88310325Q00048 RFQ Child Care Services.docx

National Archives and Records Administration (NARA) Description for Child Care Services at Archives II

This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in FAR Subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. The solicitation number is 88310325Q00048 and is issued as a request for quotation (RFQ); This request does not commit the Government to pay any costs incurred in the preparation or the submission of this quotation or to contract for supplies or services. The solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-03 effective January 17, 2025. This is a full and open requirement under NAICS 624410, Child Day Care Services. The resulting contract will be a no cost and will be issued to the Contractor whose conforming quotation in response to the RFQ will be most advantageous to the Government.

The National Archives and Records Administration (NARA) has a requirement for child day care services located at College Park, Maryland. PERIOD OF PERFORMANCE: The period of performance will be 10 years. The following Federal Acquisition Regulation (FAR) clauses are incorporated and are to remain in full force in any resultant contract, with the exception of FAR provisions which will be removed prior to the award: FAR 52.212-1. Instructions to Offerors - Commercial Products and Commercial Services (Sep 2023). Addenda: Delete paragraph (h), Multiple Awards. - see below for additional quotation submission instructions. EVALUATION (In lieu of FAR 52.212-2): Evaluation and award will be in accordance with Simplified Acquisition Procedures at FAR Subpart 13.106, Soliciting Competition, Evaluation of Quotations or Offers, Award and Documentation authorized by FAR Subpart 13.5, Simplified Procedures for Certain Commercial Products and Commercial Services. Selection of the Contractor to perform this contract will be based on NARA’s assessment of the best overall quotation to the Government. Exceptions taken to any terms and conditions stated in the RFQ must be clearly outlined on a separate page of the Contractor’s quotation entitled “Exceptions.” The Government reserves the right to make an award on the initial quotation without discussions of this procurement. The resultant contract will include FAR 52.217-8, Option to Extend Services. Failure to submit any of the required information and documentation with the quotation may result in rejection of the quotation. Multiple awards will not be made under this RFQ. Contractors must be registered and active in the System for Award Management. FAR 52.212-3, Offeror Representations and Certifications - Commercial Products and Commercial Services (May 2024) - The Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representations and certification electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal. If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall complete only paragraphs (c) through (v) of this provision. FAR 52.212-4, Contract Terms and Conditions - Commercial Products and Commercial Services (Nov 2023) – see Attachment 6, Additional NARA Terms and Conditions (Addenda to FAR clause 52.212-4). FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Products and Commercial Services (Jan 2025) - see Attachment 6, FAR Clauses for the full text of this clause and for additional applicable FAR clauses. Full text provisions and clauses can be found at https://www.acquisition.gov.

To aid you in your planning and quotation development, the following information is provided as attachments to this Request for Quotation:

Attachment 1: Statement of Work (SOW) Attachment 2: Data Requirement Items (DRIs) Attachment 3: NARA Terms and Conditions Attachment 4: Additional NARA Terms and Conditions Attachment 5: Site Visit Attachment 6: Far Clauses

Questions regarding this RFQ must be submitted in writing to Mrs. Sheila Drumheller (Contract Specialist) at sheila.drumheller@nara.gov no later than 12:00 PM ET on April 28, 2025 to be considered. Please allow one extra business day for delivery and receipt if quotation is sent via e-mail, as the e-mail will need to pass through IT security. Telephonic responses will not be processed.

QUOTATION DUE DATE: Quotations must be submitted to Sheila Drumheller, at sheila.drumheller@nara.gov The deadline for quotations is 12:00 p.m. ET on May 12, 2025. Failure to submit quotations by the deadline may result in rejection of the quotation as untimely. Please include Solicitation Number: 88310325Q00048 in the email subject line and allow one extra business day for delivery and receipt, as the email will need to pass through IT security.

***Site Visit. A site visit has been scheduled for 11:00 AM ET on April 23, 2025. Contractors planning to attend the in person site visit must furnish the names and titles of its representatives to Ms. Sheila Drumheller (sheila.drumheller@nara.gov) at least two working days prior to the site visit. Contractors are limited to a maximum of two representatives and are reminded that questions will not be answered during the site visit. However, you can forward all written questions to Ms. Drumheller (sheila.drumheller@nara.gov) via email and an amendment will be issued to address each question. The rally point will be at NARA, Archives II, (College Park, MD).

ATTACHMENT 1

STATEMENT OF WORK

NATIONAL ARCHIVES AND RECORDS ADMINISTRATION (NARA)

CHILD DAY CARE CENTER

1.0 BACKGROUND.

1.1 The National Archives and Records Administration (NARA) requires services for the operation of the Child Day Care Center located at The Archives II facility at 8601 Adelphi Road, College Park, Maryland. The Child Day Care Center is located in Room 1101 and comprises 4,988 sq. ft with separate rooms for the various age groups. The parking will be free parking for employees and the general public. Parking is controlled by the Security Management Division (BX). All contractor personnel at the A2 Facility are required to park in the Pepco satellite lot, conveniently located behind Archives 2. Access to the Pepco lot is via the Adelphi Road entrance, which is the first turn after the main NARA facility entrance.

