HSSS01-17-R-0012_Revised_Statement_of_Work.pdf

UNITED STATES SECRET SERVICE

Office of Human Resources

Child Care Subsidy Program

Revision 1 Statement of Work

HSSS01-17-R-0012

30 March 2017

Revision 1 (30 March 2017) Change to paragraph 8.

1. GENERAL INFORMATION.

The United States Secret Service (USSS) Office of Human Resources (HUM) intends to award a firm fixed price contract for the Professional, Administrative, and Management Support Services of the Child Care

Subsidy Program.

1.1 Background.

The USSS/HUM is responsible for oversight of the administration of the Agency’s Child Care Subsidy Program

(CCSP). Congress enacted Public Law 107-67, Sec. 630, on November 12, 2001. This permits Federal agencies to administer a program to assist their lower income Federal employees with the cost of child care.

Child care subsidy can reduce the amount of costs parents pay for child care by providing subsidies directly to the child care provider. To be eligible to participate, a child care provider must be a family child care home or child care center licensed and/or regulated by the State and, where applicable, local authorities (i.e. the provider must meet all requirements of its particular jurisdiction) where the service is provided.

1.2 Scope.

The USSS requires a CONTRACTOR to effectively administer the USSS’s Child Care Subsidy Program and the CONTRACTOR must perform the following services:

A. Handle all administrative tasks associated with the USSS Child Care Subsidy program appropriately, effectively, and in a timely manner.

B. The USSS will establish guidelines which are based on total family income and provide those guidelines to the CONTRACTOR. The CONTRACTOR must process Child Care Subsidy Program applications and make recommendation of eligibility and subsidy amount based on the Child Care

Subsidy guidelines established by the USSS within five (5) to seven (7) business days of receipt.

C. Provide USSS employees with necessary Child Care Subsidy Program Forms, to include, but not limited to, OPM 1643 and OPM 1644. Must have the capacity to receive completed applications electronically on a secure network or via fax.

D. Determine the eligibility of the applicant by requiring and reviewing the following documentation:

i. USSS Child Care Subsidy Program Application

ii. OPM Form 1643 Child Care Subsidy Applicant Form

iii. OPM Form 1644 Child Care Provider Information for the Child Care Subsidy/ Program for

Federal Employees

iv. Form SF-50 (Verification of USSS Employment)

v. Two most recent pay statements for each parent, guardian or spouse

vi. A copy of the full time college registration documentation for a spouse or partner (if applicable)

vii. A copy of the most recent Federal income tax returns for each parent, guardian, or partner

E. Determine the eligibility of child care providers and make a recommendation to receive Federal funds (all must comply with all applicable licensing and other regulatory requirements) by:

1. Requiring each child care provider to submit a copy of any current license and any statement of compliance from anybody charged with regulating that provider;

2. Requiring child care providers to submit their taxpayer identification numbers; and

3. Ensuring that licensed child care providers are aware that if, for whatever reason, the provider is no longer licensed or subject to regulatory oversight or is not in compliance with applicable regulations, the provider will immediately notify the CONTRACTOR and the Federal employee whose child is enrolled in the USSS Child Care Subsidy Program. In such cases, the provider will no longer be permitted to receive the child care subsidy.

F. Notify the employee and the child care provider in writing after USSS has made a determination if the application has been approved or denied, and if denied include a reason for denial.

G. Notify the employee and the child care provider in writing after USSS has made a determination of the amount of subsidy that the family will receive and the effective dates.

H. Review monthly invoices for the child care subsidy amounts from the child care providers, and provide payment (as appropriate) based on the invoiced amount. The CONTRACTOR will pay the child care subsidy tuition assistance directly to the child care provider within seven (7) to ten (10) business days from verification of a complete and accurate attendance record.

1. Insure that the child care provider submits an invoice, on a monthly basis, to the

CONTRACTOR. The invoice must be signed by the USSS employee or guardian and the provider.

