DRAFT PWS - ETA Grants Training.pdf

DRAFT Performance Work Statement (PWS) for

Grant Training Services

GENERAL INFORMATION

1.1. Description of Services/Introduction:

The vendor shall provide all personnel, equipment, tools, materials, supervision, and other items and non-personal services necessary to provide the training services as defined in this Performance Work Statement, except as specified in section C-3 as government furnished property and services throughout the United States. The vendor shall perform to the standards in this contract.

1.2. Background:

The Office of Grants Management (OGM) is seeking training services to support the Employment and Training Administration (ETA) in providing effective grants management.

1.3. Objectives:

The purpose of this contract is to deliver group training sessions on two subject areas to ETA staff that will address the need described in Section 1.2:

• Federal Award Cost Principles 2 CFR Part 200 (Subpart E)

• Deeper Dive into Cost Principles and Questioned Costs for Federal Awards (2 CFR 200, Subpart E)

Pending funds availability, the vendor should also deliver group training sessions in one additional subject to ETA staff that will address the needs described in Section 1.2:

• Fraud Prevention and Detection in Federal Grants

1.4. Scope:

The vendor shall provide group training sessions on the two subjects described in Section 1.3 (or 3 pending funds availability) for ETA staff via a remote training experience/platform:

• Up to 100 training slots need to be available for each of the two subject areas (200 total slots). If funds are available, a third subject area will need to be available with an additional 100 training slots (300 total slots).

• A minimum of two sessions for each subject area needs to be offered (i.e., a minimum of four sessions) to allow ETA staff options to be able to accommodate their schedules. If funds are available, a minimum of two sessions for the third subject area needs to be offered. This would raise the minimum amount of sessions to six sessions.

These training sessions should be offered within 12 months of the date of execution of the contract.

1.5. Period of Performance:

The period of performance shall be for 12 months. The Period of Performance shall begin upon the execution date of this contract.

The Government reserves the right to extend the term of this contract at the prices set forth in accordance with the terms and conditions contained in clause 52.217-9 entitled, “Option to Extend the Term of the Contract”.

1.5.1 Recognized Holidays:

The vendor is not required to perform services on the following holidays, during which the Government is closed for business:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veterans’ Day Memorial Day Thanksgiving Day Juneteenth Independence Day Christmas Day Independence Day

1.5.2 Hours of Operation

The vendor is responsible for providing training services between the hours of (9:00 AM

– 5:00 PM ET) Monday through Friday, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Vendor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this statement of work when the Government is not closed for the above reasons. When hiring personnel, the Vendor shall keep in mind that the stability and continuity of the work force are essential.

1.5.3 Place of Performance

Due to telework for federal staff, the vendor staff will work at a place designated by the vendor and will not be provided space in any government facility. All services will be provided remotely.

1.5.4 Travel

Travel is not authorized under this requirement.

1.5.5 Type of Contract

This is a firm fixed price contract.

1.6. General Information

Quality Control:

The vendor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The vendor shall develop and implement procedures to identify, prevent, and ensure non-recurrence 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. At a minimum, the vendor shall develop quality control procedures that address the areas identified in Technical Exhibit 1, “Performance Requirements Summary.” After acceptance of the quality control plan the vendor shall receive the contracting officer’s acceptance in writing of any proposed change to his quality control system.

Quality Assurance:

The Government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the vendor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

Government Remedies:

The contracting officer shall follow FAR 52.212-4, “Contract Terms and Conditions- Commercial Items” or 52.246-4, “Inspection of Services-Fixed Price” for contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

1.6.4. Security Requirements:

1.6.4.1. Physical Security.

The vendor shall be responsible for safeguarding all government property provided for vendor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.6.4.2. Key Control.

Not applicable.

1.6.4.3. Lost Keys

1.6.4.4. Key Use

1.6.4.5. Lock Combinations.

1.6.4.6. Conservation of Utilities.

The vendor shall instruct employees in utilities conservation practices.

1.7. Special Qualifications:

The vendor must have subject matter expertise in providing training on grant-related topics.

1.8. Post Award Conference/Periodic Progress Meetings:

The Vendor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the vendor to review the contractor's performance. At these meetings the contracting officer will apprise the vendor of how the government views the contractor's performance and the vendor shall 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.

1.9. Contracting Officer Representative (COR):

A COR will be delegated under separate cover.

1.10. Contract Manager:

The vendor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the vendor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the vendor on all contract matters relating to daily operation of this contract.

