W9124J-19-R-0032_EFMP_Solicitation_08_Aug_2019.pdf

CODE

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PAGE(S)

until local time

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A X B X C

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73 - 82 X H 83 - 87 madeline.m.allison.civ@mail.mil

RATING PAGE OF PAGES

7. ISSUED BY

(Date)

IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

Previous Edition is Unusable 33-134 STANDARD FORM 33 (REV. 9-97)

Prescribed by GSA FAR (48 CFR) 53.214(c)

1 87

(If other than Item 7)

15A. NAME 16. NAME AND TITLE OF PERSON AUTHORIZED TO

AND

ADDRESS

SIGN OFFER (Type or print)

OF

OFFEROR

AMENDMENT NO. DATE

15B. TELEPHONE NO (Include area code) 17. SIGNATURE15C. CHECK IF REMITTANCE ADDRESS

IS DIFFERENT FROM ABOVE - ENTER

SUCH ADDRESS IN SCHEDULE.

18. OFFER DATE

1. THIS CONTRACT IS A RATED ORDER

UNDER DPAS (15 CFR 700)

2. CONTRACT NO.

W9124J 8. ADDRESS OFFER TO

See Item 7

9. Sealed offers in original and 1 copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if handcarried, in the depository located in

CAUTION - LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and

Refer to Section L conditions contained in this solicitation.

10. FOR INFORMATION

CALL:

A. NAME (NO COLLECT CALLS)

MADELINE ALLISON 210-466-2231

11. TABLE OF CONTENTS

SOLICITATION/ CONTRACT FORM

SUPPLIES OR SERVICES AND PRICES/ COSTS

2 - 15

X I CONTRACT CLAUSES

DESCRIPTION/ SPECS./ WORK STATEMENT X

PACKAGING AND MARKING

16 - 50 J LIST OF ATTACHMENTS

INSPECTION AND ACCEPTANCE

DELIVERIES OR PERFORMANCE

51 - 52 53 - 55

X K

REPRESENTATIONS, CERTIFICATIONS AND

OTHER STATEMENTS OF OFFERORS

CONTRACT ADMINISTRATION DATA 56 - 58 X

SPECIAL CONTRACT REQUIREMENTS

OFFER (Must be fully completed by offeror) 59 X M

L INSTRS., CONDS., AND NOTICES TO OFFERORS

EVALUATION FACTORS FOR AWARD

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

13. DISCOUNT FOR PROMPT PAYMENT

(See Section I, Clause No. 52.232-8)

14. ACKNOWLEDGMENT OF AMENDMENTS

(The offeror acknowledges receipt of amendments

AMENDMENT NO. DATE

to the SOLICITATION for offerors and related documents numbered and dated):

FACILITY

12. In compliance with the above, the undersigned agrees, if this offer is accepted within calendar days (60 calendar days unless a different period

SOLICITATION, OFFER AND AWARD

X

(X) SEC. DESCRIPTION (X) SEC. DESCRIPTION PAGE(S)

PART I - THE SCHEDULE

26. NAME OF CONTRACTING OFFICER (Type or print) 27. UNITED STATES OF AMERICA 28. AWARD DATE

EMAIL:TEL: (Signature of Contracting Officer)

CODE CODE

B. TELEPHONE (Include area code) C. E-MAIL ADDRESS

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEMS NUMBERED 20. AMOUNT 21. ACCOUNTING AND APPROPRIATION

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

10 U.S.C. 2304(c)( ) 41 U.S.C. 253(c)( ) (4 copies unless otherwise specified)

23. SUBMIT INVOICES TO ADDRESS SHOWN IN ITEM

24. ADMINISTERED BY (If other than Item 7) CODE 25. PAYMENT WILL BE MADE BY CODE

PART IV - REPRESENTATIONS AND INSTRUCTIONS

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

60 - 66

PART II - CONTRACT CLAUSES

MICC - FSH

MICC - FSH C WATSON

2205 INFANTRY POST RD

210-466-2207

FORT SAM HOUSTON TX 78234-1361

210-466-2207

210-466-2229FAX:

TEL:

FAX:

TEL:

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

SOLICITATION

6. REQUISITION/PURCHASE NO.

0011364247

5. DATE ISSUED

08 Aug 2019

4. TYPE OF SOLICITATION

SEALED BID (IFB)

NEGOTIATED (RFP)

[ X ]

3. SOLICITATION NO.

W9124J19R0032

Section B - Supplies or Services and Prices

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 2 Months Phase In

FFP

The Contractor shall provide Phase-In in accordance with Performance Work Statement Paragraph 1.4.1.

FOB: Destination

PSC CD: 5430

NET AMT

0002 12 Months EFMP Program Management Support

FFP

The contractor shall provide associated program management support services as identified in Performance Work Statement.

FOB: Destination

PURCHASE REQUEST NUMBER: 0011364247

0003 Hours Level III Respite Care - Standard Cost

COST

The contractor shall provide Level III Respite Care as identified in the Performance Work Statement. Contractor shall bill this CLIN for Base Year Level III - Standard Cost Area. The Not to Exceed Hours for Level III Respite Care - Standard Cost Areas is 50,625 hours.

