25QE056_ATTCH_9_PWS_042325.pdf

PERFORMANCE WORK STATEMENT

Department of Defense Education Activity 4800 Mark Center Drive

Alexandria, VA 22350

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Non-DoD Schools Program - Community Profiles

1. General Information and Scope of Work

1.1 Agency: For school year (SY) 2024-25, the Department of Defense Education Activity (DoDEA) provides PK-12 instruction in 161 schools to over 67,000 dependents of military and civilian employees. DoDEA's curriculum, resources and student achievement scores on standardized assessments compare favorably to those of high-performing US public school systems.

1.2 Non-DoD School Program (NDSP): In addition to operating our own schools, DoDEA’s serves dependents of military and DoD civilian employees through the NDSP by defraying tuition costs and providing educational support to approximately 4,451 PK-12 students in overseas locations where there are no schools operated by DoDEA. NDSP stakeholders include the military services, civilian agencies, Exceptional Family Member Program, suitability screeners, school liaison officers, and parents/sponsors. In the 2023-24 school year, NDSP supported students attending 786 private and public international, boarding, and virtual schools in 318 duty stations worldwide.

1.3 Background: Currently, NDSP has an interactive website that includes a world map with list of international, boarding, and virtual schools for stakeholders to access to gather information for specific locations.

Additionally, NDSP uses data from an internal student registration system to present to stakeholders via slide decks, program fact sheets and briefings, and digital and printable internal programing guidance.

The interactive world map is already in place. If a new vendor is awarded the contract, it will need to host the website, collaborate with the current contractor to transfer the map and it’s supporting data to its own website and server and update it with additional requirements.

The existing digital resources are available but require edits and modifications to improve the user interface and experience. This may include the use of varied digital formats and platforms. These resources will need to be provided to NDSP for posting on its own website.

1.4 Scope of Work: DoDEA’s NDSP requires a contractor to host, maintain and update an interactive website featuring a world map that enables stakeholders to search and select a country and a city/duty station within that country and obtain information about the area's PK-12 educational options. Additionally, DoDEA requires procedural guides, briefing papers, fact sheets, and other digital resources, collectively referred to as communication assets, some of which exist, some of which must be created, and all of which must be updated each year, or more frequently as policies are implemented, during the life of the contract. The content for the communication assets will be provide by NDSP.

2 Requirements

Community Profiles Support: The Contractor shall provide the required IT support for DoDEA’s Community Profiles website.

Supporting Tasks: 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, so the Contractor is expected to develop the total solution to meet all the requirements in accordance with a performance-based approach.

2.1 Task 1, Website—The Contractor shall:

2.1.1 Design and host a website for DoDEA-NDSP’s International School Information. Finalize the design based on written feedback from DoDEA-NDSP. Provide DoDEA-NDSP with a link to the website, so that the link can be put on DoDEA-NDSP’s website. Note: As stated above, if the incumbent does not win this award, the interactive map, logo, and all digital resources currently on the website will be transferred to the new contractor’s website and server.

2.1.2 Host the website. Ensure it is operational except for scheduled downtimes determined in writing by DoDEA-NDSP in consultation with the Contractor. Provide website development, hosting, system maintenance, and related technical support that includes but is not limited to the website being:

1) Updated at least twice per year

2) Search engine indexed to Google, Yahoo!, Ask.com, and other popular search engines/

SEO (Search Engine Optimization) services.

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3) Compliance with the Americans with Disabilities Act.

4) Allowing users to make online requests for technical assistance or report technical problems.

2.2 Task 2, Two Interactive Maps—The Contractor shall:

2.2.1 Provide an interactive map of the world on the website that allows stakeholders to select a country and then a city/duty station in that country showing information about PK-12 private schools available within that city/duty station.

2.2.2 Provide the school listing information that includes the following: school name, country, city, public/private, instruction in English, boarding school (Y/N), URL, accreditation information, etc.

DoDEA-NDSP will provide the current data, and the Contractor will provide new data. (See PWS 2.2.6.)

