ACF-GCS-24-OFA-TANFTOTAL-Performance Work Statement_RFI_TOTAL.pdf

PERFORMANCE WORK STATEMENT

Administration for Children and Families (ACF)

Office of Family Assistance (OFA)

Temporary Assistance for Needy Families (TANF)

Performance Work Statement for the

TANF Outcomes Technical Assistance and Logistics (TOTAL)

A. General

The Office of Family Assistance (OFA), an operating division of the U.S. Department of Health and Human Services (HHS), Administration for Children and Families (ACF), administers several key federal programs. The programs include the $16.7 billion state and tribal Temporary Assistance for Needy Families (TANF) programs Title IV-A of the Social Security Act (42 USC §601 et seq.) and the $150 million Healthy Marriage and Responsible Fatherhood (HMRF) discretionary grant program originally authorized under the Deficit Reduction Act of 2005 and reauthorized under the Claims Resolution Act of 2010 (42 USC 1305) and new requirements authorized by the Fiscal Responsibility Act (FRA) of 2023 (PUBLIC LAW 118–5).

The purpose of this contract is to develop and deliver training and technical assistance (TTA) to state TANF programs and partners responding to the Fiscal Responsibility Act of 2023 (FRA, Public Law 118-5). For the purposes of this award, “state” shall include the States of the United States, the District of Columbia, and the territories of the United States that administer TANF programs. Activities funded by this contract shall support the OFA-selected pilots as outlined in Section 302 and others seeking to implement activities related to work outcomes reporting in Section 304.

FRA’s new reporting requirements under Section 304 and major activities related to the Pilot Projects for Promoting Accountability by Measuring Work Outcomes (Section 302) are set to go into effect on October 1, 2024. OFA is seeking a dynamic approach to achieving the goals of this award. OFA seeks a Contractor with the right blend of knowledge, flexibility, experience, and abilities to manage and enhance the TA experience of the five official pilot sites selected by OFA and the broader TANF field focusing on work outcomes reporting.

The Contractor’s responses shall include an understanding of the many TTA needs of TANF programs responding to the changes created by the FRA. Emphasis will be placed on the Contractor’s ability to clearly articulate a vision for achieving OFA’s goal of supporting the OFA-selected pilot sites in their pilot activities, the broader TANF field focusing on work outcomes reporting, and additionally coordinating with OFA and its federal, regional, and local partners in achieving the goals of the FRA changes.

Objective

TOTAL will identify, highlight, and share approaches for achieving the goals of the FRA by linking TANF programs to state human services and workforce partners for peer sharing and strategic visioning/planning on a variety of topics. Topics may include implementing work outcomes across systems, improving data identification, analysis, reporting, and sharing, building data capacity and actionable data skills, investing in modernized data systems and practice, and enhancing program staff data skills and capabilities. Additionally, TOTAL will provide TTA on topics related to developing indicators, identifying key data elements, statistical methods, data software, performance benchmarks, work outcomes, and performance measures.

Primary focus areas of TOTAL will include state human services data systems, building data capabilities, strengthening strategic partnerships with WIOA and other workforce partners, and navigating the political and practical environments of TANF.

The Contractor must have clear knowledge of TANF, the FRA, history of work outcomes for TANF, and other related topics. The Contractor must have a detailed capacity in related areas including developing indicators, identifying key data elements, statistical methods, data software, performance benchmarks, work outcomes, and performance measures and related topics in response to Sections 302 and 304. The Contractor must have a documented record of supporting state TANF agencies and clear capabilities related to state human services data systems, building data capabilities, strengthening strategic partnerships with WIOA and other workforce partners, and navigating the political and practical environments of TANF.

This is a new requirement

Scope of Work

FRA’s new reporting requirements under Section 304 and major activities related to the Pilot Projects for Promoting Accountability by Measuring Work Outcomes (Section 302) are set to go into effect on October 1, 2024.

TOTAL is being created in response to the short timeframe provided by Congress to prepare states for the changes in the FRA, specifically the five (5) congressionally mandated six-year pilot sites. TOTAL will support 54 state TANF programs in responding to the FRA and five pilot states by identifying promising approaches, facilitating peer engagement, linking states with subject matter experts, piloting new strategies, and providing tools and expertise for state planning and implementation activities.

Background

FRA’s new reporting requirements under Section 304 and major activities related to the Pilot Projects for Promoting Accountability by Measuring Work Outcomes (Section 302) are set to go into effect on October 1, 2024.

TOTAL represents OFA’s investment in its goal of supporting the OFA-selected pilot sites in their pilot activities, the broader TANF field focusing on work outcomes, and additionally coordinating with OFA and its federal, regional, and local partners in achieving the goals of the FRA changes.

Type of Contract Contemplated

Cost plus firm-fixed fee for a Base Year plus Six Option Years

Period of Performance

The period of performance is one 12-Month Base Period and six (6) 12-Month Optional Periods of Performance)

Place of Performance

Except where provision of services requires specified on-site locations (e.g., site-visits, site-exchanges, etc.), the place of performance will be the Contractor’s facility.