2.0 CHILD DAY CARE CENTER OPERATION. The Child Day Care Center operations, staff, supplies, snacks, etc., must be financially self-supporting from Child Day Care Center generated funds. The Service Provider must ensure that the focus of the Child Day Care Center is on the development of the children's self-esteem and other appropriate developmental goals for each age group outlined in this contract. The Service Provider must ensure that the Child Day Care Center programs meet the developmentally appropriate practices established by the National Academy of Early Childhood Programs. During the center operation, daily activity schedules and menus must be posted in each classroom. The Service Provider must conduct a continuous quality control program to measure performance of staff and of the program itself. NARA and the appropriate state, county or Federal agencies will investigate all accusations of child abuse. The Child Day Care Center program should include, but is not limited to:

a. Promoting the cognitive, social, emotional, and physical development of children;

b. Promoting the positive self-esteem of children;

c. Encouraging non-sexist, non-stereotyping attitudes;

d. Encouraging parental involvement; and

e. Supporting and respecting family cultures.

2.1 OPERATING HOURS. Minimum operating hours must be from 6:00AM to 6:00PM Monday- Friday. The Center is not open on weekends, Federal holidays, when Archives II is officially closed for other reasons, or when security precautions prohibit opening of the Center.

2.2 CHILDREN'S AGE GROUPS. The Service Provider must ensure that all personnel, supervision, food, and other consumable supplies are provided for the operation of the Child Day Care Center for approximately 44 preschool children, in the following age groups:

Age Group 100 Percent Capacity

88310325Q00048 CHILD CARE SERVICES Page 1 of 11

Infants: aged 6 weeks to 12 months 12 months to 2 years 2 year olds 3 to 5 year olds

6 children 6 children 12 children 20 children

2.3 ACCREDITATION AND LICENSING. The Service Provider must ensure the Child Day Care Center maintains accreditation through the renewal process of the National Association for the Education of Young Children (NAEYC). The Service Provider must ensure the Child Day Care Center maintains licensing through the State of Maryland.

2.4 INSPECTIONS. The Government has the right to inspect all areas of the Service Provider's performance called for by the contract, to the extent practicable at all places and times during the term of the contract. The Government retains the right to inspect, unannounced or scheduled, the operation of the Child Day Care Center at any time. Additionally, the Government may perform inspections of any areas covered by Maryland licensing requirements. Inspections should be conducted in a manner that will not unduly delay the Service Provider's work performance.

2.5 QUALITY ASSURANCE/QUALITY CONTROL. Safety inspections of the Child Day Care Center and the Service Provider's performance of contract requirements must be made by the Service Provider weekly. The Service Provider shall be required to:

2.5.1 Maintain an inspection system approved by the Government covering the services to be performed under this contract;

2.5.2 Perform and document daily and monthly inspections;

2.5.3 Keep written inspection documentation on file during contract performance and for six years after completion of the contract;

2.5.4 Make available the inspection records to the Government upon request; and

2.5.5 Correct all deficiencies immediately. Deficiencies that cannot be corrected immediately must be documented in writing and corrected within 24 hours. The Service Provider must notify the Government in writing of any deficiency that cannot be corrected within 24 hours, the Service Provider must immediately notify the POC (Point of Contact) of any written deficiency notice.

3.0 ADMINISTRATION. The Service Provider must administer the admission policies of the center and maintain appropriate enrollment and attendance records as required by this contract and by law and approved by the Government. The Service Provider must administer rules and regulations of the Center, including but not limited to regulations for the following: drop off, pick up, medication, vacation, and late pick up. The Service Provider must set regulations for visitation, within the general rule that parents may visit their children at the center at any time of the day, within reason. The Service Provider must prepare annual budgets and operate the Center according to these budgets. The Service Provider must cooperate with parent associations and non-profit groups that raise funds for tuition assistance.

3.1 ENROLLMENT. The Service Provider must not discriminate on the basis of sex, race, religion, color, national origin, or disability with respect to enrollment of children.

3.1.1 The Service Provider must ensure that they have the capability to provide services for children with special needs, including the ability to respond to any emergencies that these children might have.

3.1.2 Service Provider shall develop and implement a training plan that includes sessions on specific topics that are relevant to working with all children with special needs. Service Provider shall also indicate all other sources that will be used to support children with special needs and their families. The staff training and proposed support system shall be in compliance with the Americans with Disabilities Act and/or the Rehabilitation Act of 1973. Service Provider shall review and update programs annually to ensure continuous compliance with the Act.

3.1.3 Service Provider indicators are timeliness, comprehensiveness, and the ability of the plan to demonstrate how Service Provider can adapt its Child Day Care services to the needs of children with special needs. Implementation of the plan when there are children with special needs is imperative. NOTE: Service Provider is not responsible for structural accommodation or signage.

