Sol_140A1620R0042.pdf

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541618

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RFPIFB

10. THIS ACQUISITION ISCODE

RFQ

14. METHOD OF SOLICITATION

13b. RATING

NAICS:

SMALL BUSINESS

09/21/2020 1700 ET

08/24/2020

0000000000Colette La grave (No collect calls)

INFORMATION CALL:

FOR SOLICITATION 8. OFFER DUE DATE/LOCAL TIMEb. TELEPHONE NUMBER a. NAME

4. ORDER NUMBER3. AWARD/ 6. SOLICITATION

140A1620R0042

5. SOLICITATION NUMBER

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 1. REQUISITION NUMBER PAGE OF

1 79 OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

TELEPHONE NO.

17a. CONTRACTOR/

Washington DC 20240

MS-3645 MIB

1849 C Street NW BIA Ofc Indian Services

15. DELIVER TO

Reston VA 20191 Contracting Office 12220 Sunrise Valley Drive

9. ISSUED BY

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2. CONTRACT NO.

EFFECTIVE DATE

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13a.

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

8(A)

BIA CENTRAL 00016

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

00001 Base Year: 477 Program Policies and Procedures Assessment Tasks 1-5 Product/Service Code: R410 Product/Service Description: SUPPORT-

PROFESSIONAL: PROGRAM

EVALUATION/REVIEW/DEVELOPMENT

Delivery: 11/10/2021 Period of Performance: 11/11/2020 to 11/10/2021 Continued ...

(Use Reverse and/or Attach Additional Sheets as Necessary)

HEREIN, IS ACCEPTED AS TO ITEMS:

X

XX

DATED

Jeffrey Pearson

. YOUR OFFER ON SOLICITATION (BLOCK 5),

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH

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ARE

ARE

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OFFER

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REF.

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41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

STANDARD FORM 1449 (REV. 2/2012) BACK

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

00002 NTE Travel

Product/Service Code: R410

Product/Service Description: SUPPORT-

PROFESSIONAL: PROGRAM

EVALUATION/REVIEW/DEVELOPMENT

Delivery: 11/10/2021

Period of Performance: 11/11/2020 to 11/10/2021

01001 Option Period: 477 Program Policies and

Procedures Assessment Task 6

(Option Line Item)

11/10/2021

Product/Service Code: R410

Product/Service Description: SUPPORT-

PROFESSIONAL: PROGRAM

EVALUATION/REVIEW/DEVELOPMENT

Delivery: 05/11/2022

Period of Performance: 11/11/2021 to 05/11/2022

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79 2 of

140A1620R0042 477 Program Assessment SF1449 Continuation Pages

Table of Contents

Solicitation Type Contract Type

Set-aside Section B - Supplies or services and prices/costs

Pricing Schedule Pricing Summary Place of performance

Travel Section C - Description/Specifications/Statement of Work

1. Introduction

2. Background

3. Information Sources Section D – Packaging and Marking

Section E - Inspection and Acceptance Authorized Representative for Inspection and Acceptance Correspondence

Points of Contact Section F - Deliveries or Performance

Period of Performance Section G - Contract Administration Data

Reporting Matters Involving Fraud, Mismanagement, Waste and Abuse

Section H - Special Contract Requirements Contractor Identification

Policies and Guidance Key Personnel

Key Personnel Performance and Replacement Dissemination of Contract Performance Information

Disclosure of Information Non-Personal Services and Inherently Governmental Functions Personal Conflicts of Interest and Procurement Integrity

Section I - Contract Clauses 52.252-2 Clauses Incorporated by Reference (Feb 1998)

FAR Clauses Incorporated By Reference 52.204-9 Personal Identity Verification of Contractor Personnel (Jan 2011) 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-

Commercial Items (Mar 2020) 52.217-8 Option to Extend Services (Nov 1999) 52.217-9 Option to Extend the Term of the Contract (Mar 2000) 52.232-18 Availability of Funds (Apr 1984)

52.232-19 Availability of Funds for the Next Fiscal Year (Apr 1984) DIAR Clauses and Provisions FAR 52.252-1 Solicitation Provisions Incorporated by Reference (Feb 1998) FAR Provisions Incorporated By Reference 52.209-2 Prohibition on Contracting with Inverted Domestic Corporations-Representation

(Nov 2015)

52.209-11 Representation by Corporations Regarding Delinquent Tax Liability or a Felony

Conviction under any Federal Law (Feb 2016) 52.219-1 Small Business Program Representations (Mar 2020)

52.222-22 Previous Contracts and Compliance Reports (Feb 1999) 52.222-25 Affirmative Action Compliance (Apr 1984) DIAR 1452.203-70 Restriction on Endorsements—Department of the Interior (Jul 1996) DIAR 1452.204-70 Release of Claims—Department of the Interior (Jul 1996) DIAR 1452.215-71 Use and Disclosure of Proposal Information—Department of the Interior

