Attachment 1 - HUD Child Care Subsidy Program _PWS_.pdf

Performance Work Statement (PWS)

HUD Child Care Subsidy Program (CCSP)

Administration

08/06/2020

Version 1.0

Vision Statement

1.1 Introduction

1.2 Background

1.3 Constraints

1.4 Description of Services

1.5 Non-Personal Services

1.6 Period of Performance

1.7 Place of Performance

1.10 Post Award/Kickoff Conference

1.11 Status Meetings

1.12 Contractor Travel

1.13 Transition In

1.14 Transition Out

2.1 Definitions

2.2 Acronyms

3.4 Materials

3.5 Quality Assurance (QA)

4 Contractor-Furnished Items and Services

4.4 Contractor Responsibilities

4.5 Contractor Personnel

4.6 Identification of Contractor Employees

4.7 Quality Control

4.7.1 Quality Control Plan

5 Specific Tasks

5.1 The contractor shall receive applications from the employees and child care providers including, but not limited to the following materials:

5.2 The contractor shall have written policies and procedures in place to provide cost recovery in the event the vendor disburses subsidy funds to ineligible employees. HUD expects in such a case that the recovery of funds will be collected within 60 bussiness days from the date the overpayment is found. If the funds are not collected within the 60 bussiness days, HUD will deduct the amount of the overpayment from the vendor's administrative fee

5.3 The contractor shall establish a protocol for validating employment status prior to the distribution of monthly checks

5.4 The contractor shall review all materials received to determine eligibility for tuition assistance and the amount of assistance in compliance with the percentage, salary ranges, and monthly maximum amounts established by HUD

5.5 The contractor shall review all materials received to determine eligibility for tuition assistance and the amount of assistance in compliance with the percentage, salary ranges, and monthly maximum amounts established by HUD

5.6 The contractor shall notify employee in writing of the following award information:

5.7 Incomplete applications the contractor shall notify the employees and HUD in writing of the following:

5.8 The contractor shall notify the provider in writing of the following:

5.9 The contractor shall receive and review monthly invoices from the employee:

5.10 The contractor shall determine the amount to be paid to the provider per the following

HUD established criteria:

5.11 The contractor shall have an electronic system that will be used to track and monitor subsidy recipients, including verification of employment status

5.12 The contractor shall incorporate a 2% cost of living increase IAW the collective bargaining agreement

5.13 The contractor shall provide Annual Tax Report - Due no later than December 20 17

6 Deliverables

6.1 Quality Control Plan

6.2 Acceptance Criteria

7 Performance Requirements Summary

Performance Work Statement (PWS)

HUD Child Care Subsidy Program (CCSP) Administration

Vision Statement

The U.S. Department of Housing and urban Development (HUD) intends to award a contract for the administration of its nationwide Child Care Subsidy Program.

1.1 Introduction

The U.S. Department of Housing and Urban Development (HUD) intends to award a contract for the administration of its nationwide Child Care Subsidy Program. The contractor shall possess at least 5 years of experience in managing federal childcare subsidy program.

1.2 Background

Public Law (PL) 106-58, Section 643 (113 Stat.477) of September 29, 1999, allowed Federal agencies the discretion to use appropriated funds, including revolving funds, that are otherwise available to the agency for salaries, to develop pilot programs designed to improve the affordability of child care costs for lower income Federal employees through Fiscal Year 2000. On March 14, 2000, the U. S. Office of Personnel Management (OPM) issued final regulations (5 CFR, Part 792) implementing PL 106-58. On November 12, 2001, President George W. Bush signed HR 2590 into Public Law 107-67. Section 630 of this law provides permanent legislation authorizing executive agencies to use appropriated funds for childcare services for lower income employees. HUD has provided subsidy payments in the average amount of $5,015 per month for 2018 - 2019 and $2,457 per month for 2019 - 2020.

1.3 Constraints

The services identified in this PWS shall adhere to the rules, regulations, laws, standards, and conventions identified by HUD as well as within the Federal Government. Considerations and constraints include the following:

1. Procurement laws and regulations, including the Federal Acquisition Regulations

(FAR)

2. Appropriations and fiscal law requirements, including the Anti-Deficiency Act

3. Child Care Tuition Assistance Guide

4. Public Law (PL) 106-58, Section 643 (113 Stat.477) of September 29, 1999, allowed Federal agencies the discretion to use appropriated funds, including revolving funds, that are otherwise available to the agency for salaries, to develop pilot programs designed to improve the affordability of child care costs for lower income Federal employees through Fiscal Year 2000. On March 14, 2000, the U. S. Office of Personnel Management (OPM) issued final regulations

(5 CFR, Part 792) implementing PL 106-58. On November 12, 2001, President

George W. Bush signed HR 2590 into Public Law 107-67. Section 630 of this law provides permanent legislation authorizing executive agencies to use appropriated funds for child care services for lower income employees

1.4 Description of Services

The U. S. Department of Housing and Urban Development has allocated funds for a Department-wide Child Care Tuition Assistance Program which will provide financial subsidies to lower income HUD employees to assist in their efforts to obtain quality, licensed day care and before and after school care for dependent children under the age of 13, and disabled children under the age of 18. The purpose of this program is to improve the affordability of childcare for lower income HUD employees. Child Care Tuition Assistance is available to HUD employees in all offices, who are full-time or part-time, and whose adjusted gross income does not exceed $69,999. HUD has provided subsidy payments in the average amount of $5,015 per month for 2018 - 2019 and $2,457 per month for 2019 - 2020.

