Attachment 1 - Statement of Work (SOW).pdf

STAR SOW

STATEMENT OF WORK (SOW)

State and Tribal Technical Assistance and Resources (STAR) Training and Technical Assistance (TTA) for Temporary Assistance for Needy Families (TANF) Programs

1.0 General

The Office of Family Assistance (OFA), an operating division of the United States (U.S.) Department of Health and Human Services (HHS), Administration for Children and Families (ACF), administers several key federal programs that foster economic security and stability. The programs include the $16.4 billion state and tribal Temporary Assistance for Needy Families (TANF) programs under Title IV-A of the Social Security Act, the Native Employment Works (NEW) program authorized by amendments to section 412(a)(2) of the Social Security Act, the Tribal TANF Child Welfare (TTCW) collaboration grants reauthorized under the Claims Resolution Act of 2010 (42 USC 603 (a)(2)(B)), 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 (Public Law 111-291).

OFA is in the early stages of implementing major changes to the TANF program based on the Fiscal Responsibility Act (FRA) of 2023 (PUBLIC LAW 118–5).

Federal TANF policy has remained relatively unchanged since its passage in 1996 with some changes in 2005, 2010, and more changes as a result of the FRA. As of 2020, less than 20% of eligible families received TANF assistance and a majority of TANF cases are child-only. Coupled with changing social and economic dynamics, TANF programs are often at crossroads. All of these realities support the need for enhanced Training and Technical Assistance (TTA) to TANF programs to improve administration, strengthen partnerships, increase participation, maximize resources, and increase outcomes.

This is a non-personal services contract to provide training and technical assistance (TTA). The Government will not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor, who, in turn, is responsible to the Government.

1.1 Description of Services/Introduction

The Contractor shall provide expertise in the delivery of TTA to a variety of TANF partners. This TTA may be proactive, i.e., OFA-initiated policy academies, topical roundtables and workshops, national summits, and webinars. It may also be responsive to specific needs identified by TANF programs and partners. The Contractor shall be responsible for developing and implementing core TTA activities, which may include, but are not limited to:

Developing and deploying individual and group-based TA on short and longer-term bases;

Providing internal or access to external subject matter expertise in relevant topical areas such as:

impacting TANF performance and participant outcomes, including workforce development, case management models, coaching, career pathways, outcome measures, improving program designs and strategies, engaging families in program development, and program modernization;

Providing logistical support and content development for TTA activities including strategic design, agenda and activities planning and development, SME identification, meeting facilitation, peer-to-peer engagement, and meeting management;

DEPARTMENT OF HEALTH & HUMAN SERVICES

Administration for Children Families

GOVERNMENT CONTRACTING SERVICES

Developing relevant written products, tools, and materials; and coordinating information dissemination; and

Managing and updating the OFA Peer Technical Assistance (PeerTA) website to inform, support, and engage TANF audiences.

1.2 Background:

In August 1996, former President Clinton signed Personal Responsibility and Work Opportunity Reconciliation Act (PRWORA), which ended Aid to Families with Dependent Children (AFDC) and created Temporary Assistance to Needy Families (TANF). TANF is a broad-purpose block grant to the states, which helps fund a wide range of benefits, services and activities to address the effects of, and root causes of child poverty and economic security and stability.

The Office of Family Assistance (OFA) administers several key federal programs that foster economic security and stability. The programs include the $16.4 billion state and tribal Temporary Assistance for Needy Families (TANF) programs under Title IV-A of the Social Security Act, the Native Employment Works (NEW) program authorized by amendments to section 412(a)(2) of the Social Security Act, the Tribal TANF Child Welfare (TTCW) collaboration grants reauthorized under the Claims Resolution Act of 2010 (42 USC 603 (a)(2)(B)), 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 (Public Law 111-291). OFA is in the early stages of implementing major changes to the TANF program based on the Fiscal Responsibility Act (FRA) of 2023 (PUBLIC LAW 118–5).

The goal of OFA is to increase family economic security and stability by supporting state, territory, tribal, and community grantee partners to design and implement programs that focus simultaneously on parental employment and child and family well-being. Additionally, to accomplish its goal, OFA promotes collaboration among human services agencies, workforce agencies, and educational institutions to encourage service delivery that addresses outcomes for both parents and their children.

The provision of TTA to TANF programs has evolved in many ways and an iteration of this contract has been awarded for over 20 years. OFA has sponsored national and regional meetings, policy academies, webinars and the PeerTA websites. With the increased use of virtual engagements and data analytics, OFA continues to make certain that TTA is responsive and relevant.

1.3 Objectives:

The Contractor shall devise a plan to incorporate dynamic and innovative TTA activities into OFA’s TANF TTA. STAR will serve as the primary vehicle for supporting OFA’s TANF TA activities. The Contractor shall provide recommendations for incorporating new approaches for developing and delivering TTA to TANF programs. The Contractor shall provide new and/or existing strategies for delivering and capturing lessons learned from funded TTA.