(Apr 1984) DIAR 1452.233-2 Service of Protest—Department of the Interior (Jul 1996)(Deviation) DIAR 1452.280-4 Indian economic enterprise representation DIAR 1452.226-70 Indian Preference—Department of the Interior (Apr 1984) Custom Clauses

Contractor Performance Assessment Reporting System (Jul 2010) Section K - Representations, Certifications, and Other Statements of Offerors or Respondents . 41

Section L - Instructions, Conditions, and Notices to Offerors or Respondents Addendum to FAR 52.212-1

Section M - Evaluation Factors for Award FAR 52.212-2 Evaluation-Commercial Items (Oct 2014)

Evaluation of Proposals

SUBJECT TO THE AVAILABILITY OF FUNDS

NO FUNDS ARE CURRENTLY AVAILABLE FOR THIS ACQUISITION

Solicitation Type

This requirement is being solicited in accordance with Federal Acquisition Regulation (FAR)

Part 12, Acquisition of Commercial Items and Part 13, Simplified Acquisition Procedures. The

Government does not intend to enter into discussions with offerors but reserves the right to do so, if deemed necessary.

Contract Type

The government will award one Firm Fixed Price (FFP) Purchase Order with 1 option CLIN.

The base year covers tasks 1-5. The option cover task 6.

Set-aside

The procurement will be made in accordance with the Buy Indian Act, 25.u.s.c 47 and therefore, 100% set-side for Indian Small Business Economic Enterprise (ISBEE). Only proposals received from ISBEEs will be considered for award. Offerors who do not qualify under the

ISBEE set-aside will be immediately removed from competition.

Section B - Supplies or services and prices/costs

Pricing Schedule

Offerors shall provide Fir Fixed Price (FFP) costs for each of the requirements listed in

Attachment 1 – Pricing Schedule. Failure to fully complete Attachment 1 in its entirety will result in the Offeror being deemed unacceptable and not considered for award.

Pricing Summary

The Contractor shall provide a pricing summary to include a breakdown of all labor categories, fully burdened hourly labor rates and materials included in the FFP costs identified in

Attachment 1. Fully burdened hourly labor rates are inclusive of profit, fringe benefits, salary, general and administrative, and indirect costs.

Place of performance

The place of performance for this contract is the Contractor’s location with travel as required.

Travel

Travel costs shall not include Contractor’s administrative fees (G&A, OH, Profit, etc). Travel costs incurred for transportation, lodging, meals, and incidental expenses (as defined in the regulation cited in FAR 31.205-46) shall be considered to be reasonable and allowable only to the extent that they do not exceed on a daily basis the maximum per diem rates in effect at the time of travel as set forth in the Federal Travel Regulation. Contractor shall provide supporting documents for all travel costs with submitted invoices.

Requests for travel shall include at a minimum:

a. Name and title of traveler

b. Purpose of travel

c. Dates of travel

d. To/From Locations

e. Mode of transportation

f. Estimated total travel costs broken down by transportation, lodging, meals & incidentals

Section C - Description/Specifications/Statement of Work

Performance Work Statement

Review Bureau of Indian Affairs

477 Program Policies and Procedures

5 Aug 2020

1. Introduction The focus of this review will be the Bureau of Indian Affairs (BIA), Office of Indian Services, Division of Workforce Development (DWD), administration of the 477 Plan Program initially created by Public

Law 102-477, the Indian Employment, Training and Related Services Act, 25 USC 3401 et seq. The original Public Law was amended and expanded in Public Law 115-93, the Indian Employment, Training and Related Services Consolidation Act of 2017. The 477 Program allows Federally recognized Tribes to have the option to enter into a 477 Plan that allows them to have the authority to integrate Federal employment, training and related services programs funding they provide to their members.

By law, the Bureau of Indian Affairs (BIA) is the lead Federal agency for implementing the 477

Program on behalf of the following twelve (12) authorized Federal agencies1:

Department of Agriculture Department of Housing and Urban Development

Department of Commerce Department of the Interior

Department of Education Department of Justice

Department of Energy Department of Labor

Department of Health and Human Services Department of Transportation

Department of Homeland Security Department of Veterans Affairs

This project will analyze existing business practices and documentation and develop recommended process improvements and draft standard policies and procedures for implementation of the 477

Program as well as to ensure it completes its requirements for determination/decisions on a Plan within the statutorily required 90 day deliberation period. This will include standardization of correspondence, plan review and approvals, program review criteria, training curriculum and Tribal outreach efforts, internal and external information management, and interagency coordination methodology needed for the Federal agencies to make determinations/decisions on Tribal Plan submissions/requests within the 90 day period specified by law.

The 477 Program is a critical program that builds capacity in Indian Country and Alaska Native villages by authorizing Tribal governments to integrate employment, training, and related services programs that support workforce development. An objective is to reduce the high unemployment rates in Tribal

1 Not all Federal agencies are active participants in that no programs have been included in an approved 477 Tribal

Plan.

communities and areas with native population centers. Recommended metrics to capture this goal will be included in the project.

