25QE075_ATTCH9_PWS_071025.pdf

PERFORMANCE WORK STATEMENT

Department of Defense Education Activity 4800 Mark Center Drive

Alexandria, VA 22350

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PERFORMANCE WORK STATEMENT

FOR

Assessment Data Use and Implementation

1. General Information and Scope of Work

1.1 Agency

1.1.1 For school year (SY) 2024-25, the Department of Defense Education Activity (DoDEA) will provide

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.

1.1.2 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 46 schools located in Korea, Japan (mainland and Okinawa), and Guam. DoDEA also operates a fully accredited virtual high school with teaching hubs in the Americas, Europe, and Pacific.

1.1.3 DoDEA has adopted College and Career Ready Standards (CCRS) in mathematics, literacy, the arts, social studies, and science, which are rigorous, research-based, and reflect the knowledge, skills and dispositions students need for success in college and/or careers and are aligned with the Common Core State Standards (CCSS), National Core Art Standards (NCAS), Next Generation Science Standards (NGSS), College, Career, and Civic Life (C3) Framework for Social Studies State Standards, and Society for Health and Physical Education Standards (SHAPE AMERICA). DoDEA has also adopted both the International Society for Technology in Education (ISTE) Standards for Students, Collaborative for Academic, Social, and Emotional Learning (CASEL) framework, and for preschool the GOLD(R) Objectives for Development and Learning, Birth through Third Grade.

1.2 Background

To improve instructional practices and student learning and achievement, DoDEA piloted the Student Assessment Data Use and Implementation project in SY2024-25. It laid the foundation for our assessment strategy including establishing assessment purpose and use, evaluating assessments using quality criteria, determining key messages for stakeholder engagement, creating a vision statement, and designing a theory of action.

1.3 Scope of Work

DoDEA requires a commercial, off-the-shelf (COTS) professional learning series that is customizable for DoDEA’s use to help K-12 educators build knowledge and skills in discrete topics, such as leadership development, planning with a curriculum, or facilitating professional learning communities. The professional learning series shall include (1) teaching and learning cycle series focusing on data-driven instruction, data analysis, and continuous improvement cycles, and (2) related professional learning. DoDEA expects to make one award for a 12-month base year and four 12-month option years.

2 Requirements (Objectives)

Assessment Data Use and Implementation: The Contractor shall assist DoDEA in establishing an exemplary structure for data analysis and action planning strategies through a scaffolded support structure, designed to meet the instructional leadership and capacity building needs of HQ officials and district leaders. Strategies would include professional learning, communities of practice, and instructional leadership coaching addressing DoDEA’s key priorities as follows:

Adopting a consistent and high-quality structure for instructional planning and data analysis.

Maximizing the use of tools and systems for data analysis and action planning.

Accelerating the use of best practices in instruction through consistent implementation of teaching and learning cycles systemwide.

Using clearly defined assessment protocols, systems, and structures to strengthen the ability of leaders and educators to make data-driven decisions at the student, classroom, school, and system levels.

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The tasks listed below are to help the Contractor gain a better understanding of the requirements to successfully meet the objective. The tasks are not all inclusive, so the Contractor shall develop the total solution for meeting all the requirements in accordance with a performance-based approach.

2.1 Objective 1, Assessment Data Use and Implementation

2.1.1 Task 1, System-Level Support: The Contractor shall use commercial, off-the-shelf (COTS) resources to create a high-quality structure for instructional planning and data analysis to be used systemwide by professional learning communities and for action planning. The professional learning resources shall be customizable to accommodate DoDEA’s needs.

2.1.2 Task 2, Communities of Practice (CoP) Support—The Contractor shall:

2.1.2.1 Support the establishment of DoDEA CoPs with approximately 25 DoDEA HQ staff. The

CoP goals are to (1) develop strong professional relationships and work collaboratively to refine leadership and coaching practices that support stronger implementation of assessment and data protocols; (2) identify/plan to address challenges encountered when implementing assessment and data protocols; (3) empower administrators to share insights, particularly those relevant to their daily realities and practical application of professional learning session content; and (4) empower administrators to exchange knowledge, tackle challenges and problems of practice, and refine strategies to assist in advancing data driven instructional practices. The CoPs shall include instructional leadership coaching to support leaders in data-driven instructional decision-making.

2.1.2.2 Help participants to be consistently involved in feedback loops (1) to make specific connections to professional learnings and applied practice in schools and (2) to support their making strategic adjustments that accelerate teacher capacity building and improve instructional practices.

2.1.2.3 Facilitate a 2-day face-to-face meeting—a total of 16 contact hours—with 20-30 DoDEA participants at DoDEA HQ in Alexandria, VA each year of the contract. The purpose of the meeting is to establish the methodology and implementation strategy of the systemwide CoPs based on DoDEA’s defined needs and priorities. See PWS 2.2.6 for additional information.

