b. Review and maintain existing electronic data systems and files to ensure that key records related to the OHS monitoring process including on-site review reports, quality improvement plans, under-enrollment plans, and related official correspondence are uploaded to these systems in a timely manner.

c. Maintain electronic files and trackers for monitoring/correction timelines and extensions.

d. Provide support to Program Specialists on monitoring and follow-up reviews as needed.

e. Support includes gathering documentation, uploading evidence into the Evidence Binder, editing and proofreading, and note-taking.

f. Track regional concerns, areas of noncompliance, and deficiencies. Develop process for obtaining national, regional, and state monitoring data trends. Track completed, signed reports and report issue dates.

Sub-task 2.4 Issues Tracking and Analysis

The Contractor shall provide administrative, data entry and management, data analysis, and technical writing support for Regional Office systems used to track and resolve a variety of issues involving Head Start grantees, including external inquiries, complaints, incidents and special interest situations involving Head Start grantees. Activities shall include the following:

a. Utilize existing electronic data systems to review and monitor the status of grantee issues and generate status and management reports as required by the Regional Office.

b. Support the timely resolution of identified issues through active monitoring of issues, and follow up with appropriate staff and the provision of technical editing support as needed.

c. Develop a tracking system to track and manage entries and responses to an issue and issues closure within HSES.

b. Analyze issues data and look for trends and patterns. Make recommendations on results of data analysis.

c. Design and produce analysis and management information reports on a periodic, cyclical or ad hoc basis as requested by the Regional Office.

Sub-task 2.5 Systems Integration and Improvement

The Contractor shall, on a periodic basis, provide support to the Regional Office in assessing and improving business processes and systems for information and records management. Activities shall include the following:

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

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

Sub-task 2.6 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, but not limited to, 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. 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.

b. 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.

c. Ensure timely completion of required documentation related to requests, including drafting, editing, completion of analysis forms, and approval and disapproval letters correspondence.

d. Analyze and develop documentation and written processes to ensure the effectiveness of internal systems for routing and processing waiver and other requests in a timely and efficient manner.

e. Design and produce analysis and management information reports on a periodic, cyclical or ad hoc basis as requested by the Regional Office.

Sub-task 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 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 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. Develop additional data management processes to supplement existing systems.

c. 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 functions related to the award, oversight and programmatic administration of discretionary grants funded through the OHS. These functions provide necessary support to OHS Region 10 staff in managing Head Start, Early Head Start, and EHS-CC Partnership 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. This will include assessing the grantee’s program effectiveness, providing on-going dialogue and assistance, completing onsite visits, and conducting monthly grantee contacts to assess grantee needs and performance. Additional functions shall include:

a. Review and analyze funding applications, complete application analysis tool and recommend approval in HSES, then prepare funding memo and budget worksheet in grant solutions.

b. Review and analyze grantee program performance reports, information and indicators.

c. Provide accurate and timely regulatory and policy guidance to Head Start grantees, in consultation with federal staff.

d. Coordinate and communicate with OHS grantee’s key staff and/or governing bodies; ensure timely and accurate information to the regional office.

e. Input and update grant related information into HSES directly; to include correlating to grantee’s submitted application, enrollment status, and all correspondence, documents and regional oversight information.

f. Review and analyze grantee waiver requests; review and analysis of applications for facility construction, purchase and major renovation.

g. Conduct annual site visits to grantees as part of the five year grant oversight.

h. Conduct activities related to the identification and mitigation of grantee risk, such as under enrollment, factors, correction of regulatory compliance issues, review and analysis of school readiness and programmatic five year goals; and improvement of Head Start grantee performance.

i. Partner with Training Technical Assistance Network to support grantees in receiving timely training for continuous improvement.

j. Participate in meetings at federal, state and local levels to improve and promote partnerships, collaboration and coordination among a variety of entities that support the OHS and ACF mission, goals, strategies and initiatives. Activities may include facilitation and coordination of meetings, development of written recommendations and responses, and participation on formal or ad hoc teams and work groups as well as other activities.

k. Communicate at least monthly with grantees on current issues and activities.