1.4 Scope:

The primary scope of this procurement is the development and delivery of TTA to state, tribal, and local TANF programs and partners, and TTCW Coordination and NEW grantees. This TTA includes the provision of program supports, strategic planning, facilitated communication, and peer to peer engagement focused on improving programmatic operations and outcomes. TTA includes, but is not limited to, providing technical and programmatic subject matter expertise (SME), peer-to-peer engagement, virtual training, information dissemination, strategic planning, and partnership development.

The Contractor must provide all necessary qualified personnel, equipment, materials, supplies, facilities, and any other services that are necessary for or incidental to the performance of the work described in this SOW.

During the Orientation/Kick-Off Meeting at the beginning of each fiscal year, OFA will discuss its TTA priorities so that a specific work plan can be developed. Priorities and activities are subject to change, given evolving OFA priorities.

This contract includes content, logistical and administrative support for virtual and face to face conferences and meetings. The Contractor shall identify and secure Subject Matter Experts (SMEs) as well as any needed logistical support. In assigning of staff, the Contractor shall provide information on the skills and abilities of all staff on the contract. Aligned with Administration guidance related to diversity, equity, and inclusion, the Contractor is responsible for submitting its plan for ensuring diversity of contract administration and its strategy for increasing racial, ethnic, regional, gender, and generational diversity in the delivery of TTA.

The contractor shall manage and enhance the design, look, feel and utility of the OFA PeerTA website, which is designed to inform and support the TANF program and the public. The Contractor will provide an annual review and recommendations to the COR on potential enhancements.

This section governs all tasks and sub-tasks identified under this contract. The Contractor should expect that the technical assistance provision described in this SOW is specific to state and tribal TANF agencies and other TANF stakeholders.

1.4.1 Roles and Responsibilities of FPM, COR, and Contractor

The Federal Project Program Manager (FPM) is responsible for advising the Contracting Officer Representative (COR) and Contractor of the overarching legislative and programmatic requirements related to activities performed under the contract. The FPM also serves in the capacity to help develop, review, and approve proposed TTA activities and written products along with the COR and OFA Management.

The COR is responsible for advising the FPM and the Contractor on the day-to-day management and implementation of the project deliverables. The COR serves as the daily contact with the Contractor and coordinates with the Contractor to develop, review, and approve proposed TTA activities and written products. All tasks are subject to the guidance, input, and approval of the COR. The COR and FPM are responsible for assessing the quality of all products created and ultimately submitted by the Contractor.

The Contractor is responsible for all tasks under this contract, including hiring qualified personnel, and procuring all necessary equipment, materials, supplies, services, and facilities. The Contractor is responsible for assigning a State and Tribal Technical Assistance and Resources (STAR) Project Manager who shall serve as the main point of contact for this contract. The Contractor is also responsible for the development, oversight, and implementation of the project management plan and other roles and responsibilities described in this SOW.

1.4.2 Roles and Responsibilities of STAR TTA Contract Project Manager

The STAR TTA Project Manager must consult with the FPM and the COR at least bi-weekly (once every two weeks) regarding the status of each deliverable and task. The Project Manager must:

Have specific, current, reliable knowledge of TANF and related programs, and must have a documented history of providing TTA;

Coordinate the development and implementation of all tasks outlined in the SOW;

Seek clarification from OFA on all questions related to the project’s scope and objectives;

Collaborate with OFA to determine the most effective and efficient means for achieving the specific project deliverables;

Seek and obtain the Contracting Officer’s (CO) approval for any changes in project scope, schedule, and project costs;

Document and report to OFA any challenges that may delay development and submission of project deliverables;

Develop a detailed performance management plan—in coordination with OFA—to monitor and track progress and project performance based on desired outcomes;

Develop a comprehensive quality assurance plan to ensure that services and products achieve the desired objectives and intended results of this project;

Ensure that all deliverables are received by OFA on time, within scope, and within budget;

Monitor the project budget and report budget status to the CO and COR as stipulated in the contract;

Establish, coordinate, and maintain relationships between Contractor and third-party vendors for project deliverables (as needed); and Create and maintain project documentation and reporting process.

2.0 Tasks

Task 1.0 Contract Administration

Task 1.1 Orientation Meeting with Contracting Officer Representative (COR)

The Contractor shall schedule, coordinate, and host an Orientation Meeting no later than 15 business days of contract award and 15 business days of each option, if exercised. The meeting shall provide the opportunity to discuss technical, management, and logistical issues; review the requirements in the SOW;

discuss required contract activities, milestones, and deliverables; discuss any questions on specific activities and procedures to be followed to meet required objectives; discuss expected outcomes and performance indicators, travel authorizations; and reporting procedures.

For each orientation meeting, the Contractor shall develop an agenda 5 business days prior to the meeting for OFA review and approval, provide a note taker, and any additional materials needed for the meeting.

