SOW_-Attachment_1.pdf

Attachment 1

STATEMENT OF WORK

C1. Background and Need

The Centers for Disease Control and Prevention (CDC) is recognized as the lead federal agency for protecting the health and safety of the U.S. population and is recognized as a world leader in this capacity. CDC is one agency of the U.S. Department of Health and Human Services (DHHS). The Human Resources Office strives to provide superior customer service, guidance and direction to CDC/ATSDR, the Public Health Service and other federal and state agencies world-wide by empowering our customers with essential information and outstanding services.

CDC requires a contractor with the ability to receive a specified sum of money from the agency and distribute it to child care providers as child care tuition subsidy.

C2. Project Objective

CDC/ATSDR have committed to provide child care subsidies for lower income federal employees as a permanent component of the agencies Work Life programs. By offering this additional component of the Work Life Programs, benefits include improved morale, increased ability to recruit and retain highly qualified employees, increased productivity and added value to the agency. It also provides employees the ability to afford high quality child care.

C.3 – Scope of Work

The contractor shall provide all labor, materials, supplies, equipment, services and processes to receive a specified sum of money from the agency to disburse as tuition subsidy funds to licensed child care providers who have provided child care services for approved employees.

The contractor shall submit quarterly invoices to CDC/ATSDR to receive appropriated funds for disbursement to the licensed child care providers. The contractor shall perform all administrative tasks associated with the tuition subsidy program appropriately and efficiently, including responding to Freedom of Information Act or Privacy Act requests. Quarterly invoices shall be submitted to CDC/ATSDR to receive payment for program administration costs.

C.3.1 – Technical Requirements

The contractor will provide on-going guidance and technical support to the Government’s Contracting Office Representative (COR) by performing the following functions:

Perform all administrative tasks associated with the tuition subsidy program appropriately and efficiently. This includes providing information to respond to requests for information under the Freedom of Information Act or Privacy Act.

Process tuition subsidy applications and determine eligibility and the tuition subsidy amount based on the agency’s tuition subsidy model (Attachment 1)

Maintain confidential all the information contained in the tuition subsidy applications and insure that only the contractor, child care provider, and agency contracting officer representative know the identity of the applicant.

Provide written notification to the applicant of approval/disapproval to receive the child care tuition subsidy and the amount.

Provide written notification to the applicant and the child care provider of the amount of tuition subsidy and the effective date on which the subsidy will begin.

Insure that those child care providers that receive Federal funds as the result of the agency’s tuition subsidy program are licensed and/or regulated by State and/or local regulating authorities.

Require child care providers to submit a copy of their current license and/or statement of compliance from their State and/or local authorities.

Insure that licensed child care providers understand that if, for whatever reason, the provider is no longer licensed and/or regulated by the State and/or local regulating authorities, the provider will immediately notify the contractor that administers the tuition subsidy program and the Federal employee whose child is enrolled in the child care program. In such cases the provider will no longer be permitted to receive the tuition funds.

Require child care providers to submit their taxpayer identification numbers.

Receive monthly invoices for the tuition subsidy amounts from the child care providers; verify services were received; and provide timely payment based on the invoiced amount no later than 30 days after the date of the invoice. The contractor will pay the tuition subsidy directly to the child care provider, and not to the Federal employee.

a. Insure that the child care provider submits a written invoice, on a monthly basis, to the contractor. Both the child care provider and the parent must certify on the invoice that the care was provided.

b. Tuition subsidy awards will be quoted as weekly amounts and the invoices must be prepared using full week amounts unless services for the child end during a particular week.

• Prepare detailed reports to CDC for reporting to OPM and HHS on program utilization and for W- 2 payroll processing.

C.4 – Special Consideration

1. Security clearance/police check/driving record check Work under this task order is UNCLASSIFIED BUT SENSTIVE. The contractor shall comply with all applicable Departments of Health and Human Services (HHS) and Centers for Disease Control and Prevention (CDC) security regulations and procedures during the performance of this task order. The contractor shall not disclose and must safeguard procurement sensitive information, computer systems and data, privacy act data, and Government personnel work products that are obtained or generated in the performance of this task order. If necessary, the contractor will be required to provide clearances for personnel requiring access to Government computers and workstations.

o Work under this task order requires a favorable determination in obtaining an OPM Public Trust – High Risk

Security clearance. The contractor shall comply with applicable HHS and CDC security regulations and procedures during the performance of this task order.

o Contractor candidate may not have previously been employed with the Centers for Disease Control and Prevention (CDC) or Agency for Toxic Substance and Disease Registry (ATSDR) as a full-time federal employee and was subsequently terminated and/or removed for cause.

