23Q0023-draftPWS-042723.pdf

PERFORMANCE WORK STATEMENT

Department of Defense Education Activity 4800 Mark Center Drive

Alexandria, VA 22350

28 Mar 23 1

Instructional Coaching Recording Tool

1. General Information and Scope of Work

1.1 Agency: For school year (SY) 2023-24, the Department of Defense Education Activity (DoDEA) will provide PK-12 instruction to approximately 66,000 dependents of military and civilian employees. Student enrollment is based primarily on deployment of military troops worldwide. In the Americas, DoDEA operates 50 schools located in seven states, Puerto Rico, and Cuba. In Europe and the Middle East, DoDEA operates 64 schools located in Germany, England, Netherlands, Belgium, Spain, Turkey, Bahrain, and Italy. In the Pacific, DoDEA operates 45 schools located in Korea, Japan (mainland and Okinawa), and Guam. DoDEA's curriculum, resources and student achievement scores on standardized assessments compare favorably to those of high-performing US public school systems. DoDEA also operates a fully accredited virtual high school with teaching hubs in each DoDEA region: Americas, Europe, and Pacific.

1.2 Background

DoDEA has never awarded a systemic contract for this requirement.

1.3 Scope of Work

DoDEA requires a video tool, microphones, and accompanying cloud-based app specifically designed to capture video in a classroom environment with a teacher and up to 25 students. It will be used for teacher coaching/professional learning purposes. DoDEA expects to make one award for the amounts shown below:

Estimated Number of Packages Required by Year

Year Base Option 1 Option 2 Option 3 Option 4 Total Packages 163 50 15 15 15 258

2 Requirements

2.1 Instructional Recording Tool Package: The objective is to deploy video/audio instructional coaching recording tools in DoDEA’s 159 brick-and-mortar schools and HQ and to provide related professional learning to promote a smooth implementation and effective usage of the equipment. The tasks below are to help the Contractor gain a better understanding of the requirements to successfully meet the objective. They are not all inclusive.

The Contractor is expected to develop the total solution to meet all the requirements in accordance with a performance-based approach.

Supporting Tasks

2.1.1 Task 1, Recording Tool Packages—The Contractor shall provide packages that possess the following characteristics:

2.1.1.1 Rotating video tool that follows the teacher and clearly records the teacher’s voice through a wireless microphone (attached to the speaker). The tracking shall allow teachers to move freely around their classroom.

2.1.1.2 Additional separate wireless microphones concurrently and clearly capture student voices where they are working and having conversations—at distances up to at least 30 feet from the microphone.

2.1.1.3 Up to five wireless microphones can be set as “follow” microphones allowing the facilitator to switch the “follow focus” of the camera and microphone.

2.1.1.4 Audio is captured in a companion cloud-based application that allows precise editing to include separating or excluding the audio tracks. Note: DoDEA will optimally obtain a 5-year license for the cloud-based app procured in the base year, a 4-year license for those obtained in Option Year 1, etc. The decision will be made after submission of the proposals based in large part on the availability of funds.

2.1.1.5 Companion cloud-based application allows recordings to be shared and allows for time-stamp commenting.

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2.1.1.6 Video tool hardware can be used with third-party mobile devices (iOS, Android) that possess a front-facing camera.

2.1.1.7 Provide a multi-year warranty for parts and services. Notes: DoDEA will optimally obtain a 5-year warranty for the packages procured in the base year, a 4-year warranty for packages obtained in Option Year 1, etc. The decision will be made after submission of the proposals based on their cost-effectiveness and the availability of funds.

2.1.2 Professional Learning: Virtual professional learning on the installation of the proposed solution and best practices for using it delivered to approximately 67-72 people in the US, 83-88 people in Europe, and 66-71 people in the Pacific. All sessions shall occur during the normal school hours of each region. (See PWS 3.3.2 for those hours.) All sessions shall be recorded and hosted by the Contractor for one calendar year.

2.1.2.1 In the base year, the Contractor shall provide two 1-hour professional learning sessions per region—a total of approximately six hours of presentations.

2.1.2.2 In the option years, the Contractor shall provide a draft of an approximately 1-hour professional learning session to be delivered to each region. Finalize the professional learning based on written feedback from the contracting officer’s representative (COR).

2.1.3 Delivery of Physical and Digital Resources—The Contractor shall:

2.1.3.1 Deliver web-based materials (such as access codes) three days after receipt of delivery order.

2.1.3.2 Ship all physical resources to the Americas by commercial carrier or USPS and to Europe and the Pacific only by commercial carrier. Note: Delivery orders will include door-to-door addresses.