ESTIMATED COST

0004 Hours Level III Respite Care - High Cost

COST

The contractor shall provide Level III Respite Care as identified in the Performance Work Statement. Contractor shall bill this CLIN for Base Year Level III - High Cost Area. The Not to Exceed Hours for Level III Respite Care - High Cost Areas is 16,875 hours.

0005 Hours Level IV Respite Care - Standard Cost

COST

The contractor shall provide Level IV Respite Care as identified in the Performance Work Statement. Contractor shall bill this CLIN for Base Year Level IV - Standard Cost Area. The Not to Exceed Hours for Level IV Respite Care - Standard Cost Areas is 16,875 hours.

0006 Hours Level IV Respite Care - High Cost

COST

The contractor shall provide Level IV Respite Care as identified in the Performance Work Statement. Contractor shall bill this CLIN for Base Year Level IV - High Cost Area. The Not to Exceed Hours for Level IV Respite Care - High Cost Areas is 5,625 hours.

0007 Job EFMP Program Support Travel

COST

DO NOT PROPOSE: The Government will provide a Not to Exceed amount for this CLIN and will provide funding as needed. Travel shall be conducted in accordance with paragraph 1.7 of the incorporated Performance Work Statement. Costs incurred by contractor personnel on official company business are allowable, subject to the limitations contained in FAR 31.205-46. Gov't Not to Exceed amount is $10,000.00.

0008 1 Each Contractor Manpower Reporting

FFP

The contractor shall provide contractor manpower reporting as identified in paragraph 5.2. of the incorporated Performance Work Statement.

1001 12 Months OPTION EFMP Program Management Support

FFP

The contractor shall provide associated program management support services as identified in PWS.

1002 Hours OPTION Level III Respite Care - Standard Cost

COST

The contractor shall provide Level III Respite Care as identified in the Performance Work Statement. Contractor shall bill this CLIN for Level III - Standard Cost Area. The Not to Exceed Hours for Level III Respite Care - Standard Cost Areas is 50,625 hours.

1003 Hours OPTION Level III Respite Care - High Cost

COST

The contractor shall provide Level III Respite Care as identified in the Performance Work Statement. Contractor shall bill this CLIN for Level III - High Cost Area. The Not to Exceed Hours for Level III Respite Care - High Cost Areas is 16,875 hours.

1004 Hours OPTION Level IV Respite Care - Standard Cost

COST

The contractor shall provide Level IV Respite Care as identified in the Performance Work Statement. Contractor shall bill this CLIN for Level IV - Standard Cost Area. The Not to Exceed Hours for Level IV Respite Care - Standard Cost Areas is 16,875 hours.

1005 Hours OPTION Level IV Respite Care - High Cost

COST

The contractor shall provide Level IV Respite Care as identified in the Performance Work Statement. Contractor shall bill this CLIN for Level IV - High Cost Area. The Not to Exceed Hours for Level IV Respite Care - High Cost Areas is 5,625 hours.

1006 Job OPTION EFMP Program Support Travel

COST

DO NOT PROPOSE: The Government will provide a Not to Exceed amount for this CLIN and will provide funding as needed. Travel shall be conducted in accordance with paragraph 1.7 of the incorporated Performance Work Statement. Costs incurred by contractor personnel on official company business are allowable, subject to the limitations contained in FAR 31.205-46. Gov't Not to Exceed amount is $10,000.00.

1007 1 Each OPTION Contractor Manpower Reporting

FFP

The contractor shall provide contractor manpower reporting as identified in paragraph 5.2. of the incorporated Performance Work Statement.

2001 12 Months OPTION EFMP Program Management Support

FFP

The contractor shall provide associated program management support services as identified in PWS.

2002 Hours OPTION Level III Respite Care - Standard Cost

COST

The contractor shall provide Level III Respite Care as identified in the Performance Work Statement. Contractor shall bill this CLIN for Level III - Standard Cost Area. The Not to Exceed Hours for Level III Respite Care - Standard Cost Areas is 50,625 hours.

2003 Hours OPTION Level III Respite Care - High Cost

COST

The contractor shall provide Level III Respite Care as identified in the Performance Work Statement. Contractor shall bill this CLIN for Level III - High Cost Area. The Not to Exceed Hours for Level III Respite Care - High Cost Areas is 16,875 hours.

2004 Hours OPTION Level IV Respite Care - Standard Cost

COST

The contractor shall provide Level IV Respite Care as identified in the Performance Work Statement. Contractor shall bill this CLIN for Level IV - Standard Cost Area. The Not to Exceed Hours for Level IV Respite Care - Standard Cost Areas is 16,875 hours.

2005 Hours OPTION Level IV Respite Care - High Cost

COST

The contractor shall provide Level IV Respite Care as identified in the Performance Work Statement. Contractor shall bill this CLIN for Level IV - High Cost Area. The Not to Exceed Hours for Level IV Respite Care - High Cost Areas is 5,625 hours.

2006 Job OPTION EFMP Program Support Travel

COST

DO NOT PROPOSE: The Government will provide a Not to Exceed amount for this CLIN and will provide funding as needed. Travel shall be conducted in accordance with paragraph 1.7 of the incorporated Performance Work Statement. Costs incurred by contractor personnel on official company business are allowable, subject to the limitations contained in FAR 31.205-46. Gov't Not to Exceed amount is $10,000.00.