The Contractor shall submit the names and role(s) of recommended attendees for the meeting for OFA review.

The Contractor shall provide a detailed summary of the meeting within 10 business days of the meeting’s conclusion. The summary must include, at minimum, a list of attendees, summary of the key topics discussed, major decisions made, any deliverables, and next steps.

During the Orientation Meeting, ACF/Office of the Chief Information Officer (OCIO) staff will provide an overview of the ACF OCIO Intake Request Form used to formalize/start the ACF OCIO Governance Framework requirements. The Contractor shall complete an ACF OCIO Intake Request Form within 5 days after Orientation Meeting and submit it to the ACF OCIO Portfolio Management and Governance Division, customer_engagement@acf.hhs.gov.

Task 1.2 Project Work Plan

At the beginning of each performance period, and within 10 business days, the contractor shall submit a Project Work Plan that incorporates a deliverables matrix with proposed TTA delivery methods, specific timelines for development and completion, and a clear justification for the methods and timelines proposed.

During the initial Orientation Meeting, and within 15 calendar days of each option year if exercised, the Contractor and the COR shall discuss OFA priorities and specific activities OFA foresees for the upcoming project year. The Contractor shall capture this information and use it to develop a comprehensive revised Project Work Plan for COR review and approval. It is the expectation for the contractor to take an additional 10 business days to revise the plan and resubmit. The revised Project Work Plan will be due to the COR 10 business days after the Orientation Meeting and subsequent option years. All activities within the Project Work Plan are subject to change and must be approved by OFA.

Task 1.3 Project Management Plan

The contractor shall develop and deliver a draft and final Project Management Plan for Project Manager and COR approval that is based on the contractor’s proposed solution outlining the proposed management approach, the tasks and deliverables necessary to meet the objectives of this contract to include:

milestones, tasks, and subtasks. The contractor shall document all support requirements in the Project Management Plan. The Project Management Plan shall contain, at minimum, the following for each task:

Contractor decision-making processes, including how any potential areas of disagreement shall be resolved so as to avoid the unnecessary expenditure of government resources; to include an escalation or mitigation plan;

Processes governing how the contractor shall obtain approval from the PM or COR for specific tasks outlined in the SOW;

Schedule for check-in and routine communication with the PM and COR, such as weekly calls;

Project Management approach;

Risk management and quality assurance policies;

Contractor team organizational structure or personnel chart; and

Documentation management, including ensuring that information is stored in the appropriate ACF/OFA document repositories and configuration management tools.

In developing the plan and in the assigning of staff, the Contractor shall provide information on the skills and abilities of all staff on the contract. Aligned with Administration guidance related to diversity, equity, and inclusion, the Contractor is responsible for submitting its plan for ensuring diversity of contract administration and its strategy for increasing racial, ethnic, regional, gender, and generational diversity in the delivery of TTA.

Staff must be well versed in TANF, and at least one of the general areas of public benefits, employment and training, child support, childcare, housing stability, low-wage labor markets, career pathways systems, executive skills development, case management strategies, including those that incorporate coaching/career pathways and assessment, social enterprise, and other related topics. The proposed staffing matrix must include a rationale for assignment to specific tasks. The Project Management Plan is an evolutionary document that at minimum shall be updated every quarter, including any and all option years. When the updates are made, the contractor shall provide the COR a copy for review. The contractor shall work from the latest government-approved version of the Project Management Plan. The Contractor must submit a revised Project Management Plan within 10 business days after quarterly updates.

Task 1.4 Quality Assurance Surveillance Plan

The Government intends to utilize a Quality Assurance Surveillance Plan (QASP) to monitor the quality of the Contractor’s performance. The oversight provided for in the contract and in the QASP will help to ensure that service levels reach and maintain the required levels throughout the contract term. Further, the QASP provides the COR with a proactive way to avoid unacceptable or deficient performance and provides verifiable input for the Contractor Performance Assessment Reporting System (CPARS). The QASP shall provide the basis for performing and controlling the project’s activities in accordance with the Contract.

The Contracting Officer Representative (COR) shall systematically monitor TTA activities to ensure that quality standards are met. The plan will include, at a minimum, TTA reviews, process, output and outcome measurement, feedback loops, and ongoing assessments of TTA development and implementation.

The performance level is established at 90 percent. Other levels of performance are keyed to the relative importance of the task in relation to the overall mission performance of the Office of Family Assistance.

The Contractor’s QASP must focus on measures to understand the extent to which:

the TTA activities are consistent with the broader objectives and adhere to adult learning principles;

reports are submitted timely with minimal errors and revision, and are relevant to the TANF based on needs or the latest research in the field; and TTA is logical and responsive to the TTA requester and OFA needs.