2.1.2.3 Provide, upon shipment of materials, a digital shipment notification that includes the following:

Contract number and delivery order number Contract line item number indicating materials and quantities shipped Destination and date of shipment Shipping carrier name and tracking number of shipment Estimated date of arrival of shipment and, if applicable, shipping slip

2.1.4 Technical Support: The Contractor shall provide industry-standard technical support for its digital resources for the life of the contract via telephone or email within one business day from the initial contact to include but not limited to assisting with service problems, product setup, upgrades, and troubleshooting.

2.1.5 Meetings: The Contractor shall (1) attend virtual meetings at no additional cost to the Government and (2) provide the medium through which each meeting occurs, record each meeting’s minutes.

The Contractor shall submit the draft minutes to the COR within two business days of the event and finalize the minutes two business days after receipt of written feedback from the COR. Note: Costs associated with attendance at face-to-face meetings, if any, shall be paid for as stated in the contract.

2.1.5.1 Post-Award Conference: Participate in a video- or teleconference with the COR five business days after award IAW FAR Subpart 42.5.

2.1.5.2 IT Meeting: Convene a video- or teleconference with DoDEA Information Technology staff ten business days after award, per Technical Exhibit #1.

2.1.5.3 Other Post-Award Meetings: Meet with the Contracting Officer (KO), COR, and/or other Agency personnel, as appropriate, to review Contractor performance, as required by DoDEA. The KO may discuss the Agency’s view of Contractor performance, and the Contractor shall apprise the Agency of any problems being experienced. The Contractor shall take appropriate action to resolve any outstanding issues the Agency raises.

2.1.6 Third-Party Programs, Software, and/or Applications: The Contractor shall ensure that its and its subcontractor’s (third-party) programs/software/applications meet the same technical requirements, such as single sign on (SSO), Federal Risk and Authorization Management Program (FedRAMP) Level 2, etc. For additional information, see htpps://www.fedramp.gov/ and Technical Exhibit #2, 1.1.7.

2.2 Performance Standards and Acceptable Quality Levels

2.2.1 Performance Standard: Tasks shall be completed by the required completion date.

2.2.2 Acceptable Quality Level: See PWS 7, Performance Requirement Summary (PRS).

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3 Constraints

3.1 Place of Performance: Work shall be performed at the Contractor’s facilities.

3.2 Liaison and Alternate Liaison—The Contractor shall:

3.2.1 Provide a liaison and alternate liaison to be responsible for the performance of work. Their names shall be designated in writing to the Contracting Officer. They shall have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract. Each shall have at least one year of experience working in a similar role.

3.2.2 Notify the COR in writing regarding any change in either the liaison’s role ten business days in advance of the change If the liaison or liaison alternate is changed post-award, the replacement shall meet or exceed the qualifications and experience of the person assigned upon contract award.

3.3 Holidays and Hours of Operation

3.3.1 The liaison or alternate liaison shall be available during the hours of 9AM to 3PM Eastern Standard Time (EST), except for Federal holidays and Federal government closures/shutdowns. The following list shows recognized Federal holidays: New Year’s Day, Martin Luther King Jr.’s Birthday, Presidents Day, Memorial Day, Juneteenth National Independence Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day.

3.3.2 Although there are different time zones within Europe and the Pacific and different hours for specific schools throughout DoDEA, the normal business hours for the regions roughly correspond to the following: Americas, 0700-1500 EST; Europe, 1300-2100 EST; and Pacific, 2000-0400 EST.

3.4 Availability: The Contractor shall make all resources available for the life of the contract.

3.5 Anti-Bias, Diversity, and Inclusion—The Contractor shall provide resources free of age, racial, color, national origin, disabling conditions, sexual, gender, religious, and ethnic bias and present balanced coverage of multi-cultural contributions and representation, where appropriate.

3.6 Privacy—The Contractor shall:

3.6.1 User Accounts: Require, wherever applicable, that individual accounts possess unique usernames and passwords that do not require personally identifiable information (PII) to access online content, i.e., first & last name and any other unique personal information.

3.6.2 Contractor Personnel: Ensure personnel assigned to this contract take proper precautions to protect information from disclosure. Collect and/or store all agency-owned or agency-controlled PII in accordance with the relevant requirements of the Privacy Act, 5 U.S.C, which may be found at the following URL: http://www.archives.gov/about/laws/privacy-act-1974.html.

