RFQ20108179_-_Attachment_1_-_Statement_of_Work.docx

SOURCE SELECTION SENSITIVE

(SEE FAR 2.101 and 3.104)

U.S. Customs and Border Protection

Statement of Work

Administrative Services Support for Childcare Subsidy Program

Human Resources Management (HRM) Workforce Support, Resilience and Engagement Division

August 24, 2018

1. BACKGROUND

Under the authority of Title I, Section 101 of Homeland Security Act of 2002 as amended, the Department of Homeland Security (DHS) was established to prevent terrorist attacks within the United States (U.S), reduce the vulnerability of the U.S. to terrorism, and minimize the damage, and assist in the recovery, from terrorist attacks that do occur within the U.S.

U.S. Customs and Border Protection (CBP) is a federal law enforcement agency that employees approximately 60,000 employees to include 21,000 Border Patrol Agents and nearly 22,000 CBP Officers. Other professions within CBP include Agriculture Specialists, Air and Marine Interdiction Agents, Import Specialists, technicians, lawyers, program analysts, administrative and human resources personnel. CBP employees serviced by this contract could be located in any of the 50 United States, the U.S. Virgin Islands, Puerto Rico, Guam, Bahamas, Canada and other overseas locations. Many employees work and reside in remote areas along the northern and southern borders of the United States.

The mission of the CBP Office of Human Resources Management (HRM) is to promote human resource excellence, innovation, accountability, diversity, and a culture of caring for our CBP employees.

Under the congressionally enacted Public Law 107-67, Sec. 630, on November 12, 2001 Federal agencies are permitted to administer a program to assist their lower income Federal employees with the cost of child care. Previously, the USDA administered the program on behalf of CBP for many years. The Child Care Subsidy can reduce the amount of costs parents pay for child care by providing subsidies directly to the child care provider. To be eligible to participate, a child care provider must be a family child care home or child care center licensed and/or regulated by the State and, where applicable, local authorities (i.e. the provider must meet all requirements of its particular jurisdiction) where the service is provided.

2. SCOPE

The purpose of this statement of work (SOW) is to have a Contractor provide administrative support services to the Workforce Support, Resilience and Engagement Division in support of the Child Care Subsidy program.

The scope and purpose is to increase efficiencies and minimize the Divisions’ administrative responsibilities.

These services include:

· Processing Child Care Subsidy Program applications from employees based on CBP determined eligibility guidelines.

· Submit child care subsidy payments directly to child care vendors independent of CBP and the Workforce Support, Resilience and Engagement Division.

· Assisting the Workforce Support, Resilience and Engagement Division with issues pertaining to the administration of the program.

This SOW/contract does not constitute a personal services contract. As such, in accordance with Federal Acquisition Regulation (FAR) 37.104, the Contractor awarded this contract shall exercise relatively continuous supervision and control over its Contractor personnel. Contractor personnel are not Government employees. The Contractor shall provide all services, personnel, supplies and necessary equipment (except as set forth herein) to complete the duties as described in this SOW.

3. APPLICABLE DOCUMENTS

The Government requires the Contractor to adhere to and follow all applicable executive orders, presidential directives, federal laws, and DHS management policies, handbooks, guidelines, processes, and procedures when performing the duties described in Section 4 of this SOW.

1. The Federal Acquisitions Regulations (FAR): https://www.acquisition.gov

2. Homeland Security Acquisition Regulation (HSAR):

http://www.dhs.gov/xlibrary/assets/opnbiz/hsar.pdf

3. CBP Information Security Policies and Procedures Handbook http://pods.cbp.dhs.gov/docs/office%20of%20information%20&%20technology%20(oit)/handbooks/hb%201400-05d.pdf

4. DHS 4300A Sensitive Systems Handbook http://dhsconnect.dhs.gov/org/comp/mgmt/cao/Documents/4300A v6.doc

5. Federal Employees' Health And Counseling Programs/ Agency Use of Appropriated Funds for Child Care Costs for Lower Income Employees 5 CFR Part 792, Subpart B

4. SPECIFIC TASKS

The following task requirements define the types of services that will be required. Section 4.1 of this SOW provide the detailed tasks necessary to support this SOW.