2. Child care subsidy will be quoted as monthly amounts and the invoices must be prepared using full week amounts unless the child leaves the program during a particular week.

I. Billing reconciliation (e. g., underpayment, overpayment, duplicate payments or payments made for ineligible providers or families).

J. Maintain a wait list of employees who submit applications and are deemed eligible for the CCSBP when agency funds are not available. Priority will be based on the date that the application is received.

K. Provide the agency with end of year tax reports for employees.

L. Design, develop, and maintain a user friendly website to include; information regarding USSS CCSP policy and overview, eligibility requirements, contact information, application checklist, CCSP applications forms

(i.e. OPM1643, OPM 1644, and OPM 1645), recertification forms and other pertinent information as needed and go live within 30 days of securing contract.

M. Provide information to support the USSS in responding to requests for information under the Freedom of

Information Act or Privacy Act.

N. Maintain confidentiality of all information contained in the Child Care Subsidy Program applications.

O. Make available all records for review/audit purposes.

2. DELIVERABLES.

The CONTRACTOR will issue monthly reports to the USSS on the status of the Agency’s Child Care Subsidy

Program. Reports will contain the following information and will be due on the fifteenth day following the end of the month. The following shall be provided:

1. The amount of child care subsidy disbursed in a given month;

2. The number of children enrolled whose parents receive the child care subsidy;

3. The number of Federal employees from the agency who qualified for and received the subsidy;

4. The total family income of each family that receives a child care subsidy;

5. The amount of the weekly child care subsidy for each recipient;

6. The name of each child care provider that provides services for the child care subsidy recipients;

7. The number of total applicants for the month;

8. The number of applications in process;

9. The number of new child care subsidies approved;

10. The number of applicants who were ineligible;

11. The number of applicants who were denied assistance due to lack of agency funds;

12. The remaining balance of the agency’s funds; and

13. Provide quarterly reports of expenditures and utilization of the CCSBP and other reports as needed.

2.1 Documentation.

The CONTRACTOR must update and maintain all pertinent Government documentation for USSS as described herein, including, but not limited to, the following: Child Care Subsidy Program application, licensing information, child care subsidy reports and other documents required by USSS, as specified by the Contracting Officer’s Representative. Documentation should be available in hard copy and electronic format such as PDF, Word and or CD-ROM.

2.2 Acceptance.

Upon completion of installation and quality control processes, the CONTRACTOR shall demonstrate the operability of the information technology (IT) system in the presence of the USSS COR. The

CONTRACTOR shall walk the USSS COR through the site demonstrating the functionality of the IT system. Any failure perceived at this time will result in rejection of the IT system, pending resolution by the CONTRACTOR, and subsequent review of the USSS COR. The subsequent review shall encompass all capabilities of the IT system and not only the identified point-of-failure (Exception: If labeling is found to be the only deficiency, only the improper labeling section will be reviewed after correction by the

CONTRACTOR).

All written deliverables shall be complete and thorough; structured in clear, logical fashion; and they shall use proper English and an accepted writing style (i.e. Modern Language Association, MLA). Draft outlines of each document shall be coordinated with the COR for review and approval. The USSS COR’s comments, in response to draft deliverables, shall be carefully reviewed and incorporated into the final document. All deliverables shall be subject to quality control procedures. Due to the sensitivity of this effort, the CONTRACTOR shall limit dissemination of the work product developed under this task to COR approved personnel who are directly assigned to the task.

Written deliverables shall be accompanied by a cover letter, signed by a senior company official, affirming that the deliverables have been through the CONTRACTOR’s internal review and quality control procedures. COR comments in response to draft deliverables shall be carefully reviewed and incorporated into the final document. If a final written deliverable is found by the COR to contain spelling errors, grammatical errors, improper format, or is found otherwise not to conform with contractual requirements of previously approved drafts or outlines, the document shall be immediately rejected without further review and returned to the CONTRACTOR for correction and resubmission.

