75ACF122Q00067 Attachment 1 DDDRP_Diaper Performance Work Statement - Final.pdf

75ACF122Q00067 – Attachment 1 Performance Work Statement

(PWS)

Diaper Distribution Demonstration and Research Pilot (DDDRP) Technical Assistance (TA)

1. DESCRIPTION OF SERVICES:

1.1. Introduction: The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform training and technical assistance (TTA) as defined in the “Diaper Distribution Demonstration and Research Pilot (DDDRP) Technical Assistance (TA)” Performance Work Statement (PWS) except for those items specified as government furnished property and services. The Contractor shall perform to the standards in this contract.

1.2. Background: The Diaper Distribution Demonstration and Research Pilot (DDDRP) is the first federally funded program for diapers and diapering supplies. OCS expects to make approximately 6 cooperative agreements to eligible Community Services Block Grant (CSBG) state associations, tribes that were funded directly by CSBG in FY 2022, and CSBG-funded territories. Recipients of this funding opportunity will partner with community action agencies (CAAs), local social service agencies, and/or other nonprofit community organizations to operate and expand existing diaper distribution programs for families with low incomes. The purpose of the DDDRP is to evaluate the ability of CAAs, social service agencies, and other nonprofit organization to provide diapers and diapering supplies on a consistent basis through diaper distribution programs while also offering support services for families with low incomes. OCS will conduct a robust evaluation to collect pertinent information to assess DDDRP grant recipients’ use of the funding to support low-income families by expanding ongoing diaper distribution programs that also offer support services. In addition, the federal evaluation may include the examination of ongoing diaper distributions as an effective anti-poverty strategy.

1.3. Objectives: OCS needs a training and technical assistance provider with subject matter expertise in diaper need and diaper program implementation to support DDDRP grant recipients in the following areas of activity: (1) Expanding and strengthening existing diaper distribution programs of their community partners (subrecipients) (2) Facilitating bulk purchasing and efficient transportation of diapers1 and diapering supplies using economies of scale models (3) Providing subject matter expertise and relevant data on diaper need nationwide

1.4. Scope: The contractor will provide training and technical assistance to 6 grant recipients. Services include (1) technical assistance on best practices for expanding and strengthening existing diaper distribution programs for communities with low incomes, (2) training on bulk purchasing and efficient transportation of diapers and diapering supplies using economies of scale models, (3) training on building bulk purchasing schedules that ensure diapers are distributed to each participating family at least once every two months and consider the changing sizes of children from month to month. (4) training on building bulk diaper purchasing schedules that are inclusive of sizing for children ages 0-18. (5) technical assistance on best practices for data collection in diaper distribution programs.

1.5. Specific Tasks:

1.5.1. Project Management Meetings

The Contractor shall host and/or participate in meetings as directed by the Contracting Officer Representative (COR) or the designated representative, which shall be the Project Manager (PM). The Contractor shall prepare and track meeting agendas, minutes, notes, issues, and action items. The Contractor shall prepare and provide the COR with the minutes of all status meetings. The Contractor shall prepare and provide other meeting minutes related to this Contract. Minutes shall be of sufficient detail to accurately document meeting data and location, attendees, meeting purpose, items discussed, issues, decisions made, and action items.

1.5.2. Ad Hoc Meetings

The Contractor shall participate in meetings as directed by the COR or PM. The Contractor shall prepare and track meeting agendas, minutes, notes, issues, and action items. Agendas include attendees, purpose, items to be discussed, and meeting materials. The Contractor shall prepare and provide the COR with the meeting minutes of all status meetings. The Contractor shall prepare and provide other meetings minutes related to this contract as directed by the COR or PM.

Minutes shall be of sufficient detail to accurately document meeting data and location, meeting purpose, items discussed, decisions made, attendees, and action items. Meeting minutes shall be delivered in accordance with the Table of Deliverables following the meeting to parties as directed by the COR or designated representative.

The contractor should plan for a Kick-off and planning meeting with 14 days of the contract award.