4.1 Childcare Subsidy Program Administration

The contractor shall provide start-to-finish services, performing all necessary tasks to receive, process, and report subsidy payments in a streamlined and cost-efficient manner to include the following services:

· Support U.S. Customs & Border Protection with the development of their specific agency guidelines and subsidy schedule(s).

· Receive and process new applications within ten (10) business days and issue award or denial letters to applicants. As part of this process the Contractor shall collect:

· OPM 1643 Child Care Subsidy Application Form

· OPM 1644 Child Care Provider Information for the child Care Subsidy Program for Federal Employees

· Most recent income tax return for each parent/spouse/guardian

· SF-50

· Two most recent pay stubs for each parent/spouse/guardian

· Copy of the full-time college registration documentation for a spouse or partner (if applicable)

· Any other documents required by U.S. Customs & Border Protection.

· Ensure applicants meet agency employment and salary thresholds.

· Ensure childcare providers are licensed and have verified tax payer ID numbers.

· The contractor must have an available system to allow applicants to apply online.

· The contractor’s systems must have the ability to allow the applicants the ability to submit applications 24 hours a day.

· Ensure Contractor staff are available during regular business hours (Monday through Friday between the hours from 9:00 a.m. until 5:00 p.m. EST) to answer questions from CBP employees.

· Generate monthly invoices for each enrolled child and/or provider.

· Receive and process signed monthly invoices for each enrolled child.

· Issue monthly ACH payments (or checks) to the childcare provider(s) based on the allowed subsidy for each participating parent/child. Payments are processed within ten (10) business days of signed invoice receipt.

· Email requests for annual tax return information and recertification documents to all current participants to verify continued eligibility.

· Receive and process annual updates to participant Adjusted Gross Income (from tax return), emailing notification if the participant’s income exceeds the Agency’s income cap or if their allowed subsidy changes.

· Email reminders when childcare provider license is about to expire.

· Receive and process periodic updates to childcare provider licenses and information.

· Receive and process change of provider forms.

· Email notification when a participant reaches the annual subsidy cap (if applicable).

· Provide annual 1099s to childcare providers, as needed.

· Maintain a wait list of employees who submit applications and are deemed eligible for the childcare subsidy program when agency funds are available.

· Maintain confidentiality of all information related to the childcare subsidy program.

· Maintain program documentation in an electronic format that that meets FedRAMP and HIPAA standards.

· Review monthly invoices for the childcare subsidy amounts from the childcare providers, and provide payment if appropriate, based on the invoiced amount no later than 30 calendar days after the period of service being invoiced. Pay the childcare subsidy tuition assistance directly to the childcare provider.

4.2 Advertisement Flyer

The contractor shall within thirty (30) calendar days after contract award, create and provide both electronically and a hard copy to the Contracting Officer Representative (COR) a flyer that will help advertise the childcare subsidy program to the prospective employees.

4.3 Create Webinar Briefing Materials and Conduct Webinar

The Contractor shall prepare the webinar briefing materials and provide both electronically and a hard copy within fifteen (15) calendar days after contract award, to the COR for review. The contractor shall within thirty (30) calendar days after contract award, conduct one (1) live webinar employee briefing to help promote the childcare subsidy program and answer any questions.

This should be done each year, if option is exercised.

4.4 Kick-Off Meeting

No later than seven (7) business days after the effective date of the award, key members of the contractor’s staff who will be assigned major responsibility for carrying out the tasks of the contract shall meet with the Contracting Officer, Contracting Officer Representative (COR) and other interested government personnel within CBP at a location to be determined at a later date. This meeting will ensure the Contractor and the Government have a common understanding; in addition they will discuss the project’s objective’s, planned course of action, milestones and deliverables, and resolve any differences between the CBP technical requirements and the Contractor’s approach. The Contractor shall first conduct a briefing (i.e. 30–45 minutes) describing the firm’s planned approach. The Contractor shall be prepared with appropriate briefing materials.