Maintain descriptive record of communications in HSES oversight.

The Contractor may be assigned specific grantee workloads of individual Head Start and Early Head Start grants.

This task includes the following Sub-tasks:

Sub-task 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. Activities shall include the following:

a. Complete the timely, comprehensive analysis of refunding and supplemental applications to ensure all required information and documentation is included in the application.

b. Utilize existing electronic data management systems, including the HSES and Grant Solutions, as well as other information sources including Community and Self-Assessment, risk management data, and historical performance data, to complete the timely, comprehensive analysis of refunding and supplemental grant applications to ensure all required information and documentation is included in the application.

c. Ensure that grant applications conform to all applicable HHS and ACF policies, procedures, and regulations.

Sub-task 3.2 Program Performance and Monitoring

The Contractor shall provide support services related to the programmatic administration of Head Start, Early Head Start and EHS-CC Partnership grants. This task includes activities related to supporting 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. Activities shall include the following:

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

b. 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.

c. Utilize existing HHS electronic data systems to complete all activities related to the Region 10 Office of Head Start grant oversight process including: conduct and document monthly grantee contacts and periodic staffing according to Regional Office procedures.

d. Facilitate and/ or provide note taking for staffing meetings based on identified risk factors such as chronic under enrollment, facility projects, and deficiencies.

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.

e. Complete on-site visits and reviews of grantee performance and compliance including supervision and oversight of on-site 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 follow-up monitoring review activities to determine correction of areas of deficiency and/or noncompliance using OHSMS, including desk and onsite reviews as determined by the OHS and within timeframes established by the regional office.

g. Provide oversight of grantees including the review and analysis of data, program services, and management systems to ensure grantees establish and implement program goals, including goals for school readiness; effective management systems, including data management and analysis, ongoing monitoring, and fiscal oversight; and methods to assess progress on anticipated outcomes for children, families, and the community throughout the five-year project period.

Sub-task 3.3 Competitive Grant Process and Paneling

The Contractor shall provide support tasks related to the Designation Renewal System (DRS) and replacement grantee process in the regional office. The contractor shall participate as needed as Panel Monitors in support of competitive grant application reviews through the DRS or grantee replacement process. Activities shall include the following:

a. Assist regional office staff in gathering data, fact sheets for the Funding

Opportunity Announcement (FOA), mapping service areas and boundaries, tracking and uploading renewal letters, Grantee Profiles, facilities tracking and transfer, and other related DRS or replacement grantee task as requested.

b. Participate in OHS training on the panel review process. Review and become familiar with relevant FOAs and application evaluation criteria.

c. Communicate and coordinate with federal Primary Panel Monitor and Panel Chairs who oversee the reviewers on the review panel to ensure the panel has established and adheres to a schedule for completing all of the application evaluation reports within the assigned time period.

d. Participate in the competitive grant panel review process, as requested. Review report narratives, panel scores, and notes of reviewers to ensure that reviewers capture all elements required in the FOA and application evaluation criteria, that the scores are logical and supported by application details, and that the reports do not contain grammatical, typographical, or punctuation errors.

e. Identify any discrepancies, areas of concern, and/or other items of note when comparing documents provided by the panels against the applications and provide written feedback to the Panel Chair.

f. Maintain ongoing communication with the Primary Panel Monitor regarding the status of the panel review process, report submission, and any identified concerns or issues.

Task 4: Grants Management Support

The Contractor shall perform activities related to the award, oversight and financial administration of discretionary grants funded through OHS. These activities provide necessary support to OHS Region 10 staff in managing Head Start, Early Head Start, and Early Head Start-Child Care Partnership 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 funding applications, review and analysis of grantee financial reports, information and indicators, provision of 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 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 and Early Head Start grants. These staff shall receive, guidance from OHS and OGM in order to perform the following sub-tasks:

Sub-task 4.1 Grant Applications and Awards

The Contractor shall provide financial and cost analysis and grants administration activities related to the OHS grant funding application and award process. This includes comprehensive financial and budgetary review of funding 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.

