FSOT Administration RFI_112619 SOW (JAS).docx

REQUEST FOR INFORMATION ONLY

Draft Statement of Work

BACKGROUND

The Department of State (DOS), Bureau of Human Resources (HR), Office of Recruitment, Examinations and Employment (HR/REE) requires the administration of legally and professionally validated written examinations to be the initial screening in the selection process to identify qualified candidates for Foreign Service employment (Foreign Service Officer and Foreign Service Specialist).

HR/REE requires administering and delivering the Foreign Service Officer (FSOT), the Consular Fellows Program Test (CFPT), the Information Management Specialist Test (IMST), the Office Management Specialist Test (OMST), the General Services Officer Test (GSOT), the Human Resources Officer Test (HROT) and any other instruments developed at test centers in the United States, at overseas locations and military bases.

The work requires the design, management, and administration, for fully accessible (i.e., conformant with the requirements of Section 508) and secure Internet web-based candidate registration, administration of a computer-based test delivery, a test results notification system, a scheduling system for successful candidates for Oral Assessment appointments, and reporting. For the on-demand tests to include the Consular Fellows Program Test (CFPT), the Information Management Specialist Test (IMST), the Office Management Specialist Test (OMST), the General Services Officer Test (GSOT) and the Human Resources Officer Test (HROT) and other selection processes requested by the State Department, the contractor will provide the following work: management, administration, and report generation for fully accessible (i.e., conformant with the requirements of Section 508) and secure Internet web-based candidate registration, administration of a computer-based, on-demand test, a test results notification system, and a scheduling system for successful candidates for Oral Assessment appointments.

SCOPE OF WORK

The intention is to develop, administer, maintain, refine, evaluate and validate a secure computer-based testing instruments known as the Foreign Service Officer Test (FSOT), the Consular Fellows Program Test (CFPT), the Information Management Specialist Test (IMST), the Office Management Specialist Test (OMST), the General Services Officer Test (GSOT) and the Human Resources Officer Test (HROT) for identifying candidates with the greatest probability of success in the Foreign Service.

HR/REE requires a Contractor to develop, maintain, upgrade, and implement fully accessible and secure electronic delivery of component parts of the tests. This shall include the following tasks:

a. Provide a management and timeline plan for the registration process and scoring and reporting; Develop, maintain, and revise as needed a web-based registration system for registering candidates for the tests and scheduling candidates for all test seat appointments;

b. Input dates and hours into web-based systems for all oral assessments;

c. Administer, manage and provide training for domestic, overseas and military testing centers that will deliver the tests;

d. Score tests and produce reports (standard and ad hoc) and perform data reconciliation as needed;

e. Maintain and/or upgrade web-based systems to notify candidates of selection process results, and to schedule successful candidates for the Oral Assessments;

f. Provide evidence that Contractor is in compliance with all Information Assurance guidelines and requirements, including but not limited to the Federal Information Security Management Act of 2002 (FISMA) and its related standards and guidelines issued by both the Office of Management and Budget (OMB) and the National Institute of Standards and Technology (NIST), and Section 508 (see glossary for definitions); and

g. Travel.

For purposes of this Agreement, “Base Year” means June 01, 2020 to May 31, 2021; “Option Year One” means June 01, 2021 to May 31, 2022; “Option Year Two” means June 01, 2022 to May 31, 2023; “Option Year Three” means June 01, 2023 to November 30, 2024; and “Option Year Four” means June 01, 2024 to November 30, 2025.

Project Development Plan and Implementation Timeline for FSOT

Description - The Web-based registration for the FSOT will occur five (5) weeks prior to each FSOT administration or as prescribed by client and approved by the contractor (for scheduling purposes). The FSOT will be offered three times annually, currently in the months of February, June and October, during 8-day test windows selected by the DOS. The management plan shall provide a project development plan and timeline of mileposts, and implementation descriptions and timeline for each essential operation, consultation and/or action for the registration and administration of the FSOT. The plan shall include level of effort, work schedule, and a sample-reporting instrument to record monthly progress on execution of the contract requirements.