On a monthly basis, the subsidy amount will fluctuate based on eligible employees, children enrolled, usage or other factors. The existing program participants and children enrolled is 17 and 20, respectively.

Qualified participants must use licensed childcare providers, meet income requirements, and maintain full-time or part-time position status with HUD. Currently, the Collective Bargaining Agreement (CBA) is being renegotiated which could impact existing childcare subsidy terms. Once the CBA is executed, any changes to the childcare subsidy will be updated and incorporated via contract modification.

1.5 Non-Personal Services

The Government shall neither supervise Contractor employees nor control the method by which the Contractor performs the required tasks. Under no circumstances shall the Government assign tasks to or prepare work schedules for individual Contractor employees. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor's responsibility to notify the Contracting Officer (CO) immediately. These services shall not be used to perform work of a policy, decision making or management nature, i.e. inherently Government functions. All decisions relative to programs supported by the Contactor shall be the sole responsibility of the Government.

1.6 Period of Performance

The period of performance shall be for one base period of 12 months and four 12-month option periods.

Base 3/21/2020 - 3/20/2021

OY1: 3/21/2021 - 3/20/2022

OY2: 3/21/2022 - 3/20/2023

OY3: 3/21/2023 - 3/20/2024

OY4: 3/21/2024 - 3/20/2025

1.7 Place of Performance

The Place of Performance shall be in Contractor’s own facility.

1.10 Post Award/Kickoff Conference

The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5. The Government intends to convene a Post Award Conference with the Contractor within ten business days after contract award. The Contracting Officer will notify the Contractor of the specific date, location, and agenda within five business days after contract award.

1.11 Status Meetings

The Contracting Officer, Contracting Officer Representative (COR) and other Government personnel, as appropriate may meet periodically with the Contractor to also review Contractor performance, requirement status, etc. At these meetings, the Contracting Officer will apprise the Contractor of how the Government views the Contractor's performance or progress of the requirement. The Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government. Post Award Conference and subsequent meetings may be held via teleconference.

1.12 Contractor Travel

Travel is not authorized.

1.13 Transition In

The Contractor shall, upon the Contracting Officer's written notice, furnish Transition in as required. As a successor, the Contractor shall have sufficient personnel onboard during the 30-day transition-In period to ensure a smooth transition with the incumbent Contractor. The Contractor shall provide an orderly transition of work acceptance and accomplishment such that any impact to the program is minimized.

During the Transition-In period, the Contractor shall become familiar with the requirements in order to commence full performance of services by the end of the contract Transition-In period. Transition-In is not required if the successor Contractor is the incumbent Contractor.

1.14 Transition Out

To minimize any decrease in productivity and to prevent possible negative impacts on additional services, the Contractor shall have sufficient personnel on board during the 30-day Transition-Out period. The incumbent Contractor shall ensure a smooth transition with the successor Contractor during the Transition-Out period, prior to completion of contractual performance. The incumbent Contractor shall aid the successor in the development of plans, procedures and methods for the assumption of all on going work. The Contractor shall provide an orderly transition of work acceptance and accomplishment, such that full control by the successor contractor is achieved by the end of the new contract Transition-In period.

2.1 Definitions

Business/Work business days - Every official workday of the week which are business days between and including Monday to Friday. This does not include public holidays days and weekends.

Calendar Day - Any day of the week.

Contractor - A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

Contracting Officer (CO) - A person with authority to enter into, administer, and/or terminate contracts and make related determinations and findings on behalf of the Government. Note: the only individual who can legally bind the Government.

Contracting Officer Representative (COR) An employee of the U.S. Government appointed by the Contracting Officer to perform contract administration activities in regard to technical issues. This individual has authority to provide technical direction and monitoring performance under the contract.to the Contractor as long as direction is within the scope of the contract, does not constitute a change and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

Defective Service - A service output that does not meet the standard of performance associated with the Performance Work Statement.

Deliverable Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

Government Furnished Property (GFP) - Government-furnished property means property in the possession of, or directly acquired by, the Government and subsequently furnished to the

Contractor for performance of a contract. Government-furnished property includes, but is not limited to, spares and property furnished for repair, maintenance, overhaul, or modification.

Government-furnished property also includes contractor-acquired property if the contractor-acquired property is a deliverable under a cost contract when accepted by the Government for continued use under the contract.