4.5 Monthly Status Reports

The contractor shall on or before the 5th calendar day of each month by 3:00 PM EST/EDT submit the Monthly Status Report to the Contracting Officer Representative (COR), Contracting Officer (CO) and Contract Specialist (CS) both electronically and a hard copy. Each report shall summarize activities for the preceding month, to include work accomplished, work planned, any problems encountered/anticipated and resolved, and any other pertinent issues, as well as identified significant work-ahead for the next reporting period. The format should be in Microsoft (MS) Suite to include MS Word, MS Excel, MS PowerPoint, MS Access or Adobe Acrobat (PDF).

At a minimum, this report shall include a narrative description of the following items:

a. Accomplishments made during the reporting period.

b. Plans for accomplishments in next reporting period.

c. A review of the overall progress in the conduct of this Contract.

d. Problems or delays that the Contractor has experienced in the conduct of services.

e. Specific action that the Contractor would like CBP to undertake to help alleviate an identified problem.

f. Invoices submitted and paid during the reporting period.

Should the 5th day of the month fall on the weekend, or Federal Holiday, the report is to be submitted the first Federal workday after the preceding weekend or Federal Holiday.

Each report shall summarize activities for the preceding month, to include: work accomplished; work planned; problems encountered or anticipated; problems resolved; expenditure rate with corresponding roll up to major task component; and all other pertinent issues.

4.6 In-Coming Transition Plan

The Contractor shall provide fourteen (14) calendar days after contract award a detailed Transition Plan that includes phase-in and phase-out procedures for services, products, and deliverables required under this SOW. Transition Plan shall include:

· Transferring work from the incumbent Contractor.

· Potential problems and mitigation plans.

· Assumption of full contract responsibilities.

· Transferring of documentation and projects currently in process.

· Document all current work and processes.

· Coordinate the work with the new and/or existing Contractor.

The Contractor shall make all necessary preparations to begin contract performance in accordance with its Incoming Transition Plan in order to ensure no impact to daily operations or scheduled critical activities.

4.7 Outgoing Transition

The contractor shall provide an Exit Transition Plan that shall identify transition support activities for all transition efforts for follow-on requirements to minimize disruption of services. The contractor shall work with the new contractor to provide knowledge transfer and transition support as required by the COR. The Exit Transition Plan and support shall include the following areas:

· Coordination with Government Representatives.

· Review, evaluation and transition of current support services.

· Transfer of all necessary business and/or technical documentation.

· Inventory and return all Government Furnished Information (GFI) in Contractor possession.

· Status of all deliverables.

· Problems encountered during period of performance.

· Provide report on status of all deliverables.

· Provide report on problems encountered during period of performance.

· Provide report on current issues, problems, or activities in process that require immediate action.

· Delivery of all documentation in hard copy and electronic formats.

· The plan on how the contractor intends to transition follow-on requirements, and the list of key personnel involved in this effort.

· Final deliverables that are due.

· Applicable debriefing and personnel out-processing procedures.

· Identify and provide a schedule of routine events for continuity of program (e.g., reports and processes).

Updates to the Outgoing Transition plan are due sixty (60) calendar days prior to the end of the base and any option period, unless otherwise directed by the CO. The COR shall approve outgoing transition plan within five (5) calendar days after receipt. Upon government approval of this plan, the contractor shall execute the Exit transition support to commence six (6) months prior to the expiration of this contract.

4.8 Monthly Contract Activity Meeting

The COR shall convene a monthly meeting to discuss contract activity with the Contractor’s designated point of contact (POC). This will ensure that all participants are well-informed and up to date on all activities and are provided an opportunity to identify other activities and establish priorities, as well as coordinate resolution of identified problems.

4.9 Meeting Minutes

The Contractor shall provide minutes of meetings including attendance, issues discussed, decisions made, and action items assigned, to the COR both electronically and a hard copy within five (5) business days following the meeting.

5. DELIVERABLES / MILESTONES AND DELIVERY SCHEDULE

5.1. Deliverables / Milestones

The contractor shall deliver those items to CBP as outlined in the table below.

Process New Applications (M) On-Going

10 business days after award N/A

Conduct Live Webinar Employee Briefing (M) 15 calendar days after award

30 calendar days after award 1 hard copy, 1 electronic copy

COR Approval (M)

Outgoing Transition Support (M) Sixty (60) calendar days prior to the end of the base and any option period, unless otherwise directed by the CO.