Additionally, the Contractor must report monthly on various performance measures and outcomes including, but not limited to, the following:

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

number of TTA activities supported during the month;

number of TTA products and tools developed or disseminated during the month;

percentage of TTA recipients reporting scores of at least 85% satisfaction with TTA interventions;

percentage of TTA recipients reporting increase in knowledge; and percentage of TTA recipients reporting that they made changes to their program, policies, or procedures as a result of the TTA.

Task 1.5 Quality Control Plan

The Vendor shall develop, maintain, enforce, and document a Quality Control Plan (QCP). The vendor shall employ realistic and substantial methods and monitoring techniques for improving the overall quality. Within the QCP, the vendor shall identify its approach for providing quality control in meeting the requirements of the contract.

Specifically, the vendor shall describe:

1. Quality control methodology for accomplishing the performance expectations and objectives;

2. Processes and procedures that provides high quality performance for each Task Area;

3. Approach to planning, organizing, and managing internal resources, including subcontractors to include lines of authority;

4. Methodology to identify and resolve issues and problems, including escalation procedures;

5. Rationale for tracking and reporting progress and costs and integrating the requirements of the contract; and

6. Approach to ensure cost, performance and schedule objectives adhere to task planning.

The vendor shall provide the Government with a draft QCP on which the Government shall make comments. The vendor shall update the draft QCP in accordance with the Governments comments and provide a final QCP ten workdays after receipt of Government comments.

The vendor shall update the Quality Control Plan (QCP) periodically to include the following:

1. The vendor’s overall approach and procedures for meeting each of the Acceptable Quality Levels (AQLs) within the QUALITY ASSURANCE SURVELLANCE PLAN (QASP). The updates shall also include communicating with the Government, resolving deficiencies, and identifying potential improvements and efficiencies;

2. A description of the vendor’s internal review process to include who shall perform the review, the frequency, the method, and a listing of services/products/capabilities under review;

3. The benchmark metrics that shall be used to evaluate internal program performance and identify improvement areas;

4. The process and procedures for achieving the performance objectives of the QUALITY ASSURANCE SURVELLANCE PLAN; and

5. The vendor’s approach and procedures for handling corrective action, without dependence upon Government direction, and for implementing potential improvements to program services/products/capabilities.

Task 1.6 Project Meetings

The Contractor must be available for bi-weekly contract status conference calls with key OFA staff. For all meetings with the COR and OFA, the Contractor shall develop the agenda for the meeting, and it must include an update on all TTA. The Contractor must prepare the agenda and weekly summary of activities and submit the agenda and summary at least 24 hours prior to the bi-weekly meeting for discussion during the call. The Contractor shall provide a note-taker to capture all discussion points during the calls, and any requested materials for each call. The Contractor shall provide a summary of each call and provide the summary to the COR within 48 hours after the bi-weekly calls.

Task 1.7 Priority Requests

OFA will receive priority requests for TTA information that requires an immediate response. The Contractor will respond to the COR’s priority requests within 4 hours. (limited to no more than 10 priority requests per month). For priority requests, the Contractor will provide a task lead and contact information to ensure responsiveness to OFA needs.

Task 1.8 TTA Documents

Once approved by the COR, the Contractor shall provide all materials and equipment, including but not limited to: written materials, handouts, workbooks, training materials, participants’ list, agendas, program books, evaluation forms, meeting signage, audiovisual equipment, and any new technology that may consolidate previously written documents (i.e., mobile apps). The contractor shall submit these materials and equipment to the COR 14 business days prior to a TTA event. If needed, these documents and materials should be made available electronically and by methods that are within contract budget and are approved by the COR.

Task 1.9 Monthly Progress Reports and Vouchers

The Contractor shall provide the COR with written monthly status reports that contain a detailed description of work completed during the preceding 30 days, any planned work and agreed upon metrics final details of the report contents and delivery schedule will be determined by the COR upon contract award. The Contractor must be prepared to submit the report no later than seven (7) business days before the end of each month.

The Contractor shall submit to the COR a written monthly progress report by the 20th calendar day of every month that summarize the status of project activities and accomplishments, any potential issues and risks that may cause a delay in performance and the proposed corrective action to be taken. These monthly reports must detail past-month and cumulative spending by task and spending projections by task for the remainder of the project. The format of this report, frequency, and content of the progress reports may be modified at the COR discretion."

Task 1.10 Annual Reports

The Contractor shall provide the COR with an annual written status report that contains information on work completed during the previous year, any metrics and potential next steps. The report must be submitted no later than 14 calendar days before the last day of the contract year. The Contractor and COR shall agree on the final format, including content and any change in the delivery schedule at each annual Orientation Meeting.

Task 2.0 Delivering Training and Technical Assistance

TTA Methods of Delivery

OFA utilizes a multifaceted approach to building the capacity of TANF programs to administer program components and coordinate services more effectively to achieve the purposes of TANF. The TTA takes various forms and includes in-person and virtual engagements and information sharing/dissemination.