3.6.3 Privacy Training: Ensure Contractor staff who have access to DoDEA’s student, teacher and/or staff personally identifiable information successfully complete the DoD Privacy Act/Personally Identifiable Information (PA/PII) training before gaining access to the data and yearly thereafter. Provide copies of the certificates of completion to the COR which can be audited at any time by the Chief Information Security Officer (CISO) or his/her designee.

3.6.4 Privacy Verification: Provide the COR written verification of compliance to the Privacy requirements (listed above) 120 calendar days prior to the expiration of each year’s contract option period or annually, as required. Note: After reviewing the Contractor’s verification, DoDEA reserves the right to ask for further verification data in order for DoDEA to comply with DoD’s evolving privacy mandates.

3.7 Section 508 Compliance—Ensure Contractor resources, wherever applicable, meet the following requirements:

3.7.1 Background: Section 508 of the Rehabilitation Act, as amended by the Workforce Investment Act of 1998 (P.L. 105-220) requires Federal agencies that develop, procure, maintain, or use information and communication technology (ICT) to endure they are accessible to people with disabilities.

Federal employees and members of the public who have disabilities must have access to and use of information/data that is comparable to people without disabilities.

3.7.2 Requirement: Ensure that products, platforms, and services delivered as part of this work statement that are ICT or contain ICT conform to the Revised 508 Standards, 36 C.F.R. § 1194.1 & Apps. A, 28 Mar 23 4

C & D which are located at at the following URL: https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines.

3.7.3 ARS: See the attached ICT Accessibility Requirements Statement (ARS). All functional performance criteria apply when using an alternative design or technology that achieves substantially equivalent or greater accessibility and usability by individuals with disabilities, than would be provided by conformance to one or more of the requirements in Chapters 4-6 of the Revised 508 Standards or when Chapters 4-6 do not address one or more functions of ICT. Note the guidance in the table below:

Applicable Requirements Directions

Software Features and Components

Applies to all WCAG Level AA Success Criteria, 502 Interoperability with Assistive Technology, and 503 Applications.

Hardware Features and Components All requirements apply.

Support Services and Documentation All requirements apply.

Outputs/Deliverables Ensures that outputs/deliverables do not adversely affect accessibility features of the existing EIT technologies.

3.8 Optical Character Resolution (OCR): The Contractor shall provide, upon request, two digital OCR copies of print materials in one or more of the following five formats: Digital Accessible Information System/ National Instructional Materials; Accessibility Standard (NIMAS) with cascading style sheet; HyperText Markup Language (HTML); Portable Document Format (PDF, unlocked, embedded fonts, single page); Rich Text Format (RTF)/Word document.

3.9 Data: All data developed as a result of any work awarded under this contract is and shall remain the property of the Government.

3.10 Organizational Conflict of Interest (OCI): The Contractor (including any subcontractor) personnel performing work under this contract may receive, have access to, or participate in the development of, proprietary or Privacy Act information (e.g., personal information, education, etc.) may create a current or subsequent OCI as defined in FAR Subpart 9.5. Whenever the Contractor becomes aware that such access or participation may result in actual or potential OCI, the Contractor shall (1) immediately notify the Contracting Officer (KO) in writing and (2) promptly submit a plan to the KO to avoid or mitigate any such OCI. Note: The KO will unilaterally determine if the Contractor’s plan is acceptable. If the KO determines the plan cannot satisfactorily avoid or mitigate an OCI, s/he may implement other remedies to include prohibiting the Contractor’s further participation in contracted requirements.

4 Government-Furnished Resources

4.1 If synchronous webinars are required, the Government in consultation with the Contractor will determine the dates and times.

5 Contract Deliverables

Milestone/Deliverable Word / Excel

Digital Copies PWS Planned

Frequency

Instructional Coaching Recording Tool Package Yes Yes 2.1.1

2.1.2

After receipt of a delivery order, deliver to US sites in 30 business days and to overseas sites in 45 business days

Technical Support Yes Yes 2.1.4 Ongoing after receipt of the first delivery order

Privacy Training Yes Yes 3.7.3 Send certifications three business days after receipt of written request

Privacy Verification Yes Yes 3.7.4 120 calendar days before the end of each contract year

6 Acronyms and Definitions

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PA/PII Privacy Act/Personally Identifiable Information

Contract Line Item Number (CLIN) – Basic structural element in a procurement instrument describing and organizing the required product or service for pricing, delivery, inspection, acceptance, invoicing, and payment.