FSOT Registration System

Description - Develop, update as needed, and maintain a secure web-based registration system, except for scheduled downtimes, and provide customer support for candidates' submission of the registration form, working closely with the Board of Examiners (BEX), alerting them of system issues that arise promptly Develop, maintain, and provide needed candidate support for the test seat appointment scheduling system. Specifically, provide the following elements of the registration process:

a) Host a web-based registration system that allows clients to create a user account with login and password protections.

b) Incorporate DOS data or information privacy policies and/or other required notices or requirements on the registration and testing web site, as directed by the Department.

c) Incorporate candidate eligibility verification of self-reported age, citizenship, and verification that the candidate has not taken the FSOT within the past 11 months.

d) Develop, update on an annual basis or as needed, and maintain the application form, DS-1998 Foreign Service Officer Test Application Form. The program functionality will enable candidates to save information and return as often as needed to complete the form prior to submission. They will also have the ability to print the form, which will be archived in the candidates’ accounts. The form will consist of several parts, including:

a. Welcome and User Account Creation

b. Eligibility and Conduct Affirmations and Privacy Act Notices

c. Application that gathers education, work experience and other information from the candidate

d. Change in account status indicating to candidates’ successful submission of the form

e) Provide functionality to allow candidates to amend a limited number of fields in their accounts online. Exceptions to this functionality include the candidate’s social security number, birth date, name and contractor-issued ID number. Candidates will be required to contact the contractor to provide documents to substantiate the need for changes to these fields. Candidates can update information at any time. The contractor will export whatever is in system at time of export.

f) Receive and verify for completeness and record in database all registration form data;

g) Maintain candidate registration and test history data in database until DOS decides data are no longer needed;

h) Provide and staff a toll-free customer service telephone line and online chat to resolve registration problems;

i) Provide candidates requesting accommodations pursuant to the Rehabilitation Act information on additional documentation to be submitted via a link on the landing page;

j) Vet all requests for accommodations and provide special arrangements as approved by the DOS for taking the FSOT;

Once the eligibility verification and applications forms have been successfully submitted, provide software functionality to immediately change the candidate’s status so the candidate may select a seat.

a) Test seat appointments will be limited per test scheduling window by seat availability (approximately 5,000 – 7,500 appointments per test administration, including overseas);

b) The seat selection window will be open for approximately five weeks prior to the testing window for all testing locations;

c) Provide system functionality to verify candidate's eligibility, candidate does not owe an outstanding "no-show" fee, candidate has not taken FSOT within last 10 months, and candidate will remain self-reported age eligible during the period of registration validity;

d) Develop system functionality to permit candidates to cancel or reschedule test appointments up to 48 hours (2 business days) prior to the date of the scheduled appointment without a fee charge;

e) Collect credit/debit card information to complete the test seat scheduling process, and provide candidates information on why the information is being requested. The system will involve collecting credit/debit card information and charging those with valid credit/debit card information a nominal seat registration fee. Candidates who sit for the test will be refunded the nominal fee; candidates who do not sit for the test will be charged the remainder of the seat fee for failure to show up for the test or to timely cancel the appointment;

f) Provide email notification confirmation letters to candidates to confirm the appointment date, time, location, and directions to the test center and store this information in candidate accounts.

g) Develop and implement a program to schedule oral assessments for the Foreign Service Specialist Appointment System (FSSAS). This program will use the contractor’s standard registration and scheduling system for candidates to deliver an oral assessment and will not use the application processing system used by FSOT and FSOA.

Data Files

Description – Develop and deliver to DOS files in XML format to provide data on candidates who take the exam, and are successful and unsuccessful on the FSOT. Deliver the RNO files to the COR every two weeks during open registration via secure file transfer protocol method.

All applications data shall be deemed the property of the Government per Section H.6 of this Contract and FAR 52.227-14, shall be used by the Contractor only for the performance of this contract, and shall be transferred to the Government in usable electronic form if requested at the expiration or termination of the Contract. Any conversion or other expenses that would be required to transfer the application database from the Contractor's systems to another system shall be identified prior to proceeding with any solution to this Task involving such expenses.

