FormSF30 - Amendment 1.pdf

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

(a) By completing items 8 and 15, and returning or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

E. IMPORTANT: Contractor is not is required to sign this document and return copies to the issuing office.

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT 1. CONTRACT ID CODE

2. AMENDMENT/MODIFICATION NUMBER 3. EFFECTIVE DATE 4. REQUISITION/PURCHASE REQUISITION NUMBER 5. PROJECT NUMBER (If applicable)

7. ADMINISTERED BY (If other than Item 6) CODE

STANDARD FORM 30 (REV. 11/2016)

Prescribed by GSA FAR (48 CFR) 53.243

FACILITY CODE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED (SEE ITEM 11)

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers is extended. is not extended.

12. ACCOUNTING AND APPROPRIATION DATA (If required) copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NUMBER AS DESCRIBED IN ITEM 14.

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NUMBER

IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation data, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15C. DATE SIGNED

15A. NAME AND TITLE OF SIGNER (Type or print)

16C. DATE SIGNED

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

PAGE OF PAGES

6. ISSUED BY CODE

8. NAME AND ADDRESS OF CONTRACTOR (Number, street, county, State and ZIP Code) (X)

CODE

15B. CONTRACTOR/OFFEROR

(Signature of person authorized to sign)

16B. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

Previous edition unusable

Table of Contents

Questions and Responses

Attachment A ODAES-PWS ARP-HCY National Study

Attachment B Evaluation Criteria & Insturctions

PAGE 2 OF 29 91990022Q00570001

CLAUSES

Questions and Responses

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Ques.

No.

Reference

(RFQ, PWS, or attachments, and Section)

Question Category

(Contract or Technical) Question Response

PWS Statement of Work Technical and Contract

The PWS discusses the possibility of conducting a state representative data collection of LEAs. Since this decision has sigificant planning and budgetary implications, should the technical and business proposals plan and budget for a state representative sample in addition to a nationally representation of

LEAs? Yes.

PWS Subask

3.1.1 Technical

Since the first draft of the study design and analysis plan is due to the government 2 weeks after the kickoff meeting, will the the govenment provide the contractor with a list of research questions and/or high priority topics to address at the kickoff meeting?

Yes. High priority topics and some questions to link to past studies of the EHCY program.

PWS Subtask

3.2.1 Technical

Should the LEA representative sample be weighted (by number of students in the LEA for example) or unweighted?

Samples should be weighted to produce national or state estimates, as appropriate.

Weights should reflect the probability of selection and adjusted for differential unit nonresponse.

4 PWS Task 5 Technical

The PWS speaks of the case studies "representing the nation." But nine case studies is insufficient to be a nationally representative sample. Can the government elaborate on what it is seeking in “representativeness” of the case studies at both the state and local levels.”

"Representing the nation" refers to geographical diversity and a range of types of LEAs. However, the objective is to understand the details of how some

LEAs increased identification of students experiencing homelessness among historically underserved communities and connected them to wrap‐around services, including through coordination with other

State and local agencies and community‐based organizations.

PWS Task

5/Period of

Performance Technical

Under Period of Performance (page 57), the PWS states, "....to conduct qualitative case studies

(primarily group and individual interviews but also site visit observations) for no more than 9 sites with approval by the COR and in consultation with the homeless education program team." Since there will be separate instrumentation/data collection for SEA and LEA sites, could you confirm that this means there can be up to 9 SEA sites AND 9 LEA sites included? If so, how much flexibility does the Contractor have in selecting the LEA sites? For example, can the LEA sites be conducted in 3 states (i.e., 3 LEA sites in 3 states)?

These case studies would probably be of LEAs in more than 3 different States.

Many States awarded ARP

Homeless I and II subgrants to regional LEAs that served students enrolled in many

LEAs in their jurisdiction.

These regional LEAs can be considered for selection for the qualitative case studies.

OCDO Data Analytic Evaluation Studies of ARP‐HCY (ODAES 2022‐24)/Solicitation # 91990022Q0057

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PWS Task

5/Period of

Performance Technical

Under Period of Performance (page 57of 73), the PWS mentions "site observations." Could you clarify the purpose/intent of the site observations?

The site observations are to allow the option of visiting

LEAs selected for qualitative case studies for in‐person interviews and observation of homeless education program activities and events.