The Contractor shall have a documented history of providing TTA to TANF programs and partners and the delivery of TTA most appropriate to TTA recipients. The COR, in collaboration with OFA’s FPM, will oversee all aspects of TTA planning and delivery.

Each year, OFA supports the development and delivery of approximately 175 distinct TTA activities. The Contractor shall support OFA in the development and delivery of distinct activities as approved by the COR. These activities may be in-person and virtual to support state, tribal, and local implementation of TANF programs to achieve the purposes of the program.

In consultation with and approval of OFA, the Contractor will determine the appropriate intensity of support depending upon the desired goal and priority established by OFA. The Contractor shall conduct formal needs assessments and readiness analyses to determine the most appropriate strategies and methods, frequency, and intensity of TTA and the Contractor will provide a proposed TTA strategy for all TA that outlines the processes associated with TTA delivery.

The strategy shall include specific details for the inclusion of TTA recipients (e.g., participant application review and selection, agenda development, staging or phasing plans, identifying teams); the amount of resources dedicated to TTA provision, and the level of engagement with TTA recipients (e.g., coaches, facilitators, subject matter experts (SMEs); the time-frame for delivery (period of months);

outputs/outcomes expected (e.g., plan development, implementation strategy); and whether the intervention is virtual, on-site, or product development (e.g., webinars, teleconferences, or development and dissemination of written products).

The COR will approve final TTA activities and OFA will determine the final format, processes, activities, and strategies based on the TTA strategies submitted by the Contractor.

Task 2.1 TTA Delivery Activities

The contractor shall meet with the COR and the FPM for the following:

Determine key priorities for TTA activities, the most appropriate format, frequency of TTA, and desired outcomes;

Develop a final TTA plan for review and approval within 10 business days of meeting that outlines the strategy for TA delivery;

Develop and deliver in-person and virtual TA activities on an as needed basis; and Develop a template that outlines key objectives, goals, attendees, task and responsibilities, and desired outcomes.

Task 2.2 Virtual Activities and Resources

The Contractor shall develop and manage up to 50 virtual technical assistance activities each year over the course of the contract (base year, plus four options years, 12 months each) for the broader TANF field.

OFA may identify key topics during the Orientation Meeting and outline a broad vision and potential schedule for the program year. Virtual activities include webinars, web-based trainings and site exchanges, information sharing, and virtual workshops/listening sessions, etc. The Contractor will work with the COR and FPM to determine the most appropriate resources to support the learning among virtual participants. The topics are subject to change depending on OFA priorities. The COR will request and approve any virtual activities.

The Contractor will support OFA in the development of virtual products and will finalize all virtual materials, including agendas, speaker identification and engagement, participant invitation, activity evaluation, participant follow-up, report development, and plan for next steps. The Contractor will prepare all materials seven calendar days prior to live events and subsequent to all activities and ensure that all products and supporting resources 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).

For live activities such as webinars, the Contractor shall provide a toll-free telephone line (if needed) and a ACF accessible webinar platform with the capacity to manage up to 3000 participants and arrange for all other associated logistics. The COR must approve any virtual platforms. Unless specifically notified by the COR, the Contractor shall provide content support, including but not limited to agenda and overview development, administration of OFA approved polling questions, identification and invitation of speakers and SMEs, facilitation, and summary reporting. The Contractor shall submit an evaluation report and Section 508 compliant PowerPoints, transcripts, reports and/or videos to the COR within 15 business days after each event. All submissions must be in platforms that are accessible by OFA to be uploaded to ACF’s YouTube channel.

Task 2.3 Written Products, Tools, and Resources

The Contractor shall coordinate with OFA to develop and deliver up to 25 written products per year relevant to the broader TANF field. These materials may include practice briefs, implementation briefs, podcasts, infographics, and/or briefing packages that improve outcomes for TANF participants, stimulate and foster innovation in TANF programs, and highlight and promote promising practices in the TANF field. The Contractor shall make recommendations for materials based on the type of TTA administered.

The Contractor shall submit an outline 90 days before the due date, and the first draft 75 days before the due date.

Task 2.4 Information Dissemination and Strategic Communications

The Contractor shall develop up to 52 weekly email alerts and up to 12 special email alerts on topics identified by the COR. The special email alerts are detailed summaries of specific topics of relevance with hyperlinks to the PeerTA website and intended to foster peer to peer dialogue, facilitate information sharing on topics of relevance to the TANF field, and share priority information from OFA and its partners.