2. Background The Department of the Interior (DOI), through the Division of Workforce Development within the

Office of Indian Services (OIS), BIA, is the lead agency for the 477 Program, tasked with the role of administering the 477 Program among Tribes, Tribal organizations, and the twelve (12) eligible Federal partners. BIA manages the distribution, monitoring, and auditing of funds provided to Tribes through the 477 Program. While BIA retains exclusive delegated authority to approve or deny Tribal 477 plans within the 90 day statutory timeframe via law, DOI and BIA remain committed to consulting with its

Federal partners throughout the review, approval, and oversight processes.

The BIA operates this program with a staff of eleven (11) full time employees (FTE). The OIS Division of Workforce Development (DWD) works with Tribes to ensure plans submitted for inclusion in a 477

Program are complete and then coordinate the review and approval of plans, including waiver requests, with the Federal partners where applicable. DWD also works collaboratively with the Tribe(s) and the affected agency to overcome obstacles if an approval of a particular program is initially denied. This includes providing expert advice on the 477 Program to Federal partners and Tribes, coordinating the dispute resolution process between Tribes and affected agencies, and to resolve disputes related to denied waivers.

The 477 Program is another step in implementing the policy of self-determination because Tribes operating under an approved Tribal plan are further able to consolidate funds into a single budget to implement programs designed to address Tribal needs, guided by Tribal priorities. Approved 477 Tribal plans are implemented for a standard three-year period as opposed to a one year funding cycle. When a plan is approved by BIA, the affected Federal agencies are responsible for the transfer funds to the BIA for distribution to a tribe. Tribes are responsible to then report outcomes, program services, and activities as specified in the approved plan through an integrated funding mechanism and unified reporting system intended to reduce the administrative burden on Tribes.

The DWD conducts on-site monitoring at least once every three years for each of the sixty-seven (672)

Tribes and Tribal organizations with active 477 plans and invites the affected agencies to participate.

The objective of the on-site monitoring is to address technical assistance to Tribes related to audit findings, issues or concerns about program activities. DWD conducts annual P.L. 102-477 training at regional and national conferences for participating and non-participating Tribes. Federal agencies are notified of training sessions and provided the opportunity to participate.

Tribe and Tribal organization 477 plans can include programs from Federal partners that promote job training, welfare to work initiatives, Tribal member work experience, creating new or enhancing existing employment opportunities, job skill development, teaching skills to assist Tribal youth and adults to succeed in the workforce, encouraging self-sufficiency, or services related to the purposes listed. Approved 477 plans provide a more streamlined and efficient process for delivering workforce development and training opportunities by reducing redundant, unnecessary, and burdensome Federal bureaucracy through the consolidation of budgeting, reporting, and auditing systems.

2 It is noted that this is the total number of Tribe as of 2/15/2020, as there is no statute establishing a deadline as to when a Tribe must submit a 477 Plan proposal or request participation in the 477 program.

Participation in the program is voluntary and is intended to demonstrate how Tribes and Tribal organizations can integrate employment, training, and related services to improve the effectiveness of services, reduce joblessness, and serve Tribally determined goals while also reducing the administrative burden.

Currently, there are sixty-seven (67) Tribally-approved plans located in 18 states: Alaska, Arizona, Idaho, Massachusetts, Michigan, Minnesota, Montana, Nebraska, Nevada, New Mexico, New York, North Dakota, Oklahoma, Oregon, South Dakota, Washington, Wisconsin, and Wyoming. On an annual basis, approximately $125 million is distributed to Tribes through approved 477 plans. Over 270 Tribes and Tribal organizations are represented by the 67 separate 477 plans. DOI anticipates this number to rise with the increased number of programs now eligible to be integrated into the 477 Program because the benefits of consolidating programs across 12 Federal agencies greatly increases the flexibility with which Tribes can provide critical workforce development services to their Tribal members.

3. Information Sources The contractor shall review program documents and any other additional sources relevant to the administration and implementation of the 477 Program. BIA will provide the contractor with the following non-exhaustive list of available information sources, to be examined by the evaluation team at a minimum as sources of the most essential information:

1) Memorandum of Agreement with Federal partners.

2) Existing policy and procedure documentation.

3) Sample communication templates between 477 Program staff and Tribal or Federal contacts.

4) Existing information management tools (financial spreadsheet, www.grants.gov website, monthly program status reports, and checklists).

5) Access to DWD staff and management for interviews and Tribal Workforce Development team.

Contractor will work with designated Contracting Officer’s Representative (COR) to develop list of questions for interviewing external parties (i.e., Tribal contacts, Federal partners, etc.).

6) Training materials, attendee lists and past and future training schedules.

7) List of Tribal contacts with approved 477 plans.

8) Required Program review documentation, finding and corrective actions.

9) BIA organizational chart and staffing plans.

10) Historical funding.

11) Congressional testimony submitted by BIA and Tribal leadership3.

4. Government Furnished Materials

The government shall furnish program guidelines, handbooks and sample approved Tribal Workforce

Development Plans.