5 calendar days after receipt

Commence 6 months prior to the expiration of the contract 1 hard copy, 1 electronic copy

determine the eligibility and subsidy distribution (D)

Awardee must complete the following required security documents (D):

a. Security Plan

b. Requirements Traceability Matrix

c. Contingency Plan

d. Contingency Plan Test

180 calendar days after receipt of award

180 calendar days after receipt of award 1 hard copy, 1 electronic copy

1 hard copy, 1 electronic copy

5.2 List of Deliverables

The Contractor shall submit all deliverables on their respective due dates, which are considered significant in the performance of this contract in accordance with Deliverable Table under Section 5.1.

5.3 Presentation of Deliverables

Text, Briefings, and any Charts or other Graphics shall be organized and formatted as follows:

· Marked with DHS/CBP logo and header.

· Text may be formatted in any of the commonly available word processing programs marketed by the IBM®, Corel®, or Microsoft® corporations.

· Provide a single file that contains the whole document ready for printing. It should reproduce the printed report exactly.

· Tables and tabular material shall not be converted into graphical images, but be included with the word processing files or delivered as spreadsheet files (Excel®).

· Graphic figures such as bar and line charts, diagrams, and other drawings if required, shall be delivered in the GIF (Graphics Interchange Format) or the JPEG (Joint Photographic Experts Group) format. Graphical elements may be merged with the text to form a single file for printing purposes or they may be delivered as separate files.

· Adobe’s Portable Document Format (PDF®) if required may not be substituted for the above word processing formats. An unlocked, PDF version may be provided in addition to the word processing version, but it is not required. Provide presentations, such as PowerPoint®, as separate files.

5.4 Quality Control

The Contractor shall employ its commercial quality control program/procedures to identify, prevent, and ensure non-recurrence of defective services. Through implementation of the Contractor’s quality control program/procedures, the Government shall receive quality services meeting the requirements of this contract.

5.5 Inspection and Acceptance

The Government reserves the right to reject any deliverable based on defects with respect to completeness, correctness, clarity, and consistencies. In the event of a rejection of any deliverable, the Contracting Officer will notify the contractor in writing within five (5) business days of the receipt of the deliverable of any deficiencies to be corrected. The contractor shall have five (5) business days to correct the deficiencies.

· Accuracy - all deliverables shall be accurate in presentation, content, and shall adhere to the guidelines set forth in this document. All documentation presented to the Government shall be complete, correct, clear, and consistent.

· Clarity - deliverables shall be clear and concise, well written and grammatically correct, using appropriate terminology.

· Timeliness - deliverables shall be submitted on or before the due date specified in the statement of work or submitted in accordance with a later scheduled date mutually agreed upon by the Government and contractor. A deliverable is considered timely if submitted on or before the date specified in the Statement of Work and, if the Government provides any written notification of deficiencies, the contractor corrects the deficiencies within five (5) business days.

The cognizant CBP COR and contractor’s representative will meet monthly at the CBP place of performance or via conference call to review work performance. Overall clarity, accuracy, and timeliness will determine acceptance of services.

This is not intended to restrict or limit the Government's review of contractor performance and the Government, at its option, may perform additional tests and inspections, as it deems necessary.

6. GOVERNMENT-FURNISHED PROPERTY & INFORMATION

6.1 Government Furnished Property (GFP)

The Government does not anticipate providing any GFP.

6.2 Government Furnished Information (GFI)

The GFI that the Government will provide seven (7) business days after contract award is Guidelines that determine the eligibility and subsidy distribution.

7. PLACE OF PERFORMANCE

The contractor staff shall be available during regular business hours (Monday through Friday) between the hours of 9:00 AM until 5:00 PM Eastern Standard Time to assist / answer questions from CBP employees.

The place of performance for this requirement shall be performed at the Contractor’s facilities.