1 Any reference to ‘DIAPERS,” also include diaper supplies needs.

1.5.3. Reporting

Monthly Progress Reports The Contractor shall submit an electronic copy of the monthly technical progress report to the COR/PM describing the status of work on the overall project. The report shall include a comprehensive review of activities undertaken for that reporting period associated with the tasks and subtasks, a discussion of project task activities completed during the previous month and overview of anticipated activities and special assignments to be completed for the next month of service, summary of key employee assignments, brief narrative description of accomplishments, as well as any barriers to implementation that have arisen and solutions for the reporting period.

Unless specified otherwise, the reports shall include but not be limited to the following information:

a. Report number and date;

b. Title and period covered;

c. Contract number;

d. Contractor’s name and address;

e. Name of Agency;

f. Scope of work covered;

g. Summary of activities completed during the reporting period;

h. Activities and special assignments planned for upcoming month;

i. Problems encountered and solutions implemented or recommended; and

j. Other Sections: Additional sections may be specified in the contact. All reports must be submitted on time.

Ad Hoc Reports As specified, the Contractor shall provide other reports including but not limited to Lessons Learned as requested. For planning purposed, the contractor should plan for a minimum of 3 additional reports about diapers, diaper supplies and distribution.

Final Report The contractor shall provide a final report 14 days before contract end date that summarizes all activities over the contract period including any special or ad hoc assignment and task completed. The contractor will provide the COR an outline of the final report discussion areas, 45 days before contract end for approval.

1.5.4. GRANT RECIPIENT NEEDS ASSESSMENT

• Within the 45 days of the contract award, contractor will perform a 1:1 training and technical assistance needs assessment with each grant recipient to determine specific needs related to diaper purchasing, transportation, distribution, subject matter expertise on diapers, and data tracking

• From the data collected during this grant recipient needs assessment, Contractor will create a training and technical assistance plan for each grant recipient

• Contractor will submit training and technical assistance plans to both grant recipients and federal office for review within the first 60 days of the contract award.

• Within the 60 days of the contract period, contractor will produce a 1-2 page spotlight for each grant recipient that provides a high level summary of each diaper distribution program model

1.5.5. COST EFFECTIVE DIAPER PURCHASING

• Contractor will offer training to grant recipients and subrecipients on how to purchase diapers in bulk, with consideration for the following:

• Building a budget and tracking for diaper purchasing over a two-year project period

• Purchasing using economies of scale models

• Creating purchasing schedules that ensure diapers are distributed to participating families at least once every two months

• Creating purchasing schedules and data collection models that consider the changing sizes of children from month to month

• Purchasing diapers with inclusive sizing for children ages 0-18

▪ Contractor will offer subject matter expertise and resources on the most cost-effective manufacturers and suppliers of diapers and diapering supplies

▪ Contractor will offer trainings that are relevant to the diaper purchasing models designed by each grant recipient

1.5.6. EFFECTIVE DIAPER STORAGE AND DELIVERY PRACTICES

• Contractor will offer training to grant recipients (and subrecipients, if applicable) on how to safely and effectively store diapers purchased in bulk

• Contractor will offer technical assistance on the following diaper delivery logistics o Coordinating diaper purchasing with timely and effective diaper delivery so that participating families maintain consistent access to diapers o Providing subject matter expertise and resources on diaper delivery services in the field

1.5.7. DATA MANAGEMENT

• Contractor will offer strategies to grant recipients (and subrecipients, if applicable) on collecting data on diaper sizes and diaper need in communities served

• Contractor will offer training and technical assistance to grant recipients on the development and implementation on strategies for preparing program data for the federal evaluation of the pilot program

1.5.8. CONSULTATION ON SCALING UP EXISTING DIAPER DISTRIBUTION

• Contractor will work with grant recipients and subrecipients to identify methods, strategies, and best practices for expanding and strengthening existing diaper distribution programs within subrecipient communities

• Contractor will be available during the hours of operation for training and technical assistance questions and consultations specific to successfully scaling up a diaper distribution program, including

• Strategies for soliciting diaper distribution program participation from families in need

• Strategies for safe and effective storage of additional diapers

2.0. Deliverables and Milestones

The following deliverables will be used by the COR or designee to monitor timely progress under this contract. The Contractor shall follow the ACF style guide https://www.acf.hhs.gov/digital-toolbox/content/editorial-style-guide for all deliverables.