3.1.4 Part-time enrollment (less than four days per week) will only be available when the open enrollment positions have not been filled with full-time occupants. Part-time enrollments shall be governed by the same contract requirements as full-time enrollments. When, by arrangement, two children jointly share one full-time position, the two children shall be regarded as one full-time occupant.

3.2 PRIORITY SPACES FOR AGENCY. At least 50% of the children enrolled in the program must be children of Federal employees [see 40 U.S.C. 490(b)]. The Service Provider must give priority for available child-care services to children of NARA employees. Priority rights are assigned to families when there is an opening, as follows:

a. NARA employees;

b. Other Federal employees;

c. NARA on site Contractor Employees; and General Public Families

3.2.1 A "first called, first served" waiting list, which incorporates the priorities set forth above, must be maintained to identify families for notification of vacancies. The Service Provider must submit plans for an enrollment policy within 30 calendar days from contract award to POC. Once approved by the POC, the enrollment policy must be incorporated into the Parent's Handbook.

3.3 FACILITY UTILIZATION. The Service Provider must use all reasonable efforts to utilize the NARA Child Day Care Center fully. This includes, but is not limited to, advertising, marketing, and direct mail. When the advertising or announcement refers directly to NARA, the Service Provider agrees to secure either oral or written confirmation from the POC that NARA has no objection to the proposed advertisement or announcement.

3.4 PARENTAL COMMUNICATION. The Service Provider must conduct meetings with parents at least once a quarter to provide briefings on Child Day Care Center activities and to secure parental comments on Child Day Care center performance. The meetings must be chaired by the Child Day Care Center Director and representatives from NARA must be invited to attend as observers. In addition, the Service Provider must conduct semi-annual anonymous surveys of Child Day Care Center parents concerning the quality of services provided by the Service Provider.

3.5 STAFF/CHILD RATIOS AND GROUP SIZE. The Service Provider must comply with Maryland State Regulations, cited under Reference Standards and Specifications, concerning staff/child ratios and group sizes. Throughout the contract period, the Service Provider must keep informed of changes in Maryland State regulations concerning staff/child ratios and group size and ensure continuous compliance. The Service Provider must provide a list of substitute staff to cover for absent regular employees in order to ensure compliance with staff/child ratio regulations. Substitute staff must meet the National Association for the Education of Young Children (NAEYC) qualification criteria.

3.6 IN-SERVICE STAFF TRAINING PROGRAM. The Service Provider must develop and provide in-service training to Center staff. The training program must include, but not be limited to, orientation, early childhood teaching skills, child abuse prevention, CPR, and First Aid. Documentation of training must be maintained. All Service Provider employees must be required to work towards and meet continuing training goals as a condition of employment.

3.7 FEES. The Service Provider shall agree to a fee structure based upon a firm-fixed price monthly price that shall be charged to users of the NARA Child Day Care Center. Bi-annual increases in price shall be in accordance with the Schedule of Services and Prices/Costs. Promotional pricing policies may be employed to increase enrollment but only upon prior approval by the POC/CO.

3.8 INSURANCE/LIABILITY AND MEDICAL: The Service Provider shall provide and keep in force during the term of this Use Agreement, and at its own cost and expense, the following insurance:

3.8.1 A minimum of $1,000,000.00 comprehensive general liability insurance for the Center.

3.8.2 A minimum of $1,000.00 medical insurance per child.

3.8.3 Worker's Compensation Insurance covering all persons employed in connection with the operations of the Center and with respect to whom death or bodily injury claims could be asserted against the offender with limits as required by the State of Maryland.

3.8.4 Comprehensive General Public Liability Insurance expressly covering the operations of the Center with limits not less than $1,000,000.00. The Service Provider is encouraged to provide insurance for sexual molestation.

3.8.5 Comprehensive form of automobile liability with a minimum liability amount of $1,000,000.00 single limit. Such insurance shall cover the Service Provider when privately owned vehicles are used for the purpose of official business, such as picking up necessary supplies.

3.8.6 The Service Provider shall make all current policies and certificates available for review upon request by the POC.

a. All policies or certificates issued by the respective insurers for insurance shall provide that such policies or certificates shall not be canceled or materially changed without at least a thirty (30) day prior written notice to the POC.

b. The Service Provider shall make all new and renewed policies and certificates available for review upon request by the POC.

3.9 INCIDENTS/CRIMINAL. The Service Provider shall contact NARA Security Office to report all incidents of a criminal nature, which affect the health, safety, or financial viability of the Center's operations. The Service Provider shall notify the POC immediately thereafter.

3.9.1 The Service Provider will ensure that a written copy of any incident or inspection reports prepared by NARA Security Office or any law enforcement or regulatory agency is furnished to the POC within 24 hours of the occurrence.

