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Guide for Implementing
Child Care Legislation

Appendix H

Sample Statement of Work

SAMPLE

BACKGROUND

    The Agency is soliciting proposals from qualified organizations to administer the Agencys child care tuition assistance program. Congress passed Public Law 106-58, Sec. 643, on September 29, 1999. This legislation permits Federal agencies to assist their lower income Federal employees with the costs of child care. The contractor will provide these services for the period from the date of award through September 30, 2000 at which time this program expires. Tuition assistance can reduce the amount of tuition 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/or local authorities where the service is provided.

REQUIREMENTS OVERVIEW

(Agency) requires a contractor to demonstrate it has the ability to effectively manage (Agency) child care tuition assistance program. In responding to this RFP offerors must submit a technical proposal which demonstrates their ability to perform the following services:

Handle all administrative tasks associated with the tuition assistance program appropriately and efficiently.

Make (Agency) employees aware of these services and provide employees with tuition assistance applications.

Maintain confidentiality of all the information contained in the tuition assistance applications.

Notify the parents and the child care provider of the amount of the tuition assistance that each family will receive and the effective dates.

Determine the eligibility of child care providers to receive Federal funds (all must be licensed and/or regulated by State and/or local authorities) by:

  1. Requiring child care providers to submit a copy of their latest license and/or
  2. statement of compliance from their State and/or local authorities;
  3. Requiring child care providers to submit their taxpayer identification numbers;
  4. Insuring that licensed child care providers understand that if, for whatever reason, the provider is no longer licensed and/or regulated by the State and/or local authorities, 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 tuition subsidy; and
  5. Requiring that child care providers receiving Federal funds under the program maintain an "open door" policy for parents to visit the child care program.

Receive monthly invoices for the tuition assistance amounts from the child care providers and provide payment based on the invoiced amount no later than 30 calendar days after the date of the invoice. The contractor will pay the tuition assistance directly to the child care provider, and not to the Federal employee.

  1. Insure that the child care provider submits a written invoice, on a monthly basis, to the contractor.
  2. Tuition assistance 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.

TUITION ASSISTANCE ELIGIBILITY AND DETERMINATION OF TUITION ASSISTANCE SUBSIDY AMOUNT

The contractor will issue monthly reports to the Agency on the status of the Agencys tuition assistance program. Monthly reports will contain the following information and will be due on the first business day of each month.

  1. The amount of tuition assistance disbursed in a given month;
  2. The number of children enrolled whose parents receive the tuition assistance subsidy;
  3. The number of Federal employees from the agency who qualified for a subsidy and who are receiving the subsidy;
  4. The total family income of each family that receives a tuition subsidy;
  5. The amount of the tuition subsidy for each recipient;
  6. The name and address of each child care provider that provides services for the tuition assistance recipients;
  7. The number of total applicants for the month;
  8. The number of applications in process;
  9. The number of new tuition assistance subsidies and the number of applicants who were ineligible;
  10. The number of applicants who were denied assistance due to lack of agency funds; and
  11. The remaining balance of the agencys funds.

PROPOSAL SUBMISSION REQUIREMENTS

    A. 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 stated in this statement of work. Additionally, offerors should include in their technical proposals information demonstrating they have experience in administering similar programs, in addition to references to contact to determine their past performance in administering similar programs.

    B. 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.

PROPOSAL EVALUATION

Offerors technical proposals will be evaluated against the following criteria. They are stated in descending order of importance:

  1. Offerors proposed approach to administering this program.
  2. Offerors corporate experience in administering similar programs.
  3. Offerors past performance in performing similar programs.

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, cost will be secondary to the technical excellence in making the award decision.

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Page Created 23 March 2000