B. Task 1 Specific Requirements/Tasks

Task 1.1 Kick-Off Meeting with Contracting Officer Representative (COR)

The Contractor shall meet in person and/or virtually for a kick-off meeting with the COR and identified federal partners in Washington, DC within 10 business days of contract and/or option year award, if exercised, unless another mutually agreeable date between the COR and the Government is reached. The meeting will provide an opportunity to review the proposed strategies developed by the Contractor and provide an opportunity for the Contractor to receive updates on OFA priorities for the pilots and work outcomes reporting implementation, current challenges and questions, major focus areas, and desired outcomes for the upcoming year. The meeting shall include discussions on the status of pilots and specific TTA needs and the status of work outcomes implementation activities at the federal and state levels and specific TTA needs.

During this meeting, the Contractor will confirm strategy activities and request advanced COR approval for key activities under each strategy. COR approval for proposed activities is due to the Contractor no more than 10 business days after the request from the Contractor.

During the annual kick-off meeting, the Contractor will present its proposed strategies provided in its original proposals to accomplish the tasks outlined in the PWS and receive revisions to its proposed planning and management plans to reflect priorities and the Contractor will facilitate action-oriented discussions on key areas of importance and resource needs. The Contractor shall clearly outline in its strategies the methods to be employed for specific audiences and TTA recipients, expected outputs/products/tools to be completed and delivered, desired outcomes, identify points of contact, and other related areas will be discussed in detail. Any potential problems that could cause delays in the completion of deliverables and alternatives will also be discussed and strategies for reducing delays shall be offered by the Contractor.

Task 1.1.1 In preparation for each Kick-off Meeting and no later than two business days after contract award or option period if exercised, the Contractor shall coordinate with the COR to identify a virtual platform. The Contractor shall propose to the COR an agenda and meeting format to maximize time and increase action-kick-off. The Contractor shall provide a note taker and provide any requested materials. The Contractor shall submit the names and role(s) of recommended attendees for the meeting.

Task 1.1.2 The Contractor shall submit a detailed summary of the meeting within 10 calendar days of the meeting’s conclusion. The summary must include, at a minimum, a list of attendees, summary of the key topics discussed, major decisions made, and proposed next steps.

Task 1.2 Project Work Plan

The Contractor shall be responsible for the development and delivery of TTA to state TANF agencies and partners adapting to reporting requirements outlined in Section 304 and five OFA-approved pilot sites in response to section 302. The Contractor shall provide a comprehensive project work plan within 5 business days of contract award and exercised option period. The revised project work plan is due within 30 business days of the kick-off meeting.

The Contractor’s plan shall include methods for identifying appropriate SMEs and appropriate content, tailoring individual and group-based TTA, and maximizing available resources for the greatest impact on TANF programs. The Contractor’s proposed plan shall clearly outline its proposed approach and justifications for proposed types, frequency, intensity, audience, and outcomes of TTA.

The Contractor’s proposal shall include a proposed project work plan that provides a clear strategy for identifying, gathering, and supporting the TTA needs of TANF programs implementing work outcomes reporting as outlined. For each OFA-approved focus area, the Contractor shall propose strategies which includes types, i.e., in-person or virtual, individual or group, information sharing or action planning, frequency, and intensity, i.e., coach-led or independent orientated TA for each TA recipient under this contract.

OFA has gathered information from the states that they are seeking tools and resources and individual and group-based TTA for improving their ability to improve work outcomes for individuals who exit TANF. States provided a comprehensive listing of focus topics related to achieving the work outcomes changes created by FRA.

Specifically, states have provided OFA with the following topics of interest.

1. Support opportunities for state workforce, human services, and education agencies to engage in peer learning and information sharing as they begin implementing the new work outcomes measures for the TANF program

2. Improve knowledge by sharing information and consulting with subject matter experts (SMEs) related to emerging/innovative approaches to strengthening work outcomes for individuals who exit TANF:

a. use alternative measures in the work participation rate (WPR) structure

b. build and/or integrate outcomes-focused programs, policies, and practices

c. refocus process-focused service delivery systems to be outcomes-oriented

d. Enhance program staff skills and practices to be outcomes-focused

e. Strengthen data capabilities, systems, and quality

f. Understand how to identify and track work-eligible individuals who exit

TANF

g. Collecting data on high school degree attainment or its equivalent outcomes for TANF participants and exiters

h. Assess and improving data storage, cleaning, analysis, and interpretation

i. Build executive and administrative capabilities to establish partnerships, accessing SME support, understanding data identification, gathering, analysis, visualization, and reporting

3. Building program and staff capacities to improve responses to the new work outcomes provisions and related to:

• Developing data sharing agreements and analyze and understand data systems changes

• Coordinating and aligning with the Workforce Innovation and Opportunity Act

(WIOA)

• Supporting data collection, survey development, and data governance

• Developing of data collection strategies for engaging with former TANF recipients after exiting the program

• Understanding and identifying wage record data matching, reporting of self-employment

• Assisting with the development of data sharing agreements/memoranda of understanding (MOUs) and facilitating partnerships across state agencies

• Supporting staff training and development to promote race equity and increased technical assistance about how to use data to understand disproportionalities in TANF programs

• Supporting for assessing data availability, designing integration plans, and implementing system enhancements to align and connect state data sources.