3.9.2 The Service Provider will apprise the POC of any changes, resolutions or developments made known to the Service Provider from the outcome of any investigation conducted by NARA Security Office or by any local law enforcement or regulatory agency in a timely manner.

4.0 PLANS AND REPORTS. All plans and reports must be submitted to the POC.

4.1 STATUS REPORT. The Service Provider must prepare and submit to the POC a monthly status report in Service Provider format and in accordance with Attachment 2,Data Requirement Item (DRI) 0002 which includes the actual monthly enrollment figures by age category, an updated waiting list that shows priorities per 3.2, and documentation of parental communication issues addressed during childcare provider/parental meetings, and this must be submitted by the 10th of each month.

4.2 CHILD DAY CARE CENTER OPERATIONS PLAN. The Service Provider must ensure, within 15 days of the contract award, a Child Day Care Center Operations Plan is developed, maintained, and updated as required in accordance with Attachment 2, Data Requirement Item ( DRI) 0001. The Service Provider must operate the center in accordance with the approved Child Day Care Center Operations Plan. The Child Day Care Center Operations Plan must be arranged in separable chapters including, but not limited to:

4.2.1 Management Plan. The management plan must address operation, administration, staffing, training enrollment policies, personnel policies, and quality control.

4.2.2 Child Abuse and Neglect Prevention Program Plan. The Service Provider must follow the State of Maryland regulation 70 Child Protections as a minimum in setting up the plan and staff training. NARA and the appropriate state, county, or Federal agencies must investigate all accusations of child abuse.

4.2.3 Emergency Evacuation Plan. The Plan must cover all emergency evacuation procedures. The plan must be posted in the center. The Service Provider must conduct emergency evacuation drills as specified in Maryland State regulations. Fire drills shall be coordinated with the POC on a regular schedule as required by the State of Maryland.

4.2.4 Accessibility Program for Children with Special Needs Plan. The Plan must be in compliance with the American Disabilities Act (ADA) and include planned staff training sessions on specific topics that are relevant to working with all children with special needs. The Service Provider must also indicate all other sources that will be used to support children with special needs and their families. The Service Provider is not responsible for structural accommodation or signage.

4.2.5 Parent's Handbook. The Service Provider must prepare a Parent's Handbook in accordance with Attachment 2, Data Requirement Item 0001. The Service Provider must ensure that changes to rules and regulations are added to the handbook. Policies regarding staff behavior, dress, or other center rules pertaining to staff must be specified in a Staff Handbook.

4.3 ACCIDENT AND INJURY REPORTS. The Service Provider must immediately notify the POC, security, or a NARA delegated contact, verbally in the event of an accident/injury. The Service Provider must provide an Accident/Injury/Incident Report within two calendar days of occurrence. The report must be submitted to the POC in accordance with Attachment 2, Data Requirement Item 0003.

4.4 Tax Exemption. The Center agrees to submit proof of its tax-exempt charitable and educational status under Federal and State laws, if applicable.

4.4.1 The Center shall provide a copy of such status to the POC within thirty (30) business days after contract award.

4.4.2 The Center shall notify the POC in writing immediately of any changes in the manner in which it operates the Center or in its change of nonprofit status.

4.5 BUDGET AND ACCOUNTING. The Service Provider shall establish and submit to the POC an annual operating budget plan which reflects the cost of salaries of all staff, materials and supplies, meals and snacks for the children, and other expenses associated with operating the Center.

4.5.1 This plan will also reflect the Service Provider's established tuition assistance program, i.e., total allocation for tuition assistance, demographic data including the range of rates for various age groups as well as the average rates, and any other pertinent information relating to the tuition assistance program.

a. The Service Provider shall submit its annual budget to the POC at least sixty (60) business days prior to the start of an option year for approval of any proposed increase in tuition and fees.

4.5.2 Financial Viability and Reporting. The Service Provider shall provide to the POC an annual audit of its financial books, records, and expenditures, by an outside, independent auditor or accountant within one hundred and twenty (120) business days after the close of its fiscal year. This audit must specify expenditures for tuition assistance.

a. The Service Provider shall ensure that there are internal controls established for safeguarding cash receipts and disbursements. Upon request, the Service Provider must demonstrate that it is financially capable of continuing its operations under the terms of this Contract.

b. The Service Provider shall indicate whether the Service Provider, or any subsidiary or affiliated corporation of the Service Provider has been adjudged bankrupt, either voluntarily or involuntarily, within the past ten (10) years, and provide the date, place and circumstances of each case to the POC within ninety (90) business days after the signing of this Contract.

4.5.3 Affiliation. At the time of the contract award, the Service Provider shall indicate in writing whether it is a subsidiary of, or affiliated with, any other organization(s), corporation(s), or any other firm(s), and if so, provide an explanation of this affiliation.