2007 1 Each OPTION Contractor Manpower Reporting

FFP

The contractor shall provide contractor manpower reporting as identified in paragraph 5.2. of the incorporated Performance Work Statement.

3001 12 Months OPTION EFMP Program Management Support

FFP

The contractor shall provide associated program management support services as identified in PWS.

3002 Hours OPTION Level III Respite Care - Standard Cost

COST

The contractor shall provide Level III Respite Care as identified in the Performance Work Statement. Contractor shall bill this CLIN for Level III - Standard Cost Area. The Not to Exceed Hours for Level III Respite Care - Standard Cost Areas is 50,625 hours.

3003 Hours OPTION Level III Respite Care - High Cost

COST

The contractor shall provide Level III Respite Care as identified in the Performance Work Statement. Contractor shall bill this CLIN for Level III - High Cost Area. The Not to Exceed Hours for Level III Respite Care - High Cost Areas is 16,875 hours.

3004 Hours OPTION Level IV Respite Care - Standard Cost

COST

The contractor shall provide Level IV Respite Care as identified in the Performance Work Statement. Contractor shall bill this CLIN for Level IV - Standard Cost Area. The Not to Exceed Hours for Level IV Respite Care - Standard Cost Areas is 16,875 hours.

3005 Hours OPTION Level IV Respite Care - High Cost

COST

The contractor shall provide Level IV Respite Care as identified in the Performance Work Statement. Contractor shall bill this CLIN for Level IV - High Cost Area. The Not to Exceed Hours for Level IV Respite Care - High Cost Areas is 5,625 hours.

3006 Job OPTION EFMP Program Support Travel

COST

DO NOT PROPOSE: The Government will provide a Not to Exceed amount for this CLIN and will provide funding as needed. Travel shall be conducted in accordance with paragraph 1.7 of the incorporated Performance Work Statement. Costs incurred by contractor personnel on official company business are allowable, subject to the limitations contained in FAR 31.205-46. Gov't Not to Exceed amount is $10,000.00.

3007 1 Each OPTION Contractor Manpower Reporting

FFP

The contractor shall provide contractor manpower reporting as identified in paragraph 5.2. of the incorporated Performance Work Statement.

4001 12 Months OPTION EFMP Program Management Support

FFP

The contractor shall provide associated program management support services as identified in PWS.

4002 Hours OPTION Level III Respite Care - Standard Cost

COST

The contractor shall provide Level III Respite Care as identified in the Performance Work Statement. Contractor shall bill this CLIN for Level III - Standard Cost Area. The Not to Exceed Hours for Level III Respite Care - Standard Cost Areas is 50,625 hours.

4003 Hours OPTION Level III Respite Care - High Cost

COST

The contractor shall provide Level III Respite Care as identified in the Performance Work Statement. Contractor shall bill this CLIN for Level III - High Cost Area. The Not to Exceed Hours for Level III Respite Care - High Cost Areas is 16,875 hours.

4004 Hours OPTION Level IV Respite Care - Standard Cost

COST

The contractor shall provide Level IV Respite Care as identified in the Performance Work Statement. Contractor shall bill this CLIN for Level IV - Standard Cost Area. The Not to Exceed Hours for Level IV Respite Care - Standard Cost Areas is 16,875 hours.

4005 Hours OPTION Level IV Respite Care - High Cost

COST

The contractor shall provide Level IV Respite Care as identified in the Performance Work Statement. Contractor shall bill this CLIN for Level IV - High Cost Area. The Not to Exceed Hours for Level IV Respite Care - High Cost Areas is 5,625 hours.

4006 Job OPTION EFMP Program Support Travel

COST

DO NOT PROPOSE: The Government will provide a Not to Exceed amount for this CLIN and will provide funding as needed. Travel shall be conducted in accordance with paragraph 1.7 of the incorporated Performance Work Statement. Costs incurred by contractor personnel on official company business are allowable, subject to the limitations contained in FAR 31.205-46. Gov't Not to Exceed amount is $10,000.00.

4007 1 Each OPTION Contractor Manpower Reporting

FFP

The contractor shall provide contractor manpower reporting as identified in paragraph 5.2. of the incorporated Performance Work Statement.

4008 2 Months OPTION Phase Out

FFP

The Contractor shall provide Phase-In in accordance with Performance Work Statement Paragraph 1.4.1.

Section C - Descriptions and Specifications

STATEMENT OF WORK

PERFORMANCE WORK STATEMENT (PWS)

IMCOM G9, Army Community Service Exceptional Family Member Program (EFMP)

Respite Care Services

1. GENERAL/SCOPE: The primary purpose of this contract is to provide a network of Exceptional Family Member Program (EFMP) Respite Care Providers (RCPs) who will provide temporary rest periods for Family members responsible for regular care of persons with disabilities. Respite care (RC) may be provided in the recipient’s home, at a Child and Youth Services (CYSS) facility, or a similar facility approved by the Contracting Officer (KO). Qualifying Families are eligible to receive 25 hours of EFMP RC monthly for each enrolled Exceptional Family Member (EFM).

EFMP RC may not be used to offset necessary full time child care so the sponsor or spouse may work or attend school or to do housework or related chores in or around the EFM residence.

The RCP may not provide transportation for appointments/errands.