The Contractor shall submit draft email alerts at least 5 business days before publication and special email alerts no later than 30 days prior to the publication or dissemination dates identified by the COR or his/her designee

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 3.0 TA Logistics and Support

OFA plans to support in-person national meetings, regional workshops, roundtables, and site exchanges throughout the contract. For all meetings, the Contractor shall assign a primary point of contact, establish a timeline for implementing in-person activities, and work directly with OFA to ensure timely delivery of in-person activity. For all meetings, the contractor shall:

Provide travel, lodging, and per diem for all in-person TA meetings approved by the COR for all approved SMEs in attendance. All travel activities must comply with federal travel regulations according to federal travel regulations, Section 301-2.4. The contractor shall be responsible for expenses over the reimbursement limits in that chapter. The government will not pay for excess costs resulting from circuitous routes, delays or luxury accommodations or services unnecessary or unjustified in the performance of official business.

In the case of an unexpected event such as a public health emergency that prevents the national or regional meetings from being held in person, the Contractor shall present at least five options to host meetings virtually to the COR. The contractor shall provide up to five virtual platform options for selection and approval by the COR.

Task 3.1 National TANF Meetings

The Contractor shall develop the agenda, peer interactions and networking activities that are based on ACF/OFA priorities, and feedback from the field. The Contractor shall provide all logistical and content support for national, state and tribal meetings. OFA plans to host a national state meeting in the base year and in option years two and four if exercised. OFA also intends to support a national tribal meeting in the base year and in each of the subsequent option years, if exercised. The contractor shall:

Provide all travel, lodging, and per diem for state TANF administrators and stakeholders (SMEs) from all 50 states, the District of Columbia, Puerto Rico, the Virgin Islands, and Guam for state national meetings. The Contractor shall provide all logistics for up to 2 ½ days and shall provide travel, lodging, and per diem for up to 150 SMEs.

Provide travel, lodging, and per diem for up to 300 tribal TANF, TTCW, and NEW SMEs approved to attend up to 2 ½ day national tribal meeting in accordance with federal travel regulations. For tribal meetings, the contractor shall secure meeting space at a Native facility, preferably at a non-gaming facility. If there is no reasonable meeting space available to accommodate the need, a gaming facility may be considered with documented justification and a search for nearby non-gaming hotels for federal staff.

Task 3.2 Roundtables and Site Exchanges

The Contractor shall conduct:

Task 3.2.1 Central Office Priority Actions

The contractor shall provide all logistical support for up to four (4) roundtables (Central or

Regional Office initiated) and up to 10 site exchanges for TANF SMEs in the base year and each option year. The Contractor shall support OFA in the development of the agenda and any in-person strategic activities. The goal is to encourage peer engagement and to develop an action-oriented product for each roundtable and site exchange. The meeting sizes may vary from up to 10 SMEs for site exchanges to up to 50 SMEs for each roundtable depending upon OFA priorities. For each site exchange, the Contractor shall provide all logistical support for up to three SMEs per site. The Contractor shall refer to Task 4.0 for required logistical support.

Task 3.2.2 Regional Roundtables

The Contractor shall provide logistical support for up to 10 regional roundtables in option year one, and option year three. Although each region can host individual meetings, they usually partner to have joint regional meetings. The meeting sizes may vary from 10 to 130 SMEs. For example, in FY 2018, an ACF Region IX state TANF Director’s meeting had 10 SMEs, and the meeting for state TANF Directors from ACF Regions I-IV had 130 SMEs. The joint meetings anticipated for FY24 are as follows: Regions I-IV state TANF meeting, Regions V - VIII state TANF meeting, and Regions IX -X state TANF meeting. Each meeting was in a city or nearby airport hub. The Contractor shall refer to Task 4.0 for required logistical support.

Task 3.3 Long-Term TTA

Task 3.3.1 Develop Overall Long-term TTA Plan

Upon OFA request, the Contractor, with guidance from the COR, shall develop and implement a written plan for long-term TTA for no more than two projects a year.

Based on the direction given by OFA, the Contractor shall submit a draft implementation plan to the COR for review within 30 days of the request. OFA management will review, edit, and approve the implementation plan. Once approved, the document will be the template for TTA delivery. All TTA planning, development, and implementation will occur under the direction of the COR and its assigned program specialists.

The Contractor’s written implementation plan must include, at a minimum, a:

Statement of objectives;

Detailed assessment of TTA needs or challenges;

Rationale for TTA delivery;

Logic Model for TTA delivery;

List of potential methods for providing TTA;

Method and system for identifying TTA needs; and Method and system for tracking all TTA.

The Contractor shall submit a draft implementation plan and planning schedule for each activity under this task.

Task 3.3.2 Selection of TTA Sites

The Contractor shall support OFA in the selection of TA sites from eligible state and tribal TANF agencies and partners. Depending on the type of TA needed, the Contractor shall provide OFA three selection process alternatives. These alternatives must include selection criteria and scoring methods, outreach, and engagement strategies, and supporting documents for engaging the TANF field. If the Paperwork Reduction Act (PRA) (44 U.S.C. Chapter 35) clearances are needed, the Contractor shall develop any PRA packages to assist OFA in receiving the requisite authority to accept applications.