2. Reimbursable expenses (travel, conference, training, equipment or materials, etc.)

Local travel may be required within a 50 mile radius of the Place of Performance. No reimbursable expenses are authorized.

3. Non-personal Service Statement.

Contractor employees performing services under this order will be controlled, directed and supervised at all times by management personnel of the contractor. Contractor employees will perform independent of and without the supervision of any Government official. Actions of contractor employees may not be interpreted or implemented in any manner that results in any contractor employee creating or modifying Federal policy, obligating the appropriated funds of the U.S. Government, overseeing the work of Federal employees, providing direct personal services to any Federal employee or otherwise violating the prohibitions set forth in Parts 7.5 and 37.1 of the Federal Acquisition Regulation (FAR). The Government will control access to the facility and will perform the inspection and acceptance of the completed work.

C5. Government Furnished Property

Not Applicable

C6. Deliverables

Monthly Reports

The contractor shall prepare a monthly report using a Microsoft Excel spreadsheet and submit electronically to the Contracting Officer Representative by the 15th of each month or the next business day, on the status of the agencies tuition subsidy program. The monthly report shall consist of the following:

A. The employee name, grade level, organization name;

B. Child/children’s name and age;

C. The total family income for each family receiving the subsidy;

D. Percentage of tuition subsidy received;

E. The amount of tuition subsidy disbursed for each child during a given month;

F. The total number of children enrolled under the tuition subsidy program;

G. The total number of CDC/ATSDR employees qualifying/receiving the child care tuition subsidy;

H. The total number of new applicants for the month;

I. The number of applicants pending approval;

J. The number of applicants who were ineligible, if any, and reason for ineligibility;

K. The remaining balance of the agencies funds during the relevant period of performance.

Fiscal Year Reports

The contractor shall prepare summarizing activity from October 1st through September 30th covering each fiscal year. The report will be due to the Contracting Officer Representative by November 15th each year and must provide the following information for reporting to OPM.

A. Current number of employees utilizing the child care subsidy program;

B. The average total family income of employees in the child care subsidy program;

C. Total amount of funds disbursed this past fiscal year;

D. Total child care costs of all employees participating in the child care subsidy program (pre-subsidy) ;

E. Total number of children served by the child care program in the past fiscal year;

F. Number of children in licensed and/or regulated center-based child care ;

G. Number of children in licensed and/or regulated family child care homes ;

Fiscal Year Activity Reports

To provide an annual review of program utilization and assess the need for possible program modification, the contractor shall provide graphs and corresponding data including the program activity as outlined below for each fiscal year:

A. A graph and data indicating the monthly average of the children’s ages who received subsidy and the number of children who received subsidy each month and the degree of change each month. Contactor shall also include an average for both the children’s age and number of children for the fiscal year;

B. A graph and data indicating each month the number of parents who joined the program and number of parents who left the program and the degree of change each month. A total amount of joining and leaving parents for the fiscal year should also be provided.

C. A graph and data indicating each month the average weekly costs of child care and the average weekly payments provided by the subsidies and the degree of change for each month. An average for the weekly costs and weekly subsidy amounts for the fiscal year should also be provided. The monthly percentage of the amount of subsidy received by all participants should also be provided.

D. A graph and data indicating each month the number of parents who participated in the program and the number of children who participated and the degree of change each month. A total count for the number of parents and children should be provided.

E. A graph and data indicating each month the average of the parent’s income and the number of parents who participated and the degree of change each month. A total count or the number of parents should be provided.

The contractor will use the agency tuition subsidy model provided in Attachment A to determine the tuition subsidy amount for eligible employees. This model is subject to change upon annual agency review. Updated subsidy models will be provided to the contractor prior to implementation.

Deliverables Dates Required

Quarterly Invoices

October 1 January 1

April 1 July 1

Monthly Reports By the 15th of each month Fiscal Year Reports By the 15th of November

Fiscal Activity Reports By the 15th of November

C7. Hours of Operation

The Federal government recognizes the following federal holidays are: New Year’s Day, Martin Luther King’s Birthday, President’s Day, Memorial Day, Independence Day, and Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day and Christmas Day.

C8. Period of Performance

The period of performance shall be 23 April 2015 through and including 22 April 2016.

C9. Reporting Schedule

Contractor shall provide a monthly status report to contain, at a minimum, the following information: a brief description of requirements, accomplishments during the reporting period and significant events regarding the task order, deliverables submitted or progress on deliverable products, any current or anticipated problems and solutions proposed and a brief summary of activity planned for the next reporting period.

C10. Place of Performance

Human Resources Office 2939 Flowers Road, South Atlanta, Ga 30341

C1. Background and Need