• Supporting data collection and validation of high school degree attainment, GEDs, and other equivalent degrees

• Convening of states to identify common obstacles, solutions, and best/promising/emerging practices

• Developing alternative work outcomes and measures within the WPR structure

• Collecting and curating of state-created support documents, e.g., sample MOUs or data collection tools

The Contractor shall include in the project work plan a clear strategy of identifying, developing, and implementing TTA for states selected for participation in the Section 302 pilots. Plans must include a strategy for integrating cost efficiencies and management processes to respond to changing priorities and needs. The Contractor shall propose a clear approach for coordinating with the plans and activities of other ACF-funded research/TA contractors. Specific attention shall be paid to pilots and work outcomes TA funded by the Office of Planning, Research, and Evaluation (OPRE).

During the annual kick-off meeting, the Contractor and the COR and key partners identified by the COR will discuss OFA priorities and specific activities OFA foresees for the upcoming project year. The Contractor shall capture this information and utilize it to revise its project plan with key outcomes, activities, audiences, and timelines. A revised work plan shall be due to the COR 10 business days after the kick-off meeting. The work plan shall include a deliverable matrix with proposed methodologies and specific timelines. In addition, the Contractor shall provide clear justifications for the proposed methodologies and timelines. All activities within the work plan are subject to change and must be approved by the COR.

Task 1.3 Project Management Plan

The Contractor shall create a project management plan that will contain all proposed staff, detailed descriptions of roles and responsibilities of each, a task-by-task budget, and a staffing matrix with assignments for all proposed staff. The Contractor shall discuss in detail within its management plan how the TTA will be delivered and the cost efficiencies, which will be achieved in the management, staffing, and the delivery of services.

The Contractor shall be responsible for the effective management of all TTA provided under this contract. The management plan must specifically address all tasks within the PWS and shall demonstrate procedures and policies to assure fiscal integrity of the contract and maximum cost effectiveness of all contract expenditures. The Contractor shall provide its project management plan within 5 business days of the contract award or option period. The Contractor shall provide its revised plan no later than 30 business days of contract award or option period, if exercised.

Task 1.4 Quality Assurance Plan

The Contractor shall be required to work with the FPM and COR, to finalize a quality assurance (QA) plan with measures aligned with OFA’s QASP and proposed QA plans supplied by the Contractor. The final and approved plan is due to OFA 45 days after the annual kick-off meeting.

The QA plan will guide the development, implementation, monitoring, and evaluation of contractor services and products to achieve the desired objectives and intended results of this project. The Contractor shall systematically plan activities to monitor different stages of the TTA activities to ensure that quality standards are met. The QA plan at a minimum will include TTA reviews, processes, outputs, outcome measurements, feedback loops, and ongoing assessments of TTA development and implementation.

The Contractor’s QA plan shall focus on measures to understand:

o the extent to which the TTA activities are consistent with the broader objectives and adhere to adult learning principles o the extent to which reports are submitted timely with no grammatical error, and relevant to the TANF fields’ needs or the latest research; and o the extent to which TTA is logical and responsive to the TA requester’s and

OFA’s needs.

Additionally, the Contractor shall report monthly on various performance measures and outcomes, such as, but not limited to, the following:

o Number, type, frequency, and outputs of TTA activities delivered for each month;

o Number of TTA activities supported during the month;

o Number of TTA products and tools developed or disseminated during the month; and o Percent of TTA recipients reporting scores of at least 85% of satisfaction for all interventions.

The final assessment processes and measures will be submitted to the COR in the final QA and are subject to COR approval.

Task 1.5 Weekly Project Status Calls

The Contractor shall be available for weekly contract status conference calls during a mutually agreed upon time with key staff approved by OFA.

1.5.1 The Contractor shall develop an agenda for each meeting and shall prepare a weekly summary of activities and submit that summary at least 48 hours prior to the weekly call so that the summary items can be discussed during the call.

1.5.2 The Contractor shall provide a note taker during the calls, which will capture all discussion points. The Contractor will provide a summary of each call and provide the summary with action items and next steps to the COR within 48 hours after the weekly calls.

Depending on TTA activities, weekly calls may be temporarily decreased to bi-weekly calls at the COR’s request.

Task 1.6 Annual and Monthly Progress Reports and Vouchers

The Contractor shall provide the COR with written monthly and annual status reports that contain a detailed description of work completed to date and any planned work. The proposed format provided by the Contractor shall include, at a minimum, name(s) of TA recipients, location of TTA, types, methods, and frequency of TTA provided, the potential products, tools, and resources developed and the potential reach of the TTA during the reporting period. The Contractor shall submit documents seven business days prior to the last business day of each month. The Contractor shall submit all required vouchers and justifications in accordance with contract stipulations.