Within 10 business days of the COR’s request, the Contractor shall develop selection criteria and scoring templates that will document applicants’ strengths and weaknesses. Finally, the Contractor shall develop appropriate letters to communicate with potential sites, selected sites, and unsuccessful applicants.

Task 3.3.3 Long-term TTA Support

OFA has supported a series of longer-term activities that are referred to learning networks., academies, and collaboratives. The activities are intensive group-engagement activities where OFA supports planning, implementation, and follow-up activities over a 6 to 18-month period. Recipient programs receive targeted and tailored support in the development implementation of clearly articulated strategies for specific challenges. Using a peer-based format, recipient programs engage program staff from other jurisdictions, national program experts, and develop concrete plans for change and receive support in implementation. The Contractor shall provide programs with facilitation support to create seamless communication channels, link programs to experts and resources, and other related assistance to improve program success. Contractor shall develop a strategy for monitoring and reporting program progress and options for course correction as needed.

The Contractor shall support the development and delivery of up to two (2) long-term activities as requested and approved by the COR. The Contractor shall finalize an implementation plan, an initial estimated budget for each long-term activity within 10 business days of its approval by the COR. The plan should include related costs broken down by task and type, delivery methods, TA frequency, responsible parties/SMEs, and other related actions needed to complete the deliverable.

For long-term activities, the Contractor shall be prepared to provide support teams for participating programs. These teams may include a team coach, an assistant coach, and a note taker to support participating programs as approved by the COR. Support teams are expected to provide tailored TA to each participating program which includes linking programs to peers and other SMEs, identifying resources, research, and other supports aligned with participating program’s needs. The Contractor will provide up to one site visit to conduct formal readiness activities with each participating program and to initiate long-term activities, schedule periodic virtual meetings with programs, regional program offices, the COR, and other relevant parties approved by the COR, and facilitate the processes related to assessing progress, organizing TTA, and supporting teams in the completion of their planned activities.

If the Contractor receives additional TTA requests from a TTA site, the Contractor shall meet with the COR in person or virtually to discuss TTA needs within 5 calendar days after receipt.

Task 3.3.4 Long-Term Products

The Contractor shall document all long-term activities. Documents could include documenting recipient program planning and progress program specific materials including program profiles explaining long-term goals and objectives, desired outcomes, partners, target populations, and relevancy to the TANF field by developing program specific materials including program profiles explaining long-term goals and visioning and planning documents, logic models, asset maps, and similar materials intended to support recipient program participation. The Contractor shall develop and deliver up to 10 products (tools, resources, etc.) desired outcomes, partners, target populations, and relevancy to the broader TANF field.

These materials may include strategic visioning and planning documents, logic models, asset maps, and similar materials intended to support recipient program participation. The Contractor shall develop a compendium of participating program materials and develop and deliver up to 10 products (tools, resources, etc.) for broader TANF knowledge sharing.

As requested, and approved by the COR, the Contractor shall support OFA’s development and delivery of up to 2 in-person meetings for long-term program participants. The Contractor shall provide travel, lodging, and per diem for up to 3 SMEs from each participating program to participate at in-person strategic action meetings hosted in Washington, DC at OFA conference facilities, if available. The Contractor shall plan to provide logistics support for no more than 75 SMEs for meetings of no more than 100 total persons at Washington, DC government rates. All travel will be subject to federal travel regulations.

Task 4.0 Meeting Logistics

In consultation with the COR, the Contractor shall secure logistics for all OFA approved meetings. This includes, but is not limited to:

Arrange and pay for audiovisual equipment; and

Arrange for a block of sleeping rooms based on need at the federal per diem rate.

Identifying, negotiating, and securing contracts for meeting space. During the base year, option year

2, and option year 4, if exercised. OFA plans for the following meetings:

Two National TANF Summit (State and Tribal) Up to four Roundtables; and Up to ten Site Exchanges

Identifying, negotiating, and securing contracts for meeting space. During the option year 1 and option year 3, if exercised. OFA plans for the following meetings:

One National TANF Summit (Tribal only);

Up to 10 Regional Roundtables but usually the regional offices host three combined meetings. (I-IV; V-VIII; and IX-X) Up to four Roundtables; and Up to ten Site Exchanges.

The meeting spaces for the national meetings must include a plenary room to accommodate the meeting size for up to 2 1/2 days, up to five breakout rooms for approximately 40 participants each (depending on the size of the meeting), streaming capabilities for plenary room and breakout rooms (if needed).