5. Travel

Contractor shall be allowed one trip to Headquarters prior to commencement of work. The trip shall be for orientation and information gathering purposes. If the OIS determines that additional trips are necessary for the completion of the work and the cost of travel is not already covered in

3 Testimony as provided on Congressional websites (ie, Senate Indian Affairs Committee.)

http://www.grants.gov/ the contract budget, contractor shall submit a written request with appropriate justification. All travel must be preapproved by OIS.

6. Work Plan

Submit project work plan for OIS Management review and approval. The work plan will identify the sources, methods, and metrics to be included in the review, specify the schedule of deliverables; identify the project personnel and organizational structure; and explain the procedures to be followed to ensure proper communications, reporting, and project management controls.

7. Period of Performance

The period of performance of Tasks 1-5 is Nov 11, 2020 – Nov 10, 2021. Optional Task 6 is Nov 11, 2021 – May 11, 2022.

8. Scope of Work and Tasks

The six tasks are:

1) Task 1: Conduct a baseline analysis of current policies, procedures, training, formal and informal communication.

2) Task 2: In-depth analysis of the workflow and processes oversight.

3) Task 3: Identify process improvements and best practices for conducing predictable, efficient, and 477 plan reviews, approvals, and oversight that meet statutory standards.

4) Task 4: Development of policy and procedure documentation.

5) Task 5: Provide overall recommendations to improve 477 program as operated/executed by OIS.

6) Task 6: Evaluation of implementation of the recommendations. (Option CLIN)

9. Task 1: Conduct a baseline analysis of current policies, procedures, training, formal and informal communication.

1) Prior to implementation of any portion of this contract, a baseline for each function, phase, activity, et al, shall be established by the contractor, in consultation with and approval by the

OIS, so that the outcome can be adequately measured by the OIS with Tribes.

2) Conduct a baseline analysis of current policies, procedures, training, formal and informal communication venues, and information management related to the initial application, review, approval, denials, amendments and oversight of 477 plans.

3) The objective of this analysis is to establish a baseline description of current practices, identify gaps not addressed by existing policy or standard operating procedures, and list recommendations to strengthen the program. An assessment of improvements can then be documented in Task 6.

4) Analyze elements of the current review, approval, and oversight processes and identify potential efficiency measures for implementation. This includes:

Interview BIA-applicants, BIA-technical support specialists, and BIA 477 Federal partners from resource such as training classes, conference calls, email and formal requests for information.

Review applications for packages deemed complete, incomplete, or ineligible for the

477 Program.

Identify common or repetitive errors identified by BIA Workforce Development specialists or through contractor’s own review in the review of applications.

Quality and effectiveness of information management and document sharing resources.

Quality and availability of standard operating procedures, handbooks and policy.

Analysis of root causes affecting potential and/or actual delaying of approval decisions in the first 30, 60 and 90 days of a Tribal application for 477 Programs.

Agency communication and coordination.

5) Assess the efficiency and effectiveness of the current IT infrastructure to support and document the performance of plan reviews and oversight activities.

6) Identify and describe any inconsistencies in review, approval, and oversight practices by Federal partners. This will be accomplished through interviews with Program staff and Federal partner points of contact to uncover non-routine events (NRE); events that deviate from the ideal review, approval, and oversight process. This includes:

Trends in 477 Programs requested by Tribes

Programs added to eligible 477 Programs

7) Assess OIS methods and controls for collecting and reporting information on plan reviews, waivers, extension requests, approvals, and implementation. If applicable, make recommendations about specific new information to collect.

8) Assess the current models and tools used for workload management and recommend improvements to the system, if needed.

9) Assess the effectiveness of any training materials for new OIS 477 Program staff for Federal partners and Tribal points of contact. Include any recommendations for training materials and potential revisions to Standard Operating Procedures (SOPs).

10. Task 2: In-depth workflow analysis of the review and oversight process(es).

The contractor shall assess the 477 Program’s review, approval, and oversight processes using an assessment framework that draws from an appropriate quality system standards, including management responsibility, document controls and in compliance with IA records management, corrective and preventive action(s), and process control and process validation. Interviews with

Program staff, Tribal POCs or Federal partners and observation of meetings between the Program and Tribal entities will be part of the data and information gathering process. All data collection tools and methods shall be reviewed by the OIS before use.

1) The contractor shall develop a project work plan in conjunction with the OIS.

2) The contractor shall conduct a series of assessments and analyses of various aspects of the 477 Plan process including the phases of review, approval, amending/extension, and oversight processes.

3) From these initial assessments and analyses, the contractor shall identify opportunities for improvement, best practices, and areas that require additional assessment.

4) At the time of the final presentation of products to the OIS, the contractor shall present an evaluation plan including metrics to assess the implementation and impact of the recommendations adopted.

5) Consists of an evaluation of the implementation of the recommendations of the review.

11. Task 3: Identify process improvements and best practices for conducting predictable, efficient, and

477 plan reviews, approvals, and oversight that meet statutory standards.