Performance Requirements Summary (PRS) - A listing of the performance requirements under the contract that are to be evaluated by the Government on a regular basis, performance indicators for these requirements, performance standards for these requirement and surveillance methods to be used to determine if performance standards are met.

Performance Standard - The Contractor's performance level required by the Government.

Performance Work Statement (PWS) - A statement of work for performance-based acquisitions that describe the required results in clear, specific and objective terms with measurable outcomes.

Physical Security - Actions that prevent the loss or damage of Government property.

Quality Assurance (QA) - Policies and procedures adopted by the Government to ensure that supplies and services acquired under Government contracts conform to the contracts quality requirements.

Quality Assurance Surveillance Plan (QASP) - A plan describing how the agency will survey, observe, test, sample, evaluate and document the Contractor's performance in meeting critical performance standards identified in the contract.

Quality Control (QC) - All necessary measures taken by the Contractor to assure that the quality of an end product of service shall meet contract requirements.

Service Contract - A contract that directly engages the time and effort of a Contractor whose primary purpose is to perform an identifiable task rather than to furnish an end item of supply.

Subcontractor - Any person , other than the prime Contractor, who offers to furnish or furnishes any supplies, material, equipment, or services of any kind under a prime contract or a subcontract entered into in connection with such prime contract, and any person who offers to furnish or furnishes general supplies to the prime contractor or a higher tier subcontractor. The

Government does not have privity of contract with a subcontractor.

Work Week - Monday through Friday, unless specified otherwise.

2.2 Acronyms

AQL - Acceptable Quality Level CFO or OCFO - Office of the Chief Financial Officer of HUD

CFR - Code of Federal Regulations

CHCO or OCHCO - Office of the Chief Human Capital Officer of HUD

CO - Contracting Officer

COR - Contracting Officer Representative

CPO - Office of the Chief Procurement Officer of HUD

EST - Eastern Standard Time (U.S.)

ETC - Estimate to Completion

GAO - U.S. General Accounting Office

HUD - U.S. Department of Housing and Urban Development

HUDAR - HUD Acquisition Regulation

OCPO - Office of the Chief Procurement Officer

OIG - Office of Inspector General

OMB - Office of Management and Budget

PL Public Law

PM - Project Manager

POC - Point of Contact

PPM - Project Planning and Management

QA - Quality Assurance

QASP - Quality Assurance Surveillance Plan

QCP - Quality Control Plan

SF - Standard Form

TBD - To be determined

U.S.C - United States Code

3.4 Materials

Copies of required materials may be provided to the Contractor in hard copy or soft copy. All materials will remain the property of the Government and will be returned to the COR upon request or at the end of the contract period.

3.5 Quality Assurance (QA)

When required, the Government shall evaluate the Contractors performance in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards shall be applied, the frequency of surveillance and the minimum acceptable quality level. As part of the Governments quality assurance program, the Government may:

1. Review and, if warranted, reject any reports or other submittals required from the Contractor.

2. Review performance and service records, including but not limited to monthly progress reports, and any computerized or hardcopy records maintained by the Contractor documenting performance under this contract, and require correction of any unsatisfactory conditions noted.

3. Determine the adequacy of the Contractors quality control program and documentation and the overall success of this program. The Government may order improvements if it determines the program is insufficient or ineffective.

4. Perform inspections with Government personnel, or independent third-party inspectors.

Contractor performance shall be evaluated based on performance success or deficiencies, success or failure in meeting contract requirements, and the Contractors record of correcting deficiencies when noted. While corrective actions shall be noted, a record of significant performance deficiencies may lead to a performance evaluation that is less than satisfactory even if the Contractor takes corrective action. The use or nonuse of any quality assurance methods (e.g., a measurement and verification

(M&V) program) by the Government shall not constitute a waiver of, or excuse from contract requirements.

The Government may implement or change quality assurance measures at any time during the term of the contract.

4 Contractor-Furnished Items and Services

The Contractor shall furnish, all facilities, equipment, and supplies required to perform the work under this contract unless otherwise state herein.

4.4 Contractor Responsibilities

The Contractor shall only conduct business with designated Government personnel listed as a Point of Contact (POC). Names of authorized personnel shall be provided to the Contractor by the Government, in writing and updated as necessary throughout the agreement period.

U.S. Government records, copies of original results and reports, verified original data, corrected data and corrected supporting final reports which are maintained by the Contractor shall remain the property of the

U.S. Government. These files/results shall be surrendered to the COR.