EFMP RC is only intended for the eligible EFM. EFMP RC is not for the children of adult EFMs or for siblings of EFM children.

1.1. BACKGROUND: The Installation Management Command, G-9, Army Community Service (ACS), has an ongoing mission requirement to provide temporary rest periods for Family members responsible for regular care of persons with severe disabilities or diagnoses. In accordance with DoDI 1342.22, Military Family Readiness, EFMP RC may be provided as part of the overall Exceptional Family Member Program.

There are currently 64,000 family members enrolled in the Army’s EFMP. Approximately, 300 (.00468%) of the enrolled individuals qualify for RC Services. These EFMs have special needs that require special care considerations. Finding and paying for special needs services can present significant challenges to military Families. Consequently, there is a need to maintain an Army-wide special needs RC program for Family members enrolled in the EFMP.

1.2. OBJECTIVE: The objective of the EFMP RC Program is to assist all Army components to include Army National Guard (ARNG) and the United States Army Reserve (USAR) Families with locating, selecting, and paying fees for quality RC service to support eligible Family members with special needs. The government will provide RC for individuals who meet the eligibility criteria for CONUS, Alaska, Puerto Rico and Hawaii enrollment and who have a severe disability or diagnoses. The Contractor shall provide personnel who are trained/qualified to provide one-on-one EFM RC services in the EFM’s home and/or in a Child and Youth Services (CYS) facility.

1.3. PERSONNEL: The Contractor shall ensure that the level of qualified RCPs and technical key personnel assigned to the contract will be maintained throughout the term of the contract IAW para. 1.13. and 1.14. below.

Any substitutions shall possess equal or better credentials as the original. The Contractor shall provide qualified RCPs who will provide temporary rest periods for Family members responsible for regular care of individuals with special needs.

1.3.1. The Contractor shall: 1) Establish, oversee, and maintain a pool of qualified RCPs to deliver quality RC; 2) Conduct pre-employment screening IAW with Army Directive (AD) 2014-23; 3) Ensure the RC service provided does not exceed 25 hours per month (if, for any reason, the Family does not use all of their allocated RC hours in a given month, the hours will not carry over to a future month); 4) Notify the COR of all customer complaints within one (1) business day of receipt of complaint. Coordinate with the COR, or the COR’s designee, to determine appropriate steps to resolve/mitigate all complaints to protect the health, safety and welfare of EFMs and take appropriate action IAW para. 5.4. herein.

1.3.2. It is the Contractor’s responsibility to ensure all RCPs are qualified to provide RC. The Contractor shall maintain a RCP file for each employee (Direct hires/those from HHC Agencies/Care Center) that includes proof that all mandatory requirements have been met. The Contractor shall provide appropriately trained personnel to ensure no interruption in service delivery when an employee is absent (vacation, sick leave, or turnover of personnel etc.) and other periods of emergency to ensure adequate coverage. No forms of therapy (e.g., Physical/Occupational, Applied Behavior Analysis (ABA), Music Therapy) are authorized to be performed during RC. EFM parents/legal guardians providing care for EFM, Family members (brother, sister, grandparents etc.) or friends that reside in the same residence as the RC recipient, are NOT authorized to serve as RCPs.

1.3.3. The Government and the Contractor shall understand and agree that the services to be delivered are non-personal services and both parties recognize and agree that no employer-employee relationships exist between the Government and the Contractor and/or between the Government and the Contractor’s employees. Contactor personnel performing under this contract shall not be placed in a position where they are employed by a Federal Officer or are under the supervision, direction, or evaluation of a Federal Officer, military or civilian.

1.3.4. Contractor personnel shall conform to standards of conduct and code of ethics, which are consistent with those applicable to Government employees as provided in the Joint Ethics Regulation DoD 5500.7-R.

1.3.5. Identification of Contractor Employees: All contract personnel providing RC Services shall be identifiable by wearing a name badge that identifies them as being a contractor and the Agency in which they are employed.

This badge shall be worn when providing RC, when attending meetings, and when working in other situations where their contractor status is not obvious to third parties. Contractors are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

1.3.6. Background Check Requirements for Respite Care Providers:

a. The Contractor shall:

(1) Ensure that each individual hired under the contract as a RCP has a favorable background check prior to being assigned to an EFM. Prior to hiring any individual, the Contractor shall inform all potential RCPs of the background check requirements and processes (that can take 120 days or more) to include the Contractor’s pre-employment screening prior to the U.S. Army’s background check being conducted. The Contractor’s pre-employment screening shall consist of:

(a) Review of application / resume;

(b) Personal interview;

(c) Reference checks (minimum of two past employer references);

(d) Assessment of individual’s eligibility, qualifications, temperament and suitability for work with disabled children/adults.

(e) A check of the State Child Abuse Registry by using www.nsopw.gov (for those states that authorize this check) and the National Sex Offenders Registry.