7 PWS overall Technical and Contract

While the government's deliverable schedule notes

"an analysis phase for each study," there are no data analysis tasks discussed other than task 4.3

(nonresponse bias analysis) for either the survey data collection or the qualitative case studies. Under which tasks/subtasks should the necessary analysis work for each study be discussed and included in the budget?

In Tasks 8 and 9. The time and effort for the analyses vary by subtask. They are intended or included the analysis in Tasks 8 and 9 as they are fixed across base and option year tasks including optional tasks.

Deliverables were easier to specify in these tasks. The

PWS has been updated to reflect this information under the section titled

"American Rescue Plan‐

Homeless Children and

Youth National Study".

8 PWS overall Technical and Contract

Even though the schedule of deliverables notes a final

"report," it appears as though the government may be seeking up to two separate reports from particular studies: (1) a report on the survey findings from the base year data collection and analysis and (if the optional second phase work is exercised) (2) a report on the qualitative case studies from the option year data collection and analysis. Please confirm this understanding.

The final reports could be one large report or multiple shorter reports depending on which optional tasks are exercised and whether it makes sense to combine them or treat them separately.

PWS Period of

Performance Technical and Contract

Page 57 of 73 under Option Period states: "If option period 1 is exercised, the contractor shall repeat Tasks

1‐2 & 5‐6 for the additional round of data collection, analysis, and reporting." Please confirm that Tasks 5‐6 are to be performed only in the Option Period, and that Tasks 8 and 9 are to be repeated in the Option

Period. Yes.

PWS Subtask

4.1 and Subtask

4.2 Technical

Is it the government's intention to option either

Subtask 4.1 or Subtask 4.2, or potentially to option both Subtask 4.1 and 4.2?

The government's intention is to option either Subtask

4.1 or Subtask 4.2 depending on the cost of these and other optional subtasks.

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PWS Subtask

8.1 Technical and Contract

Please clarify the deliverable due date for Subtask 8.1, which is listed as "After completion of the analysis phase for each study."

Preliminary summaries of the final reports shall be delivered no later than three months before the end of each contract period, or by

6/30/23 and 6/28/24. This allows for the deliverable to be inspected and approved before the final reports and revisions are delivered. The

PWS and the Deliverables have been updated under

Task 8.1 Prepare a preliminary summary of the final report to reflect this information.

12 PWS Task 9 Technical and Contract

Please confirm that the final reports to be prepared under Task 9 refer to the same two studies referenced in Task 8.

Yes, the final reports prepared under Task 9 refer to the same two studies referenced in Task 8. The content of the preliminary summary and final reports will depend on which optional tasks are exercised.

13 PWS Task 9 Technical

The last sentence of the third paragraph under Task 9

(on p. 56 of 73) reads, "The contractor shall include a brief description of the study with key information

(e.g., source, methodology, notes, etc.)" Please clarify in which document(s) this brief description should be included.

This brief description would be included in any "data highlights" report prepared along with the longer final report.

15 PWS Overall Technical

Since the responses to these questions may significantly impact the approach taken to write the proposal, will the government consider extending the due date for the proposal?

An extension is not expected at this time. The due date is in order to have this requirement properly ready by the anticipated award date of August 15, 2022.

RFQ, Price

Evaluation Technical

Where would I find the Data Analytics and Support

Labor hourly rates?

This has been amended and removed. DAES BPA Labor

Rates do not apply.

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17 PWS, Task 4 Technical

Approximately how many SEAs and LEAs will be a part of the sample size?

There are 52 SEAs that received ARP Homeless I and

II allocations. The number of

LEAs that are part of the sample size will probably vary for the national and

State representative samples. It is anticipated that approximately 10,000

LEAs will have received ARP

Homeless II subgrants or participate in consortia but will not have final information until December

2022.

18 PWS, Task 4 Technical

Approximate how many SEAs and LEAS will be a part of the survey?

There are 52 SEAs that received ARP Homeless I and

II allocations. The number of

LEAs that are part of the sample size will probably vary for the national and

State representative samples. It is anticipated that approximately 10,000

LEAs will have received ARP

Homeless II subgrants or participate in consortia but will not have final information until December

2022.

19 PWS, Task 4 Technical

Will the National Sampling include all 50 states, DC, and its territories; what will it include?

It will include all 50 States, DC and Puerto Rico. It does not include "outlying areas" or the Bureau of Indian

Education, who do receive annual allocations from the

Education for Homeless

Children and Youth program.

20 PWS, Task 5 Technical

Survey Interviews can include In‐person/Virtual. For In‐ person (do we quote the expected cost for Travel, independent of the task cost, or do we include it?) This should be included.