4.5 Contractor Personnel

The Contractor shall provide a Contract/Project Manager who shall be responsible for the performance of work. An alternate shall also be designated to act in the absence of the Contract/Project Manager. These Contractor personnel (main point of contact and alternate point of contact) are considered Key Personnel by the Government and shall be listed as such in accordance with HUDAR 2452.237-70, "Key Personnel. The Contract/Project Manager and alternate shall have full authority to act on all contact matters relating to daily operations of this contract. Accordingly, at a minimum, the points of contact shall have the technical knowledge of the requirement and be in the position to actually receive assignment, guidance, and direction from the COR and CO per HUDAR 2452.237-73, "Conduct of Work and Technical Guidance" and shall be allocated enough hours to the requirement to ensure successful performance. These points of points of contact shall each be an employee of the Contractor. An employee of a subcontractor is not acceptable for either of these positions. The Contract/Project Manager or alternate shall be available between the hours of 8:30am to 5:00pm Monday through Friday EST, except Federal Holidays or when the Government facility is closed for administrative reasons.

4.6 Identification of Contractor Employees

All Contractor/subcontractor personnel shall wear company picture identification badges as to distinguish themselves from Government employees. When conversing with Government personnel during business meetings, over the telephone, or via electronic mail, Contractor/subcontractor personnel shall identify themselves as such to avoid situations arising where sensitive topics might be better discussed solely between Government employees. Contractors/subcontractors shall identify themselves on any attendance sheet or any coordination documents they may review. Electronic mail signature blocks shall identify their company affiliation. Where practicable, Contractor/subcontractors occupying collocated space with their Government program customer shall identify their workspace area with their name and company affiliation, or at a minimum, "Contractor" after name.

4.7 Quality Control

The Contractor shall establish and maintain a complete quality control program that shall ensure services are performed in accordance with this contract. The Contractor shall develop and implement procedures to identify, prevent, and ensure non reoccurrence of defective services. The Contractor's quality control program is the means by which he assures himself that his work complies with the requirements of the contract. The Contractor shall provide the associated Quality Control Plan to the Government as directed.

4.7.1 Quality Control Plan

The Contractor shall develop, maintain, enforce, and document a Quality Control Plan (QCP). The QCP shall ensure the Government receives the level of quality that is consistent with the requirements specified in this contract. The QCP shall be sufficiently detailed to provide the Contractor's methodology for identifying and recruiting qualified personnel. The QCP shall also provide the Contractor's methodology for resolving problems identified by the Government during reviews conducted in accordance with its Quality Assurance Surveillance Plan (QASP). The QCP shall also provide the Contractor's methodology for establishing an internal feedback system for support personnel, and for resolving problems identified by that feedback system. The QCP shall demonstrate and validate that the services or deliverables to be provided under the contract are completed with a level of quality that meets the minimum performance threshold established in the Government's QASP. The QCP shall address Quality Management Approach, Quality Assurance, Quality Control and Quality Standards.

5 Specific Tasks

5.1 The contractor shall receive applications from the employees and childcare providers including, but not limited to the following materials:

• Application form.

• OPM 1644 Form.

• Copies of the two most recent pay statements.

• Copy of the most recent Federal and state income tax forms.

• Copy of the provider's license, or proof of license, and/or statement of compliance with state and/or local childcare regulations; and

• Copy of the most recent SF-50 "Notification of Personnel Action

• Determination of subsidy award

• Amount of subsidy award

• Date subsidy will begin

Performance Standards

a) Standard: Timely notification of eligibility within 10 business days AQL: zero deviation

b) Early identification of problems with packages within 10 business days AQL: zero deviation

c) Compliant with applicable standards AQL: zero deviation

Deliverables

A001 Monthly Subsidy Report Due the 15 of each month

5.2 The contractor shall have written policies and procedures in place to provide cost recovery in the event the vendor disburses subsidy funds to ineligible employees. HUD expects in such a case that the recovery of funds will be collected within 60 business days from the date the overpayment is found. If the funds are not collected within the 60 business days, HUD will deduct the amount of the overpayment from the vendor's administrative fee.

Performance Standards

a) Standard: Early identification of problems AQL: zero deviation

b) Standard: Compliant with applicable standards AQL: zero deviation

c) Standard: Deliverables are made in accordance with schedule AQL: zero deviation Deliverables

A001 Monthly Subsidy Report Due the 15 of each month

5.3 The contractor shall establish a protocol for validating employment status prior to the distribution of monthly checks.

Performance Standards

a) Standard: Demonstrates efficiencies AQL: 5% deviation

b) Standard: Reports are accurate AQL: zero deviation Deliverables

A001 Monthly Subsidy Report Due the 15 of each month

5.4 The contractor shall review all materials received to determine eligibility for tuition assistance and the amount of assistance in compliance with the percentage, salary ranges, and monthly maximum amounts established by HUD.

Performance Standards

a) Standard: 100% review AQL: zero deviation

5.5 The contractor shall review all materials received to determine eligibility for tuition assistance and the amount of assistance in compliance with the percentage, salary ranges, and monthly maximum amounts established by HUD.