Note: The exact dates and topics of the meetings shall be determined by DoDEA in consultation with the Contractor.

2.1.2.4 Facilitate sixteen 3-hour synchronous webinars—a total of 48 contact hours in each year of the contract. The synchronous webinars shall be divided into four strands, each of which requires four 3-hour sessions. The four strands are Elementary Literacy, Elementary Mathematics, Secondary Literacy, and Secondary Mathematics. See PWS 2.2.6 for additional information.

Note: The dates of the webinars will be scheduled throughout the year aligned to the work. The dates and topics will be set by DoDEA in consultation with the Contractor.

2.1.3 Task 3, Virtual Professional Learning—The Contractor shall provide five 3-hour synchronous webinars per region (US, Europe, and Pacific) annually for up to 50 above-school-level and school-level educators per region—a total of 15 contact hours per year. The sessions shall help participants collaborate to solve problems and include adequate time for interaction and Q&A. Sessions shall be coherent, practical, and engaging based on intentional planning and follow-up to support application of learning. See PWS 2.2.6 for additional information. Note: The dates and topics will be set by DoDEA in consultation with the Contractor.

2.1.4 Task 4, Lab Schools—The Contractor shall:

2.1.4.1 Provide virtual site-based coaching at one school in each of DoDEA’s nine districts and at each of DoDEA’s three regional offices to apply knowledge acquired from professional learning and CoPs. The coaching engagement shall consist of twelve 3-hour virtual sessions—a total of 36 hours for each year of the contract. The twelve engagements consist of one for each of DoDEA’s three regions and one for each of DoDEA’s nine districts. The coaching shall deepen instructional leaders’ capacity in their specific setting to manage and execute data-driven instructional practices. The exact dates, times and topics will be determined by DoDEA in consultation with the Contractor.

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2.1.4.2 Provide the coaching on a schedule that will be determined by DoDEA in consultation with the Contractor. The schedule will allow for presentations to be sequential, not simultaneous.

See PWS 2.2.6 for additional information.

2.2 Objective 2, General Requirements

2.2.1 Task 1, Technical Support: The Contractor shall provide industry-standard technical support for its 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.

2.2.2 Task 2 Technical Requirements for Digital Resources—Where applicable, the Contractor shall:

2.2.2.1 Provide digital resources designed to run in DoDEA’s learning management system (LMS, Schoology), which operates within our virtual learning environment (VLE).

2.2.2.2 Deliver digital resources in one of the following formats:

1) Integrated via DoDEA’s LMS to the digital resources hosted by the Contractor.

2) Hosted externally by the Contractor but accessible via DoDEA’s LMS to the digital assignments and assessments imported, hosted, and maintained in the LMS.

2.2.2.3 Ensure the course content meets the following specifications:

1) Conforms to IMS Learning Global Consortium (IMS) content packaging specifications.

2) Uses imported content, if required, conforming to IMS content packaging specifications.

3) Uses code that does not disable LMS features when digital resources are accessed.

4) Requires single—not multiple—authentications to access content via DoDEA’s LMS.

2.2.3 Task 3, Third-Party Programs, Software, and Applications: The Contractor shall 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.

2.2.4 Task 4, Delivery of Print and Digital Resources—The Contractor shall:

2.2.4.1 Deliver digital materials with instructions detailing how the resources can be accessed.

2.2.4.2 Where applicable, ship all print/physical materials according to the latest version of DoDEA’s shipping guide, posted at: https://webapps.dodea.edu/dodaac/DoDEA_Shipping_Guide.pdf.

Unless specified otherwise in the shipping guide, ship 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 to the COR 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

2.2.5 Meetings: Attend virtual meetings at no additional cost to the Government and provide the medium through which each meeting occurs.

2.2.5.1 Post-Award Conference: Participate in a video- or teleconference with the COR five business days after award.

2.2.5.2 Performance Review 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.

2.2.5.3 Planning Meetings: Meet with DoDEA to prepare for the event and to debrief. Record each meeting’s minutes as requested by DoDEA. Submit the draft minutes to the COR within two business days of the event (pre and post) and finalize the minutes two business days after receipt of written feedback from the DoDEA.

2.2.6 Media and Timing: All materials that support the tasks in this contract shall be submitted to DoDEA for review at least 30 calendar days prior to the event and approved by DoDEA at least seven calendar days before the event. All events shall be held during the normal business hours of each region. All

15 Apr 25 4 virtual events shall be delivered using the Contractor’s conference platform and DoDEA may request in writing that the virtual session be recorded. If DoDEA requests a virtual event recording, the Contractor shall provide the recording in a universal MP3 or MP4 format. Note: Dates and times of all events will be determined by DoDEA in consultation with the Contractor.