Task 1.7 TTA Strategy

TOTAL shall support the dynamic needs of TANF programs implementing the work outcomes reporting requirements and states participating in the pilots. The Contractor’s proposed approach shall include two distinct strategies for each FRA Section under this award. These strategies shall reflect the potential TTA needs, delivery approaches, frequency, and justifications based on current and upcoming needs. The Contractor shall propose a clear approach for coordinating with the plans and activities of other ACF-funded research/TA contractors. Specific attention shall be paid to pilots and work outcomes TA funded by the Office of Planning, Research, and Evaluation (OPRE).

The Contractor’s proposed strategy shall include at a minimum:

• Understanding of OFA priorities and desired project year outcomes

• Statement of objectives and rationale/justification for TTA proposals

• Statement of current TA needs and categorized by identifier of needs

• Rationale for TTA delivery activities, methods, frequency, intensity, and audience

• Methodology for identifying and capturing ongoing and emerging TTA needs

• Strategy for ongoing partnering activities with other federal, state level, and/or philanthropic partners to reduce duplication and maximize resources of this contract

• Methodology for monitoring, documenting, and reporting of all TTA activities

• Strategy for providing monthly updates on available resources and pending investments

• Overview of its proposed approach for facilitating peer learning, information sharing, SME access, action planning, and overall support and enhancement TTA activities

• Plan for coordinating with ACF-funded research/TA contractors funded by OPRE

• Approach for providing technical and functional expertise and supports aligned with current TA needs

• Plan for capturing lessons learned from all TTA activities and proposing tools/resources/activities to maximize TTA saturation

The Contractor’s strategies shall be in a format that supports rapid sharing among approved audiences, tracking and monitoring TTA and resources, documents key communications between the government and the Contractor, and easily accessible for all required parties. The Contractor shall submit its strategies no later than five business days of award or option period

The Contractor shall submit updated strategies within five business days of the monthly strategy planning discussion.

Task 1.8 Strategy Planning Discussions

The Contractor shall present its revised strategies for the pilots and work outcomes tasks to the COR and specified federal partners once per month. These strategy planning discussions shall be action-oriented and facilitated by the Contractor and shall be at least 2 hours and can be in-person at OFA’s office in Washington, DC or virtual. Each meeting will provide updates on task strategies, their activities and available resources updated to reflect ongoing needs/priorities as identified by sites and/or OFA.

Task 1.8.1 The Contractor shall coordinate with the COR to identify and secure an online platform for strategy planning discussions.

Task 1.8.2 The Contractor shall work with the COR to develop an agenda and meeting format to maximize time and increase action-orientation. The Contractor shall provide a note taker and provide any necessary materials. The Contractor shall submit the names and role(s) of recommended attendees for the meeting. The Contractor shall submit a detailed summary of the meeting within 10 calendar days of the meeting’s conclusion. The summary must include, at a minimum, a list of attendees, summary of the key topics discussed, major decisions made, and proposed next steps.

Task 1.8.3 The Contractor shall provide the COR revised strategies and a detailed summary of the meeting within 5 calendar days of the meeting’s conclusion. The summary must include, at a minimum, a list of attendees, summary of the key topics discussed, major decisions made, and proposed next steps.

Task 2 –Pilot TTA

The Contractor shall support intensive and tailored individual and group-based TTA for the OFA-approved five pilot sites. TTA may include professional coaching to assist each team as they develop, refine, and implement their pilot activities. The Contractor’s shall support sites in envisioning, designing, and deploying outcomes-oriented processes, practices, and procedures to enhance systems consistent with their unique TANF program structures relating to piloting activities.

The Contractor shall provide highly skilled TTA coaches and results-oriented support staff for each pilot site. The coach shall coordinate all TTA activities for assigned pilot sites, maintain TTA tracking documents/plans, facilitate peer engagements, link pilots to SMEs, and facilitate dialogue with OFA, including sharing questions, concerns, and recommended actions for improving the experience and outcomes of pilot sites. The coach shall lead and direct all assessment activities to understand and align TTA to team readiness, all activities related to plan development, all activities related to lessons learned capturing, all activities related to reporting of team progress to OFA, and all approved activities to achieve the goals of this contract.

The Contractor shall propose a strategy for developing, managing, monitoring, and documenting individual and group TTA for sites participating in the pilot activities. Additionally, the Contractor shall coordinate with the other federal and non-federal projects related to these pilots, including contractors for the ACF Office of Planning, Research, and Evaluation (OPRE). OFA anticipates that ACF OPRE will be sponsoring research related to the TANF pilots and the provision of research-related TA to and peer learning among the pilots and broader TANF field.

ACF expects all parties supporting the TANF pilots to coordinate activities.