(2) Once all pre-employment screening requirements have been completed (the Contractor should not forward a request for background checks if pre-employment screening reveals mandatory/automatic disqualifying offenses [see below]), the Contractor will forward the completed “Pre-Employment” packet to the Installation EFMP Manager for processing (POC Listing of Installation EFMP Managers will be provided upon contract award). The Contractor will ensure all forms are complete and legible prior to submission. The packet shall contain*:

(a) IMCOM Worksheet 30A, Work Order Ticket Checklist

(b) IMCOM Form 30, Background Check Work Order Ticket (Sections III & IV completed);

(c) DD 2981, Basic Criminal History and Statement of Admission – (Department of Defense Child and Youth (C&Y) Programs);

(d) OF 306, Declaration for Federal Employment;

(e) DA Release/Consent Statement;

(f) DA Form 5018-R, ADAPCP Client’s Consent Statement for Release of Treatment Information;

(g) IMCOM Worksheet 29, Child Services SCHR Residency Information Sheet;

(h) Current resume;

(i) 2 past employer references checks completed with documentation;

(j) Proof of citizenship (Birth Certificate, Certificate of Citizenship-INS, and Certificate of Naturalization, DS-1350, FS-545, or FS 240);

(k) Position Description/Summary of Duties.

(l) SF 85 (if requested for contractors who RSI Interpol Checks)

*Specific forms required and form numbers/versions may differ throughout duration of contract. The COR will ensure that the Contractor is provided with all current forms upon contract award and will provide any updates for required forms to process background checks.

b. Installation EFMP Managers will:

(1) Review the Pre-Employment packet for legibility and completeness and coordinate with Contractor’s

Program Manager (or POC designated by Contractor) to correct any deficiencies. Email the Contractor within three business days with instructions for the individual to initiate the National Background Investigation Bureau (NBIB) Child Care Tier 1 with State Criminal History Repository Check (SCHR) (formerly called Child Care National Agency Check and Inquiries (CNACI)) or Tier 1 with SCHR (or equivalent TIER investigation without SCHRs in combination with the SCHR Special Agreement checks) and Interpol checks (as required). The individual must complete Electronic Questionnaires for Investigations Processing (e-QIP) system within 1-2 days of receiving e-QIP link for the TIER 1 investigation and respond to any corrections requested within 1 day. Contractor will ensure individual’s timely completion of fingerprinting at their nearest Army Installation. The Contractor will provide the instructions to the individual and direct immediate compliance (within 7 days after being notified by the EFMP Manager). (May need to have prints re-taken if prints are unclassifiable. If reprinting is required, individual should report for re-printing within 3 days of notification.) If the individual fails to comply with the instructions provided within three business days of when the EFMP Manager initially provided instructions to the Contractor, the EFMP Manager will inform the Contractor during their regularly scheduled teleconference. If the individual fails again to respond to the instructions within 48 hours after the Contractor has been notified, the EFMP Manager will inform HQ IMCOM, G9, EFMP (via email) to request a “Unsuitable based on Noncompliance” notification for that employee to be issued to the Contractor.

(2) Receive the results of the Tier I w/SCHR, FBI Fingerprint Check and the IRC and process accordingly.

c. The notifications to the Contractor shall be processed as follows:

(1) Favorable Final Suitability Adjudication Background Check Verification Checklist. The EFMP Manager will provide a copy of the Background Check Verification Checklist documenting the final suitability determination to the Contractor within three business days of receiving the results. This checklist will indicate the completion dates of the all prescreening documents, IRCs, FBI Fingerprint Check, and the Tier 1 with SCHR (or equivalent TIER investigation without SCHRs in combination with the SCHR Special Agreement checks) and Interpol checks (as required). This checklist will indicate the completion dates of the IRCs and FBI Fingerprint Check and will be used to track the five year reverification date for the individual’s background checks. The EFMP Manager will also provide a letter notifying the Contractor that the individual is CLEARED to provide care under the contract. This letter will be maintained by the EFMP Manager for two years following the termination of the individual’s services.

(2) Derogatory Information – If the background checks and/or investigation reveal derogatory information, the Contractor will be notified if the Department of the Army G-1 Consolidated Services Suitability Cell (CSSC) requires additional information or there is a mandatory disqualifier. Requests for additional information from the CSSC must be responded to within a timely manner (not longer than 10 days). (**Note** The actual background check results are property of the U.S. government and will not be released to the Contractor or anyone else to include the individual).

Individuals may be required to provide further information to the CSSC to receive a final adjudication. Individuals with any type of derogatory findings or discrepancies will not be authorized to work under this contract until a final favorable adjudication determination is made by the CSSC. At any time, the Contractor may elect not to proceed with the adjudication process and dismiss the individual from working under this contract. The Contractor can also elect to proceed with the adjudication process and await final adjudication. Once final adjudication has been made by the CSSC, the EFMP Manager will provide a letter notifying the Contractor of the individual’s status of “suitable” or “unsuitable”. This suitability letter will be maintained by the COTR for two years following the termination of the individual’s services. All documentation forwarded to the Contractor in regards to background checks/investigations and the suitability determination shall be placed into the individual’s file maintained by the Contractor.

d. Background Check Reverification Requirements: All RCPs are required to reverify IRCs, FBI Fingerprint Checks, and SCHR Special Agreement Checks every five years. The background checks will expire 5 years from the date of the earliest returned background check document. RCPs will not be authorized to provide services under this contract if any portion of their background checks have expired. If derogatory information surfaces during reverification that could put children at risk the individual should be removed from contact with children until case is adjudicated and individual found suitable for continued employment. Contractor will maintain tracker of when reverification is due for all RCPs and will submit, to the EFMP Manager, the following reverification paperwork not later than 90 days prior to expiration:

(1) IMCOM Worksheet 30A, Work Order Ticket Checklist

(2) IMCOM Form 30, Background Check Work Order Ticket (Sections III & IV completed);

(3) DA Release/Consent Statement (Replaces IMCOM Form 23, Background Check Consent);

(4) DA Form 5018-R, ADAPCP Client’s Consent Statement for Release of Treatment Information;

(5) IMCOM Worksheet 29, Child Services SCHR Residency Information Sheet.