This requirement is to conduct a comprehensive assessment of 477 Program policies and procedures for the review, determination of approval, and oversight of 477 plans, including the phases of amendment and extension requests. Primary objectives include:

o Identification of best practices and prioritization of process improvements for conducting predictable, efficient, and consistent plan reviews that meet statutory review standards with the mandated 90 day deliberation period.

o In-depth analysis of the workflow of the review and oversight process(es) in order to identify best practices and opportunities for improvement.

o Training and outreach (Tribes, Federal partners, BIA stakeholders).

o Application process (Tribal awareness, BIA review and technical assistance).

o Collaboration and Coordination (Federal partners, internal BIA stakeholders, 477

Program staff, Indian Affairs Office of Self Governance).

o Documenting decision-making (document control, records management, checklists, and timetables, tracking).

o Requests for Plan amendments and approval process and use (approval criteria) of carryover funding by Tribes.

o Program review and audits (review schedules, use of funds, reporting, fund limitations).

o Timeline/budget processes review for timeliness of receipt of funds, clearance process to final phase of availability of funds to Tribes for Tribal drawdowns.

o Performance metrics (recommended timeframes for decision making by all stakeholders to meet the mandated 90 day decision period by OIS and the Federal partners).

12. Task 4: Development of policy and procedure documentation.

Development of policy and procedure documentation, including communication templates, handbooks, and programmatic tracking tools, to ensure successful implementation of the 477

Program. These materials shall be comprehensive, address communication strategies/methodologies used with Tribes and with Federal partners.

o Development of an interagency coordination and information sharing resource to support program implementation.

o Tribally-operated 477 Programs (workforce templates, approvals, disapprovals, waivers, amendments, obstacles to approval).

o Specific program inclusion approval process from home Federal agency.

o Budget (communications between Federal agencies and internal Indian Affairs offices as the Office of Self Governance which affects timeliness of fund availability, document tracking, timetables for transfer of funds, obstacles or delays).

o Funding mechanisms (P.L. 93-638 contracting versus Self-Governance Compacts, amendments, fund limitations, if any).

o Building relationships (points of contact at Tribal offices, methods of communication and information sharing for existing 477 Program Tribes and Tribal organizations).

o Identify potential performance metrics based on processes BIA can control.

o Assess the effectiveness of on-site program reviews in strengthening 477 Programs.

o Gauge level of Federal partner involvement and suggested areas for increased engagement.

o Evaluation of the effectiveness of current operations and positive impact expected if selected recommendations are implemented.

o Create policy guidance documents, handbooks, communication templates, Tribal checklist(s), information management toolkits, and other materials as identified through the analysis process to record the recommended policies and procedures governing the review, approval, and oversight of 477 plans.

o Develop policy and procedure documentation and information management tool(s) to support the plan review, approval, and oversight processes and present these to the BIA in three parts: a list of proposed policy and procedure documentation products and information management tools shall be presented first; followed by drafts of the proposed products and tools; and the final version of the products and tools. Each phase must be accepted by BIA prior to proceeding to the next phase.

o Evaluate the implementation of the new policies and procedures and publish a written assessment.

13. Task 5: Provide overall recommendations to improve 477 program.

Provide recommendations to:

o Increase the quality of BIA/OIS-applicant and BIA/OIS-Federal partner interactions.

o Increase the quality of submissions.

o Enhance early notification of submission deficiencies.

o Promote timely resolution of deficiencies.

o Improve the consistency of review performance across the Program.

o Reduce the total time to decisions.

o Develop Good Review Management Practices (GRMP) guidance.

o Develop checklist for Tribes as to required documents/documentation a tribe must submit with a 477 plan proposal, including Tribal extension request and or approval to use funds for a purpose (to determine if within approved Plan’s scope) and use of carryover funds.

o Improve/establish process for notification to Federal partners when Tribal proposal includes non-BIA program for inclusion in the 477 Tribal Plan.

o Allow access to records/incoming documentation from Tribes to Federal partners to more effectively and efficiently improve timeline responses and available reference documents needed by Federal partners to issue determination/decisions on inclusion of a non-BIA

Federal program in a 477 Plan through shared systems, resources, etc.

o Reduce the total time to make funds available to Tribes for drawdowns.

o Eliminate unnecessary extensions of the review period without compromising BIA’s responsibility to Tribes under the 477 Program.

o Improve ongoing periodic assessments and any additional, more detailed or focused assessments that BIA may determine are required.

14. Task 6: Evaluation of the implementation of the recommendations. (Option CLIN)

This task is contingent upon the contractor’s performance during Task 2. It consists of an evaluation of the implementation of the recommendations provided during Task 2 of the review, if exercised by the Government.