Task 2.1 Pilot TTA Strategy

The pilot sites have needs that evolve as the pilot structure takes shape. The Contractor’s pilot strategy shall include a plan for the development and delivery of TTA to pilot sites at varying intensities. The strategy will reflect the potential TTA needs, delivery approaches, frequency, and justifications based on current and upcoming needs. The Contractor shall provide its pilot TTA strategy is due to the COR no later than five business days of award or option period, if exercised.

The Contractor shall submit an updated pilot TTA strategy no later than five business days after the monthly strategic planning discussions.

The Contractor shall implement its strategy to meet the needs of pilot sites upon Government approval.

• Statement of current TA needs and categorized by identifier of needs

• Rationale for TTA delivery activities, methods, frequency, intensity, and audience

• Methodology for identifying and capturing ongoing and emerging TTA needs and related activities to reduce duplication and maximize resources

• Plan for coordinating with the other federal and non-federal projects related to these pilots, including contractors for OPRE

• Methodology for monitoring, documenting, and reporting of all TTA activities and available resources

• Overview of its proposed approach for facilitating peer learning, information sharing, SME access, action planning, and overall support and enhancement of pilot site implementation

• Approach for providing technical and functional expertise and coaching supports to sites as they refine their needs and develop site-specific pilot implementation activities

• Plan for coordinating all TTA to each pilot site, including, but not limited to, linking pilots to SMEs, building sustained communication and peer networks within and outside of the pilot, coordinating partnership development, and building program structures

Task 2.1.1 Site Exchanges

The Contractor’s strategy shall include proposed virtual activities for pilot sites and partners, which shall include up to five virtual exchanges per site per year (25 total).

Site exchanges will be requested by sites or recommended by the Contractor monthly strategy planning sessions and the Contractor shall ensure advanced approval from the COR for site exchanges planned for at least the upcoming quarter.

The Contractor shall propose, and agenda and format developed in consultation with the site that outlines goals, desired outcomes and encourages action-orientation, and enhance participant experience during these exchanges. The Contractor shall support all logistics (virtual platforms) required for these exchanges.

Task 2.1.2 Virtual Tools

The Contractor’s strategy shall include its approach for facilitating virtual information sharing and action planning through the development and management of up to twelve topical virtual tools for sites and strategies to disseminate relevant related tools/products for broader use. The Contractor shall propose virtual tools/activities and define the target audience, desired outcome, potential impact/saturation, and overall justification for the tool/activity. The Contractor shall provide all logistics, facilitation, SME identification, and support to the completion of proposed tools/activities under this task. The Contractor shall ensure COR advanced approval of all tools during monthly strategy planning meetings for tools being developed in the current quarter of the contract.

Task 2.1.3 Virtual Meetings

The Contractor’s strategy shall include up to five large group (up to 100 participants) and up to 10 small group (up to 50 participants) virtual meetings for information sharing, peer engagement, resource/tool transmittal, and Q&A. The Contractor shall cover all related costs for the design, development, and delivery of all virtual activities with the approval of the COR. The Contractor shall propose virtual meetings and define the target audience, desired outcome, potential impact/saturation, and overall justification for the meeting. The Contractor shall ensure COR advanced approval of all tools during monthly strategy planning meetings for tools being developed in the current quarter of the contract.

Task 3 – Work Outcomes TTA Strategy

TOTAL shall support the needs of TANF programs responding to FRA work outcomes reporting requirements. The Contractor shall propose a strategy for supporting states and the Contractor’s strategy must include a plan for the effective development and delivery of TTA to all TANF programs at varying intensities. The strategy shall reflect the potential TTA needs, delivery approaches, frequency, and justifications based on current and upcoming needs.

Task 3.1 Work Outcomes TTA Strategy

The Contractor, with approval from the COR, shall implement its proposed strategy to meet the needs of states. The Contractor shall provide its TTA strategy to the COR no later than five business days of award or option period. The Contractor shall submit an updated TTA strategy no later than five business days after the monthly strategic planning discussions. The Contractor’s strategy shall include proposals for:

• Identifying, categorizing, monitoring, and responding to evolving TTA needs of TANF programs responding to the FRA work outcomes reporting requirements

• Identifying promising and emerging practices relating to work outcomes that are directly or ancillary related to the TANF program

• Fostering peer to peer engagement, managing information gathering and dissemination, facilitating knowledge sharing, and conducting TA readiness and needs identification and prioritization

• Facilitating virtual information sharing and action planning through the development and management of up to 25 topical virtual activities

• Developing and disseminating up to 15 proposed products for work outcomes measures

• Statement of current TA needs and categorized by identifier of needs

• Rationale for TTA delivery activities, methods, frequency, intensity, and audience

• Methodology for identifying and capturing ongoing and emerging TTA needs and related activities to reduce duplication and maximize resources

• Methodology for monitoring, documenting, and reporting of all TTA activities and available resources

The Contractor’s strategy shall include a concise estimated budget for all TTA activities under this task to assist the COR’s prioritization and approvals.

