SOURCES SOUGHT
R -- Peer Monitoring, Performance Management, and Logistical Management Support Services Contract
- Notice Date
- 8/27/2012
- Notice Type
- Sources Sought
- NAICS
- 541611
— Administrative Management and General Management Consulting Services
- Contracting Office
- Department of Health and Human Services, Program Support Center, Division of Acquisition Management, 12501 Ardennes Avenue, Suite 400, Rockville, Maryland, 20857, United States
- ZIP Code
- 20857
- Solicitation Number
- HHS-PSC-SBSS-12-233-SOL-00737
- Archive Date
- 9/19/2012
- Point of Contact
- Korriise LaRoche, Phone: 3014433586
- E-Mail Address
-
korriise.laroche@psc.hhs.gov
(korriise.laroche@psc.hhs.gov)
- Small Business Set-Aside
- N/A
- Description
- THIS IS FOR 8(a) COMPANIES ONLY. This is a SMALL BUSINESS SOURCES SOUGHT NOTICE to determine the availability of 8(a) firms having the capability to provide The U.S. Department of Health and Human Services (HHS), Administration for Children and Families (ACF), Family and Youth Services Bureau (FYSB) with grantee support and logistical management services to the Runaway and Homeless Youth Programs (RHY). The procurement will provide the FYSB with grantee support and logistical management services for various topical program discussions, meetings hosted by FYSB, collaborative events in which FYSB is involved and logistical management services for monitoring grantees. Strategy meetings will have a core focus on promoting the social and emotional well-being of children, youth and families served by the Runaway and Homeless Youth Program (RHY) using the best available Evidence-Based Practices (EBP) for serving the RHY population. Focus meetings will encourage collaboration and partnership to effectively implement strategies to enhance RHY services. The project is necessary to provide the Family and Youth Services Bureau (FYSB) with: 1) grantee support and logistical management services to perform a variety of activities to support the mission of FYSB and legislative requirements for evaluation; such as national meetings, forums, and other formal and informal meetings that focus on youth and family issues, collaboration and evidence-based programs; and 2) logistical services to support the peer monitoring activities that is legislatively mandated through FYSB performance standards and monitoring. The main tasks include the following: 1. Logistical Management Services Meeting planning/management services include responsibility for all arrangements involved in planning and implementing, providing participants or presenters with travel accommodations, establishing meeting agendas, developing summaries of proceedings or meeting minutes, and evaluation of the effectiveness in reaching its intended goals/purpose and follow up as needed. The contractor will be responsible for securing meeting space and audiovisual materials/equipment for each meeting as part of their logistical services. Currently FYSB conducts several meetings related to the Runaway and Homeless Youth Program. A list of proposed meetings that were held in the past are the following: Street Outreach Program (SOP) Evaluation Meeting; FYSB and FBI Partnership Meeting; Program/Performance Standards and Implementation; and National Network for Youth. FYSB also provides support to grantees and other organizations to attend meetings. Currently FYSB provides grantee support and logistical management services to Transitional Living grantees to attend strategy meeting with ACYF Children's Bureau. FYSB also provides logistical services to youth to attend the National Network for Youth Symposium workshops. Grantee support and logistical management services for the Runaway and Homeless Youth Program will include consultation and special meeting support. Consultant services are anticipated for two (2) special projects annually. Consultant services will be required for information gathering and recommendations on the planning and implementation of special projects related to improving funding opportunity announcements, performance standards, monitoring activities, and other special initiatives. Upon request, the contractor shall assist FYSB with securing consultation services to support activities required to plan, implement, and assess special projects and initiatives. 2. Peer Monitoring The Runaway and Homeless Youth Act as amended by the Reconnecting Homeless Youth Act of 2008, Title III of Public Law 110-378 authorizes for a national program to provide shelter, crisis intervention, counseling, aftercare, and other ancillary services to runaway and homeless youth and their families. Currently there are 708 active RHY grants funded A brief description of each grant program and the number of currently active grants follows: • Basic Center- Approximately 340 grants. These grant support programs which provide temporary shelter (up to 21 days), individual and family counseling and follow services to runaway and homeless youth. • Transitional Living/Maternity Group Homes- Approximately 213 grants. These grants support programs to provide long-term shelter (up to 18 months), life skills, and support services such as medical, education, and employment to youth ages 16-21 who are homeless and have no safe alternative living arrangement. • Street Outreach- Approximately 155 grants. These grants support programs to provide street-based outreach and education, including treatment, counseling, and the provision of information and referrals services for runaway, homeless, and street youth who have been subjected to or are at risk of sexual abuse. The Peer Monitoring System assesses compliance with grantees on Federal Regulations, standards, and legislative requirements. The specific use of peers assists federal staff with identifying administrative and programmatic strength and areas where technical assistance may be needed. These objectives are accomplished by having all components of the monitoring process perform their roles in a collaborative manner. The Peer Monitoring tasks include: • Maintaining Data Management System (DMS) • Providing Peer Monitors with the information they need to conduct monitoring activities, including but not limited to conducting interviews, reviewing grantee documents, preparing reports. • Collecting and managing program performance and monitoring data; provides access to information on grantees activities, trends, outputs, and performance measures; and provides a vehicle to initiate and track technical assistance to grantees with performance issues. • Maintaining and updating monitoring and performance management instruments and processes to reflect changes in Federal Regulations, standards, and legislative requirements including supporting OMB approval • Arranging logistics for monitoring visits • Processing Peer Monitoring reimbursements • Service as liaison with Peer Monitors and the Contracting Officer's Representative (COR) • Preparing and submitting monthly and annual reports to the Regional and Central Offices summarizing national monitoring activity • Planning and coordinating regional training for Peer Monitors • Coordinating the development of materials used in training, including the curriculum • Coordinating and planning development of process improvement for monitoring related activities • As the need arises, revising, maintaining and updating Monitoring Guidelines and Procedures during the course of the contract • Contacting current pool of peer monitors to ensure continued interest • Compiling list of potential new peer monitors • Developing and delivering curriculum that prepares peer monitors to effectively assess grantee compliance and conformance • Training new peer monitors as a means to increase or rejuvenate pool of peer monitors, • Apprising new and existing peer monitors of significant changes to Federal Regulations, standards, and legislative requirements Information submitted should be pertinent and specific in the technical area under consideration, on each of the following qualifications: (1) Experience: An outline of previous projects, specific work previously performed or being performed that demonstrates the ability to perform the above stated tasks; (2) Personnel: Name, professional qualifications and specific experience of technical personnel. Any other specific and pertinent information as pertains to this particular area of procurement that would enhance our consideration and evaluation of the information submitted should be provided. Interested organizations must demonstrate and document, in any capability statements submitted, extensive experience with and the ability to perform the above tasks. Organizations should demonstrate capability to administer and coordinate the interrelated tasks in an effective and timely manner. Documentation may include, but not limited to, contracts both Government and commercial that the organization has performed, references, i.e., names, titles, telephone numbers and any other information which would serve to document the organizations capability, e.g., awards, commendations, etc. Interested organizations submitting a capability statement in response to this sources sought announcement must provide the following: 1) company name and address; 2) point of contact, 3) phone/fax/email; 4) DUNS number, 5) 8(a) status and 6) capability information in response to the requirement. Respondents are requested to provide the capability statements in pdf format and email the statements to korriise.laroche@psc.hhs.gov by 10:00 am on September 4, 2012. Statements should not exceed 50 pages. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed. Information provided will be used to assess tradeoffs and alternatives available for the potential requirement and may lead to the development of a solicitation. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. Responses to this notice will not be considered adequate responses to a solicitation. No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).
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