Performance Standards

a) Standard: Accurate AQL: zero deviation

b) Standard: Identifies and corrects deficiencies AQL: 5% deviation

c) Standard: Completes actions within specified deadlines AQL: 5% deviation

d) Standard: Responsive AQL: zero deviation

e) Standard: Real Time AQL: zero deviation Deliverables

A001 Monthly Subsidy Report Due the 15 of each month

5.6 The contractor shall notify employee in writing of the following award information:

• Determination of subsidy award

• Amount of subsidy award

• Date subsidy will begin

Performance Standards

a) Standard: Timely notification of subsidy award.

AQL: 0% deviation

b) Standard: Accurate award determination.

AQL: 0% deviation Deliverables

A001 Monthly Subsidy Report Due the 15 of each month

5.7 For incomplete applications, the contractor shall notify the employees and HUD in writing of the following:

• Materials submitted are incomplete.

Performance Standards

a) Standard: Provides Continuous operation notifying HUD with applicant reports of incomplete applications on the 15th of every month.

AQL: 0% deviation

b) Standard: Identifies deficiencies and notifies applicant within 10 day that package is incomplete.

AQL: 0% deviation

Deliverables

A003 C. Monthly Application Report — Due the 15th of Each Month

5.8 The contractor shall notify the provider in writing of the following:

• Name of employee and award amount.

• Instructions for invoicing each month.

• Instructions for payment of subsidy.

• Standard operating procedures related to deadlines for submission of invoices, change in license status, etc.

Performance Standards

a) Standard: Provides Continuous operation by providing childcare providers written instructions on operating processes.

AQL: 0% deviation

b) Standard: Reports are accurate AQL: 0% deviation

c) Standard: Deliverables are received in accordance with the monthly schedule AQL: 0% deviation

A002 B. Monthly Provider Report - Due the 15th of Each Month

5.9 The contractor shall receive and review monthly invoices from the employee:

1. No later than the 15th of each month.

2. Shall review monthly invoices received from the provider for accuracy and verify services were provided.

3. Shall certify services were provided by ensuring both the employee and service provider have signed and dated the invoice.

4. The contractor shall pay the provider directly, not the employee, within 10 business days of receipt of an accurate and complete invoice.

5. The contractor shall notify the provider in writing by the 15th of each month that an invoice has not been received for the preceding month.

Performance Standards

a) Standard: Provides Continuous operation reviewing provider invoices for accurate payments by the 15th of every month.

AQL: 0% deviation

b) Standard: Completed within established maximum payable amount.

AQL: 0% deviation

c) Standard: Reports are accurate and provided by the 15th of every month.

AQL: 0% deviation

d) Standard: Deliverables are made in accordance with schedule due the 15th of every month.

AQL: 0% deviation

e) Standard: Verify / Validate services were provided by ensuring both the employee and service provider.

AQL: 0% deviation Deliverables

A002 B. Monthly Provider Report - Due the 15th of Each Month

5.10 The contractor shall determine the amount to be paid to the provider per the following HUD established criteria:

• Percentage of total childcare costs; and

• Monthly "maximum" subsidy amount designated for 1 child or 2 or more children. The amount of your tuition assistance is based on a percentage of childcare costs in relation to total family income. A cap is placed on the monthly amount that can be awarded if you have one (1) eligible child, with a slightly higher cap if you have two (2) or more eligible children whether or not they both incur covered childcare expenses for a given month. These cap amounts apply to your total subsidy amount for the month and not the cost of your care per child.

1. The contractor shall prorate the subsidy amount paid for any period of less than a whole month.

2. The contractor shall notify the parent and provider in writing that the subsidy is terminated per the following conditions:

· Child attains the age of 13.

· Disabled child attains the age of 18.

· Total family income exceeds the amount specified within the Child Care Subsidy

Program Guide.

Performance Standards

a) Standard: Provides Continuous operation by informing HUD the status of applicants through monthly applicant reports.

AQL: 0% deviation

b) Standard: Completed within maximum eligibility standard.

AQL: 0% deviation

c) Standard: Compliant with applicable standards as it relates to applicant eligibility.

AQL: 0% deviation

d) Standard: Provide timely monthly applicant reports.

AQL: 0% deviation

e) Standard: Verified within 10 business days of receipt.

AQL: 0% deviation Deliverables

A003 C. Monthly Application Report — Due the 15th of Each Month

5.11 The contractor shall have an electronic system that meets all privacy and confidentiality security requirements that will be used to track and monitor subsidy recipients, including verification of employment status.

Performance Standards

a) Standard: Provides Continuous operation AQL: 0% deviation

b) Standard: Addresses all errors and inadequacies tracking payment to providers within 30 business days.

AQL: 0% deviation

c) Standard: No substantive or repeated flaws in tracking provider payments with electronic system within 30 business days.

AQL: 0% deviation

A001 Monthly Subsidy Report Due the 15 of each month

5.12 The contractor shall incorporate a 2% cost of living increase IAW the collective bargaining agreement. The vendor will be notified by the CO or COR when COLAs are required. Once notified, the vendor shall incorporate COLA change and notify program participants.