The use of the term “line item” includes “subcontract line number”, (SLIN), as applicable.

Contracting Officer (KO) – The only individual with expressed authority to obligate (bind) the Government by means of entering, administering, and terminating contracts within the limits of the authority delegated via a Contracting Officer’s warrant.

Contracting Officer’s Representative (COR) – Qualified and trained Government employee, nominated by the requiring activity (RA) and appointed in writing by a KO primarily to perform specific technical or administrative functions on a specific contract(s); serves as the ‘eyes and ears’ of a KO to assure the Government’s best interests are protected via the terms and conditions of the contract(s) appointed. COR’s do not have authority to obligate (i.e., bind) the Government.

Contractor - Supplier or vendor having a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

Deliverable – Usually physically delivered items but may include such items as digital documents/reports.

Performance Requirements Summary (PRS) – Tabular listing of performance objectives and standards

Performance Work Statement (PWS) - A statement of work for performance-based acquisitions describing the required results in clear, specific, and objective terms with measurable outcomes.

7 Performance Requirement Summary (PRS)

Performance Objective

Performance Standard AQL Inspection Method

Instructional Coaching Recording

Tool Package

100% complete, per the PWS

Functions according to specifications. COR inspection and stakeholder feedback

Technical Support

Respond to email inquiries within two hours. Resolve 90% of issues in one business day. Resolve the remaining 10% in five business days.

COR inspection and stakeholder feedback

Privacy Training Send certifications to the COR upon request and in the specified timeframe. COR inspection

Privacy Verification Provide proper verification 120 calendar days before the end of each contract year. COR inspection

Technical Exhibit #1 - TECHNICAL REQUIREMENTS

The Contractor shall comply with the applicable technical requirements detailed below.

1.1 Software and Cloud Security Requirements—The Contractor shall:

1.1.1 Ensure all online resources, cloud-based services and instructional software meet the Department of Defense (DoD) and DoDEA Cybersecurity requirements as defined below. Note: Software, cloud services and associated websites are rigorously tested to ensure no security risks are posed to DoDEA infrastructure and its users.

1.1.2 Complete the Cloud Services questionnaire that was submitted as part of the proposal submission and provide copies of and/or access to any software listed in the proposed solution.

1.1.3 Ensure on-premises software support post-installation integration of the necessary Security Technical Implementation Guides (STIG) for applicable systems and applications, including Microsoft Windows 10, Microsoft Windows Server 2016, Windows Server 2019, Microsoft Windows IIS, Apache, Oracle

28 Mar 23 6 databases, and Microsoft SQL Server databases. Note: The application to obtain the STIG Viewer is found at https://public.cyber.mil/stigs/srg-stig-tools/, and the STIGs themselves may be downloaded from https://public.cyber.mil/stigs/downloads/.

1.1.4 Ensure its content accessible from the web is compatible with the following browser platforms: Google Chrome and Edge. Ensure that any applicable STIGs are implemented.

1.1.5 Ensure on-premises software, which is subject to static and dynamic analysis testing, imposes no risk to DoDEA systems, users and/or data. Note: DoDEA assesses software products to ensure compatibility with existing system configurations and software, testing may also include reverse engineering analysis.

1.1.6 Provide a plan of actions and milestones (POA&M) to mitigate any cybersecurity findings resulting from non-compliant and/or vulnerable components within 30 calendar days of written notification from DoDEA.

1.1.7 Be able to meet Federal Risk and Authorization Management Program (FedRAMP) Level 2 standards for all proposed software/digital resources and ensure that any third-party resources that are part of its proposed solution also meet the FedRAMP Level 2 standard. For more information on FedRAMP, see the following URL: www.fedramp.gov. Participate, if required, in interviews and deep system architecture inspections. Note: Per DoD policy for cloud-based services, DoDEA conducts a supplemental series of validations, which closely mirror the FedRAMP Internet Cloud vetting processes. Contractor participation/ cooperation is normally required to complete this process.

1.2 System Requirements—The Contractor shall:

1.2.1 Provide, per Section 1.1 (above), any software installed and/or accessed in or by a DoDEA system, network whether stand-alone or web-based, is compatible with the standards cited herein.

1.2.2 Provide minimum desktop/server system technical specifications, available reference architectures, networking specifications and diagrams, and applicable systems configuration documentation for the proposed product solution.