FSOT Components

Description - Develop a computer-based testing instrument known as the Foreign Service Officer Test (FSOT) for administration as the initial part of the selection process for Foreign Service Officers. This instrument shall be based on the results of a 2018 Job Analysis Update of Foreign Service Officer generalist positions that shall be made available to all bidders. The FSOT shall also conform to the Uniform Guidelines on Employee Selection Procedures (29 Code of Federal Regulations Section 1607).

It must also meet other professional testing guidelines such as "The Principles for the Validation and Use of Personnel Selection Procedures" (Society for Industrial and Organization Psychology, 2003) and "The Standards for Educational and Psychological Testing" (American Educational Research Association, American Psychological Association, & National Council on Measurement in Education, 1999). Test content shall be developed in consultation with subject matter experts (SMEs) identified by DOS, in a manner consistent with the effort to make the FSOT job-related and within accepted legal and professional standards and applicable Federal and professional guidelines.

The FSOT shall include the following components:

1) Job Knowledge (JK) multiple-choice component based upon areas identified in the 2007 Job Analysis Update;

2) English Expression multiple-choice component (EE); and

3) Situational Judgment Tests (SJT).

FSOT Administration at Test Centers and Training

Description - Provide domestic test centers capable of secure computer-based delivery of the FSOT to approximately 5,000-7,500 test takers per test window, and manage and provide training for staff at all domestic and overseas test centers. The Contractor shall make provisions for the FSOT to be delivered at a minimum of 225 test centers domestically (including Puerto Rico), ensuring that maximum travel for 90% of all test takers is no more than 60 miles. Test centers shall provide a secure, professional, quiet test environment for candidates taking the FSOT. Ideally, each site should be easily accessible, located near public transportation. Total seat time will be approximately 3 hours, including preparation time. The Contractor will also collect a "no-show" fee equal to the amount of the test seat from candidates who fail to appear for the test. The Contractor shall:

a) Develop a web-based system to schedule candidates to take the FSOT at any domestic or overseas testing center; the system must maintain applications in an active status only for the period of the registration and testing windows and expire at the close of the testing window.

b) Coordinate, liaise, manage, and supervise the administration of the FSOT at up to 250 U.S. Embassies, Consulates, or other USG entities identified and authorized by the DOS;

c) Provide comparable services at international commercial sites approved by DOS.

d) Prepare and put into operation a tutorial for candidates on the FSOT test program prior to launching the computer-based test;

e) Prepare and provide a test procedures manual to train test center administrators, proctors, and IT specialists involved in administering the test domestically and overseas;

f) Approve or deny requests for accommodations under the Rehabilitation Act in consultation with DOS, and if approved, provide those accommodations;

g) Make periodic on-site audits at domestic test centers;

h) Provide telephone technical support to test centers during local business hours each testing day;

i) Review Incident Reports and provide a report to the COR of unusual occurrences at test sites. The report also will include resolutions;

j) Provide test takers a report upon completion of the FSOT to document successful completion of the test, the date and location of the test center;

k) Establish a system to collect a "no-show" fee set DOS. The system will involve collecting credit/debit card information and charging those with valid credit/debit card information a nominal seat registration fee. Candidates who sit for the test will be refunded the nominal fee; candidates who fail to appear for the test or who fail to reschedule their test more than 48 hours prior to the scheduled test appointment will be charged the remainder of the seat fee. The contractor will not be responsible for fees for candidates who provide credit/debit card information that becomes invalid after the initial information is submitted.

l) Provide test takers information on the next steps and approximate time frames for next steps at test center upon completion of the FSOT.

All data prepared in accomplishing this task shall be deemed the property of the Government per Section H.6 of this Contract and FAR 52.227-14, shall be used by the Contractor only for the performance of this contract, and shall be transferred to the Government in usable electronic form if requested at the expiration or termination of the Contract. Any conversion or other expenses that would be required to transfer the administration database from the Contractor's systems to another system shall be identified prior to proceeding with any solution to this Task involving such expenses.