2.2.3 Ensure the database for the school listing is password-protected, available to DoDEA-NDSP at all times with access for editing data (updating URLs, adding new schools, etc.)

2.2.4 Provide search functionality in all sections (Country, Duty Station/City, Virtual Schools, Boarding Schools).

2.2.5 On Country/Duty Station search, each Duty Station/Town landing page shall display pins of school locations on a map of the town. On each pin, users shall be able to read the school information/data by hovering over the school location with their mouse.

2.2.6 Research international school information/data to ensure provided URL is active, find salient information to include but not limited to grade levels served, gender-specific policies, boarding option, religious affiliation/restrictions (if any), class sizes, and enrollment count.

2.2.7 If boarding is an option, the school shall also be listed under the Boarding icon, that is, the list of boarding schools.

2.2.8 Provide an interactive map of the United States that allows the stakeholders to select a state either via a dropdown menu or directly on the map that links them to that state’s graduation requirements which includes mandatory documentations (i.e. such as transcript information, grading scales, course descriptions). DoDEA-NDSP will provide the Contractor with the URL data.

2.3 Task 3, Digital Fact Sheets/Overview: The Contractor shall provide visually appealing electronic one-page fact sheets containing info graphics with program data to include statistics such as the number of students served, number post/duty stations, number of schools, number of homeschooling students, by branch of military service, and will be provided by NDSP. The data will be provided by the NDSP in an Excel spreadsheet. There will be five fact sheets: One fact sheet for program-wide worldwide data, and one for Europe, Pacific, Africia, and the Americas (not including the United States). These fact sheets shall be updated at least bi-yearly.

2.4 Task 4, Digital Contact Card: The Contractor shall draft a one-page document based on information provided by DoDEA and finalized based on written feedback from the contracting officer’s representative (COR) for placement on the website. The contact card shall include contact information by region (Pacific, Europe, Africa, and Americas) and the services provided (education, invoices, management, administration). Minor text edits may be requested throughout the year should contact information needs revision (e.g., changes in phone number, email, etc.). Note: DoDEA expects that only minor revisions will be required in the option years.

2.5 Task 5, Digital Booklet: The Contractor shall draft a digital booklet with international school listings organized by country and city/cities within that country. Each of the approximately 1,000 school listings shall include the following information: school name, school website URL, and school address. Finalize the booklet based on written feedback from the COR. This digital booklet is derived from the school listing database utilized in Task 2.

2.6 Task 6, Orientation Flipbook: The Contractor shall provide a user-friendly, digital orientation flipbook that outlines NDSP policies, procedures, and guidance with seamless navigation. This flipbook shall be updated annually or when modifications to policies and procedures are implemented. The content will be provided by DoDEA. Finalize the flipbook based on written feedback from the COR.

2.7 Task 7, Desk Guides: The Contractor shall:

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2.7.1 Provide at a minimum three standard of operation guides that align with federal regulations, agency policies, department procedures. These guides shall include table of contents, index, page designations, glossary, charts, and graphics with functional navigations, ease of access from mobile devices/ tablets while ensuring the integrity of the guides from user edits. An annual update to the guides shall be required; however, when new federal regulations, policies, and procedures are implemented, an update to the guides may be required more frequently. The content will be provided by DoDEA. In the Base Year, the requirement consists of updating two guides. The third guide shall be created/procured in Option Year 1 or Option Year 2. Note: The existing guides are both approximately 200 pages long:

1) Education Specialist Desk Guide (existing guide)

2) HQ Instructional Systems Specialist Desk Guide (existing guide)

3) NDSP Educational Screening Guide (to be drafted and finalized in Option Year 1 or Option

Year 2).

2.7.2 Provide a 1-hour virtual interactive training module for each desk guide to include case studies and knowledge checks and answers embedded in multiple chapters/sections. Note: The training modules may be asynchronous webinars and/or on-demand digital modules, which are interactive, self-paced lessons, tutorials with checkpoints. Internal usage for NDSP personnel. The content will be provided by DoDEA. All digital modules shall be SCORM®-compliant. (See PWS 3.9 for additional information about SCORM® compliance.)

