CCSP_SOW_FY15_4-21-15.docx

DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

Child Care Subsidy Program U.S. Department of Housing and Urban Development

1.0 Description:

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 a child care subsidy program.

2.0 Scope:

A. The contractor shall be responsible for the administrative functions of the program to include, but shall not be limited to the following:

The contractor shall receive applications from the employees and child care 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 child care regulations; and

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

B. 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.

C. 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 days from the date the overpayment is found. If the funds are not collected within the 60 days, HUD will deduct the amount of the overpayment from the vendor's administrative fee.

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

E. The contractor shall notify employee in writing of the following:

· Determination of subsidy award

· Amount of subsidy award

· Date subsidy will begin

F. The contractor shall notify the employees and HUD in writing of the following:

· Materials submitted are incomplete.

G. 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.

H. 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 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.

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

· Percentage of total child care costs; and

· Monthly "maximum" subsidy amount designated for 1 child or 2 or more children.

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.

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

3.0 Deliverables:

The contractor shall complete monthly and annual reports per the following requirements and in an electronic format agreeable to HUD:

A. Monthly Subsidy Report — Due the 15 of each month

· 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.

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

· Name of child care 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.

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

· 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

D. Annual Recertification Report - Due no later than May 20

· 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;

E. Annual Tax Report — Due no later than December 20

· Name of employee;

· Employee social security number; and

· Total annual amount of tuition subsidy received.

F. Annual OPM Report — TBD per OPM requirements

· 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 child care 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 child care subsidy model used.

4.0 Invoices:

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 to the Government Technical Representative, Government Technical Monitor, and HUD Accounting Representative by electronic mail. The contractor shall submit separate invoices for the subsidy and administration fees.

5.0 Privacy Data:

The contractor shall maintain confidentiality of all information contained in the childcare subsidy applications and ensure that only the appropriate HUD Office of Human Capital Services, Employee Health and Wellness Division staff, the contractor, and the child care provider know the identity of the applicant. The contractor shall have technical/non-technical procedures to protect unauthorized access to recipient data. The contractor shall maintain and dispose of confidential records in accordance with Federal Regulations.

6.0 Quality Control:

The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this SOW. The contractor 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 requirement of the contract. The Quality Control Plan is to be delivered with the contractor's proposal. After acceptance of the quality control plan, the contractor shall receive the contracting officer's acceptance in writing of any proposed change to his QC system.

7.0 Place of Performance:

Contractor’s own facility.

8.0 Historical Cost: The yearly estimated subsidy payments excluding fee for the past two years are: $108,917.00 and $93,023.00.