Deliverables are due the next government workday if the due date falls on a holiday or weekend.

https://www.acf.hhs.gov/digital-toolbox/content/editorial-style-guide

Deliverable Table [Days = Calendar Days]

Item

Description PWS Reference

Prior Approval Required

Draft Due Date Final Due Date

Kick-off and Planning Meeting

Task 1.5.2 Yes

N/A

14 Days after Contract Award

2 Monthly Reporting Task 1.5.3 No No 15 days after each month ends3

3 Ad Hoc Reports Task 1.5.3 YES As requested, As requested

4 Final Report Outline Task 1.5.3 YES NO 45 days before contract end date

5 Final Report Task 1.5.3 YES 30 days before contract end date

14 days before contract end date

6 Conduct Grant Recipient Needs Assessment and Create a TTA Plan

Task 1.5.4 NO Within 45 days of award

Within 60 days of award

7 Six Grant Recipient Spotlights

Task 1.5.4 NO Within 45 days of award

Within 60 days of award

8 Design Training on Purchasing and

Tracking of Diapers in Bulk:

Task 1.5.5 NO Within 60 days of award

Within 90 days of award

9 Delivery Training on Purchasing of

Diapers in Bulk

Task 1.5.5 YES NA Training will begin no less than four months after award.

10 Design Training on Effect Diaper

Storage and Delivery Practices

Task 1.5.6 NO Within 60 days of award

Within 90 days of award

11 Delivery Training on Effect Diaper

Storage and Delivery Practices

Task 1.5.6 YES NA Training will begin no less than four months after award.

12 Design Training on Data Collection and

Management

Task 1.5.7 NO Within 60 days of award

Within 90 days of award

13 Delivery Training on Data Collection and

Management

Task 1.5.7 YES NA Training will begin no less than four months after award.

14 Technical Assistance on scaling Diaper

Distribution Services

Task 1.5.8 NO NO Conducted thorough-out the contract period as requested by grant recipients or sub recipients

15 Help Desk Service on Diaper Program

Task 1.5.8 NO NO Conducted thorough-out the contract period as requested by grant recipients or sub recipients

3. GENERAL INFORMATION:

3.1. Hours of Operation: The Contractor is responsible for conducting business, between the hours of [9:00 am – 5:00 pm ET] Monday through Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the Contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

3.2. Recognized Holidays: [Contractor is not required to perform on federal holidays.]

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday

Columbus Day

President’s Day Veteran’s Day Memorial Day

Thanksgiving Day

Juneteenth Christmas Day Independence Day

3.3. Place of Performance: The work to be performed under this contract will be performed at contracting company’s site/location.

3.4. Period of Performance: 09/30/2022 -09/29/2023. The period of performance shall be for one year.

3.5. Type of Contract: The government will award a Firm Fixed Price contract.

3.6. Quality Control (QC) : The Contractor shall develop and maintain an effective quality control plan to ensure services are performed in accordance with this PWS.

The Contractor shall develop and implement procedures to identify, prevent, and ensure nonrecurrence of defective services. The Contractor’s quality control program is the means by which the Contractor assures that the work complies with the requirement of the contract. [Quality Control Plan must be delivered electronically with the contractor’s proposal.]. After acceptance of the quality control plan the Contractor shall receive the Contracting Officer’s acceptance in writing of any proposed change to the QC system.