2.8 Task 8, Templates: The Contractor shall create and update templates for newsletters, brochures, slide decks, and other forms, as required. Each template shall display the NDSP logos and branding and utilize uniform backgrounds and color formats. Note: If the Government decides to change the NDSP logos, branding, etc., the Contractor shall revise all documents accordingly.

2.9 Task 9, Resources/Products: The Contractor shall, based on written guidance from the COR, provide and/or update digital products that may include infographics, brochures, supplemental supports, transition, country information and other products from shared data and content.

2.10 Task 10, Transitions (if applicable)—The Contractor shall:

2.10.1 Data Migration: Provide data migration services to associate the current system to a new solution.

Provide a plan to support validation of data migration accuracy of 99.7% to a new system, which will include the following: Domain hosting for www.ndspmap.com, FlipBook (currently three active books: Orientation and last two years of the digital Booklets), Website hosting (including security and updates), SMTP server (for sending mail from the website), and Cloudflare DNS management.

2.10.1.1 Provide data migration instruction recommendation of best practices to associate current system data to a new system.

2.10.1.2 Provide method for moving data to the provider’s solution (website domain).

2.10.1.3 Provide data validation expectations to include, but not limited to the URLs for the many schools on the current website’s world map.

2.10.1.4 Provide plan for the following:

1) Establishing estimated data migration level of effort and estimated migration timeline.

2) Provide analysis with the objectives of understanding and specifying the requirements at a level sufficient to complete the implementation, customization, testing, and deployment of the proposed solution.

3) Testing of migration steps for review and schedule adherence.

4) Providing final presentation of results and recommended next steps.

5) Hosting live website (ndspmap.com).

2.10.2 Implementation: Provide and execute an implementation plan of events, activities, and processes from current to new system.

2.10.2.1 Develop implementation plan of transition from the current website to the new solution

(website domain) to include the following:

1) Data migration, data validation, system configuration, and system updates

2) User friendly data migration tools.

3) Identify and report size of database, number of records, and tables.

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4) “Configuration Guide” of proposed architecture.

2.10.2.2 Execute implementation plan, providing compatibility, data migration, and data analysis, usage, and reporting functionality.

2.10.3 Compatibility—The Contractor’s solution shall:

2.10.3.1 Be compatible with mobile device operating systems, browsers, and interfaces for data exchange to include but not limited to, the latest versions of Apple iOS, Chrome OS, and Android OS.

2.10.3.2 Be compatible with modern desktop web browsers, including Google Chrome, Safari, Microsoft Internet Explorer, Microsoft Edge, and Mozilla Firefox.

2.11 Table for Tasks 1-10

Estimated Unit Numbers by Task for Each Contract Year

Category PWS Type Base Year

Option Year 1

Option Year 2

Option Year 3

Option Year 4

Website 2.1 Each 1 1 1 1 1 Interactive Map 2.2 Each 1 1 1 1 1 Fact Sheets/Overviews 2.3

Fact Sheets Each 5 5 5 5 5 Overviews Each 2 2 2 2 2

Contact Card 2.4 Creating Each 1 0 0 0 0 Revising Each 0 1 1 1 1

Digital Booklet 2.5 Creating Each 1 0 0 0 0 Revising Each 0 1 1 1 1

Orientation Flipbooks 2.6 Creating Each 1 0 0 0 0 Revising Each 0 1 1 1 1

Desk Guides 2.7 Creating Each 0 1 0 0 0 Revising Each 2 2 3 3 3

Virtual Training Modules 1-hour 0 2 1 0 0 Templates 2.8

New Each 3 1 1 1 1 Revisions (if needed) Each 0 3 4 5 6

Resources / Products 2.9 Each 10 2 2 2 2

Transitions (if applicable) 2.10 Lot 1 0 0 0 1

2.12 General Requirements—The Contractor shall:

2.12.1 Technical Support: 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.

2.12.2 Third-Party Programs, Software, and Applications: Ensure its own and its subcontractors’ (third-party) programs, software, and applications meet—at a minimum—the same technical requirements as the Contractor must meet, such as single sign on (SSO) and Federal Risk and Authorization Management Program (FedRAMP) Level 2, etc. On a case-by-case basis, DoDEA may honor requests to waive the FedRAMP Level 2 requirement. For more information, see Technical Exhibit #1, 1.1.7.