5.0 STAFF QUALIFICATIONS AND REQUIREMENTS. The Service Provider shall establish and maintain procedures for selecting qualified staff to implement a program that meets the Maryland Child Day Care staffing ratio requirement. At a minimum, staff qualifications must meet the NAEYC criteria and the State of Maryland Licensing. The Service Provider must provide to the POC the qualifications of any proposed replacements for the Child Day Care Center. Director qualifications and all other staff replacement qualifications must be provided to the POC for approval 15 calendar days prior to being hired to work under this contract. The Service Provider shall enforce appropriate staff disciplinary policies and must implement a system of staff evaluation. The Service Provider shall establish and maintain a quality employee benefits package to ensure a low annual staff turnover rate. The Service Provider must staff all classrooms following ratio guidelines as set forth by the State of Maryland regulations. A minimum of two caregivers must be present in the Center when children are present.

5.1 The Service Provider shall not discriminate on the basis of sex, race, religion, color, national origin, age (except for minimum age requirements), or disability with respect to employment of staff. The Service Provider shall obtain from all employees’ verification of employment eligibility as required by Federal and State of Maryland statutes and regulations and those specifically required by NARA. All personnel files must be maintained at the Center.

5.2 Applicants for all positions must provide references. The Service Provider shall check all references. The Child Day Care Center Service Provider may use interns and/or volunteers in addition to the staff. At a minimum, the intern and/or volunteers must meet the NAEYC qualifications required of an Aide. The interns and/or volunteers must not be counted in the child/staff ratios.

5.3 CENTER DIRECTOR. The Service Provider must provide a qualified Child Day Care Center Director. The Director’s qualifications must meet the NAEYC and State of Maryland Licensing requirements in Education and Experience.

5.4 ASSISTANT DIRECTOR. In addition to the Director, the Service Provider must provide an Assistant Director or designate a Lead Teacher to provide supervision in the Director's absence. The Lead Teacher, when acting as Director, must not be counted in the staff/child ratio. The Assistant Director and/or Lead Teacher must meet the NAEYC and State of Maryland Licensing requirements in Education and Experience.

5.5 CLASSROOM TEACHER. Classroom teachers must work under the supervision of the Director and are responsible for the overall program for the children in his/her class. Plans, organizes, and conducts daily activities relating to the child development program. Classroom Teachers must conduct parent/teacher conferences on an individual basis, make periodic progress reports on the children to the parents, assist the Director in administrative responsibilities as needed, attend in-service workshops when offered, maintain an attractive, clean classroom, and supervise teaching assistants or interns/volunteers. The Teacher must meet the NAEYC and State of Maryland Licensing requirements in Education and Experience.

5.6 TEACHING ASSISTANT. Teaching Assistants must work under the direct supervision of the teacher, assist the teacher, and participate in the planning of the daily program. In the absence of the teacher, the Teaching Assistant must assume the role of the teacher. The Teaching Assistant must meet the NAEYC and State of Maryland Licensing requirements in Education and Experience.

6.0 GOVERNMENT FURNISHD PROPERTY. The equipment provided by the Government will be office furniture, telephone, and printer. Also, a washer/dryer, refrigerator, and stove will be provided.

6.1 GOVERNMENT FURNISHED FACILITIES. The Government will provide rooms in the Archives II building designed for a Child Day Care center, rent-free. The Government will provide lighting, heating, and cooling, electricity, and security systems without charge. General cleaning and sanitation of the Child Day Care center will be the responsibility of the Child Day Care provider, including immediate cleaning of spills, and sanitation of food service preparation areas and play areas. Routine janitorial cleaning services will be provided by the Government. The Service Provider will not be charged rent or fees for these services.

6.1.1 Alterations/Renovations. The Service Provider shall make no structural alterations, renovations, or alterations to the Facilities or fixtures without the prior written approval of the POC, except on an emergency basis.

a. In the event an emergency arises and an alteration to the Facilities or fixtures is necessary to protect the health or safety of the Center’s occupants, the Service Provider may make the alteration immediately only after receiving verbal authorization from the POC or his/her designee. The POC will provide a written concurrence to the Service Provider within 72 hours after a verbal authorization has been given.

b. Within five (5) business days after any emergency alterations are made, the Service Provider will provide the POC a follow-up written summary describing what type(s) of alterations were performed and the justification for the alterations.

c. If the Service Provider determines that a non-emergency alteration needs to be performed to protect the health or safety of the Center's occupants, or to comply with licensing requirements, the Service Provider will forward a written request to the POC indicating the location(s), what the alteration will entail, and a justification for the alteration. The POC will have ten (10) business days to review the request and provide a written response back to the Service Provider indicating whether the request is approved or denied. If the request is approved, the POC will coordinate with the appointed Facility Manager, if necessary, and provide the Service Provider with an acceptable timeframe for this work to be performed.

d. If the Service Provider determines that an enhancement, e.g., installation of wall-mounted shelves, chalk/tack boards, interior/exterior furniture and/or equipment, etc., needs to be performed to improve the Center's operations, the Service Provider will forward a written request to the POC explaining and justifying the enhancement.

e. The POC will have ten (10) business days to review the request and provide a written response back to the Service Provider indicating whether the request is approved or denied. If the request is approved, the POC will coordinate with the appointed Facility Manager, if necessary, and provide the Service Provider with an acceptable timeframe and methods for this work to be performed.