The COR shall notify the CONTRACTOR in writing of the acceptance or rejection of each deliverable. The review time by the Government will vary based on the size and complexity of the deliverable. Rejected deliverables shall be returned and corrected by the CONTRACTOR within ten (10) working days of return receipt from the COR.

3. Government-Furnished Equipment and Information.

The Government will not furnish any equipment for this project. All functioning IT systems to perform this requirement is the sole responsibility of the CONTRACTOR.

a) This shall be a firm fixed price (FFP) contract.

b) Any deviation or modification to either the period of performance or the cost of this contract shall be approved in writing by the Contracting Officer. The COR does not have the authority to approve deviations or modifications that affect the cost of the contract.

c) CONTRACTOR shall be responsible for daily, off-site disposal of all trash and cleanup of all debris and unused materials accumulated during the course of the project.

d) All consumables, equipment, and tools to accomplish any task order shall be provided by the

CONTRACTOR unless otherwise specified in the task order.

e) All drawings, diagrams, technical guides, and warranty paperwork shall become the property of the

U.S. Government upon completion and turn-over of the project.

The USSS will ensure that cleared contractors are granted access to the required work areas. This will require coordination between USSS TSD, CONTRACTOR, COR, and USSS Security Clearance Division

(SCD) following contract award.

Note: The contractor shall provide all equipment and supplies required to fulfill this requirement. The contractor shall also provide for the safe storage of any supplies and/or equipment during the course of contract performance.

The USSS will assist in the coordination of key personnel for access to information that are necessary for the execution of this tasking.

The CONTRACTOR shall return any and all Government-furnished information used in conjunction with the effort. All Government-furnished information shall be returned with as-built documentation upon project closeout.

The CONTRACTOR shall provide all equipment and supplies necessary to access and maintain the IT system. The CONTRACTOR shall also provide for the safe storage of any supplies and/or equipment during the course of contract performance.

Government Ownership: All notes, reports, sketches, photographs, drawings, specifications, estimates, manuals, calculations, digital files, and other documents produced as a result of this contract shall be and remain the sole property of the Government and, therefore, may be used by the Government for any purpose at no additional compensation to the Contractor. Upon completion of the contract, the

CONTRACTOR shall NOT retain copies of any such materials and shall turn over all originals and copies to the Government.

Publicity, Advertising, or Commercial use: The CONTRACTOR shall not use or allow to be used any aspect of this project for publicity, advertising, or commercial use in the form of fliers, marketing brochures or pamphlets, letterheads, web sites, or any similar print, mass media, or electronic format without prior written permission from the Contracting Officer. The use of site names and derivatives thereof are protected under United States Code, Title 18, Par 1, Chapter 33, 709 and is subject to penalty for misuse.

Use of the names or insignias for “The White House”, “Department of the Interior”, “National Park

Service”, or “United States Secret Service” is not permitted.

Inclusion in Subcontracts: The CONTRACTOR shall include all applicable provisions and requirements of this Scope in all subcontracts and other relations it enters into with consultants for this project.

3. TRAVEL.

Travel will not be required under this contract other than to and from meetings at the USSS Headquarters located in Washington, DC. This travel will not be reimbursed.

4. HOURS OF PERFORMANCE.

Support facility operations must be consistent with Government personnel working Monday to Friday, excluding Federal Holidays, unless otherwise specified. Primary hours of performance for

CONTRACTOR personnel, unless otherwise specified, are from 7:00 AM to 5:30 PM EST. The USSS reserves the right to suspend work as necessary.

5. SECURITY.

A. The CONTRACTOR and his/her employees and sub-CONTRACTORs shall be citizens of the United

States.

B. The CONTRACTOR must have appropriate safeguards established and in place to protect Personal

Identifying Information (PII) that is obtained in the regular course of business.

C. The work to be performed under this SOW is UNCLASSIFIED and the CONTRACTOR would not have access to classified material but would have daily access to sensitive PII information. The

CONTRACTOR and his/her employees and sub-CONTRACTORs shall be citizens of the United

States. Contract employees shall undergo a favorable Suitability Assessment as determined by the U.S.