Task 4.1 Facilities and Equipment

The Contractor shall complete all the following activities according to the size of meeting space and number of participants:

Provide supplies (including laptop computers, Liquid Crystal Display (LCD) projectors, screens, flip charts, pens, pencils, health and safety items, etc.) for the plenary sessions and each breakout rooms;

Format, edit, and reproduce agendas (based on need); provide a final draft of the agenda in an electronic format for participants OFA’s permanent record;

Provide on-site facilitation of workshops (as requested);

Develop, distribute, and collect appropriate release forms for contractor-provided audio/video recordings of TTA events (as needed). The Contractor shall provide OFA with Section 508-compliant transcription and audio/video versions of recorded materials for permanent record;

Arrange to live stream up to 14 sessions at each TANF meeting;

Manage all debriefing and post-event activities, including scheduling debriefing meetings with

COR, and appropriate OFA staff;

Provide graphic design and editorial services for duplicating meeting materials and virtual audiovisuals;

Develop and disseminate invitations and meeting materials (as needed and requested) through various media platforms;

Prepare PowerPoint templates, edit and reproduce PowerPoint presentations, if needed; and OFA’s typical meeting needs are as followed, however specific meeting needs will vary. Provide one podium and microphone, one lapel microphone, and four wireless microphones for plenary sessions and Q&A; up to six tabletop microphones for plenary sessions; and up to four tabletop microphones and one wireless microphone for each breakout session. (Due to the public health emergency, more mics may be needed for safety. Specific planning will be conducted with the

COR.

Task 4.2 Registration and Meeting Materials

For all registration and meeting materials activities, the Contractor shall:

Assign a primary point of contact;

design and maintain a website for conference registration;

email save-the-date and website information/registration information;

download registration forms and send confirmations to conference participants;

provide weekly follow-up with attendees and provide registration status reports to COR;

obtain biographies and presentation materials from all speakers and presenters;

design, duplicate and assemble the appropriate number of conference programs depending upon the conference/meeting size, including participant and speaker lists, name badges, and tent cards for speakers and facilitators;

provide meeting signage;

develop evaluation forms using OFA approved language; and incorporate any new technology that may consolidate previously written documents (i.e., mobile apps).

Task 4.3 Event Staffing

In assigning support staff, the Contractor shall:

provide no less than one experienced staff per 50 SMEs for registration support at OFA-sponsored activities.

provide note takers for event summary;

handle onsite logistics, including ensuring that rooms are set up according to speaker needs;

assist with the circulation of cordless mics in the audience where needed;

serve as the hotel contact; and provide general program support, including disseminating and collecting OFA evaluations.

Contractor attendance at OFA-sponsored activities will be at the discretion of the COR. Prior to attendance, the Contractor shall submit the names, roles, and estimated budget to the COR. Any contract staff in attendance at OFA-sponsored activities not approved by the COR are not subject to cost-reimbursements.

Task 4.4 Post-event Activities

The Contractor shall complete all post-event activities, including scheduling and facilitating a formal debrief with OFA within 10 business days of the conclusion of the activity. In addition, the Contractor shall submit to the COR information required to complete government travel and conference spending reports within 10 business days of the event. The Contractor shall complete payments of honoraria to all speakers within 30 calendar days and provide follow-up to speakers who have not responded within 15 calendar days to ensure honoraria and travel reimbursements are completed timely.

Task 4.5 Meeting Reports

The Contractor shall provide meeting report and overall meeting evaluation reports within 15 business days after each event. The Contractor shall compile and analyze the evaluation results of the overall meeting, plenaries, and workshop evaluations and provide OFA with all evaluation summaries within 30 days after the conclusion of the meeting. The Contractor shall prepare a draft meeting report within 45 days of the conclusion of the event. The final report will include handouts, PowerPoint presentations, and summaries of plenaries and workshops. The Contractor shall provide a web-ready, 508 (29 U.S.C. § 794d) compliant version to post on the relevant OFA websites.

Task 5.0 Expert Consultants

The Contractor shall provide subject-matter expertise on an array of topics such as the Fiscal Responsibility Act requirements, TANF program innovation, and diversity, equity, inclusion, and accessibility. Topics are subject to change according to ACF/OFA priorities and guidance.

The Contractor must have or engage experts with specific subject-matter knowledge. The Contractor cannot rely solely on internal staff with general knowledge or experience. From time to time, expertise must be acquired from individuals or firms with current, practitioner-level, culturally relevant, and field-tested knowledge, and experience, including, but not limited to: TANF program implementation, resource development, economic stability, workforce development, human services case management, and two-generation approaches.

The Contractor shall procure up to 15 expert consultants/SMEs for TTA projects on an as-needed basis.

No more than four of the consultants may work on a project longer than 12 months. The Contractor shall secure expert consultants within 45 days of COR’s request. The government may recommend expert consultants depending on the needs of the field. The Contractor shall acquire consultants with current, field-relevant, and field-tested specific knowledge and experience. All consultants are subject to OFA review and approval prior to their period of performance. The Contractor shall negotiate a consulting agreement with a task order, including the specific scope of work, deliverables, milestones, and costs with potential consultants and submit the final task order to the COR for review and approval.

Where an honorarium is the form of payment for services, the Contractor shall pay honoraria of up to $2,000.00 a day.