2.3 Performance Standards and Acceptable Quality Levels (Objectives 1 and 2)

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

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

2.4 Travel: Travel may be required for objectives in this PWS on an as needed basis. Travel will be purchased and billed in accordance with the Contract Line Item Number (CLIN) and Sub-Contract Line Item Number (SubCLIN) structure:

2.4.1 Airfare/Car Rental/Privately Owned Vehicle (POV) Mileage: The contractor will be asked to propose the airfare/car rental price, including gasoline, for each travel event. The Government will then use independent market research to determine the reasonableness of the price. The Government will only pay the contractor for the agreed upon airfare/rental car price determined prior to travel. Airfare shall only be purchased at economy/coach class levels unless the contractor can present evidence, which the Government can confirm, of the unavailability of economy/coach class seating options for a specific trip. Car rental class shall be no higher than an economy size. Rental above economy size shall be justified and approved by the contracting officer prior to travel. If traveling by POV, the rates cannot be more than the established GSA mileage rates.

2.4.2 Per Diem: Any rates paid for per diem must be fair and reasonable. For travel within the United States, the Government will use the rates published by the General Services Administration (GSA) found at https://www.gsa.gov/perdiem in determining the reasonableness of any proposed per diem rates. For foreign travel, the Government will use the rates published by the Department of State found at https://aoprals.state.gov/web920/per_diem.asp in determining reasonableness of proposed rates. For example, if an approved trip to Los Angeles, CA has a current GSA Per Diem rate of $158 during the dates of travel, the Government will use $158 as the point of comparison for determining reasonableness.

2.4.3 Travel Plans: Each travel plan shall be approved by the Government before commencing travel. The contractor shall provide a detailed travel plan in support of the objective(s) to the Contracting Officer’s Representative (COR) no less than ten (10) business days prior to travel unless the travel is in response to an emergency as determined by the Government. The travel plan shall include the name of the traveler(s), location, purpose, and dates of travel; and a proposal for travel prices under the two travel SubCLINs (Airfare/Car rental and Per Diem/Lodging). Travel within 50 miles is considered local travel, and the Government will not pay for it separately. The Government’s estimated Contractor travel is indicated below:

Contractor Travel Estimate Location Purpose Contractor Participants Duration/Dates

Base Period Washington DC Provide in person training 1 Instructor, 1 Assistant 2.5 days/TBD

Option Period 1 Washington DC Provide in person training 1 Instructor, 1 Assistant 2.5 days/TBD

Option Period 2 Washington DC Provide in person training 1 Instructor, 1 Assistant 2.5 days/TBD

Option Period 3 Washington DC Provide in person training 1 Instructor, 1 Assistant 2.5 days/TBD

Option Period 4 Washington DC Provide in person training 1 Instructor, 1 Assistant 2.5 days/TBD

3 Constraints

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

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3.2 Privacy—The Contractor shall:

3.2.1 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.

3.2.2 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.

3.2.3 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 Key Functions—The Contractor shall provide (1) Project Manager/Alternate Project Manager, (2) Professional Learning Developer and (3) Professional Learning and CoP Facilitators, and (4) Instructional Leadership Coaches. The names of the people performing these functions shall be designated in writing to the COR.

Contractor staff assigned to this contract may perform one or various roles as described below.

3.3.1 Program Manager/Alternate: Provide a program manager and an alternate who shall be responsible for the performance of the work. The program manager or alternate shall have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract. Provide an alternate that will be able to speak for the program manager regarding contractual matters. They shall be available, from 9AM to 3PM EST, Monday-Friday, except for Federal holidays or when the Government facility is closed for administrative reasons.

3.3.2 Professional Learning Developer: Provide a person(s) with at least a bachelor's degree in education, instructional design, or a related field and at least five years of teaching experience in a K-12 setting.

This person(s) shall be knowledgeable about the best practices in instruction, curriculum development, and assessment and can analyze data and use it to improve instruction. In addition, this person shall have excellent interpersonal/communication skills, strong organizational and time management skills, and the ability to work independently and collaboratively.

3.3.3 Professional Learning and CoP Facilitators: Provide staff who meet all the qualifications of a Professional Learning Developer and have at least three years of experience leading and/or facilitating professional learning and CoPs in a K-12 setting.

3.3.4 Instructional Leadership Coaches: Staff meet all the qualifications of professional learning and CoP Facilitators and possess at least three years of school-level education leadership.

3.3.5 Changes: Personnel provided as replacements to key functions after contract award shall meet or exceed the qualifications and experience of those provided upon award of the contract. Notify the COR in writing regarding all personnel changes ten business days in advance of the change.

