4-Deliverable Descriptions and General Acceptance Criteria.xlsx
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- Attached to
- EVALUATION OF THE TEXAS GEAR UP 2025 STATE GRANT
- Solicitation number
- 701-25-017
- Issued by
- Texas
About this file
This document is an attachment (Attachment F) from the Texas Education Agency (TEA) detailing deliverable descriptions and general acceptance criteria for the Texas GEAR UP 2025 State Grant evaluation contract. The attachment comprehensively outlines five primary task areas: Instrument Development, Data Collection, Data Management and Analysis, Reporting, and Project Management. Each task includes specific deliverable types with detailed descriptions and precise acceptance criteria, such as instrument/protocol development, data collection templates, analysis plans, site selection briefings, reports, presentations, and progress reports. The deliverables require extensive collaboration with TEA staff, including bi-weekly meetings, reviews, approvals, and potential Data Governance Board (DGB) submissions.
The contract emphasizes rigorous documentation, quality control, and adherence to specific submission requirements, including file naming conventions, pagination guidelines, and accessibility standards. Vendors must prepare materials following American Psychological Association (APA) formatting and Section 508 web accessibility regulations. Invoicing is contingent upon TEA project manager approvals, and each deliverable has specific criteria for acceptance, such as detailed memos, analysis plans, data verification, and destruction certificates. The evaluation focuses on collecting, analyzing, and reporting data for the federally authorized GEAR UP program, with an expectation of producing high-quality, scientifically sound documents accessible to both technical researchers and general audiences.
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Attchment F The purpose of this attachment is to provide a description of the deliverable types under each task as well as the criteria for acceptance for each deliverable. Upon delivery of a given deliverable, vendors are expected to include the contract number and the associated deliverable number in the filename as well as within the document. For published items please include a cover sheet (Please ensure pagination does not include this cover sheet as it will be removed upon final printing/publication).
| Task | Deliverable Type | Description | Criteria for Acceptance |
| Task 1: Instrument Development | Instrument/Protocol | This deliverable comprises any instrument used for the purposes of original data collection, such as surveys; and observation, interview and/or focus group protocols. Instruments are developed with the input of TEA program and evaluation staff. Protocols collecting data from public school district staff or students must be approved by the Data Governance Board (DGB). Vendors should consider the time needed for development, placement on the DGB agenda and the timing of the DGB meetings. Data collection cannot occur until DGB approval is obtained. Protocols must also be accompanied by the relevant informed consent forms. DGB agenda due dates are the first Wednesday of each month with the meeting occurring on the third Thursday of the month. | Instrument must have been reviewed and approved by TEA. Instruments must clearly address the project objectives addressed. No collection can occur, nor can invoicing occur, until DGB approval has been received and TEA has received a copy of the final, approved version of the survey instrument(s) and consent forms. |
| Task 1: Instrument Development | Data Collection Template for Program Information | This deliverable includes any data collection template (e.g., Excel spreadsheet) that will be used to collect program information directly from program participants and that is not collected by existing TEA databases. For example, for some grant programs student program participant lists may need to be collected from the grantee. This upload form is developed with the input of TEA program and evaluation staff. |
| Forms collecting data from public school district staff or students must be approved by the Data Governance Board (DGB). Vendors should consider the time needed for development, placement on the DGB agenda and the timing of the DGB meetings. Data collection cannot occur until DGB approval is obtained. DGB agenda due dates are the first Wednesday of each month with the meeting occurring on the third Thursday of the month. TEA may facilitate the data collection. | Template must have been reviewed ad approved by TEA. No collection can occur, nor can invoicing occur, until DGB approval has been received and TEA has received a copy of the final, approved version of the template. | |||
| Task 2: Data Collection | After Collection Report | This deliverable provides summary documentation of data collection activities (e.g., surveys or site visits) that have occurred. It includes a statement of dates during which collections occurred, respondents sampled, and response rates. | Must include a summary statement of the data collection procedure, dates during which collections occurred, respondents sampled, and response rates. Must be reviewed and approved by the TEA project manager prior to invoicing. | |
| Task 2: Data Collection | Data Memo | |||
| (externally obtained data) | When data for an analysis is downloaded from TEA's or another external website, TEA requires a memo describing the data, providing the site and downloads that were used. | Must include a full description of data downloaded (including the year(s), level, and type), a link to the location and the dates downloaded. Must be reviewed and approved by the TEA project manager prior to invoicing. | ||