Performance Standards

a) Standard: Completed within cost year requirement AQL: 0% deviation

b) Standard: Compliant with applicable standards (IAW) collective bargaining unit.

AQL: 0% deviation Deliverables

A001 Monthly Subsidy Report Due the 15 of each month

5.13 Annual Tax Report — Due no later than December 20

Performance Standards

a) Standard: Deliverables are received timely in accordance with the yearly requirement.

AQL: 0% deviation

b) Standard: Compliant. Standard: Reports are accurate:

AQL 0% deviation Deliverables

A005 Annual Tax Report — Due no later than December 20

6 Deliverables

The Contractor shall complete all work and submit all deliverables as specified herein. The Government reserves the right to make changes to delivery dates.

Number Name Frequency Quantity

A001 Monthly Subsidy Report Due the 15 of each month monthly 12

Employee social security number.

Last name.

First name.

GS level.

Eligibility date.

Office Region (I through 10 or

Headquarters).

Annual "Adjusted Gross Income;"

Percentage amount for the period of May I through April 30.

Monthly "maximum" amount for the period of May I through April 30.

New annual "Adjusted Gross Income;"

New percentage amount for the period of

May 1 through April 30.

New "maximum" amount for the period of

May 1 through April 30.

Child name.

Child age.

Date of ineligibility.

Reason for ineligibility.

Monthly subsidy paid (actual).

Monthly running total of subsidies paid to date for each employee.

Total "to date" subsidy paid for each employee.

Total number of parents enrolled in the program.

Total number of children.

Total quarter subsidy funds disbursed.

Total subsidy funds received from HUD.

Total subsidy funds disbursed to date.

Total administration fee.

Total administration fee amount received.

Estimated subsidy funds needed for next month.

Estimated subsidy funds needed for the next quarter.

Estimated administration funds needed for the next month; and

Estimated administration fee for the next quarter.

A002 Monthly Provider Report - Due the 15th of

Each Month monthly 12

Name of childcare facility.

Name of facility point-of-contact.

Address of provider.

Phone of provider.

Name of employee.

Amount invoiced.

Date of receipt of invoice.

Date reminder letter sent due to late invoicing.

Date award given.

Date award terminated; and

Reason for termination of award.

A003 Monthly Application Report — Due the 15th of Each Month monthly 12

Number of applications received.

Number of subsidies awarded.

Last name.

First name.

GS level.

Eligibility date.

Office Region (I through 10 or

Headquarters).

Annual "Adjusted Gross Income"

Amount of subsidy award

Number of subsidies terminated.

Last name.

First name.

GS level.

Ineligibility date

Reason for termination

A004 Annual Recertification Report - Due no later than May 20 monthly 12

Employee social security number.

Last name.

First name.

GS level.

Eligibility date.

Office Region (I through 10 or

Headquarters).

Annual "Adjusted Gross Income;"

Percentage amount for the period of May I through April 30.

Monthly "maximum" amount for the period of May I through April 30.

New annual "Adjusted Gross Income;"

New percentage amount for the period of

May 1 through April 30.

New "maximum" amount for the period of

May 1 through April 30.

Child name.

Child age.

Date of ineligibility.

Reason for ineligibility.

A005 Annual Tax Report — Due no later than

December 20

Yearly

Name of employee.

Employee social security number; and

Total annual amount of tuition subsidy received.

A006 Annual OPM Report — TBD per OPM requirements monthly 12

Total amount of funds disbursed during the past FY.

Highest weekly amount awarded during the past FY.

Lowest weekly amount awarded during the past FY.

Average weekly amount of childcare subsidy awarded during the past FY.

Number of employees who received a subsidy.

Number of employees who received a subsidy by grade level, if both parents work for the same agency, count both parents;

and

Type of OPM childcare subsidy model used.

A007 Invoices: monthly 12

The contractor shall submit invoices on a monthly basis by the 20th of each month including but not limited to the following information:

Name of company.

Phone number.

Invoice number.

Date of invoice.

Contract number.

Description of service provided.

Subsidy

Subsidy period

Administration fee

Administration fee period total amount of subsidy invoiced; and

Total amount of administration fee invoiced.

The contractor shall submit invoices through the Department of Treasury Bureau of Fiscal

Services’ Invoice Platform Processing

System. The contractor shall submit copy of invoices for the subsidy and administration fees to the COR and Program Manager.

6.1 Quality Control Plan

The Contractor's QCP shall be delivered to the COR within 30 business days after contract award (or with the Contractor's proposal if it is an evaluation factor). The QCP shall be submitted to the COR within 30 business days when changes are made thereafter. After acceptance of the QCP, the Contractor shall receive the Contracting Officer's acceptance in writing of any proposed change to its quality control system.

6.2 Acceptance Criteria

All deliverables shall be submitted in a draft format agreed upon by the Contractor and the Government. Upon review and acceptance by the Government, the Contractor shall address all Government comments and submit a final draft with 5 business days of Government notification.