Activities shall include the following:

a. Assist in preparing and maintaining funding plan and enrollment data for all Region 10 Head Start/Early Head Start, EHS- Partnership grantees. Utilize data to issue funding guidance letters to grantees, and develop funding plan for OGM and OHS staff.

b. Utilize existing electronic data management systems including the HSES, Grant Solutions, Smart Sheet and Application Analysis Tool as well as other information sources such as Community and Self-Assessment, risk management data, financial audits, Cost Allocation Plans, Indirect Cost Rate Agreements, federal financial status and expenditure reports. Reports are to be timely and provide comprehensive financial analysis of refunding and supplemental grant applications. The Contractor shall ensure that all required information and documentation is included in the application and that applications conform to all applicable Federal financial management, HHS and ACF policies, procedures and regulations.

c. Based on the analysis, identify areas requiring revisions, prepare written recommendations for budgetary revisions or modification of applications; contact grantees/applicants as directed to negotiate and obtain required additions or revisions to funding applications within the timeframes required by the Regional Office.

d. Prepare the NOA documents for each grant action in accordance with HHS and ACF policies and procedures.

e. Monitor Special Conditions included in the NOA for timely grantee response.

Coordinate with assigned Program and Financial Operations Specialists, and make recommendations for resolution.

f. 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.

g. If needed, complete all post-award requirements, including follow-up communications with awardees; establishment and maintenance of official correspondence and documentation files; review of requests for reprogramming of un-obligated funds, budget revisions or modifications; review and approval of equipment purchases; cost analysis of facility purchase, construction and renovation requests; review of requests for waivers of non-federal share matching requirements and limitations on development and administrative costs; process supplemental grant actions in Grant Solutions; 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.

h. If requested, works with grantees on all phases of facility acquisition, purchase, lease, major and/or minor renovation of real property or modular purchase.

Completes pre-award checklist, documentation of proposal for Chief Grants Officer Approval, OGC approval and Regional Office OGM/RPM approval. Completes all post award documentation and facility file management.

Sub-task 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 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. Activities shall include the following:

a. Conduct thorough and comprehensive analysis of all grantee-related reports, correspondence and information received by the Regional Office including, financial status, cash transaction, and expenditure reports, annual financial audits, on-site monitoring review reports, quality improvement plans, under-enrollment plan, and other corrective action plans, self-assessment and community assessment information, and grantee inquiries, correspondence and external reports and information.

b. Identify performance, compliance and/or management issues and provide grantees with 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.

c. Complete activities related to review planning for OHS monitoring reviews, as part of the OHS national monitoring review system. These activities include communication and coordination with OHS staff and contractors to ensure the timely provision of all relevant information related to ongoing financial concerns or issues for grantees scheduled for on-site 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.

d. Complete work related to oversight of grantee financial performance and compliance with Federal financial management regulations including onsite visits, monitoring reviews, and analysis of financial documentation and management systems. Complete all required post visit activities including transmittal of accurate and complete written review reports using electronic OHS monitoring software and responses to comments/feedback on draft on-site review reports within the timeframes established by the Regional Office.

e. Conduct comprehensive review and analysis of grantee requests requiring prior approval such as disposition of equipment and real assets, regulatory waivers, budget revisions, conversion requests and changes in program scope.

f. Identify missing or incomplete information and complete all necessary follow-up contact with grantees to obtain information necessary to complete review/approval of requests.

g. 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

Sub-task 4.3 Audit Resolution

The Contractor shall perform various activities designed to ensure the complete, timely resolution of all audit findings contained in audit reports of Head Start grantees. These grantees are required to obtain independent audits of them financial operations. The findings of these auditors are documented in audit reports submitted to ACF, referred to OGM for resolution, and must be promptly resolved. In supporting OGM efforts to resolve outstanding audits, the Contractor shall complete the following activities:

a. Receive audit reports and utilize existing OHS and OGM electronic data and other management systems to monitor, track, 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; may include the download and printing of audits from the Federal Audit Clearinghouse Imaging System.

c. 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. Complete administrative actions to resolve audit findings and management letter concerns including completion of audit clearance documents, audit determination and disallowance letters.