3.7. Quality Assurance: The government shall evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

3.8. Quality Assurance Surveillance Plan (QASP): As tasked, the Contractor shall draft a Quality Assurance Surveillance Plan (QASP) for review and approval by the COR. The Government intends to utilize the QASP to monitor the quality of the Contractor’s performance. The oversight provided for in the contract and in the QASP shall help to ensure that service levels reach and maintain the required levels throughout the contract term. Further, the QASP provides the COR with a proactive way to avoid unacceptable or deficient performance and provides verifiable input for the Contractor Performance Assessment Reporting System (CPARS). The QASP is a living document and subject to modification throughout the life of the contract. The QASP is used to ensure that systematic quality assurance methods are used in the administration of this task order. The QASP shall include 1) what shall be measured and why and 2) how performance is measured.

3.9. Contract Status and Performance Measures: The Contractor shall ensure that status and performance data is documented and tracked in a Performance Metrics Report (PMR). The Contractor shall establish their initial set of metrics and measures (the baseline) that shall be used to monitor and control the Contractor’s task execution. The Contractor’s metrics shall include the Government’s minimum metrics, as specified in the contract.

3.10. Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart

42.5. The Contracting Officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the Contracting Officer will apprise the Contractor of how the government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues.

3.11. Contracting Officer Representative (COR): The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance;

maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor the Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting contract.

3.12. Key Personnel: The follow personnel are considered key personnel by the government:

Erin Greninger as Contract Officer.

Rafael Elizalde as COR.

Thom Campbell as Program Manager.

The Contractor shall provide a Contract Manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the Contractor when the manager is absent shall be designated in writing to the Contracting Officer. The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between [9:00 am and 5:00 pm ET.], Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons.

• Qualifications for all key personnel are listed below: Project Manager Minimum Qualifications:

• Bachelor’s degree or higher education in Project Management, Public Administration, Social Sciences, Business Administration, or similar degree

• Previous project/management experience within the last two (2) years

• 1-2 years of previous experience supporting information technology teams in adapting technology solutions to meet the needs of the client

• 1-2 years of subject matter expertise in diaper need and diaper distribution

• Excellent oral and written communication skills

• Outstanding customer service skills

• Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

3.13. Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the Contractor for any other purpose outside the responsibilities of this contract without prior written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

3.14. Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications, or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart

9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as they deem necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the

OCI.

4. GOVERNMENT FURNISHED ITEMS AND SERVICES:

Contractor will provide all required services.

5. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

5.1. General (If applicable): The Contractor shall furnish all supplies, equipment, facilities, and services required to perform work under this contract that are not listed under Section 3 of this PWS.

5.2. Materials (If applicable): The Contractor shall provide virtual conferencing services, word processing and presentation materials, and any other office supplies necessary to perform the task.

5.3. Equipment (If applicable): The Contractor shall provide technology necessary to perform the task, including a laptop or desktop, headset, monitor, etc.

6. OTHER DIRECT COST (ODCs):

6.1 The Contractor shall travel, as required, to provide onsite technical assistance.

7. PERFORMANCE OBJECTIVES

7.1. Quality Assurance Plan: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP).

This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

7.2. Performance Thresholds: The contractor service requirements are summarized into performance objectives that relate directly to essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement.

These thresholds are critical to success. General quality measures, as set forth below, will be applied to each work product received from the contractor under this PWS.

Accuracy. Work Products will be accurate in presentation, technical content, and adherence to accepted formats as provided by the government.

Appearance. All work products will be neat and attractive, reflecting the role that the program fulfills and the level at which work products will be used.

Clarity. Work Products will be clear and concise. Any/All diagrams shall be easy to understand and be relevant to the supporting narrative.

Consistency to Requirements. All work products must satisfy the requirements of this

PWS.

File Editing. All text and diagrammatic files will be editable by the Government.

Format. Work Products will be submitted in hard copy (where applicable) and in media mutually agreed upon prior to submission. Hard copy formats shall follow any specified Directives or Manuals.

Timeliness. Work Products will be submitted on or before the due date specified in this performance work statement or submitted in accordance with a later scheduled date determined by the Government.