15. Deliverables and schedule:

Task Deliverables Deliverables Schedule

Work Plan 5 days after contract award

1 Baseline established for each function 10 days after Work Plan accepted

1A Findings from baseline analysis 5 days after previous step above

2 Review and approval of data collection tools & methods 5 days after Work Plan accepted

2A Project Work Plan 8 days after contract award

2B Evaluation Plan 10 days after contract award

3 Findings Report 45 days after contract award

4 Development of policy and procedure documentation 30 days after Findings Report

4A Interagency coordination and information sharing resource 30 days after Findings Report

5 Proposed policy and procedure documentation and information management tools 75 days after contract award

5B Provide final version of products and overall recommendations 5 days after step 5A above

6 Evaluation of the implementation of the recommendations 3 months after completion of phases 1 to 5

Section D – Packaging and Marking

Specific submission requirements for reports and scoring will be provided by the COR.

All pre-award written and electronic correspondences shall include the solicitation number: 140A1620R0042.

All post-award written and electronic correspondences, invoices, and all other documents shall include the master award number.

Purchase Order Number: 140A2320PXXXX (To be added post award)

Section E - Inspection and Acceptance

Authorized Representative for Inspection and Acceptance

Services to be inspected and accepted by the authorized Government Contracting Officer’s

Representative (COR).

Correspondence

To promote timely and effective administration, correspondence shall be subject to the following procedures:

a) Technical correspondence (where technical issues relating to compliance with the requirements herein) shall be addressed to the Contracting Officer’s Representative

(COR) with an information copy to the Contracting Officer (CO) and the Contract

Administrator (CA).

b) All other correspondence, including invoices, (that which proposes or otherwise involves waivers, deviations or modifications to the requirements, terms or conditions of this PWS) shall be addressed to the Contracting Officer with an information copy to the COR.

Points of Contact

Contracting Officer’s Representative (COR)

a) The Contracting Officer’s authorized technical representative, for this effort is as follows:

*Will be provided at contract award.

b) The COR is the individual within the Program Management function who has overall technical responsibility for this effort. The COR supports the Contracting Officer (CO) and

Contract Specialist (CS) during administration of this effort by:

1) Making final decisions regarding any recommended rejection of deliverables;

2) Providing technical clarification relative to overall workload matters;

3) Providing advice and guidance to the Contractor in the preparation of deliverables and services;

4) Providing acceptance of deliverable products to assure compliance with requirements.

c) The COR also provides technical direction to the Contractor, i.e., shifting work emphasis between areas of work; fills in details, or otherwise serves to accomplish the purposes of this effort. Technical direction shall be within the general statement of work for this effort. The

COR does NOT have the authority to and may NOT issue any technical direction which:

1) Constitutes an assignment of work outside the general scope of this effort;

2) Constitutes a change as defined in the “Changes” clause;

3) In any way causes an increase or decrease in cost or the time required for performance;

4) Changes any of the terms, conditions, or other requirements of this effort; and

5) Suspends or terminates any portion of this effort.

d) All technical direction shall be issued in writing by the COR or will be confirmed by the

COR in writing within 10 calendar days after verbal issuance. A copy of the written direction shall be furnished to the CO and the CS.

e) In addition to providing technical direction, the COR will:

1) Monitor the Contractor’s technical progress, including surveillance and assessment of performance, and recommend to the CO and CS, any changes in the requirement;

2) Assist the Contractor in the resolution of technical problems encountered during performance; and

3) Perform inspection and acceptance or recommendation for rejection of Contractor deliverables and identify deficiencies in delivered items. This does not replace any other quality assurance inspection requirements that are specified elsewhere within this PWS.

f) If in the opinion of the Contractor, any instruction or direction issued by the COR is outside of their specific authority, the Contractor shall not proceed but shall notify the CO in writing within 5 working days after receipt of any instruction or direction, with an informational copy to the CS.

Contracting Officer

a) All contract questions and concerns will be directed to the Government Contracting

Officer (CO). The Government CO is the only individual with the authority to financially obligate the government and to make changes to original terms and conditions of this contract

The Contractor is responsible for notifying the contracting officer of any potential issues or concerns – technical, scope or financial, concerning this contract.

The Contracting Officer (CO) for this effort is as follows:

Bureau of Indian Affairs (BIA)

Attention: Jeffrey Pearson

Email: Jeffrey.pearson@bia.gov

Contract Administration

a) The Contract Specialist (CS) for this effort is as follows:

Bureau of Indian Affairs (BIA)

Attention: Colette La Grave, Contractor, Stafford Consulting

Email: Colette.lagrave@bia.gov

Section F - Deliveries or Performance

Period of Performance

It is anticipated that the period of performance will be as follows (dates subject to change based on date of award): Tasks 1-5 is Nov 11, 2020 – Nov 10, 2021. Optional Task 6 is Nov 11, 2021 – May 11, 2022.

Section G - Contract Administration Data

Electronic Invoicing and Payment Requirements - Invoice Processing Platform (IPP) (April

2013)

Payment requests must be submitted electronically through the U. S. Department of the

Treasury's Invoice Processing Platform System (IPP).

"Payment request" means any request for contract financing payment or invoice payment by the

Contractor. To constitute a proper invoice, the payment request must comply with the requirements identified in the applicable Prompt Payment clause included in the contract, or the clause 52.212-4 Contract Terms and Conditions - Commercial Items included in commercial item contracts. The IPP website address is: https://www.ipp.gov.