3.4 Holidays and Hours of Operation

3.4.1 The program manager and alternate shall be available during the hours of 9AM to 3PM Eastern

Standard Time (EST), and agreed upon dates and times for the events within the scope of this contract (as appropriate) 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.

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

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3.6 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 to DoDEA for DoDEA’s internal use only so that DoDEA 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.

3.7 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.

3.8 Security Requirements: Contractor personnel performing work under this contract shall be escorted at all times while in DoDEA HQ for the two days of face-to-face meetings.

4 Government-Furnished Information / Resources

4.1 Provide escorts at the Mark Center, Alexandria, VA during the face-to-face meetings.

4.2 Determine professional learning topics, dates, and times in consultation with the Contractor.

5 Contract Deliverables

Milestone/Deliverable

Provide in format

(as applicable) PWS Planned Frequency Word/

Excel Digital Copies

Objective 1, Assessment Data Use and implementation

Task 1, System-Level Support Yes Yes 2.1.1 Ongoing access beginning three business days after receipt of initial delivery order

Task 2, CoP Support Yes Yes 2.1.2 Scheduled post-award Task 3, Virtual Professional Learning Yes Yes 2.1.3 Scheduled post-award

Task 4, Lab Schools Yes Yes 2.1.4 Scheduled post-award Objective 2, General Requirements

Task 1, Technical Support Yes Yes 2.2.1 Ongoing after receipt of initial delivery order

Task 2, Technical Requirements for Digital Resources Yes Yes 2.2.2 Ongoing after receipt of initial delivery order Task 3, Third-Party Programs, Software, and Applications Yes Yes 2.2.3 Ongoing after receipt of initial delivery order

Task 4, Delivery of Print and Digital Resources Yes Yes 2.2.4

After receipt of delivery order:

Digital: Access in three business days Print: Delivery to US sites in 30 business days and overseas sites in 45 business days

Constraints

Privacy Training Yes Yes 3.2.2 Three business days after receipt of a written request

Privacy Verification Yes Yes 3.2.3 120 calendar days prior to the end of each contract year

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6 Acronyms and Definitions

CCRS College and Career Ready Standards PA/PII Privacy Act/Personally Identifiable Information QASP Quality Assessment Surveillance Plan

Contracting Officer (KO): Only individuals 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.

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 and Quality Assurance Surveillance Plan

7.1 Performance Requirement Summary (PRS)

Performance Objective

Performance Standard Acceptable Quality Level Inspection Method

Objective 1, Assessment Data Use and Implementation

Task 1, System-Level Support, PWS 2.1.1

Completed in required timeline

Resources accessible 24/7/365, except for scheduled downtimes and one unscheduled downtime per semester.

COR inspection and stakeholder feedback

Task 2, CoP Support, PWS 2.1.2

Completed in required timeline

80% of the participants at the face-to-face meetings and the virtual sessions will rate them as being good or better.

COR inspection and stakeholder feedback

Task 3, Virtual Professional Learning

PWS 2.13

Completed in required timeline

80% of the participants will rate the sessions as being good or better

COR inspection and stakeholder feedback

Task 4, Lab Schools

PWS 2.1.4

Completed in required timeline

No more than one session per year rescheduled due to Contractor issues.

COR inspection and stakeholder feedback

Objective 2, General Requirements

Task 1, Technical Support, PWS 2.2.1

Completed in required timeline

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

COR inspection and stakeholder feedback

Task 2, Technical Requirements for Digital Resources, PWS 2.2.2

Completed in required timeline 100% PWS-compliant COR inspection and stakeholder feedback

Task 3, Third-Party Programs, Software, and Applications, PWS 2.2.3

Completed in required timeline 100% PWS-compliant COR inspection and stakeholder feedback

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Performance Objective

Performance Standard Acceptable Quality Level Inspection Method

Task 4, Delivery of Print and Digital

Resources, PWS 2.2.4

Completed in required timeline

Digital: Access available 24/7/365, except for scheduled downtimes and for one unscheduled downtime per semester.

Print: 95% of resources received on time and undamaged. Remaining 5% received within 30 calendar days after the due date.

COR inspection and stakeholder feedback

Constraints

Privacy Training, PWS 3.2.3

Completed in required timeline

Certificates sent to the COR within three business days from the date of the COR’s request for it.

COR inspection

Privacy Verification

PWS 3.2.4

Completed in required timeline

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

COR inspection

7.2 Quality Assurance Surveillance Plan (QASP): The Government utilizes this document to monitor Contractor performance. The QASP is a living document and can be changed at any time during the life of the contract.

As such, the Government reserves the right to unilaterally edit it at its own discretion.

PERFORMANCE WORK STATEMENT