DEFINITIONS & ACRONYMS

PWS. Performance Work Statement

Contracting Officer’s Representative (COR). A representative from the requiring activity assigned by the Contracting Officer to perform surveillance and to act as liaison to the vendor.

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

DOL. Department of Labor

Quality Assurance Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of vendor performance.

Quality Control. Those actions taken by a vendor to control the performance of services so that they meet the requirements of the PWS.

Quality Assurance. Those actions taken by the government to assure services meet the requirements of the PWS.

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3.1 General:

The Government shall provide, the facilities, equipment, materials, and/or services listed below.

3.2 Equipment:

The Government will not provide any equipment.

3.3 Services:

3.3.1 Utilities.

Not applicable.

3.4 Facilities:

The Government will not furnish any workspace for the vendor staff.

CONTRACTOR FURNISHED ITEMS AND SERVICES

4.1 General:

Except for those items specifically stated to be government-furnished in Part 3, the vendor shall furnish everything required to perform this PWS.

4.2 Clearance:

PART 5 SPECIFIC TASKS

5.1 Basic Services:

The vendor shall provide training services to include:

Requirement #1 (CLIN 0001)

• Federal Award Cost Principles 2 CFR Part 200 (Subpart E)

This training session needs to provide ETA staff with an understanding of the Office of Management and Budget’s (OMB) Uniform Guidance: Cost Principles (2 CFR 200, Subpart E).

This training session will impart ETA staff with knowledge of how the Cost Principles apply to Federal grants in a number of different contexts.

Attendees should be trained on how the Cost Principles apply and are utilized: when determining if costs are allowable with Federal funds; as part of onsite or remote reviews of grant recipient expenditures; how they apply to direct and indirect costs; documenting costs; and resolving audits and disputes. Attendees should also be trained on common situations in which the Cost Principles do not apply. Lastly, attendees should be given foundational knowledge on the creation of the Cost Principles, the governing body that oversees the Cost Principles, and some of the significant changes to the Cost Principles over time.

Requirement #2 (CLIN 0002)

• Deeper Dive into Cost Principles and Questioned Costs for Federal Awards (2 CFR 200, Subpart E)

This training session should be a follow on to the first session and go beyond an introductory or high-level overview of the Cost Principles themselves and look deeper into issues related to allowable costs, questioned costs and disallowed costs. Attendees should also be trained on: strategies for determining adequate documentation required from grant recipients to support costs charged to Federal awards; common charges incurred that are often questioned; questioned costs under subawards and subcontracts; and formal and informal remedies including technical assistance to resolving disputed costs.

Pending the availability of funds, the vendor shall also provide training services to include:

Requirement #3 (CLIN 0003)

• Fraud Prevention and Detection in Federal Grants

This training session needs to provide attendees training related to detecting and preventing fraud, waste, and abuse within grant programs. Participants should learn about potential fraud risks and learn methods to mitigate them, including how to recognize factors that increase the risk of fraud. They should also learn about risk assessments and how to analyze the effectiveness of the recipient’s internal controls and management practices to prevent fraud. Finally, participants should learn how to detect fraud and about the use of appropriate fraud detection tools and what they should do when they either suspect or detect fraud.

PART 6 APPLICABLE PUBLICATIONS

6.1 Publications Applicable to This PWS:

The publications must be coded as mandatory or advisory, the date of the publication, and what chapters or pages are applicable to the requirement. All publications listed are available via the Internet.

OMB Memorandum M-07-16, Safeguarding Against the Breach of Personally Identifiable Information, May 22, 2007.

OMB Memorandum M-06-19, Reporting Incidents Involving Personally Identifiable Information and Incorporating the Cost for Security in Agency Information Technology Investments, July 12, 2006.

OMB Memorandum M-06-16, Protection of Sensitive Agency Information, June 23, 2006.

OMB Memorandum M-06-15, Safeguarding Personally Identifiable Information, May 22, 2006.

DLMS – 9 – Chapter 1200, DOL Safeguarding Sensitive Data Including Personally Identifiable Information (Reference Attachment 26 - Department of Labor Manual Series (DLMS) 9 Chapter 1200)

The Health Insurance Portability and Accountability Act of 1996 (HIPAA)

Public Law 104-191

TECHNICAL EXHIBIT 1

Performance Requirements Summary

The vendor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective (The Service required—usually a shall statement)

Standard Performance Threshold (This is the maximum error rate. It could possibly be “Zero deviation from standard”)

Method of Surveillance (and who performs) {e.g. 100% inspection by COR}

PRS # 1

The Vendor shall provide accurate, courteous and efficient customer service.

Services must be provided as per the BPA and established SOW for individual orders.

