Attachment 1-SOW for Backup Care - 10-25-22 v3.docx

Statement of Work (SOW) Back-Up Child and Elder Care Services US Securities and Exchange Commission (SEC)

INTRODUCTION

The SEC has a requirement for a contractor to provide back-up child and elder care services to be offered by the SEC for its employees nationwide. The SEC has one location in the Washington Metropolitan Area and 11 regional offices. The SEC Headquarters (Station Place) is located in downtown Washington, DC next to Union Station, and the Regional offices are located in the cities of Atlanta GA, Boston MA, Chicago IL, Denver CO, Fort Worth TX, Los Angeles CA, Miami FL, New York NY, Philadelphia PA, Salt Lake City UT, and San Francisco CA. (See Appendix A for specific addresses and employee population at each location).

The services provided by this contract shall better enable SEC employees to provide their families with safe, clean and secure environments when regular child and elder care arrangements break down or are otherwise not available.

BACKGROUND

The Society of Human Resource Managers (SHRM) identified the growth in the number of workers with elder care responsibilities and the growth in the number of workers with both elder and child care responsibilities as two significant demographic trends having a major strategic impact on organizations (SHRM Workplace Forecast, 2011). It is a recognized business practice to support employees to better balance work and home life demands in order to achieve agency mission objectives and the SEC endorses this philosophy. The contractor shall provide SEC employees access to a reliable, monitored, and comprehensive national referral and placement network of back-up child and elder care services.

During a 1-year period, the number of slots used per month ranged from 137 to 550, with an overall monthly average of 301. Contractor shall present a reasonable and flexible plan that would ensure recipients can receive back-up care and minimize turnaways.

SCOPE

The Securities and Exchange Commission (SEC) is seeking a contractor to provide SEC employees 24 hour online and telephonic access to a nation-wide, centralized registration, referral, and placement service for child and elder care recipients. Care recipients include dependent child, “mildly-ill child” and elderly (adult) family members. The nation-wide placement service shall allow care recipients access to a comprehensive network of licensed and qualified child care centers and in-home providers.

This contract shall provide geographic flexibility, so that employees can choose centers or in-home providers either close to home or close to work as needed. Additionally, SEC employees travel to cities across the country on SEC business. The comprehensive network of licensed and qualified child care centers and in-home providers shall cover cities across the country so that family care shall not be a burden when travel for work is necessary.

A comprehensive network shall consist of at least 5 qualified child care centers within a 25 mile radius of SEC offices (See Appendix A). (This includes SEC’s Washington, DC headquarters where there are approximately 2600 employees that would be eligible for back up care).

OBJECTIVES

The SEC will contract with a selected vendor to achieve the following objectives:

· Provide a 24 hour centralized (online and telephonic) registration, referral and placement process for employees to access and utilize services of licensed and qualified child care centers and in-home providers for child, “mildly-ill” child, and elder care.

· Provide SEC employees access to a comprehensive network of licensed and qualified child care centers and in-home providers in close proximity to the SEC offices (See Appendix A).

· Minimize employee lost work hours due to scheduled and unscheduled breakdowns in regular family care.

· Minimize the number of turnaways due to backup care monthly capacities being met.

· Produce reports to measure improved employee attendance and performance due to reduced need for taking time off for unexpected family care situations.

SPECIFIC TASKS

· Contractor shall provide a 24 hour centralized (online and telephonic) registration process for employees to register care recipients in advance of requesting back up care services.

· Contractor shall provide SEC employees 24 hour centralized (online and telephonic) process providing reservation and placement within a nation-wide comprehensive network consisting of at least 5 licensed and qualified child care centers within a 25 mile radius of SEC offices (See Appendix A for specific addresses and employee population at each location).

· Contractor shall provide SEC employees access to a nation-wide comprehensive network of licensed and qualified in-home providers for child, “mildly-ill” child, and elder care recipients.

· Contractor shall initiate and conduct marketing efforts and produce materials to inform and educate employees regarding available referral and placement services for back up care recipients.

· Contractor shall comply with various SEC OIT Policies and Procedures, including Security, Section 508 Compliance, Privacy, and Records Management.

· Contractor shall maintain a website that meets the requirements of SEC’s Office of Information Technology (OIT), as well as Federal Requirements and Industry Standards. This includes compliance with Section 508 requirements for Electronic and Technology Information Accessibility.