6.2 EQUIPMENT. The Service Provider will supply all equipment for the operation of the Child Day Care Center. This includes, but is not limited to, cots, cribs, high chairs, changing tables, tables and chairs, tricycles, wagons (suitable for transporting children. The Service Provider will notify the POC of any malfunctioning appliances or equipment supplied by the Government, so that the POC can arrange for replacement or repair of the equipment. The Service Provider must acknowledge receipt of all items of equipment and other Government property to the agency, in writing, and must provide routine maintenance of any equipment during the term of this contract. The inventory must be subject to periodic review and verification by the POC, along with an inventory to be conducted upon renewal or expiration of the contract. All such equipment provided by the Government will remain the property of the Government and must not be removed from the Center's premises.

6.3 PLAYGROUND. The Government will equip the playground area. The Service Provider will be responsible for making sure the playground equipment meets the NAEYC and State of Maryland Licensing requirements. Any upgrades and maintenance of the playground equipment area must be completed by the Service Provider.

7.0. SERVICE PROVIDER FURNISHED MATERIALS. The Service Provider must furnish all labor, supplies (including replacement of toys, learning materials, etc.), parts, and/or materials necessary for acceptable performance of this contract including U. S. Department of Agriculture (USDA) approved snacks, program and office supplies, and other consumables. These items must be paid for by funds self generated by the Child Day Care Center operations.

7.1 The Service Provider must provide two snacks every day to each child not restricted to formula, baby food, or other special diet. The Service Provider may elect to provide hot lunches. The Service Provider shall obtain and maintain a list of all allergies of the children at the Child Day Care Center and shall monitor these children to ensure they do not come into contact with the particular allergens.

7.2 The Service Provider must pay the salaries of all Child Day Care Center personnel and must pay for background checks required by the state of Maryland.

8.0 REFERENCE STANDARDS AND SPECIFICATION. The Service Provider must operate the childcare center in accordance with:

8.1 The following documents:

8.2 The Child Day Care Center must comply with the provisions of the ADA and/or the Rehabilitation Act of 1973 with regard to both staffing and enrollment of children. The Service Provider is responsible for compliance. The Government has built the Center to be wheel chair accessible. The Service Provider must notify the Government if there is any building structure that requires accommodation for staff or children with special needs;

8.3 The Service Provider must comply with USDA guidelines on childcare food programs contained in Requirements for Meals (7 Code of Federal Regulations, Chapter 1 section 226.20). The Service Provider must provide snacks (and meals if elected) in accordance with specifications for the USDA Child Day Care food programs.

9. 0 Deliverables

ATTACHMENT 2

DATA REQUIREMENT ITEM (DRI)

ENCLOSURE 1

B. DRI TITLE

CHILD CARE CENTER OPERATIONS PLAN

C. CONTRACT REFERENCE

D. DATE OF FIRST SUBMISSION

30DAC

E. FREQUENCY

See Block H

F. REQUIRING/APPROVAL OFFICE

BFF

G. APPROVAL CODE

ATC/30RC

H. REMARKS

Block E (Cont.)

SUPPLEMENTAL revisions plan must be provided as necessary to comply with Federal, Maryland State, and County regulations that may be enacted during the term of the contract.

ANNUAL revisions to the Accessibility Program for Children with Special Needs Plan chapter are due by 15 October of each fiscal year.

I. DISTRIBUTION

ADDRESSEE NO. OF COPIES

COR 1

TOTAL 1

DATA REQUIREMENTS DESCRIPTION

J. PURPOSE

To identify the Service Provider's overall plan for operating the Child Care Center.

K. REFERENCES

L. PREPARATION INFORMATION

1. The plan must be arranged in separable chapters addressing the following topical areas and information as a minimum:

a. Management Plan: The plan must address operations, administration, staffing, training, enrollment policies, personnel policies, and quality control.

b. Child Abuse and Neglect Prevention Plan: The plan must provide detailed policy, procedures, reporting, written disciplinary policy, and training designed to prevent child abuse and neglect.

c. Emergency Evacuation Plan: The plan must provide evacuation information including, as a minimum, route, personnel, diagrams, alternate evacuation site(s), time constraints, and contingency plans.

d. Accesibility Program for Children with Special Needs Plan: The plan must provide detailed policies and procedures on how the center and its programs are made available to physically and mentally handicapped children. The plan must include procedures and policies for including children with blood pathogens such as HIV.

e. Parent’s Handbook: The handbook must provide details of the center's policies on all matters, including but not limited to, discipline, child pick-up and drop-off, payment, medication, visitation rules, enrollment policies (including waiting list policies), and sick child rules.