| Task 2: Data Collection | Data Receipt and Verification Memo | When TEA provides a shipment of data to the vendor (confidential or otherwise), an accompanying letter will be provided with a description of the data being provided and reference to the deliverable item to which it pertains. The vendor is expected to review the data over the subsequent two weeks to ensure the readability and completeness for conducting the planned analysis (correct years, variables needed, etc.), then sign the verification letter and return to TEA. | Since shipments may occur in batches, the vendor may receive verification letters to sign that do not complete the entire set for invoicing a specific deliverable. Vendor may not invoice for a particular deliverable until the final batch and letter (indicating that the deliverable number is complete) has been signed. | |
| Task 3: Data Management and Analysis | Site Selection Briefing | When site selection is necessary, TEA must understand and approve site section methodology. This will occur prior to any site visit. Once the sites have been selected, TEA will review and approve site selection. A meeting may be held if TEA feels discussion of the methodology is needed. | Site selection methodology should include criteria used for site selection and the final list of sites (with alternates). Must be reviewed by the bi-weekly meeting team and approved by the TEA project manager prior to invoicing. | |
| Task 3: Data Management and Analysis | Analysis Plan | Analysis Plans must be submitted for review and approval for each report. A meeting will occur for discussion of the analysis plan (see Task 5). Analyses plans should be accompanied by the data request. | Updated, detailed analysis plans, in narrative format, linking analysis to objectives, including the data sources used, all strategies for coding/re-coding data and creating variables from the data, all planned statistical analysis methodology, and all variables to be used in the analysis. All to be submitted prior to analyzing data for any report specified in the RFP. |
This deliverable may be invoiced after TEA project manager approval of the final working analysis plan (which may not be finalized until after the analysis plan meeting).
| Task 3: Data Management and Analysis | Evaluation Plan | Using the information submitted as the Evaluation Plan in the proposal and any BAFO document, the vendor will develop a more detailed plan and Logic Model to fully execute the proposed and accepted evaluation methodology. Documentation of these details and final Logic Model must be submitted. A meeting will occur for discussion of the planned evaluation and Logic Model at the beginning of the contract period. | This deliverable may be invoiced after TEA project manager approval after the meeting is held and TEA Project Manager approval of the final Logic Model and documentation from the meeting. |
| Task 3: Data Management and Analysis | Procedures and Sample List | When methodology is needed for advanced statistics the TEA evaluation team requires review and approval of the methodology including discussion and approval of the covariates to be used. |
TEA would like to receive the procedures to be discussed and any supporting material at least 4 days in advance. This deliverable should include a document describing the approach and discussion during one of the bi-weekly meetings.
This deliverable may be invoiced upon TEA project manager approval.
| Task 3: Data Management and Analysis | Data Analysis Briefing | The objectives of these meetings is to discuss the results of the data analyses prior to report creation. These meetings may be broken out by RFP objective. Briefings may occur during a regularly-scheduled bi-weekly meeting or may be scheduled as a separate meeting depending on availability and timing. TEA would like to receive supporting draft findings, output, tables or figures to be discussed during the briefing date 4 to 7 days in advance. | This deliverable may be invoiced upon receipt of the interim analysis supporting output and once the meeting has occurred. TEA expects to have a draft for review 4 to 7 days prior to the analysis plan meeting. |
| Task 3: Data Management and Analysis | Dataset Documentation\Inventory | The purpose of these deliverables is twofold. Annually, during the course of a multi-year contract this deliverable serves to document the new datasets created and the locations so that at the end of the contract (which sometimes experiences changes in staff) a running inventory exists of data needing to be provided to TEA and/or destroyed. At the end of the contract, it serves to provide a list of all the files destroyed. | The annual running inventory should only contain any new datasets created from the raw data provided by TEA (not a listing of the data provided to the vendor). |
At the end of a contract, and AFTER the delivery and approval of applicable de-identified analytic datasets to TEA, this listing should accompany the certificate of data destruction and contain a list of ALL files destroyed (including new datasets created and all files provided by TEA).
This deliverable may be invoiced upon review and approval of the TEA project manager.
Task 3: Data Management and Analysis Certificate of Data Destruction This is a certificate of data destruction that certifies that ALL data provided to the vendor over the course of the contract, and any new data created for the project, have been destroyed. Full completion of the certificate, including all requested signatures.