· Contractor website systems shall undergo a Certification and Accreditation (C&A) as required by federal law. C&A results from other agencies can be important inputs to the SEC C&A review, but may not be sufficient to serve as the equivalent of the SEC’s C&A. Contractor systems shall not contain SEC data without obtaining an Authorization to Operate (ATO) from the SEC’s Designated Approval Authority (DAA). ATO requires the DAA’s review of the C&A documentation and an assessment of the risks associated with the system.

· Contractor shall have appropriate safeguards established and in place to protect Personal Identifying Information that is obtained in the regular course of business.

· The contractor shall conduct an annual survey of registered employees to assess satisfaction with services.

· The contractor shall submit a monthly report subject to the Government review and request for adjustments when necessary by SEC.

· The contractor shall prepare monthly utilization reports and assessment of services to ensure quality services and effective use of programming. Monthly reports should include detail of the number of employees unable to receive service due to capacity limits or any particular reason.

· The contractor shall collaborate with other SEC Work/Life and Wellness Programs initiatives in cross-promotional efforts. Work/Life and Wellness Programs include WorkLife4You, a comprehensive employee resource and referral program; an Employee Assistance Program (EAP); The Harbor, SEC’s onsite child development center; fitness programs; and walk-in Health Units.

· The contractor shall ensure sound contractual relationships with subcontracted network providers for the duration of the proposed contract period.

· A 24 hour centralized (online and telephonic) process providing reservation and placement services to licensed and qualified child care centers and in-home agencies.

· Trained, professional specialists staffing the telephone call-in center.

· Contractor shall pre-screen care providers and collect any co-pays at time of reservation for care.

· The backup care centers shall be safe, clean and secure environments.

· Back up care centers and in-home care agencies shall maintain proper staff ratios for all age groups cared for in compliance with all Federal, State and local laws and licensing regulations governing their operation.

· Back up care centers and in-home care agencies shall ensure caregivers are well-trained and professional and are appropriately certified, licensed, and registered to professional, State and Federal requirements.

· Contractor shall implement and provide a method of periodic (at least annually) verification of certification and licensure of all back up care and in-home agencies within its network.

· Back up care centers and in-home agencies shall demonstrate hours of operation consistent with typical work schedules of employees, providing services opening no later than 8:00 am and closing no earlier than 6:00 pm.

· Back up care centers shall provide developmentally appropriate programming and recreational activities with planned, yet flexible daily activities that reflect the interests and diversity of the children or adult dependents in care.

· Access to services for SEC employee family members including, but not limited to, well and mildly ill children ages 3 months to 12 years old and adult dependents.

· Provide indemnity to SEC from liability in an amount required by law and of at least $20 million.

· As new care centers and agencies become part of the contractor’s network of services over the course of the contract, where appropriate, these resources shall also become available to SEC employees.

QUALITY ASSURANCE

· To help gauge reliability of the backup care program, under a new contract arrangement, the contractor shall work to ensure the number of care recipients unable to receive care due to contract placement capacities being met (“turnaways”) is as close to zero as possible.

· The contractor shall ensure appropriate service standards, oversight and communication with subcontracted providers to ensure quality of care and adherence to state and federal requirements.

APPENDIX A – SEC LOCATIONS

Station Place

100 F Street, NE

Washington, D.C. 20549-2000

Atlanta Regional Office

950 East Paces Ferry Road, NE, Suite 900

Atlanta, GA 30326-1382

Boston Regional Office

33 Arch Street

23rd Floor

Boston, MA 02110

Chicago Regional Office

175 W. Jackson Boulevard

Suite 900

Chicago, IL 60604

Denver Regional Office

1801 California Street

Suite 1500

Denver, Colorado 80202-2656

Fort Worth Regional Office

Burnett Plaza, Suite 1900

801 Cherry Street, Unit 18

Fort Worth, Texas, 76102

Miami Regional Office

801 Brickell Avenue

Suite 1800

Miami, Florida 33131

Los Angeles Regional Office

5670 Wilshire Boulevard, 11th Floor

Los Angeles, CA 90036-3648

New York Regional Office 386 3 World Financial Center Room 437 New York, NY 10281-102 Philadelphia Regional Office The Mellon Independence Center 701 Market Street Philadelphia, PA 19106-1532

Salt Lake Regional Office 15 W. South Temple Street Suite 1800 Salt Lake City, UT 84101

San Francisco Regional Office 44 Montgomery Street, Suite 2600 San Francisco, CA 94104

Approximate Total SEC Employees