M. PREPARED BY

N. DATE PREPARED

O. APPROVED BY

P. DATE APPROVED

ENCLOSURE 2

B. DRI TITLE

MONTHLY REPORT

C. CONTRACT REFERENCE

D. DATE OF FIRST SUBMISSION

ASREQ

E. FREQUENCY

ASREQ

F. REQUIRING/APPROVAL OFFICE

BFF

G. APPROVAL CODE

NAR

H. REMARKS

Block d (Cont.) Formal Reports due by the 10th of each month.

I. DISTRIBUTION

ADDRESSEE NO. OF COPIES

COR 1

TOTAL 1

DATA REQUIREMENTS DESCRIPTION

J. PURPOSE

To notify NARA of monthly activities.

K. REFERENCES

L. PREPARATION INFORMATION

1. The report shall be in service provider format.

2. The following information must be included in each report:

a. States the actual monthly enrollment figures by age group.

b. An updated waiting list that shows priorities per 3.2; and

c. Documentation of parental communication issues addressed during childcare provider/parental meetings.

M. PREPARED BY

N. DATE PREPARED

O. APPROVED BY

P. DATE APPROVED

ENCLOSURE 3

DATA REQUIREMENT ITEM (DRI)

A. DRI NO.

B. DRI TITLE

ACCIDENT/INJURY/INCIDENT REPORT

C. CONTRACT REFERENCE

D. DATE OF FIRST SUBMISSION

ASREQ

E. FREQUENCY

ASREQ

F. REQUIRING/APPROVAL OFFICE

BFF

G. APPROVAL CODE

NAR

H. REMARKS

Block E (Cont.) Formal reports will be submitted within 12 hours of any accident or injury. An initial notification of the accident or injury will be provided orally to the COR, security, or a NARA appointed employee immediately.

I. DISTRIBUTION

ADDRESSEE NO. OF COPIES

COR 1

TOTAL 1

DATA REQUIREMENTS DESCRIPTION

J. PURPOSE

To notify NARA of accidents and injuries.

K. REFERENCES

L. PREPARATION INFORMATION

1. The report must be in Service Provider format.

2. The following information must be included in each report:

a. Date and time of accident/injury

b. Location of accident/injury;

c. Service Provider personnel involved;

d. Extent of injuries;

e. Any damage to equipment/facilities;

f. Circumstances involved in the accident/injury; and

g. Any actions to prevent similar accidents in the future.

M. PREPARED BY

N. DATE PREPARED

O. APPROVED BY

P. DATE APPROVED

Appendix 1

The blocks listed below are explanations to headings and signature blocks that are on the Data Requirement Item (DRI).

Block A. DATA ITEM NO.

A 4-character number assigned sequentially (i.e., 0001, 0002, and 0003) to the Data Requirement Item (DRI).

The specific paragraph number of the performance work statement (PWS), specification, standard, or other applicable document which contains the tasking which generates a requirement for the data item. For Service contracts, this will generally be the PWS paragraph number.

Block D. DATE OF FIRST SUBMISSION If the submittal is constrained by a specific event or milestone, the constraint will be reflected. The number of calendar days after contract (DAC) start that the data are due, 30 DAC may be cited. Typical abbreviations used in Block D are shown in Table 1. When there is no constraint, the initial submission date of the data items are expressed as month/day/year, e.g., MAR 10, 94.

Table 2 provides a list of typical codes used to specify the frequency of a submittal. If the data is of a recurring type, it is to be submitted at the end of the reporting period established in this block unless otherwise stated in Block H.

TABLE 2

* The DRIs using these codes will have an additional explanation in Block H to provide the Contractor with guidance necessary to accurately price the deliverable data item.

Block F. REQUIRING/APPROVAL OFFICE The primary user of data requested and responsible for approving the data deliverable.

Block G. APPROVAL CODE Table 3 provides a list of typical codes used to specify the length of time required for Government approval/disapproval of the DRI. Block H of the DRI will show the subsequent turn-around time for the Contractor to resubmit the data after Government approval/disapproval has been issued. Block H will also indicate the extent of the approval requirement, i.e., approval of technical content and/or format.

* The "X" is assigned a value indicating the number of days, e.g., 30DARD.

Block H. REMARKS This Block provides additional or clarifying information for Blocks A through I. For example, it may indicate that all Contractor submittals include the Contractor's name and the contract/task order number. When appropriate, this Block clarifies delivery dates in Block D. It may also indicate the desired medium for delivery of the data and the nature of reproducible copies in Block I. Block H may also specify "contractor format is acceptable."

Block I. DISTRIBUTION The addressees and the number of copies to be provided to each. Office symbols/codes may be used, however, an explanation of these must be provided in the Addressee listing. When reproducible copies (e.g., diskette, magnetic tape, vellum, negative, etc.) are required, an explanation will be in Block H. If the data are not to be delivered to the Government or associated Contractors, or if deferred delivery is required, "DFDEL" will be entered in this Block or an explanation will be given in Block H. Computation of the total number of regular/reproducible copies to be distributed is required.