Scoring and Reports

Description - The Job Knowledge, English Expression, and Situational Judgment /non-cognitive components of the FSOT shall be in a multiple-choice format. The Contractor shall score these components at a high level of accuracy that the Contractor shall define in the contract offer. HR/REE will advise the Contractor of the passing score for each test window for the multiple-choice section. It is anticipated that the pass score generally will be at a point that results in about half of the total number of tested candidates achieving the passing score. The scoring process involves converting a candidate's raw scores on each multiple-choice section to a scaled score using the scoring method defined by the Government.

With regards to reporting, the Contractor shall provide a secure data transfer file of all information from the candidates' application form, as well as raw test scores, final scores and essay response text, DOS within the agreed upon number of business days of the closing of the test window. Other reporting requirements include:

a) Final item and test statistics after each test window;

b) Complete data file containing complete registration data, FSOT data, FSOT scores, QEP results (which will be provided by the DOS), and Oral Assessment scheduling information within one week of the conclusion of the Oral Assessment scheduling window associated with each test administration.

Develop a reporting tool (dashboard) for BEX to use that has real time information. This tool should be able to access the number of FSOT and Specialist applicants and the number of passers. This tool should also be able to provide demographic reports. For example, it should have the ability to report the number of male applicants versus the number of female applicants; the number of Black applicants versus the number of Asian applicants, etc. This reporting tool should be able to pull reports using all demographic information provided by FSOT and Specialist candidates on their application.

All data prepared in accomplishing this task shall be deemed the property of the Government per Section H.6 of this Contract and FAR 52.227-14, shall be used by the Contractor only for the performance of this contract, and shall be transferred to the Government in usable electronic form if requested at the expiration or termination of the Contract. Any conversion or other expenses that would be required to transfer the scoring and reports database from the Contractor's systems to another system shall be identified prior to proceeding with any solution to this Task involving such expenses.

Results Reporting and Oral Assessment Scheduling

Description - Maintain web-based system to notify candidates by email that FSOT results are available in their accounts and schedule successful candidates for the Oral Assessment (see Appendix A). The Contractor shall:

a) inform candidates of FSOT test results within 21 calendar days of the closure of the test window;

b) inform candidates of results of the QEP at a mutually agreed upon time.

c) notify selected candidates to schedule the Oral Assessment;

d) schedule oral assessments during an agreed upon time period for each test administration according to information provided by DOS regarding dates, times, locations, and number of appointments available;

e) within three business days of the close of the Oral Assessment scheduling period, provide spreadsheet of candidate data and dates of Oral Assessments.

All data prepared in accomplishing this task shall be deemed the property of the Government per Section H.6 of this Contract and FAR 52.227-14, shall be used by the Contractor only for the performance of this contract, and shall be transferred to the Government in usable electronic form if requested at the expiration or termination of the Contract. Any conversion or other expenses that would be required to transfer the database produced under this task from the Contractor's systems to another system shall be identified prior to proceeding with any solution to this Task involving such expenses.

Compliance with System Requirements for Information Technology Resources

Description - Provide web-based secure registration and test delivery systems that meet DOS standard operating procedures and Federal IT security standards, including:

a) Information Assurance Certification &Accreditation Procedures

b) Federal Information Security Management Act of 2002 (FISMA) Standards (http://csrc.nist.gov/groups/SMA/fisma/index.html) (Appendix B)

c) Federal Acquisition Regulation (FAR) (http://www.acqnet.gov/FAR/)

d) Managing State Projects (MSP)

e) Section 508 of the Rehabilitation Act (http://www.section508.gov/) (Appendix C): Government Product Accessibility Template (GPAT)

f) Department of State Privacy Impact Assessment (PIA)

g) Department of State Statement of Records Notice (SORN)

h) Any operations not covered by these documents should follow ISO 9000 standards, or best industry practices.

Travel

Travel to overseas posts and domestic facilities may be required. Travel shall include costs associated with per diem, meals and incidentals and will be reimbursed in accordance with the instructions as shown in Section B. The Contractor shall adhere to the Federal Travel Regulations. All travel must be approved in writing by the Contracting Officer or designee.