This deliverable may be invoiced upon review and approval of the TEA project manager.
| Task 4: Reporting | Brief (unpublished) | This is usually an internal unpublished written brief designed to provide formative findings to TEA from data collection and data analysis activities for the objectives specified. | |
| The briefing may be accompanied by a meeting that may occur during a regularly-scheduled bi-weekly meeting or may be scheduled as a separate meeting depending on availability and timing. | Drafts should be of a length specified in the RFP and be of high-quality. |
This deliverable may be invoiced upon review and approval of the TEA project manager.
Task 4: Reporting Brief (published) This is usually a published brief that is accessible to the practitioner. Depending on the topic, it may include elements of easy-to-access data visualization and graphic design. Drafts should be of a length specified in the RFP and be of high-quality. This brief will be subject to review by TEA staff and revisions may be required.
This deliverable may be invoiced upon review and approval of the TEA project manager.
Task 4: Reporting Outline and Formatting This deliverable is a written outline for the report as well as the proposed formatting for tables and figures. Thoughtful consideration of 508 requirements for tables and figures (e.g., color choice and color contrast) should be considered at this point to avoid revisions of multiple figures later in the report production process. Submission of an outline and proposed formatting for tables and figures in Word format prior to the drafting of the report.
This deliverable may be invoiced upon review and approval of the TEA project manager.
| Task 4: Reporting | Presentation | On-site presentation of findings, if requested, prior to the submission of published reports. The presentation should be held no later than two weeks prior to the due date for the report to allow sufficient time afterwards for integration of TEA feedback into the report. | TEA will ask to review the slides prior to submission. This deliverable may be invoiced once the presentation has occurred and TEA receives the final set of slides. |
| Task 4: Reporting | Report | Reports are any report specified in the RFP under section 1.8 Project Deliverable and Milestones. Details and content of each report will vary by contract. | Drafts and published reports must me be of a quality (with methods, analyses, and conclusions) that would be similar to that which would be submitted to a peer-reviewed scientific or educational journal. However, the reports must be written for and accessible to a general audience. Typically, the main body of the report must be tailored towards a general audience, while all details regarding analyses and other technical information must be located in the technical appendix(ces) for researchers. |
It is anticipated that the main body of the report of the report should consist of the number of pages outlined in the RFP, not including appendices. In general, all written reports must follow the American Psychological Association’s (APA) formatting style. Published documents must also be compliant with all state and federal regulations for web accessibility (i.e., compliance with Section 508 of the Rehabilitation Act of 1973), and these regulations shall take precedence when differing from APA format.
For each required report, the draft should come first as a SINGLE Microsoft Word document that can be edited using track changes. The final, publishable version of each report must come as both a Word version and a PDF version of the full report and the executive summary as a standalone file. All PDFs must be web accessible.
This deliverable may be invoiced once all the final web-accessible version and printed copies are received.
| Task 5: Project Management | Analysis Plan Meeting | This meeting will be scheduled and conducted to discuss the analysis plan. | This deliverable may be invoiced upon completion of the analysis plan meeting. |
| Task 5: Project Management | Meeting Notes | It is expected the bi-weekly meetings will occur to discuss the status of the project activities (meetings may occur weekly during the first few weeks of project start up). Agendas will be created by the TEA project manager with vendor input. Vendor is responsible for providing meeting notes (using the agenda). Meeting notes also apply to any other off-bi-weekly meetings that may occur such as an annual kick-off meeting. | This deliverable may be invoiced upon receipt and TEA project manager approval of all notes pertaining to a deliverable item (e.g. for the month, for the quarter depending on how it appears in the budget). |
| Task 5: Project Management | Progress Report / Invoice | Progress reports will be collected on a regular basis and must be reviewed and approved by the TEA project manager. TEA will provide a template for the progress reports. Draft invoices must also be submitted prior to actual submission. |
Progress reports detailing the subtasks accomplished during the prior invoicing period, must include the percentage of subtask completion, and subtask work planned for the next invoicing period, to be submitted in conjunction with the invoice; Progress reports must follow the template provided.
Invoices must note the period of time payment is for, contract number, purchase order number, the Texas Comptroller of Public Accounts Payee Identification Number (TIN), the services (tasks and deliverables) completed during the period, and applicable supporting details and documentation. More information regarding requirements are detailed in the contract provisions.
The TEA Project and Contract Manager will review and approve invoices based upon project progress, task completion, deliverables received, inspected, tested and approved and satisfactory performance of services.
ATTACHMENT F Deliverable Type Description and Acceptance Criteria
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