Block J. PURPOSE Explanation of purpose of DRI, i.e., this report provides Government visibility into XYZ, a summary of XYZ, oversight of XYZ, etc.

Block K. REFERENCES Documentation which contains specific information applicable to this data requirement description, i.e., FAR reference.

Block L. PREPARATION INFORMATION Describes format of DRI, i.e., Contractor vice government specified. Describes content of deliverable, i.e., deliverable shall include XYZ, Contractor shall include the contract number and the Contractor's name on the deliverable, etc.

Block M. PREPARED BY The preparer's printed name and organization, and signature.

Block N. DATE PREPARED The date the DRI was prepared.

Block O. APPROVED BY The printed name and signature of the individual responsible for approving the DRI for inclusion in the solicitation package/contract.

Block P. DATA APPROVED The date the DRI was approved.

ATTACHMENT 3

NARA TERMS AND CONDITIONS

I. SECURITY OF INFORMATION AND PROTECTION OF CONTROLLED UNCLASSIFIED INFORMATION, INCLUDING PERSONALLY IDENTIFIABLE INFORMATION (APRIL 2017)

(a) Applicability This clause applies to all controlled unclassified information, which may include personally identifiable information, as defined in Section B, regardless of the medium in which it is found and includes paper records.

(b) Definitions. As used in this clause:

“Breach” means the loss of control, compromise, unauthorized disclosure, unauthorized acquisition, unauthorized access, or any similar situation where persons other than authorized users, and for other than authorized purpose, have access or potential access to personally identifiable information, in usable form whether physical or electronic.

“Controlled Unclassified Information” means information the Government creates or possesses, or that an entity creates or possesses for or on behalf of the Government, that a law, regulation, or Government-wide policy requires or permits an agency to handle using safeguarding or dissemination controls. However, CUI does not include classified information or information a non-executive branch entity possesses and maintains in its own systems that did not come from, or was not created or possessed by or for, an executive branch agency or an entity acting for an agency. Law, regulation, or Government-wide policy may require or permit safeguarding or dissemination controls in three ways: Requiring or permitting agencies to control or protect the information but providing no specific controls, which makes the information CUI Basic; requiring or permitting agencies to control or protect the information and providing specific controls for doing so, which makes the information CUI Specified; or requiring or permitting agencies to control the information and specifying only some of those controls, which makes the information CUI Specified, but with CUI Basic controls where the authority does not specify.

“Personally identifiable information (PII)” means any information that permits the identity of an individual to be directly or indirectly inferred, including any other information that is linked or linkable to that individual regardless of whether the individual is a citizen of the United States, legal permanent resident, or a visitor to the United States. Examples of PII include the following:

(1) Name.

(2) Date of birth.

(3) Mailing address.

(4) Telephone number.

(5) Social Security Number.

(6) Email address.

(7) Zip code.

(8) Account numbers.

(9) Certificate/license numbers.

(10) Vehicle identifiers including license plates.

(11) Uniform resource locators (URLs).

(12) Internet protocol addresses.

(13) Biometric identifiers (e.g., fingerprints).

(14) Photographic facial images.

(15) Any other unique identifying number or characteristic.

(16) Any information where it is reasonably foreseeable that the information will be linked with other information to identify the individual.

“Sensitive personally identifiable information (sensitive PII)” means a subset of PII, which if lost, compromised or disclosed without authorization, could result in substantial harm, embarrassment, inconvenience, or unfairness to an individual.

(1) Complete social security numbers, alien registration numbers (A-number) and biometric identifiers (such as fingerprint, voiceprint, or iris scan) are considered sensitive PII even if they are not coupled with additional PII.

(2) Additional examples include any grouping of information that contains an individual’s name or other unique identifier plus one or more of the following elements:

(i) Driver’s license number, passport number, or truncated social security number (such as last 4 digits);

(ii) Date of birth (month, day, and year);

(iii) Citizenship or immigration status;

(iv) Financial information such as account numbers or electronic funds transfer information;

(v) Medical information; and/or

(vi) System authentication information such as mother’s maiden name, account passwords or personal identification numbers.

(3) Other PII may be “sensitive” depending on its context, such as a list of employees with less than satisfactory performance ratings or an unlisted home address or phone number. In contrast, a business card or public telephone directory of agency employees contains PII but it is not sensitive.

(c) Data Security.

(1) The Contractor shall limit access to the data covered by this clause to those employees and subcontractor who require the information in order to perform their official duties under this contract.

(2) The Contractor employees, and subcontractors must physically or electronically secure CUI, which may include sensitive PII, when not in use and/or under the control of an authorized individual, and when in transit to prevent unauthorized access or loss.

(3) When CUI is no longer needed or required to be retained under applicable Government records retention policies,…