Other Direct Costs are limited to those costs associated with this contract and will be reimbursed at cost and must be approved in advance by the Contracting Officer or designee.

Services for Administration of the Consular Fellows Program (CFP) and Information Management Specialist (IMS) Online Tests

Description – Provide services related to the on-demand administration of the Consular Fellows Program Test (CFPT) and Information Management Specialist (IMS) Online Tests.

a) The contractor shall offer web-based registration and testing systems for the CFP and IMS on-demand. The contractor shall meet by phone with DOS every two weeks to discuss progress and shall provide monthly progress reports.

b) The contractor shall develop, update, and maintain a secure web-based registration system that will be available, as directed by DOS, except for scheduled downtimes. Its functionality will be similar to that of the FSOT. Ongoing activities will include: (i) customer support for the candidate’s submission of the registration form, (ii) web-based test scheduling services for eligible candidates, (iii) emailing confirmations to candidates after they schedule their tests, (iv) candidate support for those using the test seat appointment scheduling system, and (v) technical support. For CFP and IMS, the contractor shall provide data files to DOS files in XML format. The files will provide data on candidates who register for, take, and are successful and unsuccessful on the CFP and IMS tests in accordance with the tabular reporting requirements.

c) The contractor shall provide domestic and overseas test centers (with trained staff) capable of secure computer-based delivery of the CFP and IMS. The contractor shall provide a system set up for computer-based test administration and delivery to up to 4,000 candidates per year, as well as program management support. The contractor shall also provide accommodations including but not limited to extra time accommodations.

The contractor shall use standard payment processing and secure payment data storage infrastructure.

d) HR/REE will provide the passing score for each test window for the multiple-choice section. The contractor shall design the reporting system to include (i) providing results to the DOS for the multiple-choice portions of the CFP and IMS, (ii) providing candidate data and results data to the DOS through provider access, (iii) notifying candidates of the availability of their score reports, (iv) notifying candidates who pass the CFP and IMS that their file is being passed to the Qualification Evaluation Panel (QEP), and (v) notifying candidates who pass QEP that they may schedule their Oral Assessment.

e) The contractor shall use the current system and process used for FSOT. The datasets, infrastructures, and security all will be the same. Thus, there are no new controls to be tested for as part of this work.

Services for Administration of the OMST, GSOT and HROT

Description – Provide services related to the on-demand administration of the OMST, GSOT and HROT

a) The contractor shall offer web-based registration and testing systems for the on-demand Specialist tests. The contractor shall meet by phone with DOS every two weeks to discuss progress and shall provide monthly progress reports.

b) The contractor shall configure and implement an application processing system, which will include: (a) developing a web-based candidate registration system, (b) conducting normal updates and maintenance of a web-based candidate registration system, and (c) developing a system to notify candidates to schedule their tests. The contractor shall incorporate the following features:

· customer support for the candidate’s submission of the registration form,

· web and call center based test scheduling services for eligible candidates,

· email confirmations to candidates after they schedule their tests,

· customer support for candidates using the test seat appointment scheduling system, and

· ongoing technical support.

The registration system will involve having the Personal Narrative (PN) portion of the selection system up front as part of candidate registration. The OMST, GSOT and HROT will be independent programs under the DOS Candidate Portal. This means that candidates can have a “work flow” or applications at DOS programs simultaneously. The system should include three forms to mirror the CFPT and IIMST:

This may include minor verbiage changes to application questions and small changes to drop down responses. Candidate portal messaging will be the same as CFPT and IMST but will incorporate the new program name. Candidate application forms will be good for six months after which they will expire (same as CFPT). Rollout of the OMST is projected for October 2020; Rollout of the GSOT and HROT are projected for March 2021.

c) The contractor shall provide domestic, international and military test centers (with trained staff) capable of secure computer-based delivery of the tests. The contractor shall provide a system set up for computer-based test administration and delivery to up to 4,000 OMS candidates per year, 2,000 GSO candidates per year and 1,000 HRO candidates per year as well as program management support. The contractor shall also provide accommodations including but not limited to extra time accommodations. The contractor shall use standard payment processing and secure payment data storage infrastructure.

