Appendix H
Sample Statement of Work

SAMPLE

1. BACKGROUND
   
   The Agency is soliciting proposals from qualified organizations to administer the Agency’s child care subsidy program. Congress enacted Public Law 107-67, Sec. 630, on November 12, 2001. This legislation permits Federal agencies to administer a program to assist their lower income Federal employees with the costs of child care. The contractor will administer the program on behalf of the agency for the period from the date of award through the time this program expires or the agency chooses another administrator. Child care subsidy can reduce the amount of costs parents pay for child care by providing subsidies directly to the child care provider. To be eligible to participate, a child care provider must be a family child care home or child care center licensed and/or regulated by the State and, where applicable, local authorities (i.e. the provider must meet all requirements of its particular jurisdiction) where the service is provided.
   
   
2. REQUIREMENTS OVERVIEW
   
   (Agency) requires a contractor to demonstrate it has the ability to effectively manage (Agency) child care subsidy program. In responding to this RFP each entity must submit a technical proposal that demonstrates its ability to perform the following services:
   
   
   1. Handle all administrative tasks associated with the child care subsidy program appropriately and efficiently.
      
      
   2. Help the (Agency) design publicity material and help design the agency's child care subsidy program applications.
      
      
   3. Maintain confidentiality of all the information contained in the child care subsidy program applications.
      
      
   4. Notify the parents and the child care provider of the amount of the subsidy that each family will receive and the effective dates.
      
      
   5. Determine the eligibility of child care providers to receive Federal funds (all must comply with all applicable licensing and other regulatory requirements) by:
      
      
      1. Requiring each child care provider to submit a copy of any current license and any statement of compliance from any body charged with regulating that provider;
         
      2. Requiring child care providers to submit their taxpayer identification numbers; and
         
      3. Insuring that licensed child care providers understand that if, for whatever reason, the provider is no longer licensed or subject to regulatory oversight or is not in compliance with applicable regulations, the provider will immediately notify the contractor and the Federal employee whose child is enrolled in the child care program. In such cases, the provider will no longer be permitted to receive the child care subsidy; and
      
      
   6. Review monthly invoices for the child care subsidy amounts from the child care providers, and provide payment if appropriate, based on the invoiced amount no later than 30 calendar days after the date of the invoice. The contractor will pay the child care subsidy tuition assistance directly to the child care provider, and not to the Federal employee, unless OPM has approved payment directly to the employee.
      
      
      1. Insure that the child care provider submits a written invoice, on a monthly
         basis, to the contractor.
         
      2. Child care subsidy will be quoted as weekly amounts and the invoices must be prepared using full week amounts unless the child leaves the program during a particular week.
      
      
   7. Provide the agency with monthly reports for tax purposes if payments do not qualify for the Dependent Care Assistance Plan (DCAP) exclusion.
   
   
3. CHILD CARE SUBSIDY PROGRAM ELIGIBILITY AND DETERMINATION OF SUBSIDY AMOUNT
   
   The contractor will issue quarterly reports to the Agency on the status of the Agency’s child care subsidy program. Reports will contain the following information and will be due on the fifteenth day following the end of the quarter.
   
   
   1. The amount of child care subsidy disbursed in a given month;
   2. The number of children enrolled whose parents receive the child care subsidy;
   3. The number of Federal employees from the agency who qualified for and received the subsidy;
   4. The total family income of each family that receives a child care subsidy;
   5. The amount of the weekly child care subsidy for each recipient;
   6. The name and address of each child care provider that provides services for the child care subsidy recipients;
   7. The number of total applicants for the month;
   8. The number of applications in process;
   9. The number of new child care subsidies approved;
   10. The number of applicants who were ineligible;
   11. The number of applicants who were denied assistance due to lack of agency funds; and
   12. The remaining balance of the agency’s funds.
       
   
   
4. PROPOSAL SUBMISSION REQUIREMENTS
   
   
   1. Technical Proposal
      
      Offerors must submit an original and two copies of a technical proposal which demonstrates the approach they will use to provide all the services described in this statement of work. Additionally, offerors should include in their technical proposals information demonstrating they have experience in administering similar programs, and references to contact to determine their past performance in administering similar programs.
      
   2. Price Proposal
      
      Offerors must submit an original and one copy of a pricing proposal that indicates the total, firm, fixed price for providing these services. The total price should be broken down to show the individual pricing elements that go into the total price proposed.
   
   
5. PROPOSAL EVALUATION
   
   Offeror’s technical proposals will be evaluated against the following criteria. They are stated in descending order of importance:
   
   
   1. Offeror’s proposed approach to administering this program.
   2. Offeror’s corporate experience in administering similar programs.
   3. Offeror’s past performance in performing similar programs.
   
   
6. AWARD DETERMINATION
   
   The successful offeror will be chosen primarily on the basis of their ability to successfully perform these services as demonstrated in their technical proposal. The (Agency) will also consider the total cost to perform these services in making its award decision. However, in making the award decision, technical excellence will be more important than cost and the government reserves the right to make award to the offeror whose proposal provides the best value to the government, even if that offeror did not offer the lowest cost bid.