Acceptance of all deliverables shall be .pdf or .docx

7 Performance Requirements Summary

The Performance Requirement Summary (PRS) chart below lists the contracts primary requirements, the associated performance standards, the expected target performance, and the methods of surveillance. While some contract requirements may not be listed in the PRS chart below, requirements not appearing in the PRS chart do not negate the Contractors obligation to perform all requirements as specified in the contract. Additionally, HUD reserves all rights and remedies under the provisions and clauses of the contract when performance of any contract requirement, whether listed below, is unacceptable. HUD has developed a Quality Assurance Surveillance Plan, but is subject to change, to be used to provide contract oversight. In conjunction with the Contractors Quality Control Plan and various other methods of assessing performance, the COR and PPM may perform on-site reviews and/or other types of verification to determine that the specified target performance requirements have been met. Regular review of Contractor performance is critical to the overall success of the contract. On a monthly basis, the COR will evaluate the quality of the product(s), or service(s).

The Performance Requirements Summary (PRS) headings are defined as follows:

1. PWS Section- Lists the section in the PWS the Contractor shall perform service.

2. Performance Statements (PWS Reference)- Lists the applicable outcome (service required) as stated in the PWS.

3. Performance Standard- States the performance standard(s) that the Contractor must meet as set forth for completeness, reliability, accuracy, timeliness, and quality.

4. Acceptable Quality Level (AQL)- Percentage or minimum required acceptable level of service (i.e., no more than one customer complaint per report).

5. Surveillance Method- Lists the assessment/monitoring method the Government will use to evaluate the Contractors performance in meeting the contract requirements and indicates who performs the surveillance. Definitions of methods of surveillance are below.

1. 100% Inspection- Used for those products and services which are considered critical tasks. All tasks that use this method of surveillance shall be reviewed by HUD and certified for its completeness, accuracy, and conformance to HUDs standard.

2. Validated User Complaints- User complaints shall be received through various communications, telephone calls/surveys, email, forum entries, etc. User complaints shall be recorded and maintained by HUD.

6. Incentive/Disincentive- States the outcome for performance above, or below the AQL of service.

Performance Requirement Summary (PRS)

Statements Standards/AQLs Incentive/Remedy

5.1 The contractor shall

receive applications from the employees and childcare providers including, but not limited to the following materials:

•Application form.

•OPM 1644 Form.

•Copies of the two most recent pay statements.

•Copy of the most recent Federal and state income tax forms.

•Copy of the provider's license, or proof of license, and/or statement of compliance with state and/or local childcare regulations; and •Copy of the most recent SF-50 "Notification of Personnel Action •Determination of subsidy award •Amount of subsidy award •Date subsidy will begin

a) Timely notification of eligibility within 10 business days AQL: zero deviation

b) Early identification of problems with packages within 10 business days AQL: zero deviation

c) Compliant with applicable standards AQL: zero deviation

3% Remedy - Reduction from Contractor Invoice/ Administrative Fee

Statements Standards/AQLs Incentive/Remedy

5.2 The contractor shall

have written policies and procedures in place to provide cost recovery in the event the vendor disburses subsidy funds to ineligible

a) Early identification of problems AQL: zero deviation

b) Compliant with applicable standards AQL: zero deviation

c) Deliverables are made in accordance with schedule AQL: zero deviation

3% Remedy -- Reduction from Contractor Invoice Administrative Fee employees. HUD expects in such a case that the recovery of funds will be collected within 60 business days from the date the overpayment is found. If the funds are not collected within the 60 business days, HUD will deduct the amount of the overpayment from the vendor's administrative fee.

Statements Standards/AQLs Incentive/Remedy

5.3 The contractor shall

establish a protocol for validating employment status prior to the distribution of monthly checks.

a) Demonstrates efficiencies AQL: 5% deviation

b) Standard: Reports are accurate AQL: zero deviation

2% Remedy - - - Reduction from Contractor Invoice/ Administrative Fee

Statements Standards/AQLs Incentive/Remedy

5.4 The contractor shall

review all materials received to determine eligibility for tuition assistance and the amount of assistance in compliance with the percentage, salary ranges, and monthly maximum amounts established by HUD

Performance Standards

a) Standard: 100% review AQL: zero deviation

3% Remedy - - Reduction from Contractor Invoice/

Statements Standards/AQLs Incentive/Remedy

5.5 The contractor shall

review all materials received to determine eligibility for tuition assistance and the amount of assistance in compliance with the percentage, salary ranges, and monthly maximum amounts established by

HUD.

a) Accurate AQL: zero deviation

b) Identifies and corrects deficiencies AQL: 0% deviation

c) Completes actions within specified deadlines AQL: 0% deviation

d) Responsive AQL: zero deviation

e) Real Time AQL: zero deviation

3% Remedy -- Reduction from Contractor Invoice/ Administrative Fee

Statements Standards/AQLs Incentive/Remedy

5.6 The contractor shall

notify employee in writing of the following award information:

•Determination of subsidy award •Amount of subsidy award •Date subsidy will begin

a) Timely notification of subsidy award within 10 business days.