(6) SF 85 (if requested for contractors who RSI Interpol Checks)

e. Mandatory / Automatic Disqualification. No person, regardless of circumstances, will be approved to provide services under this contract if the individual has been convicted in either a civilian or military court (to include any general, special or summary court-martial conviction) or received non-judicial punishment under Article 15 of the Uniform Code of Military Justice, of a sexual offense, a drug felony, or any criminal offense involving a child victim.

Additionally, an individual that has been held to be negligent in a civil adjudication or administrative proceeding concerning the death or serious injury to a child or dependent person entrusted to the individual’s care, is not eligible to provide care under this contract. Army Directive 2014-23 and DoDI 1402.05 provide detailed information regarding criteria for mandatory disqualification and criteria for presumptive disqualification.

1.4 . PERIOD OF PERFORMANCE: The Period of Performance is as follows: The period of performance will consist of 12 month base period and four (4) 12 month option periods.

1.4.1. Phase In Period and Start Up Support. Respite Care Services are currently provided under a Nonappropriated Funds (NAF) contract. The services provided under this contract are vital and must be continued with minimal or no interruption. The successor Contractor will receive transition support from the incumbent Contractor and ACS. Current enrolled EFMs shall gradually transition to the new Contractor. Newly enrolled EFMs shall be supported by the new Contractor only. Full transition shall be completed within ninety-one (91) days of award. The successor Contractor shall make every reasonable attempt to keep current enrolled EFMs with their preferred provider. EFMs enrollment data will be provided upon award.

1.5. GENERAL INFORMATION:

1.5.1. Contract Work Location. The Contractor shall perform duties within CONUS, Alaska, Puerto Rio and Hawaii.

1.5.2. Identification of Privacy Act. This contract requires a system of records in accordance with the Privacy Act of 1974.

1.5.2.1. Neither the Contractor nor any of its contract service providers shall disclose or cause to disseminate any information concerning operations of military activities or personal information pertaining to military Families (receiving RC service or not). Such action(s) could result in violation of the contract and possible legal actions.

1.5.2.2. All inquiries, comments or complaints arising from any matter observed, experienced, or learned of as a result of or in connection with the performance of this contract, the resolution of which may require the dissemination of official information, shall be directed to the COR and the KO.

1.5.2.3. The Contractor shall only conduct business with designated government personnel listed as the KO, or COR(s). Names of authorized personnel shall be provided to the Contractor by the government, in writing, and updated as necessary throughout the contract period.

1.5.2.4. U.S. Government records, copies of original results and reports, verified original data, corrected data, and corrected supporting final reports are maintained by the Contractor, but remain the property of the U.S.

Government. These files/results shall be surrendered to the COR or KO during the quarterly Quality Assurance Evaluation (QAE) inspections and at the end cycle of the contract.

1.5.2.5. The Contractor shall be responsible for safeguarding all government equipment, information and property provided for the Contractor use during the duration of the contract. At the close of each work period, government facilities, equipment and materials shall be secured.

1.5.2.6. The Contractor shall meet all applicable requirements of DoD and Army Regulations, Federal, State, and local governments’ codes regarding operation of this type of service.

1.6. PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT: The work is primarily performed in a residential setting, CYSS facility or a facility approved by the KO. An RCP must be able to lift a minimum of 40lbs. The Contractor shall be responsible for ensuring their employees are familiar with and follow normal safety precautions typical in home care.

1.7. TRAVEL: Travel reimbursement is NOT authorized for RCPs traveling to and from the EFM’s home. The only exception to this is where there are no RCPs to provide RC for an EFM in the local area. In such cases, upon approval from the KO (or COR if delegated by the KO), mileage reimbursement may be paid to an RCP to travel to provide care for an EFM. The compensation for mileage will be IAW the Joint Travel Regulations (JTR). Contractor’s travel to the IMCOM G9 office in San Antonio will be required each quarter. The Contractor shall be reimbursed for travel made in connection with the performance of this contract, including commercial transportation, per diem, lodging, incidental expenses and car rental in accordance with the current terms and conditions of the JTR. The Contractor will be reimbursed IAW the JTR to the same extent as would a government employee on official travel. The Contractor is responsible for making all travel arrangements.

Commercial transportation will be at the restricted fare rate. The Contractor will be reimbursed for restricted fare tickets that are unusable or for administrative surcharges imposed by the airlines to change restricted fare tickets when required due to Fund-imposed delivery schedule changes or cancellations.