2.12.3 Delivery Digital Resources—The Contractor shall:

2.12.3.1 Deliver digital materials with instructions detailing how the resources can be accessed by teachers, students, and above-school-level educators.

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2.12.3.2 Ship all print/physical materials to the Americas by commercial carrier or USPS and to Europe and the Pacific only by commercial carrier. Delivery orders use door-to-door addresses.

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

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

2.12.4 Meetings: Attend virtual meetings at no additional cost to the Government and provide the medium through which each meeting occurs, record each meeting’s minutes. 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 attending any face-to-face meetings shall be handled/paid for as stated in the contract.

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

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

2.12.4.3 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.

2.13 Performance Standards and Acceptable Quality Levels

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

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

3 Constraints

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

3.2 Privacy—The Contractor shall:

3.2.1 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.

3.2.2 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.

All Contractor personnel that have access or may potentially have access to DoDEA data in any form shall be US citizens, including any third-party penetration (PEN)/security testers.

3.2.3 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.

3.2.4 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.

3.3 Liaison and Alternate Liaison—The Contractor shall:

3.3.1 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.

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3.3.2 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.

3.4 Holidays and Hours of Operation

3.4.1 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.

3.4.2 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. 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, 0200-1000 EST; and Pacific, 2000-0400 EST.

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

3.6 Nondiscrimination: The Contractor shall provide resources free of bias regarding race, color, religion, sex, national origin, or disability.

3.7 Section 508 Compliance—The Contractor shall:

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, C & D which are located 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); and Rich Text Format (RTF)/Word document.

3.9 Sharable Content Object Reference Model® (SCORM®) Compliance: Provide digital modules, if included among the proposed/required resources, that are SCORM®-compliant. Note: The Department of Defense

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Instruction (DoDI) 1322.26 mandates that modules comply with the latest possible version of SCORM®, per https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/132226_dodi_2017.pdf?ver=2017- 10-05-073235-400.

3.10 Data & Data Rights: All data developed from any work awarded under this contract is and shall remain the property of the Government. The Contractor shall ensure that digital rights to all visual materials embedded in the resources will be given so that DoDEA for DoDEA’s internal use only may use resources without incurring copyright costs or infringing on copyright laws. All data developed from any work awarded under this contract is and shall remain the property of the Government.

3.11 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 Information / Resources

4.1 Ensure that the transitions are complete, as needed.

5 Contract Deliverables

Milestone/Deliverable Word Excel

Digital Copies PWS Planned

Frequency Website* Yes Yes 2.1 Revised as needed.

Interactive Map* Yes Yes 2.2 Revised annually or as needed Digital Fact Sheets/Overview* Yes Yes 2.3 Revised annually or as needed Digital Contact Cards* Yes Yes 2.4 Revised annually or as needed Digital Booklet* Yes Yes 2.5 Revised annually or as needed Orientation Flipbook * Yes Yes 2.6 Revised annually or as needed Desk Guides* Yes Yes 2.7 Revised annually or as needed

Templates Yes Yes 2.8

Draft: 30 business days after receipt of a written delivery order.

Final: 10 business days after receipt of written feedback.

Resources/Products* Yes Yes 2.9

Draft: 30 business days after receipt of a written delivery order.

Final: 10 business days after receipt of written feedback.

Transitions Yes Yes 2.10 Determined post-award.