RFQ, Technical

Solution Technical

Must our alternatives and/or technical solution include only the method we are considering or all methods we are considering to satisfy the goals? For example, if state we will use SPSS to perform the statistical analysis, would that hinder us from using a more upgraded solution after the contract award?

It can include all methods you are considering and should not hinder you from using a more upgraded solution after the contract award.

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22 PWS, Purpose Technical

How can we locate the document, since the Link states the File is not Found:

https://oese.ed.gov/files/2021/07/EO‐12866‐OESE‐FY‐

21‐NFR‐ARP‐HCY‐with‐disclaimer.docx.

This has been amended. The correct link is https://www.federalregister

.gov/documents/2021/07/0

9/2021‐14705/final‐ requirements‐american‐ rescue‐plan‐act‐homeless‐ children‐and‐youth‐program

23 PWS ‐ Task 3 Technical

Can you provide a draft sample of a submission package for OMB?

Please look at the surveys in the appendix to the 2015 national study of the EHCY program referenced in footnote 1. The Department can provide a sample of a submission package for

OMB to the winning vendor upon contract award.

p. 63 of 73 of

RFQ Contract

Under Price evaluation, statement is made that all rates are to be "equal to or below the vendor's DAES

BPA labor rates." Does this mean that only approved

DAES BPA small business holders can bid as a prime contractor for this procurement? We are a subcontractor on the DAES BPA, but not a prime contractor. Are we able to bid on this procurement as a prime contractor if we are not a DAES BPA contract holder?

This has been amended and removed. DAES BPA Labor

Rates do not apply. Any vendor that is considered a

Small Business in SAM is able to submit a quote as a prime contractor.

p. 63 of 73 of

RFQ Contract

For teaming/partnering relationships, may the DAES

BPA rates used as the basis for pricing be those of the large business subcontractor which holds a DAES BPA

Schedule prime contract, if the small business prime does not have a BPA contract?

This has been amended and removed. DAES BPA Labor

Rates do not apply.

p. 66 of 73 of

RFQ and

Supplemental

Information

Item 5 Contract

Please confirm the period for which the offer must be held firm? Page 66 "Other Details" specifies 60 days, while Page 68 "Supplemental Information" item 5 specifies 90 days.

The period for which the offer must be held firm is 90 days. This has been amended and changed.

p. 53 and 55 of

PWS Technical

"The contractor will respond to any LEA requirements to submit research applications for the data collection." For planning purposes, does this mean the contractor should be prepared to work with local IRBs?

Local IRB approval is not needed for every local qualitative case study.

P. 54 and 57 of

PWS Technical

Task 5: Case Studies. Page 54 of the PWS indicates pilot testing should occur with no more than 9 respondents across no fewer than 3 states, but page

57 says no more than 9 sites for all case study‐related data collection. Are the sites included in the pre‐ testing included in the maximum of 9 sites for case study reporting?

The 9 sites for pre‐testing can go beyond the maximum of 9 sites for case study reporting. The contractor may have to reach out to more than 9 sites to recruit candidates for the qualitative case studies.

29 PWS Technical

For planning purposes, should the consultant plan to submit the study for IRB review, or would ED consider it exempt under exemption #5 of the updated common rule (evaluations of federally funded grant programs)?

IRB approval is not needed for every local qualitative case study.

PAGE 8 OF 29 91990022Q00570001

Form SF1449, Quote

Instructions, Submission

Instructions

Proposal

We respectfully request extending the submission due date to July 28, 2022 to ensure there is adequate time to deliberate and provide the

Government with sufficient information and our best terms from a technical, past performance, and price standpoint.

An extension is not expected at this time. The due date is in order to have this requirement properly ready by the anticipated award date of August 15, 2022.

Form SF1449, Quote Price

Buildup

Technical What is the government estimated budget?

The Independent

Government Estimate is not provided.

Form SF1449, Quote Price

Buildup

Technical What is the government estimated level of effort?

The Government does not provide a level of effort.

Level of effort needs to be determined by the vendor when reading the

Solicitation, PWS, and required tasks.