Secret Service’s Security Management Division’s, Clearance and Access Branch (SCD-CAB) prior to performing any work. Additional Suitability Assessments will be required for continued work requirements as determined by SMD-CAB, but no less than once every two years. When work performance requirements exceed Non-Sensitive standards; additional Suitability Assessment reviews will be required prior to access being granted.

D. When work performance requirements exceed Non-Sensitive standards; additional Suitability

Assessment reviews will be required prior to access being granted, specifically:

1. Contract employees who provide support in Low Risk positions must have undergone a minimum of a Tier 1/NACI (National Agency Check and Inquiries) level background investigation within the last 10 years; or otherwise be the subject of a favorable US

Secret Service controlled Tier 1/NACI background investigation.

2. Contract employees who provide support in Moderate or High positions must have undergone a minimum of a Tier 4a/BI (Background Investigation) level background investigation within the last 5 years; or otherwise be the subject of a favorable US Secret

Service controlled Tier 4a/BI background investigation.

3. For contract employee positions that require access to US Secret Service controlled IT systems, the contract employee must have undergone a minimum of a Tier 4a/BI

(Background Investigation) level background investigation within the last 5 years; or otherwise be the subject of a favorable US Secret Service controlled Tier 4a/BI background investigation.

E. The U.S. Secret Service Contracting Officer Representative (COR) or their U.S. Secret Service designee is responsible for determining the contract employee’s position description level as being either Non-Sensitive, Low Risk, Moderate Risk, or High Risk.

F. The offeror shall submit to the COR the following completed documentation for each contract employee, in order to satisfy initial and/or recurring (as requested by the COR) Suitability

Assessments:

1. SSF 4024: U.S. Secret Service Non-disclosure Agreement

2. SSF 3030A: Financial Disclosure/Credit Release

G. For sensitivity positions determined as Low Risk, Moderate Risk, or High Risk; or, for positions that require access to US Secret Service controlled IT systems, the contracting agency shall submit to the

COR (only when requested) the following completed form:

1. SF 85P: Questionnaire for Public Trust Positions

H. The CONTRACTOR, upon discovering a security incident, shall report it in accordance with U.S.

Secret Service incident reporting procedures and shall expeditiously notify the Contractor Officer’s

Representative or Designated Official.

I. At the end of the contract, the CONTRACTOR must return all information provided during the life of the contract and must certify that all Secret Service and DHS information has been purged from any

CONTRACTOR-owned IT system used to process Secret Service or DHS information.

6. CHILDCARE FEES.

The cost of services outlined in this contract consists of Child Care Costs (Annual Cost per Family), Child Care

Costs (Minus Fees) and Indirect Costs (Vendor Fees).

Estimated Families

Requiring Day Care

Annual Cost per

Family ($400 per month)

Child Care

Costs

(minus fees)

$4,800

$1,166,400

7. CONFIDENTIALITY.

A. The CONTRACTOR must adhere to professional and legal standards of confidentiality of records consistent with the needs and requirements to specific services.

B. The CONTRACTOR shall guarantee strict confidentiality of the Information/data that it is provided by the

Government during the performance of this contract. The Government has determined that the information/data that the vendor will be provided during the performance of the task order is of a sensitive nature. Disclosure of the information/data, in whole or in part, by the vendor can only be made after the vendor receives prior written approval from the Contracting Officer. Whenever the vendor is uncertain with regard to the proper handling of information/data under the contract, the vendor shall obtain a written determination from the Child Care Program Manager.

C. All questions pertaining to the security, implementation of the system and the operation of the system shall be directed to the USSS COR. Any questions about the SOW, equipment, or substitutions/variances from the statement of work shall be addressed to the Contracting Officer.

8. PERIOD OF PERFORMANCE.

Start Date: Award of contract.

Completion date of the website design, development, and website launch shall be completed within sixty (60) days from the start date.

Period of Performance: Date of award through one year, with one year option period.