The Contractor shall present its revised strategy to the COR and specified federal partners at least once per month during a strategy planning discussion (refer to task 1.7).

Task 4.0 Secure In-person Logistics

In consultation with and approval from the COR, the Contractor shall secure and support all logistics for all OFA approved in-person activities supported by this award. The Contractor shall ensure COR advanced approval of all in-person meetings during monthly strategy planning meetings for in-person meetings being developed in the current quarter of the contract.

During the base and the option years, OFA expects to host in-person meetings with pilot sites and partners. The Contractor shall provide all necessary logistical support for up to two in-person meetings for up to 75 persons in Washington, DC. OFA expects that these meetings will be two-to-three-day meetings hosted in federal space (where available) and bring together no more than 75 individuals for planning, information sharing, and peer engagement activities. The Contractor shall support all logistics for the meeting including space identification (if federal space is unavailable), contract negotiation, covering all air/ground travel, lodging, and per diem for up to 5 SME’s from each approved site and an additional up to 5 SMEs for TTA (total of up to 30 covered SMEs). All travel will be subject to the federal travel regulations and COR approval.

Task 4.1 The Contractor shall complete all post-event activities, including scheduling and facilitating a formal debrief with OFA within 10 days of the conclusion of the activity. In addition, the Contractor will submit to the COR required information to complete government travel and conference spending reports within 10 days of the event. The Contractor will complete payments of honoraria to all speakers within 30 days.

Task 4.2 The Contractor shall provide meeting notes and overall meeting evaluation report within 10 business days after each event. The Contractor will compile and analyze the evaluation results of the overall meeting, plenaries, and workshop evaluations and provide OFA with all evaluation summaries within 30 business days of the conclusion of the meeting. The Contractor will prepare a draft meeting report within 30 days of the conclusion of the event. The final report will include handouts, PowerPoint presentations, summaries of plenaries and workshops, and proposed next steps. The Contractor will provide a web-ready, 508 (29 U.S.C. § 794d) compliant versions to post on the relevant OFA websites

Task 5.0 TTA Products

The Contractor’s strategy shall include an outline of its proposed products and tools, their intended audience, their intended use, and a development and dissemination timeline/plan. The Contractor shall propose up to 15 products. These materials may include practice briefs, implementation briefs, toolkits, desktop references, podcasts, infographics, and/or products justified in the Contractor’s strategy and based on COR guidance and approval. Special emphasis of products should be highlighting and promoting promising practices for achieving the goals of the FRA. The Contractor shall coordinate with contractors funded by OPRE to coordinate product development and reduce any potential duplication.

The Contractor shall provide a development and delivery plan aligned with its strategy which includes at a minimum priority area/topic, target audience, desired outcome from product use, development and dissemination timeline/plan, and related information for COR consideration.

The Contractor shall secure advanced approval for products during monthly strategy planning discussions for products proposed for delivery in two subsequent quarters after proposal from the Contractor.

The Contractor shall ensure that all products and supporting resources (as needed) are compliant with Section 508 (29 U.S.C. § 794d) and written in accordance with the Plain Writing Act of 2010 (Public Law 111–274).

Task 6.0 Expert Consultants

The Contractor shall provide technical and functional subject matter expertise on a variety of topics to support TTA recipients and pilots. The Contractor shall procure up to twenty-five expert consultants/SMEs for the TTA activities under this award and response to the needs identified by states in Task 1.2. No more than two of these expert consultants may work on a project longer than 12 months and the Contractor shall secure expert consultants within 14 calendar days of the request and approval from the COR. The Contractor shall negotiate a consulting agreement with an overview of the tasks and deliverables for each expert consultant and their period of performance. Expert consultant costs shall not exceed $2,000 per day.

Task 7.0 Contract Transition Plan

The Contractor shall submit a contract transition plan no later than 90 business days prior to the expiration of the contract award.

C. Deliverables

PWS

REFERENCE

TASK

MILESTONE/DELIVERABLE Delivered To/Format PLANNED

COMPLETION

DATE

1.1 Kick-off Meeting with

Contracting Officer Representative (COR)

COR-Virtual/In Person Meeting at OFA

Within 10 business days of contract award and 15 days of each option year, if exercised

1.1.1 Develop kick-off meeting

agenda and meeting format

Identify note taker and provide any requested materials

Submit the names and role(s) of recommended attendees for the meeting

Identify virtual platform or federal space

COR-virtual/in person/Word

Within two days of contract award and option period

Within 10 business days of contract award and 15 days of each option year, if exercised

1.1.2 Kick-Off meeting summary that, at a minimum, includes a list of attendees, summary of the key topics discussed, major decisions made, and next steps

COR-virtual/in person/Word

Within 10 calendar days of the meeting’s conclusion

1.2 Project Work Plan COR -Word/Excel Within 5 business

days of contract award and exercised option period

Revised project work plan is due within 30 business days of the kick-off meeting

1.3 Project Management Plan COR –

Word/Excel

Within 5 business days of the contract award or option period

Revised plan no later than 30 business days of contract award or option period

1.4 Quality Assurance Plan

(QASP)

COR –Word Due to OFA no later than 30 business days of the kick-off meeting

Final and approved plan is due to OFA 45 business days after the annual kick-off meeting.