Subtask 4.5 Support Grant Closeout Activities

The Contractor shall assist with numerous tasks to ensure the timely closeout of expired Head Start grants.

a. Review official file for expired grant to determine what documents or reports are missing, if any.

b. Generate and issue appropriate pre-closeout letter to grantee.

c. Generate and issue appropriate memorandum to Project Officer requesting certification of completion of project activities.

d. Review final Financial Status Report (SF-425) to determine if any unobligated balance or unliquidated obligation exists upon receipt of all required reports and Project Officer Certification of completion of project activities.

e. Assure that all real property, nonexpendable personal property, equipment or supplies have been disposed of in accordance with applicable grant regulations. Include copy of Property Inventory and Disposition Statement in official grant file.

f. Complete Grant Closeout Checklist.

g. Review reports to determine if grant has already been closed in Grant Solutions.

h. Generate and issue a Notice of Award (NOA) that closes grant in Grant Solutions (and de-obligates unobligated funds, if necessary).

i. Insert the Grant Closeout supervisory worksheet that includes all relevant documents, materials and information in the grantee’s permanent file. Ensure all grant closeout procedures were completed.

Task 5 Administrative Support

The Contractor shall perform administrative functions designed to support national and regional OHS priorities. At the direction of the Regional Office, these functions include: basic and complex research and analysis of a variety of data sources utilizing both internal OHS and external data sources; development of written analytical reports and documents based on data analysis;

completion of quality assurance processes; the development and issuance of correspondence (paper and electronic mail); and development and implementation of modifications to improve the effectiveness of internal work processes and systems related to priority areas. This task includes the following Sub-tasks:

Sub-task 5.1 Administrative Assistance

The Contractor shall provide administrative support for the Regional Office. This support shall include providing effective and efficient assistance to handle public and grantee inquiries and administrative support to federal staff. Activities shall include the following:

a. Serve as the main contact person to the public, handling public and grantee inquiries, maintaining a log of all contacts, entering data into HSES. Contractor staff shall handle routine questions without referral to outside entities and judge when calls should be referred to federal staff or other available resources.

b. Develop reports, correspondence and presentations to include spreadsheets, Word documents, and Power Point presentations. Reports required may be recurring or special in nature and can contain both technical and administrative information.

Operate and maintain a data management/tracking system. Perform document integration and editing as required. Collate and develop material for staff presentations.

c. 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.

d. Support and coordinate OHS and Contractor travel authorizations and vouchers.

Provide quality assurance for travel documents, authorization and vouchers to ensure completeness, accuracy and timely submission. Assists with travel scheduling and travel procedures as needed.

e. Attend staff meetings, recording minutes, preparing, copying and distributing handout materials, ensuring documents are saved in the shared file.

f. Assist with the creation of template letters for common regional approvals such as program option change approvals and key staff hiring approvals.

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

h. Maintain in/out calendar and flexi place status to ensure staff coordination.

Sub-task 5.2 Head Start Facilities Tracking and Technical Support

The Contractor shall provide direct support to assist in the evaluation, tracking and resolution of applications by Head Start grantees to purchase, construct and/or complete major renovations of facilities (facility applications). This task involves the following activities:

a. Use existing OHS data systems and official records to assess the status of Head Start facilities that have been purchased, constructed or meet the definitions of major renovation using Head Start funds to ensure that existing facility applications are in compliance with 45 C.F.R. Part 1303 requirements and that official files and data management systems contain all required information and documents as outlined by the Regional Office.

b. Within the time frame complete comprehensive review and analysis of all facility applications to ensure that applications meet all applicable requirements including budget and timeline. Complete facility checklist highlights and make a recommendation for funding approval. Submit recommendation to assigned staff, Regional Program Manager, and Grants Officer.

c. Track the status of all Region10 facility projects. Ensure all facility-related documents, photos and information are maintained in the facility file; provide monthly reports on facility project status.

d. Prepare correspondence to obtain additional information and revisions, updated certifications and reports and documentation as requested, and maintain official record files and OHS data systems, as needed.

e. Prepare draft referral memoranda to the HHS Office of General…