1.2.3 Provide software that is compatible with the following minimum baseline:

Specifications Minimum Memory 4 GB

Hard Drive 100 GB

Processor Intel® Core™ i5-8365U Processor 8th Generation (up to 4.1GHz, 6MB cache) equivalent or better (Must show benchmark/passmark scores)

Video Graphics Integrated Intel HD Graphics 620 (1920x1080) equivalent or better Operating System Windows 10

Browser Environment Chrome, Edge, Edge Chromium

1.2.4 Provide software that is completely functional on a standard DoDEA desktop without the need or requirement for administrative-level user rights and/or permissions or the requirement to use or insert external media to execute the software.

1.2.5 Provide software that does not require modifications to folder permissions while executing.

1.2.6 Provide, if applicable, software packages that support unattended installation methods used by enterprise software packaging and deployment systems. Note: DoDEA currently distributes software packages via Microsoft’s System Center Configuration Manager (SCCM). Older 16-bit software are automatically denied.

1.3 Data Management Requirements—The Contractor shall:

1.3.1 Provide a mechanism for batch administration and automation of routine data management tasks via flat file import, or representational state transfer (REST) based web service application programming interfaces (APIs). The mechanism shall provision and manage data objects within the Contractor’s system, including but not limited to organizational structures, student accounts, staff accounts, courses, and class rosters.

1.3.2 Provide all necessary documentation and assets to facilitate batch administration and automation of routine data management tasks, including but not limited to roster template files (i.e., comma separated value templates); data element/field definitions documentation; data interchange formats and schemas

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(XML/JSON); and/or data dictionaries for the purpose of mapping organizational student information system (SIS) data to the Contractor’s required input formats.

1.3.3 Provide a single point of contact to support DoDEA in performing the required data integration activities within the Contractor’s system.

1.3.4 Configure DoDEA enterprise within its system and/or databases as the appropriate organizational entity (i.e., region, district, school) upon a request in writing from the contracting officer’s representative (COR). Note: DoDEA’s organization hierarchy consists of the following: one system, three regions, eight districts, 62 communities, and 160 schools, including the K-12 virtual school programs.

1.3.5 Participate in a technical meeting with DoDEA within ten business days after award for the purposes of preparing for onboarding of new services and initial configuration of administrator-level accounts.

1.3.6 Ensure the transfer of any Sensitive, Confidential data including but not limited to PII data be transferred in a secure means meeting any requirements set by DoDEA’s Chief Information Security Officer (CISO).

1.4 DoDEA Software License Keys: The Contractor shall provide (1) license keys and electronic downloads for software required under this Contract to the COR and (2) software directly to DoDEA schools, districts, or regions only if explicitly required to do so in the contract or in writing by the COR.

1.5 Cybersecurity Supporting Elements/Requirements and Scalability—The Contractor shall:

1.5.1 Comply with the same Federal law and DoD policies and guidance to which DoDEA is subject. These requirements include but are not limited to the cybersecurity requirements defined in the following documentation:

DoD Directive (DoDD) 8500.01E, Information Assurance, be found at the following URL:

https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/850001_2014.pdf.

DoD Security Technical Implementation Guidance (STIG), found at the following URL:

https://public.cyber.mil/stigs/downloads/.

DoD Risk Management Framework (DODRMF) per DoD Instruction 8510.01 found at https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/851001p.pdf?ver=2019-02- 26-101520-3004.5.2.

1.5.2 Provide security patches/upgrades to include third-party applications in response to public-released security vulnerabilities associated with its software solution. Provide a POA&M for any security vulnerabilities within five business days of discovery. Software upgrades/patches shall be included in the licensing cost and be performed at the least disruptive times as determined by DoDEA in writing.

Note: Any exception to this requirement must be approved in advance and in writing by DoDEA’s Chief Information Officer (CIO) or designated official.

1.5.3 Ensure any portion of its solution that involves Internet access by DoDEA students complies with the relevant requirements of the Children's Internet Protection Act, Public Law 106-554, § 1(a)(4) [Div. B, Title XVII, § 1701], Dec. 21, 2000, 114 Stat. 2763, 2763A-335.

1.5.4 Provide a solution robust enough to serve the needs of a large community of learners dispersed across the world using a variety of bandwidths and scalable to meet future growth, both in terms of instruction and the number of users.

1.5.5 Ensure Contractor staff who have access to DoDEA’s student, teacher and/or staff personally identifiable information take the DoD Privacy Act/Personally Identifiable Information (PA and PPI/PII) training before gaining access to the data and yearly thereafter. Provide copies of the certificates of completion to the COR which can be audited at any time by the CISO or his/her designee.

PERFORMANCE WORK STATEMENT