1.5 Weekly Project Status Calls

and Materials

COR – virtual/Word

Approved by COR

1.5.1 Meeting Agendas COR- Word Agenda due to

COR 48 hours prior to meeting

1.5.2 Meeting Summaries COR – Word Summary report

due to the COR 40 hours after completion of the meeting

1.6 Annual and Monthly Progress

Reports and Vouchers

COR –Word Due no later than seven business days prior to the last business day of each month

In accordance with contract terms

1.7 TTA Strategy COR –

Word/electronic submission

No later than five business days of award or option period

Updated pilot TTA strategy no later than five business days after the monthly strategic planning discussions

1.8 Strategy Planning Discussions COR –

virtual/Word/electroni c submission

Revised strategy due to COR no later than 10 business days of the month prior to scheduling strategy planning discussion

Debrief with the COR no more than 5 business days after strategy planning discussion

1.8.1 Coordinate with the COR to

identify federal space for in-person strategy planning discussions in the Washington, DC area or appropriate virtual platforms

COR-TBD As approved by the COR

1.8.2 Develop an agenda and

meeting format

Identify note taker and provide any necessary materials

COR- Word Within 2 business days prior to the meeting

Submit the names and role(s) of recommended attendees for the meeting

1.8.3 Deliver revised strategies

Summary report

Within five business days of the monthly strategy planning discussion

No more than 5 business days after the submission of the revised strategy

2.1 Pilot TTA Strategy COR – Word No later than five

business days of award or option period

Updated pilot TTA strategy no later than five business days after the monthly strategic planning discussions

2.1.1

Site Exchanges COR - TBD As requested and approved by the

COR

2.1.2 Virtual Tools COR- TBD As requested and

approved by the

COR

2.1.3 Virtual Meetings COR-TBD As requested and

approved by the

COR

3.1 Work Outcomes Strategy COR – Word No later than five

business days of award or option period

Updated pilot TTA strategy no later than five business days after the monthly strategic planning discussions

4.0 Secure In-person Logistics COR – TBD As requested and

approved by the

COR

4.1 Complete all post-event activities, including scheduling and facilitating a formal debrief with

OFA.

Submit to the COR required information to complete government travel and conference spending reports

Complete payments of honoraria to all speakers

COR-Word/TBD Within 10 days of the conclusion of the activity

Within 30 days

4.2 Post-event activities

Provide meeting notes and overall meeting evaluation report

Provide draft meeting report

COR-Word Within 10 business days after each event

Within 30 days of the conclusion of the event

Meeting evaluation report within 10 business days after completion of activity

Meeting summary report due within 30 business days of the conclusion of the activity

5.0 TTA Products COR-TBD The Contractor shall

secure advanced approval for products during monthly strategy planning discussions for products proposed for delivery in two subsequent quarters after proposal from the Contractor.

6.0 Expert Consultants COR-TBD Within 14 business

days of COR request

7.0 Contract Transition Plan COR – Word, Excel Submit a transition plan within 90 business days prior to the expiration of the contract award.

Notice to contractors:

[All information and data related to this project that the contractor gathers or obtains will be both protected from unauthorized release and considered the property of the government. The contracting officer will be the sole authorized official to release verbally or in writing any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this contract.

Press releases, marketing material, or any other printed or electronic documentation related to this project must not be publicized without the written approval of the contracting officer.]

D. Level of Effort and Qualifications of Key Staff

The Contractor is responsible for providing competent and relevant staffing that supports the goals of the TOTAL contract. OFA understands that individuals may change over time, however the initial submission must include preliminary names, titles, roles, and an estimated number of assigned tasks/hours for each individual.

As discussed in Task 1.3, the draft Project Management Plan must include all proposed staff, detailed descriptions of roles and responsibilities of each, a task-by-task budget, and a staffing matrix with assignments for all proposed staff. Contractor shall submit resumes for all proposed key staff. The Contractor shall obtain OFA or CO approval for key staff substitutions or add staff to the approved staffing matrix. All substitutions must be requested in writing with a justification to OFA at least 14 calendar days before beginning tasks for the substituted position. No substitution or replacement of the key personnel will be approved within the first ninety days of the award.

Level of Effort

Estimates for the level of effort required to carry out the work described in this PWS is for each period. The government presents this description of the level of effort only as an example of how to carry out the scope of work. Contractor is expected to make an independent assessment of the resources required to perform the tasks described in this scope of work. Rates and qualifications of staff determined using GSA CALC tool.