1.8. OTHER DIRECT COSTS: This category includes printing, shipping expenses and direct mailing costs.

1.9. QUALITY CONTROL/QUALITY ASSURANCE:

1.9.1. Quality Control: The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s Quality Control Plan (QCP) is the means by which he assures himself that his work complies with the requirements of the contract. The QCP shall be delivered to the COR for delivery to the KO within 30 days of contract award. In the event revisions are required the Contractor shall return the revised QCP within five (5) working days of receipt of notification to revise. After acceptance of the QCP, the Contractor shall receive the KO’s acceptance in writing of any proposed change to his QC system. The Contractor shall provide the COR a monthly report due the first business day of each month outlining records of inspections, noted discrepancies and the corrective measures taken to prevent future reoccurrences. The Contractor shall update the QCP as required and provide copies to the KO and COR.

1.9.2. Quality Assurance: The government shall evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the Contractor 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).

1.10. HOURS AND DAYS OF OPERATION: The Contractor shall provide program support during normal office hours. The Contractor’s core operational hours are 0700-1700 Central Standard Time (CST). Support shall be provided via phone, email, or in-person. During after-hours an automated answering service shall be available and the Contractor shall respond to messages within 24 hours. The Contractor shall have an emergency response plan in place for Families and RCPs to call with an emergency after normal duty hours (ensure notification of the local Installation Family Advocacy

Program (FAP)) for purposes of addressing neglect and or abuse concerns. (POC Listing of Installation FAP Managers will be provided upon contract award.)

RC services shall be available seven days a week to include evenings however, no overnight services are authorized. Provider’s services shall be performed during the hours agreed upon between the RCP and the Family receiving the services. No services will be provided after 2400 hours or before 0600 hrs. The Contractor shall accommodate parental requests for desired hours of care. Contractor is not required to perform RC services on Federal government holidays.

List of recognized Federal Government holidays are as follow:

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

1.10.1. Emergency Requests for Respite Care: RC is not designed to accommodate emergency requests for care.

Care shall be coordinated and scheduled in advance to support the Soldier’s/Family member’s request for service.

Requests for care outside of the prearranged schedule must be approved by the KO. Services provided must be directly related to the client’s need and are not for the convenience of other members of the household or the RCP.

Overtime hours are normally required to respond to emergencies. If circumstances indicate the potential need for overtime due to an emergency, overtime must be authorized in advance by the KO. Overtime rates proposed by the Contractor for Non-Exempt labor positions and accepted by the Government at the time of award will be used for reimbursement of overtime costs. Overtime will not be authorized to compensate for shortcomings in Contractor performance.

1.11. CONTRACTING OFFICER’S REPRESENTATIVE (COR): The Government will provide a COR who will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance;

maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor Contractor's performance and notify both the KO and Contractor of any deficiencies; coordinate availability of government furnished property and facilitate site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.12. POST AWARD CONFERENCE: The Contractor shall attend all post award conferences convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart

42.5. The purpose of this meeting is to discuss IMCOM’s expectations, contractual administrative procedures and processes, and to discuss contract tasks and the transition plan. IAW AR 70-13, para 4-4,b.(1) The COR will maintain an official working file in accordance with DFARS Procedures, Guidance, and Information (PGI) 201.6.

The contracting office will hold periodic status or progress meetings with the contracting officer, the COR, the contractor, and other personnel as necessary (at least quarterly) to discuss problems, progress of the contract, and contractor performance. The CORs must ensure that they receive copies of written minutes and other correspondence related to these meetings, including follow-up actions. The Contractor shall identify a single authorized point of contact, in writing, to interface with the COR, as well as two (2) authorized alternates. This meeting shall be at no additional cost to the government. The Government will prepare and distribute a signed report of the meeting to attendees within five (5) working days after the meeting. The Contractor shall annotate any area of non-concurrence, and submit a written explanation of the reason for its non-concurrence to the Contracting Officer no later than 3 working days after receipt of the report.

1.13 KEY PERSONNEL: The table below identifies Key Personnel required to perform this contract. The Contractor shall provide complete resumes for key personnel and proposed substitutes including any additional information requested by the KO. The Contractor shall notify the KO in writing if any replacements for key personnel and provide the replacement name(s) and telephone number(s) within 14 calendar days. The KO will notify the Contractor within fourteen (14) calendar days after receipt of all required information to approve the key personnel replacements. The Government must review all key personnel resumes to ensure they meet the qualifications listed in the table below. The Program Manager or Alternate Program Manager upon Government approval must be able to attend in-person meetings at IMCOM Headquarters in San Antonio, TX. The Program Manager or Alternate Program Manager may be required to attend meetings at IMCOM, on short notice. The Program Manager or Alternate Program Manager shall be available between 0700 and 1700 EST, Monday thru Friday except Federal holidays. The PM or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. All key personnel must have at least a bachelor’s degree from an accredited college or university with exception of the Administrative Assistant who requires one year of post-secondary education or Senior Professional Human Resources (SPHR) certification and the Program Manager.

Degree must be recognized by either the Council for Higher Education Accreditation or the U.S. Department of Education. Higher education (i.e., a master’s degree) is not a substitute for work experience. The PM will have a Master’s Degree in Mental Health Counseling, Health Care Administration, Psychology, or other healthcare related field. The PM will have a minimum of eight years of healthcare management. Experience as a healthcare administrator or provider managing healthcare programs. The PM will have excellent written and verbal communication skills.

Key Personnel

Education Experience with Respite

Care

Experience working with

Army Families

Case Management Experience

Respite Care Training

Program Manager

MA – Mental Health Counseling/ Healthcare Administration/ Psychology/ or other Healthcare related field.