Technical Support Yes Yes 2.11.1 Ongoing after receipt of initial delivery order Privacy Training Yes Yes 3.2.3 Three days after receipt of a written request

Privacy Verification Yes Yes 3.2.4 120 calendar days prior to the end of each contract year

* If applicable, the existing website and related resources will be transitioned to the new Contractor within 60 days of the contract award date. Ongoing maintenance provided.

6 Acronyms and Definitions

PA/PII Privacy Act/Personally Identifiable Information SCORM® Shareable Content Object Reference Model®

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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): 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 KO’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 contracted to provide specific supplies or services to the Government. The term herein 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): Statement of work for performance-based acquisitions describing the required results in clear, specific, and objective terms with measurable outcomes.

7 Performance Requirement Summary

Performance Objective

Performance Standard Acceptable Quality Level Inspection Method

Task 1, Website, PWS 2.1

PWS-

compliant

Available 24/7/365 except for agreed-upon downtimes. No more than one unscheduled downtime per semester.

COR inspection and stakeholder feedback

Task 2, Interactive Maps, PWS 2.2

PWS-

compliant

Information shall be 95 percent accurate when placed on the website. Changes will be made in a timely manner as needed.

COR inspection and stakeholder feedback

Task 3, Digital Fact Sheets/Overview, PWS 2.3

PWS-

compliant

Information shall be 95 percent accurate when placed on the website. Changes will be made in a timely manner as needed.

COR inspection and stakeholder feedback

Task 4, Digital Contact Cards, PWS 2.4

PWS-

compliant

Information shall be 95 percent accurate when placed on the website. Changes will be made in a timely manner as needed.

COR inspection and stakeholder feedback

Task 5, Digital Flipbook, PWS 2.5

PWS-

compliant

Information shall be 95 percent accurate when placed on the website. Changes will be made in a timely manner as needed.

COR inspection and stakeholder feedback

Task 6, Orientation Booklet, PWS 2.6

PWS-

compliant

Information shall be 95 percent accurate when placed on the website. Changes will be made in a timely manner as needed.

COR inspection and stakeholder feedback

Task 7, Desk Guides, PWS 2.7

PWS-

compliant

Information shall be 95 percent accurate when placed on the website. Changes will be made in a timely manner as needed.

COR inspection and stakeholder feedback

Task 8, Templates, PWS 2.8

PWS-

compliant

Drafts: 80 percent accurate.

Finals: 100 percent accurate.

Changes will be made in a timely manner as needed.

COR inspection and stakeholder feedback

Task 9, Resources/ Products, PWS 2.9

PWS-

compliant

Information shall be 95 percent accurate when placed on the website. Changes will be made in a timely manner as needed

COR inspection and stakeholder feedback

Task 10, Transitions, PWS 2.10

PWS-

compliant

Transitions will not exceed the 60 calendar day limit by more than three calendar days.

COR inspection and stakeholder feedback

Technical Support

PWS 2.11.1

PWS-

compliant

Acknowledge receipt of request within two hours. Resolve 90% of requests in one business day. Resolve remaining 10% in five business days.

COR inspection and stakeholder feedback

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Performance Objective

Performance Standard Acceptable Quality Level Inspection Method

Privacy Training

PWS 3.2.3

PWS-

compliant

No more than one certificate per year sent to the COR more than three business days from the date of the COR’s request for it.

COR inspection

Privacy Verification

PWS 3.2.4

PWS-

compliant

Submitted 120 calendar days prior to the end of each contract year. COR inspection

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

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

1.1.5 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.

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.

On a case-by-case basis, DoDEA may honor requests to waive the FedRAMP Level 2 requirement.

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, reference architectures, networking specifications and diagrams, and applicable systems configuration documentation for the proposed 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 11

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.

DoDEA currently distributes software packages via Microsoft’s System Center Configuration Manager

(SCCM) and Microsoft Intune.

All 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.