AQL: 0% deviation

b) Accurate award determination.

AQL: 0% deviation

3% Remedy - - Reduction from Contractor Invoice/ Administrative Fee

Statements Standards/AQLs Incentive/Remedy

5.7 Incomplete

applications the contractor shall notify the employees and HUD in writing of the following:

•Materials submitted are incomplete.

a) Provides Continuous operation notifying HUD with applicant reports of incomplete applications on the 15th of every month.

AQL: 0% deviation

b) Identifies deficiencies and notifies applicant within 10 day that package is incomplete.

AQL: 0% deviation

3% Remedy - - Reduction from Contractor Invoice/

Statements Standards/AQLs Incentive/Remedy

5.8 The contractor shall

notify the provider in writing of the following:

•Name of employee and award amount.

•Instructions for invoicing each month.

•Instructions for payment of subsidy.

•Standard operating procedures related to deadlines for submission of invoices, change in license status, etc.

a) Provides Continuous operation by providing childcare providers written instructions on operating processes.

AQL: 0% deviation

b) Reports are accurate AQL: 0% deviation

c) Deliverables are received in accordance with the monthly schedule AQL: 0% deviation

2% Remedy - - Reduction from Contractor Invoice/ Administrative Fee

Statements Standards/AQLs Incentive/Remedy

5.9 The contractor shall

receive and review monthly invoices from the employee:

1. No later than the 15th of each month.

2. Shall review monthly invoices received from the provider for accuracy and verify services were provided.

3. Shall certify services were provided by ensuring both the employee and service provider have signed and dated the invoice.

4. The contractor shall pay the provider directly, not the employee, within 10 business days of receipt of an accurate and complete invoice.

a) Provides Continuous operation reviewing provider invoices for accurate payments by the 15th of every month.

AQL: 0% deviation

b) Completed within established maximum payable amount.

AQL: 0% deviation

c) Reports are accurate and provided by the 15th of every month.

AQL: 0% deviation

d) Deliverables are made in accordance with schedule due the 15th of every month.

AQL: 0% deviation

e) Verify / Validate services were provided by ensuring both the employee and service provider.

AQL: 0% deviation

3% Remedy - - Reduction from

5. The contractor shall notify the provider in writing by the 15th of each month that an invoice has not been received for the preceding month.

Statements Standards/AQLs Incentive/Remedy

5.10 The contractor shall

determine the amount to be paid to the provider per the following HUD established criteria:

•Percentage of total childcare costs; and •Monthly "maximum" subsidy amount designated for 1 child or 2 or more children. The amount of your tuition assistance is based on a percentage of childcare costs in relation to total family income. A cap is placed on the monthly amount that can be awarded if you have one (1) eligible child, with a slightly higher cap if you have two (2) or more eligible children whether or not they both incur covered childcare expenses for a given month.

These cap amounts apply to your total subsidy amount for the month and not

a) Provides Continuous operation by informing HUD the status of applicants through monthly applicant reports.

AQL: 0% deviation

b) Completed within maximum eligibility standard.

AQL: 0% deviation

c) Standard: Compliant with applicable standards as it relates to applicant eligibility.

AQL: 0% deviation

d) Standard: Provide timely monthly applicant reports.

AQL: 0% deviation

e) Standard: Verified within 10 business days of receipt.

AQL: 0% deviation

3% Remedy - - Reduction from the cost of your care per child.

1. The contractor shall prorate the subsidy amount paid for any period of less than a whole month.

2. The contractor shall notify the parent and provider in writing that the subsidy is terminated per the following conditions:

·Child attains the age of 13.

·Disabled child attains the age of 18.

·Total family income exceeds the amount specified within the Child Care Subsidy Program Guide.

Statements Standards/AQLs Incentive/Remedy

5.11 The contractor shall

have an electronic system that will be used to track and monitor subsidy recipients, including verification of employment status.

a) Provides Continuous operation AQL: 0% deviation

b) Addresses all errors and inadequacies tracking payment to providers within 30 business days.

AQL: 0% deviation

c) No substantive or repeated flaws in tracking provider payments with electronic system within 30 business days.

AQL: 0% deviation

3% Remedy - Reduction from Contractor Invoice/ Administrative Fee

Statements Standards/AQLs Incentive/Remedy

5.12 The contractor shall

incorporate a 2% cost of living increase IAW the collective bargaining agreement.

a) Completed within cost year requirement AQL: 0% deviation

b) Compliant with applicable standards (IAW) collective bargaining unit.

AQL: 0% deviation

2% Remedy - Reduction from Contractor Invoice/

5.13 The contractor shall

provide Annual Tax Report a ) Reports are accurate AQL: 0% deviation

b) Deliverables are received in accordance with the yearly schedule December 20

3% Remedy - Reduction from Contractor Invoice/