Under this contract, the following documents are required to be submitted as an attachment to the

IPP invoice:

- A copy of the Contractor’s invoice shall be included with the IPP invoice. If no invoice is attached, the Invoice will be rejected;

- List of deliverables;

- Timesheet - Number of hours worked with corresponding labor category and rate information;

- Any additional information requested at the Individual Task Order level.

The Contractor must use the IPP website to register access and use IPP for submitting requests for payment. The Contractor Government Business Point of Contact (as listed in SAM) will receive enrollment instructions via email from the Federal Reserve Bank of Boston (FRBB) within 3 - 5 business days of the contract award date. Contractor assistance with enrollment can be obtained by contacting the IPP Production Helpdesk via email ippgroup@bos.frb.org or phone (866) 973-3131.

If the Contractor is unable to comply with the requirement to use IPP for submitting invoices for payment, the Contractor must submit a waiver request in writing to the Contracting Officer with its proposal or quotation.

(End of Local Clause)

Reporting Matters Involving Fraud, Mismanagement, Waste and Abuse

Anyone who becomes aware of the existence or apparent existence of fraud, waste and abuse in

BIA funded programs is encouraged to report such matters to the DOI Inspector General’s Office in writing or on the Inspector General’s Hotline. The toll-free number is 1-800-424-5081. All telephone calls will be handled confidentially. One may also fill out an online form at http://www.doi.gov/oig/index.cfm. Additionally, the IG may be contacted through its mailing address:

U.S. Department of the Interior

Office of Inspector General

1849 C Street NW - Mail Stop 4428

Washington, D.C. 20240

Section H - Special Contract Requirements

Contractor Identification

Each contract employee shall identify themselves as a Contractor under this contract both orally and in writing. All Contractor emails (to include the emails from the Government account) and all other written correspondences, shall state the following in their signature line:

• The name of the company that they are employed by.

• Clearly identify themselves as a contract employee by stating “Government Contractor.”

The above identification requirement also applies to the following:

• Voicemails

• Placards

• Office Name Plates

• Any material produced under this contract, if a name of a Contractor is provided within.

Under no circumstance shall the Contractor state or imply that they are acting on behalf of the

Government.

Policies and Guidance

All work performed by the Contractor must adhere to the policies and guidance in the following manuals:

Federal Policies and Regulations Website

OMB Circular A-130, Management of

Federal Information Resources http://www.whitehouse.gov/omb/circulars/a130/a13

0.html

OMB Circular A-123, Internal Control

Systems http://www.whitehouse.gov/omb/circulars/a123/a12

3.html

Section 508 Compliance http://www.access-board.gov/508.htm

Privacy Act Policies http://www.whitehouse.gov/omb/memoranda/m01-

05.html

Indian Affairs Policies and

Procedures

Website

Departmental Manual, 375 DM 19 http://www.doi.gov/archive/nbc/formsmgt/forms/R

OB.pdf

The Government reserves the right to add to, change and or remove any of policies listed.

http://www.whitehouse.gov/omb/circulars/a130/a130.html http://www.whitehouse.gov/omb/circulars/a130/a130.html http://www.whitehouse.gov/omb/circulars/a123/a123.html http://www.whitehouse.gov/omb/circulars/a123/a123.html http://www.access-board.gov/508.htm http://www.whitehouse.gov/omb/memoranda/m01-05.html http://www.whitehouse.gov/omb/memoranda/m01-05.html http://www.doi.gov/archive/nbc/formsmgt/forms/ROB.pdf http://www.doi.gov/archive/nbc/formsmgt/forms/ROB.pdf

Key Personnel

Certain skilled, experienced, professional and technical personnel are essential for accomplishing the work under this contract. These individuals are defined as "Key Personnel" and are those persons whose resumes were submitted as part of the proposal. During the first six (6) months of performance, no substitutions shall be made of accepted key personnel except for sudden illness or death, or termination of employment.

Key Personnel for this effort consist of the Program Manager, and two SMEs. The Government shall accept substitutions only if in compliance with the “Substitution of Key Personnel" provision identified below.

Program Manager requirements:

o 3+ years’ experience in project or program management and 3+ years’ experience in two or more of the following areas:

o Experience working in the Tribal 638 contracting/self-governance compacting field o Experience working with stakeholders that include Tribal government, Tribal organizations, Government Regional staff (BIA Regional and Agency staff) o Experience working with Native American populations or communities

SME requirements:

o At least 5 years working with a federally recognized Tribe assisting with that

Tribe's self-governance compact and/or 638 contracts.

o A working knowledge of the 477 law, as amended.

o In-depth knowledge and experience (at least 3 years) working with coordinating/overseeing/obligating multi-agency funds to one Tribe, including reporting requirements required for annual audits and compliance with the Single

Audit Act.

o in-depth knowledge of economic development in Indian Country

All Contractor requests for approval of substitutions hereunder shall be submitted in writing to the COR and the Contracting Officer at least thirty (30) calendar days in advance of the effective date, whenever possible, and shall provide a detailed explanation of the circumstances necessitating the proposed substitution, a complete resume for the proposed substitute, and any other information requested by the Contracting Officer necessary to approve or disapprove the proposed substitution. Proposed substitutes should have comparable qualifications to those of the person(s) being replaced. The COR and the Contracting Officer will evaluate such requests and promptly notify the Contractor of approval or disapproval in writing.