Category Base Labor Hours

Corporate Executive 25

Project Manager IV 1920

Deputy Program Manager 1920

Project Leader 1900

Project Support 1200

Logistics Specialist 750

Project Monitor 500

Subject Matter Expert/Content Manager II 1300

Communications Specialist 750

E. Qualifications for Key Staff Positions

OFA identifies the following staff positions as “key staff positions.” The Contractor may propose any additional key or non-key positions. All positions are subject to OFA approval.

Project Manager and Deputy Project Manager

The Project Manager and Deputy Project Manager each must have, at a minimum, a bachelor’s degree, preferably in the social sciences, and at least seven years field experience in project management, technical assistance, (preferably in the human services sector), TANF/cash assistance, research and evaluation, technical assistance and training, and related fields.

Additionally, the Project Manager must demonstrate a documented history of successfully managing complex projects, leading project teams, and developing strategic plans for effective TTA provision. The Project Manager must have a documented history providing specific TTA service delivery practices to TANF programs and partners. Key factors include competent proactive and responsive leadership, excellent written and oral communication skills, effective quality control to ensure that deliverables and tasks are accurate and timely, ability to delegate tasks, flexibility in managing fluctuating and time-sensitive tasks, problem solving, effective monitoring and oversight, knowledge of adult learning styles, and tracking tasks to completion.

F. Government Furnished Property

None

G. HHS Section 508 Accessibility Standards

HHS Section 508 Accessibility Standards

The following Section 508 accessibility standards apply to the work to be performed Electronic and Information Technology Accessibility Notice (December 18, 2015)

(a) Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d), as amended by the Workforce Investment Act of 1998 and the Architectural and Transportation Barriers Compliance Board Electronic and Information (EIT) Accessibility Standards (36 CFR part 1194), require that when Federal agencies develop, procure, maintain, or use electronic and information technology, Federal employees with disabilities have access to and use of information and data that is comparable to the access and use by Federal employees who are not individuals with disabilities, unless an undue burden would be imposed on the agency. Section 508 also requires that individuals with disabilities, who are members of the public seeking information or services from a Federal agency, have access to and use of information and data that is comparable to that provided to the public who are not individuals with disabilities, unless an undue burden would be imposed on the agency.

(b) Accordingly, any offeror responding to this solicitation must comply with established HHS EIT accessibility standards. Information about Section 508 is available at http://www.hhs.gov/web/508. The complete text of the Section 508 Final Provisions can be accessed at http://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards.

(c) In order to facilitate the Government’s determination whether proposed EIT supplies meet applicable Section 508 accessibility standards, offerors must submit an HHS Section 508 Product Assessment Template, in accordance with its completion instructions. The purpose of the template is to assist HHS acquisition and program officials in determining whether proposed EIT supplies conform to applicable Section 508 accessibility standards. The template allows offerors or developers to self-evaluate their supplies and document—in detail—whether they conform to a specific Section 508 accessibility standard, and any underway remediation efforts addressing conformance issues. Instructions for preparing the HHS Section 508 Evaluation Template are available under Section 508 policy on the HHS website http://www.hhs.gov/web/508. In order to facilitate the Government’s determination whether proposed EIT services meet applicable Section 508 accessibility standards, offerors must provide enough information to assist the Government in determining that the EIT services conform to Section 508 accessibility standards, including any underway remediation efforts addressing conformance issues.

(d) Respondents to this solicitation must identify any exception to Section 508 requirements. If a offeror claims its supplies or services meet applicable Section 508 accessibility standards, and it is later determined by the Government, i.e., after award of a contract or order, that supplies or services delivered do not conform to the described accessibility standards, remediation of the http://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards http://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards http://www.hhs.gov/web/508 supplies or services to the level of conformance specified in the contract will be the responsibility of the Contractor at its expense.

Electronic and Information Technology Accessibility (December 18, 2015):

(a) Pursuant to Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d), as amended by the Workforce Investment Act of 1998, all electronic and information technology (EIT) supplies and services developed, acquired, or maintained under this contract or order must comply with the “Architectural and Transportation Barriers Compliance Board Electronic and Information Technology (EIT) Accessibility Standards” set forth by the Architectural and Transportation Barriers Compliance Board (also referred to as the “Access Board”) in 36 CFR part 1194.

Information about Section 508 is available at http://www.hhs.gov/web/508. The complete text of Section 508 Final Provisions can be accessed at http://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards.

(b) The Section 508 accessibility standards applicable to this contract or order are identified in the Statement of Work or Specification or Performance Work Statement. The contractor must provide any necessary updates to the submitted HHS Product Assessment Template(s) at the end of each contract or order exceeding the simplified acquisition threshold (see FAR 2.101) when the contract or order duration is one year or less. If it is determined by the Government that EIT supplies and services provided by the Contractor do not conform to the described accessibility standards in the contract, remediation of the supplies or services to the level of conformance specified in the contract will be the responsibility of the Contractor at its own expense.

(c) The Section 508 accessibility standards applicable to this contract are:

1194.22 Web-based intranet and internet information and applications.

1194.24 Video and multimedia…