8. PERIOD OF PERFORMANCE

The period of performance will be as follows:

Note: As FAR Clause 52.217-8 is included, CBP intends to evaluate the (up to) 6-month option period contemplated by the clause. CBP will divide the price of the fourth option period by two, and then add that amount to the total proposed price. The period of performance shall not exceed sixty (66) months.

9. SECURITY

The work under this SOW will be unclassified. All Contractor employees shall be required to complete a Non-Disclosure Agreement (DHS Form 11000-6).

9.1 Security Documents

The Awardee shall submit a plan for destruction of the retained sensitive data within 180 calendar days after receipt of award. The Awardee shall retain the information up to at least one (1) year online and up to at least three (3) years offline.

The Awardee must complete the following required security documents within 180 calendar days after receipt of award:

a. Security Plan

b. Requirements Traceability Matrix

c. Contingency Plan

d. Contingency Plan Test

9.2 Background Investigation

A background investigation (BI) is required. Contractor employees shall not begin working under this contract until the entire BI is completed with approval from CBP, Security Programs Division.

All personnel employed by the contractor for the performance of work outlined herein shall either currently possess or are able to favorably pass a background investigation. The contractor shall submit within fifteen (15) business days after contract award a list containing the full name, social security number, and date of birth of personnel claiming to have successfully passed a background investigation by the CBP, or submit such information and documentation as may be required by the Government to have a BI performed for all personnel. The information must be correct and be reviewed by a CBP Official for completeness.

This consists of SF-85P, "Questionnaire for Public Trust Positions;" FD-258, "Fingerprint Chart;", and TDF 67-325 US Customs Authorization for Release of Information. Forms can be obtained from CBP, DHS, or by contacting the designated COR.

9.3 Contractor Employee Identification

The Contractor shall ensure that its personnel identify themselves as Contractors when attending meetings, answering Government telephones, providing any type of written correspondence, or working in situations where their actions could be construed as official Government acts.

9.4 Non-Disclosure Agreements

Contractor personnel will have access to sensitive but unclassified information. Contractor employees are required to execute a Non-Disclosure Agreement (DHS Form 11000-6) as a condition to access sensitive but unclassified information.

10. SPECIAL CONSIDERATIONS

10.1 Contractor Personnel

The Contractor shall provide qualified individuals to accomplish the tasks outlined in the SOW.

10.2 Travel

No travel is anticipated under this SOW.

10.3 Additional Requirements Concerning Data, Data Rights and Computer Software

Notwithstanding any other clause concerning data, data rights and computer software and hardware under this contract, all data produced, recorded, transferred or manipulated under this contract shall remain the exclusive property of the Government irrespective of the manner or method of recording or storage and no matter what form of computer mechanism is used in the processing of said information or data. The Government shall retain exclusive right and domain over any by-product produced under this contract, or any other use of the data produced under this contract by either plan or accident.

10.4 Holidays and Administrative Leave

U.S. Customs and Border Protection (CBP) personnel observe the following days as holidays:

Any other day designated by Federal statute, by Executive Order or by the President's proclamation.

Note: When a holiday falls on a non-workday -- Saturday or Sunday -- the holiday usually is observed on Monday (if the holiday falls on Sunday) or Friday (if the holiday falls on Saturday).

10.5 Changes to the SOW

No changes to the resulting SOW or cost increases shall be incurred without written prior approval of the Contracting Officer as coordinated by the COR. Any changes or cost increases will not take effect until the Contracting Officer executes a written modification.

10.6 Points of Contact

All contract questions and concerns shall be directed to the point of contact as designated below. The Contracting Officer is the only individual with the authority to amend this contract.

Contracting Officer

Name: Judith Simpson Judith.A.Simpson@cbp.dhs.gov

Contracting Specialist

Name: Peter Giambone Peter.A.Giambone@cbp.dhs.gov

Contracting Officer Representative (COR)

Name: Nicole S. Johnson Nicole.S.Johnson@cbp.dhs.gov

END OF STATEMENT OF WORK

This document contains source selection information related to the conduct of a Federal Agency procurement, the disclosure of which is restricted by the Procurement Integrity Act (41 U.S.C. §§ 2101 et seq.). The unauthorized disclosure of such information may be subject to contractual, civil, and/or criminal penalties as provided by law.

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