No more than one customer complaint per report.

Validated customer complaint(s) received.

PRS # 2

Vendor shall meet required deadlines.

Compliance with contractual terms and conditions must be adhered to as per the BPA and individual orders against the BPA.

No more than one occurrence of missed deadlines or arriving late.

100% Inspection by COR; progress or status meetings

PRS # 3

The Vendor shall meet the requirement as described in the PWS to fully deliver Cost Principles for Federal Award Cost Principles 2 CFR Part 200 (Subpart E) training.

Compliance with contractual terms and conditions must be adhered to as per the BPA and individual orders against the BPA.

Must provide summary report of results for each training session.

Analysis of Contractor’s Progress Reports

PRS # 4

The Vendor shall meet the requirement as described in the PWS to fully deliver Deeper Dive into Cost Principles and Questioned Costs for Federal Awards (2 CFR 200, Subpart E) training.

Compliance with contractual terms and conditions must be adhered to as per the BPA and individual orders against the BPA.

Must provide summary report of results for each training session.

Analysis of Contractor’s Progress Reports

PRS # 5

Pending funds availability, the Vendor shall meet the requirement as described in the PWS to fully deliver Fraud Prevention and Detection in Federal Grants training.

Compliance with contractual terms and conditions must be adhered to as per the BPA and individual orders against the BPA.

Must provide summary report of results for each training session.

Analysis of Contractor’s Progress Reports

PRS # 6

The Vendor shall meet the requirement as described in the PWS to complete and submit a final report on all training sessions held.

Compliance with contractual terms and conditions must be adhered to as per the BPA and individual orders against the BPA.

Report received no later than the end of the contract.

Analysis of Contractor’s progress reports

Types of Surveillance to select from:

Random Sampling: Appropriate for frequently recurring tasks. Evaluate randomly selected samples of the lot to determine the acceptability of the entire lot.

Random Inspection Guide, Method of surveillance, Lot size, Sample size, Performance requirement, Sampling procedure, Inspection procedure

100 Percent Inspection: Appropriate for tasks that occur infrequently. Inspect and evaluate performance each time task is performed.

Periodic Surveillance: Evaluation of samples selected on other than 100% or statistically random basis. (i.e., monthly, quarterly, semi-annually etc.)

Validated Customer Complaint: Complaints must be validated.

TECHNICAL EXHIBIT 2

Deliverables Schedule

Requirement #1 Federal Award Cost Principles 2 CFR Part 200 (Subpart E)

Deliverable (all in PWS Section 5.1) Frequency

# of Copies Medium/Format Submit To Training curriculum and dates for all sessions (completed in consultation with the Government)

Within 3 weeks of Contract award

3 Electronically via MS Word

1 copy to OGM Deputy Administrator; 1 copy to OGM Special Assistant;

1 to COR

Delivery of sessions

By end date of contract in accordance with training curriculum and dates for all sessions completed in consultation with the Government.

Direct delivery ETA staff

Written summary report of results for each training session

Within 1 week of completion of training session

ELECTRONICALLY, VIA

PDF

1 copy to OGM Deputy Administrator; 1 copy to OGM Special Assistant;

1 to COR

Written summary report of results for all training sessions

By end date of contract

Administrator; 1 copy to OGM Special Assistant;

1 to COR

Requirement #2 Deeper Dive into Cost Principles and Questioned Costs for Federal Awards (2 CFR 200, Subpart E) curriculum and dates for all sessions (completed in

Within 3 weeks of Contract award

3 Electronically via MS Word

1 copy to OGM Deputy Administrator; 1 copy to OGM consultation with the Government) Delivery of sessions

By end date of contract in accordance with training curriculum and dates for all sessions completed in consultation with the Government.

Direct delivery ETA staff

Written summary report of results for each training session

Within 1 week of completion of

Administrator; 1 copy to OGM Special Assistant;

1 to COR

Written summary report of results for all training sessions

By end date of contract

Administrator; 1 copy to OGM

Requirement #3 Fraud Prevention and Detection in Federal Grants curriculum and dates for all sessions (completed in consultation with the Government)

Within 3 weeks of Contract award

3 Electronically via MS Word

1 copy to OGM Deputy Administrator; 1 copy to OGM Special Assistant;

1 to COR

Delivery of sessions

By end date of contract in accordance with training curriculum and dates for all sessions completed in consultation with the Government.

Direct delivery ETA staff

Written summary report of results for each training session

Within 1 week of completion of

Administrator; 1 copy to OGM

Written summary report of results for all training sessions

By end date of contract

Administrator; 1 copy to OGM