d) HR/REE will provide the passing score for each test window for the multiple-choice section. The contractor shall design the reporting system to include (i) providing results to the DOS for the multiple-choice portions of the tests, (ii) providing candidate data and results data to the DOS through provider access, (iii) notifying candidates of the availability of their score reports, (iv) notifying candidates who pass the tests that their file is being passed to HR/REE, and (v) notifying candidates when they may schedule their Oral Assessment.

e) The contractor shall use the current system and process used for FSOT, CFPT, and IMST. The dataset, infrastructure, and security all will be the same. Thus, there are no new controls to be tested for as part of this work.

Systems of Records on Individuals (02/96)

This contract requires the design, development or operation of one or more Systems of Records on Individuals subject to the Privacy Act of 1974. Performance of work under this contract shall be in accordance with FAR 52.224-1 "PRIVACY ACT NOTIFICATION," FAR 52.224-2 "PRIVACY ACT," and the following agency rules and regulations: Department of State Privacy Act Guidelines and 5 FAM 400. The Systems of Records on Individuals pertinent to this contract are as follows: Official Recruitment and Employment Files, which include name, social security number, address, telephone numbers, age, sex, education, and national origin.

Accessibility of Electronic and Information Technology

Each electronic and Information Technology (EIT) product or service furnished under this contract shall comply with the Section 508 Accessibility Standards (36 CFR 1194), as specified in the contract. If the Contracting Officer determines any furnished product or service is not in compliance with the contract, the Contracting Officer will promptly inform the contractor in writing. The contractor shall, at no cost to the Government, repair or replace the non-compliant products or services within the period of time specified by the Contracting Officer. If the repair or replacement if not completed within the time specified, the Contracting Officer may:

1. Cancel the contract, delivery or task order, purchase or line item without termination liabilities; or

2. In the case of custom EIT being developed for under this contract, have any necessary changes made or repairs performed by Government employees or by another contractor and the contractor must reimburse the Government for any expenses incurred thereby.

3. For every EIT product or service accepted under this contract by the Government that does not comply with 36 CFR 1194, the contractor must, at the discretion of the Contracting Officer, make every effort to replace or upgrade it with a compliant equivalent product or service, if commercially available and cost neutral, on either the

4. planned refresh cycle of the product or service, or on the contract renewal date, whichever occurs first.

Transition Management The Contractor shall provide a Transition Plan to the Government that outlines a 90-day transition of services for the development and administration of the FSOT to the Government or another contractor, in the event this is required. The Contractor shall support full transition and phase in/out services in accordance with the approved Transition Plan and FAR 52.237-3, "Continuity of Services." The 90-day transition period applies to both the incoming and outgoing contractors. The Contractor shall deliver a draft Transition Plan with their proposal and the final Transition Plan 30 days after contract award.

Incoming Transition The Transition Plan shall describe how the incoming Contractor will manage the transition of existing FSOT support and maintain continuity of services without loss or degradation. The plan shall include, at a minimum, the following:

· Approach for managing the transition from the incumbent Contractor.

· Risk assessment including impacts on affected personnel, systems, and processes.

· Transition schedule and milestones.

Outgoing Transition The Transition Plan shall describe how the outgoing Contractor will perform and manage the transition of FSOT support to the Government and /or incoming Contractor and maintain continuity of services without loss or degradation. The plan shall include, at a minimum, the following:

· Approach for managing the transition to the Government or incoming Contractor, which shall include transition of optional tasks and transition at the end of contract for all active tasks.

· Plan for ensuring continuity of Contractor staff and ongoing operations during the phase-out transition.

· A list of all Government dependencies and assumptions for Government services to be used during the transition.

· Technology and information transfer processes and procedures.

· Transition risks and risk mitigation recommendations.

· Schedule risks, if anticipated, and their likely impacts on affected personnel, and transition issues.

· Transition schedule that includes, at a minimum: specific tasks to be performed and the resources assigned to them; task dependencies and relationships; proposed task duration; and major milestones.

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