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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 (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, nine districts, 62 communities, and 161 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 that include but are not limited to the cybersecurity requirements defined in the following documents:

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), which may be found at the following

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

DoD Risk Management Framework (DODRMF) per DoD Instruction 8510.01, which may be 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 Protect DoDEA data against all cyberattacks, notifying DoDEA within 72 hours of an identified and confirmed breach/intrusion.

1.5.4 Perform security incident investigations upon identification of an event or at the request of DoDEA.

1.5.5 Address all information assurance vulnerability messages (IAVM) in the defined timelines to include IA vulnerability alerts (IAVA), IA vulnerability bulletins (IAVB), and technical advisories (TA).

1.5.6 User passwords must not be readable by anyone having access to the system.

1.5.7 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. All Contractor personnel that have access or may potentially have access to DoDEA data in any form shall be US citizens. Note: If its solution does not involve Internet access by DoDEA students, please ensure the following are included:

1) Maintaining system security IAW the latest versions of the (1) DoD Cloud Computing Security

Requirements Guide, (2) Family Educational Rights and Privacy Act (FERPA), and (3) Protection of Pupil Rights Amendment (PPRA).

2) Providing 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. In addition, provided solutions shall be applicable to the digital learning environment of the DoDEA Virtual School.

3) Ensuring 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)

14 Feb 25 12 training before gaining access to the data and yearly thereafter. Provide copies of the certificates to the COR which can be audited at any time by the CISO or his/her designee.

1.6 Program and System Integration—The Contractor’s solution shall:

1.6.1 Provide Single Sign-On (SSO) Capabilities / Platform which (1) integrates with an Industry Standard SSO login solution. (ClassLink, Google, Azure, etc.); (2) supports Oauth 2.0, Security Assertions Markup Language (SAML) for integration with Azure, or Google; and (3) authenticates using Azure Active Directory (AD) or Google AD. Authenticates using Azure Active Directory (AD) or Google AD.

1.6.2. Support industry-standard data rostering standards via ClassLink and standard data formats such as OneRoster.

1.6.3. Ensure that data storage, handling, and security meet the following minimum standards:

1) DoDEA’s information and data shall be secured in data center located in the United States.

2) The system, including its server(s) and network devices, shall be in an environmentally controlled and secure facility under controlled circumstances (e.g., using authorized personnel access lists, ID cards, entry logs, etc.).

3) All Contractor personnel that have access or may potentially have access to DoDEA data in any form shall be US citizens, including any third-party penetration (PEN)/security testers.

4) All data transit shall be secured with Transport Layer Security (TLS) encryption.

5) All data at rest shall be secured with Advanced Encryption Standard (AES)-256 encryption.

1.6.4 Ensure that data integration includes the following:

1) Automated industry standard form of data integration using Representational State Transfer Application

Program Interface (RESTful API), Learning Tools Interoperability (LTI), or Secure File Transfer Protocol (SFTP) data sets (ClassLink, OneRoster, etc.).

2) Encryption of DoDEA’s data at rest to include unique encryption keys for each customer on systems hosting multiple customers.

3) Notification of DoDEA in writing within 72 hours of any changes made to corporate policies for data protection.

4) Use of only masked student data in a non-production environment.

5) Integration scheduling that meets DoDEA’s required timeframes.

6) Provision of fully automated data uploads per Agency schedule(s) and Agency requirements.

7) Support of SFTP capabilities using a single set of login credentials.

8) Provision of a single data set of DoDEA information. Note: The Contractor’s solution shall support

DoDEA at all levels: school, community, district, region, and HQ.

9) Maintenance of a backup and restore plan for DoDEA data in the event of a disaster.

10) Provision of detailed feedback of what caused errors if an integration transmission results in errors.

1.6.5 System Features—The system shall:

1) Allow user accounts to be created automatically based on a file provided by DoDEA either nightly or on another pre-determined scheduled feed.

2) Allow DoDEA to be able to choose the format of user login identification, e.g., an email address, and be able to create manual accounts, if needed.

3) Require the user—for manually created accounts—to reset the password on the user’s initial login or, upon request, a password reset.

PERFORMANCE WORK STATEMENT