3-5 Years of experience providing similar support services and Program Admiration

3-5 Years (within 5 years of date of solicitation) working with Military Families and Army Programs

3-5 years(within 5 years of date of solicitation) of case management with special needs and/or behavioral health clients

Must have completed training on providing respite care.

Key Personnel

Education Experience with Respite

Care

Experience working with

Army Families

Case Management Experience

Respite Care Training

Alternate Program Manager

Minimum Bachelor’s Degree in Education, Special Needs Education, or Nursing.

Minimum Five

(5) years (within 5 years of date of solicitation) working on similar support services contract

Minimum Four

(4) years managing Respite Care Contract

Minimum Five (5) Years managing Regional Care Coordinators

Minimum Three (3) Years providing in-home Respite Care

Admin.

Assistant

Minimum One

(1) year post-secondary education or

SPHR

certification

Minimum Three (3) years working on similar support services contract

Minimum One

(1) year working with Army Programs

Regional Coordinat or x3 degree in business administration or related field

Minimum Three (3) years working on similar support services contract

Minimum Three (3) years working with Army Programs

Minimum Three

(3) years working distance managing employees

Minimum Three (3) years working approving payroll

Recruiter

Degree in HR or related field

Minimum Three (3) years sourcing professional candidates that require credentialing Level III and IV RCPs

*Experience shall be within five years of date of solicitation

1.13. KEY QUALIFICATIONS of RCPs: RCPs must meet experience and educational requirements as prescribed herein. The Contractor shall determine and document the maximum care level a RCP can provide based on his/her experience and education:

Level III Providers will have a minimum of two years of employment experience working with children/youth in child care settings or with children/youth/adults with special needs. An associates or bachelor’s degree in nursing, early childhood education, special education, elementary education, or relevant field of study may be substituted for the required two years of employment experience.

Certification as a Certified Nursing Assistant (CNA) with a minimum of one year relevant experience post certification may be substituted for the required 2 years of employment experience. Certification as a Licensed Practical Nurse (LPN) or Registered Nurse (RN) may be substituted for the required two years of employment experience.

Level IV Providers will have a minimum of two years of employment experience working with children/youth/adults with special needs. A bachelor’s degree in nursing, early childhood education, special education, elementary education, or relevant field of study may be substituted for the required two years of employment experience. Certification as a Certified Nursing Assistant (CNA) with a minimum of one year relevant experience post certification may be substituted for the required two years of employment experience. Certification as a Licensed Practical Nurse (LPN) or Registered Nurse (RN) may be substituted for the required two years of employment experience.

The Contractor shall ensure RCPs have all required professional certifications/licenses (current and valid for the state where services are provided).

Additionally, all RCPs:

a. Must be at least 18 years old and in good physical and emotional health;

b. Must have a different physical residential address than the EFM;

c. Must have favorable background checks (IRC, FBI Fingerprint Check and CNACI);

(1) Must successfully pass all security requirements for accessing a U.S. Army installation;

(2) Must possess a favorable Child Abuse Registry check (meaning the provider is not registered in that database for crimes against children);

(3) Must possess a favorable Sex Offender Registry check (meaning the provider is not registered in that database for a sex crime);

d. Successfully pass a Tuberculosis (TB Tine) test annually. If the test results are positive for Tuberculosis, the appropriate documentation must be shown to include a treatment plan provided by a physician and kept in the Provider’s file. The cost of the Tuberculosis test is NOT a reimbursable cost under this contract;

e. Must possess a current Cardio-pulmonary Resuscitation (CPR) certificate. The standard practice for CPR and First Aid Certification is utilization of the American Heart Association or American Red Cross guidelines.

Certificates must use the “hands-on” classroom method to be acceptable. (**NOTE** Online class certifications do not meet the competency intent). Basic life support and First Aid certificates are preferred but not mandatory.

Certifications are NOT reimbursable costs under this contract. A current CPR certificate must be kept on file for each RCP. The Contractor shall develop a process to verify ongoing eligibility of participating RCPs.

f. Other Knowledge, Skills, and Abilities:

(1) Respite Care Level III: A RCP at Level III shall provide assistance with daily living skills such as bathing, feeding, toileting, lifting/positioning and dressing, as well as ensure the safety of the client with special needs as described by the EFM’s Family needs assessment. Respite care at this level is for EFMs who have significant medical conditions that require coordination of care by health care providers, ancillary services, or others in order to sustain a reasonable level of health. Conditions at this level of care include, but are not limited to, recurrent, unstable seizure activity that requires close monitoring for safety, uncontrolled, unstable insulin dependent diabetes in an individual, regardless of age, or a newly diagnosed insulin dependent diabetes in a child under five years of age, significantly advanced multiple sclerosis with ambulation and safety needs, and those who need special assistance with food intake via a feeding tube.

(2) Respite Care Level IV: A RCP at Level IV shall perform all duties of the Care Provider at Level III and is able to provide care for conditions such as, but not limited to, severe continuous seizure activity, tube feedings via a feeding pump, suctioning of tracheotomy with suction equipment, monitoring of home apnea monitor and home ventilator and conditions which require extensive family involvement in care giving.

(3) RCPs must have the ability to relate to special needs clients and communicate professionally with the

Family and the individuals receiving care.