If the Government agrees to the substitution during the first six (6) months of this contract, the replacement personnel shall sign a letter of commitment to cover the difference of the six month period, as required under this contract.

Key Personnel Performance and Replacement

The Government reserves the right to evaluate the technical skills of key personnel assigned to this effort and to request a replacement if such is deemed necessary by the Government. The

Government reserves the right to accept or reject any proposed individual with written notification to the Contractor.

The Government reserves the right to evaluate the technical skill and competence of key personnel and to require the individual’s replacement if the individual’s qualifications or performance are judged deficient at any time with written notification.

Contractor personnel under this contract shall not be: (1) Placed in a position where they are under the supervision or evaluation of a Government employee; and (2) Placed in a position of command, supervision, administration or control over Government personnel, or personnel of other Contractors. Given the nature of the contract requirements and the working environment, it may be necessary for Government and Contractor personnel to work as a team to accomplish work objectives, share knowledge, and work in a mutually supportive role. This should be accomplished while preserving the non-personal services nature of the contract. The operational need to work in concert should be accomplished in a manner consistent with preserving the management responsibilities of the Contractor. Working in a team environment, may require the

Government to provide collaboration among the contract personnel which will require work direction from the Government. Work direction means a communication to Contractor personnel that directs or approves approaches, documents, presentations, or refinements to work; fills in details or otherwise completes the general description of work or documentation items; shifts emphasis among work areas or tasks; or furnishes similar instructions to Contractor personnel.

Work direction includes requiring analyses and development of other products within the scope of work for the contract.

Dissemination of Contract Performance Information

The Contractor must not publish, permit to be published, or distribute for public consumption, any information, oral or written, concerning the results or conclusions made pursuant to the performance of this contract, without the prior written consent of the Contracting Officer. Any material proposed to be published or distributed must be submitted to the Contracting Officer for approval.

Disclosure of Information

Information made available to the Contractor by the Government for the performance or administration of this effort shall be used only for those purposes and shall not be used in any other way without the written agreement of the Contracting Officer

If the Contractor is uncertain about the availability or proposed use of information provided for the performance or administration, the Contractor shall consult with the COR regarding use of that information for other purposes.

The Contractor agrees to assume responsibility for protecting the confidentiality of Government records, which are not public information. Each offeror or employee of the Contractor to whom information may be made available or disclosed shall be notified in writing by the Contractor that such information may be disclosed only for a purpose and to the extent authorized herein.

The Contractor assumes responsibility for maintaining knowledge of and compliance with all

Federal, state, and local laws, policies, and procedures regarding data confidentiality and privacy, such as the Federal Education Rights to Privacy Act.

All Contractor employees shall sign and submit a copy of the Non-Disclosure Agreement. The

Non-Disclosure agreement that will be required to be signed will be provided after award.

The details of any security safeguards that the Contractor may design or develop under this contract are the property of the Government and shall not be published or disclosed in any manner without the Contracting Officer’s written consent. Likewise, the details of any security safeguards that may be revealed to the Contractor by the Government in the course of performances under this contract shall not be published or disclosed in any manner without the

Contracting Officer’s written consent. Any information made available in any format shall be used only for the purpose of carrying out the provisions of this contract. Information contained in such materials shall not be divulged or made known in any manner to any person except as may be necessary in the performance of this contract. Disclosure to anyone other than an authorized officer or employee of the Contractor shall require written approval of the

Contracting Officer.

Any information with personal identifiers shall be accounted for upon receipt and properly stored before, during and after processing. In addition, all related output shall be given the same level of protection as required for source materials.

The Contractor shall be held liable for any and all damages resulting from any inappropriate disclosure of information/data by its employees or via any system used by the Contractor.

Should the Contractor become aware of the need for additional safeguards, the Contractor must immediately notify the COR.

Non-Personal Services and Inherently Governmental Functions

Pursuant to FAR 37.1, no personal services shall be performed under this PWS. All work requirements shall flow only from the COR to the Contractor Program Manager. No Contractor employee will be directly supervised by the Government. All individual employee assignments, and daily work direction, shall be given by the applicable Contractor supervisor. If the

Contractor believes any Government action or communication has been given that would create a personal services relationship between the Government and any Contractor employee, the

Contractor shall promptly notify the Contracting Officer of this communication or action.

Pursuant to FAR 7.5, the Contractor shall not perform any inherently governmental actions under this PWS. No Contractor employee shall hold him or herself out to be a Government employee, agent, or representative. No Contractor employee shall state orally or in writing at any time that he or she is acting on behalf of the Government.