Attachment A ODAES-PWS ARP-HCY National Study

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Performance Work Statement

Office of Elementary and Secondary Education (OESE) & Office of Planning, Evaluation and Policy Development (OPEPD) Data Analytics and Evaluation Support (DAES) for Education

Office of the Chief Data Officer (OCDO) Data Analytic Evaluation Studies of ARP-HCY (ODAES 2022-24)

Purpose

The American Rescue Plan Homeless Children and Youth (ARP-HCY) program and the Title VII, Part B Education for Homeless Children and Youth (EHCY) program of the McKinney-Vento Homeless Assistance Act are housed within the Office of School Support and Accountability (SSA), within the Office of Elementary and Secondary Education (OESE). SSA’s mission is to help States and local education agencies (LEAs) provide the supports that are necessary for all public school students to be college and career-ready. SSA administers grants that fall into two categories: 1) formula grants, which provide funds to states, LEAs and other entities based on census data and 2) competitive grants to develop assessments, which allow States and other entities to compete for federal funds.

The SSA Program office activities include but are not limited to four groups: Title I, Part A, State Assessments, 21st Century Community Learning Centers and Teachers, Leaders, and Special Populations (TLSP). The TLSP Group is responsible for managing Title II, Part A (Supporting Effective Instruction), Title III, Part A (English Language Acquisition, Language Enhancement and Academic Achievement Act), the Title I, Part D (Prevention and Intervention Programs for Children and Youth Who are Neglected, Delinquent, or at Risk) and the Education for Homeless Children and Youth (EHCY) and ARP-HCY programs. SSA Program office activities are subject to change because of organizational changes, Departmental priorities, reauthorization of the Elementary and Secondary Education Act and activities are contingent upon the approved budget. In 2021, Congress appropriated $800M in American Rescue Plan funds for Homeless Children and Youth (ARP-HCY) to be administered by the Department, which it is doing through the EHCY program. Funding under this program must be used for the purposes of identifying homeless children and youth and providing homeless children and youth with (A) wrap-around services considering the challenges of COVID–19; and (B) assistance needed to enable homeless children and youth to attend school and participate fully in school activities. Furthermore, funding must adhere to the allowable uses of funds described in Title VII-B of the McKinney-Vento Homeless Assistance Act (McKinney-Vento Act). On April 26, 2021, the Department released approximately 25 percent of these funds (ARP Homeless I) as a supplement to SEA grants under the EHCY program.

Funding provided under ARP Homeless II must follow the final requirements at https://www.federalregister.gov/documents/2021/07/09/2021-14705/final-requirements-american-rescue-plan-act-homeless-children-and-youth-program.

American Rescue Plan-Homeless Children and Youth National Study

The ARP-HCY program puts a priority on increasing the identification of children and youth experiencing homelessness in historically underserved populations and connecting them to wrap-around and other educationally related support services. To accomplish this in a limited time through September 30, 2024, the Department has encouraged SEAs and LEAs to collaborate with and award contracts to community-based organizations that are well-positioned to help them accomplish these goals.

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The Department would like to understand implementation of ARP-HCY funds by conducting a survey of all SEAs and a sample of LEAs receiving ARP Homeless I or II grants, including through participation in a consortium. Based on survey results and the analysis of data submitted to ED by LEAs, a small number of LEAs will be selected and invited to participate in case studies of in-depth interviews on these topics.

The Department wishes to release a series of public reports via its website on these data analyses, the survey results, and the case studies. Note: The first full year of administrative data on all ARP-HCY grantees will be the 2022-23 school year, which will be validated by the Department by June 2024.

These data include homeless student demographics collected through EDFacts and outcomes such as chronic absenteeism and the 4-year adjusted cohort graduation rate and extended year rates if available. Nevertheless, many LEAs have had access to their ARP Homeless I or II grant funds in the 2021-22 school year and the Department will have these data and a full list of LEA grantees by Spring 2023.

The base period of this task order will include survey development and implementation, analysis, and reporting for the 2021-22 school year during a 15-month base period. The task order also includes an option period of 12 months for further LEA data analysis of SY 2022-23 and conducting case studies of ARP-HCY implementation at the LEA level with a focus on the identification of children and youth experiencing homelessness in historically underserved populations and connecting them to wrap-around services in collaboration with community-based organizations (see table below). The total contract length is 27 months.

In Tasks 8 and 9. The time and effort for the analyses vary by subtask. They are intended or included the analysis in Tasks 8 and 9 as they are fixed across base and option year tasks including optional tasks.

Deliverables were easier to specify in these tasks.

Data Reporting Year Contract Period Number of Months Relevant Tasks Base Contract SY 2021-22 Aug 2022 – Nov 2023 15 Tasks 1-6 Option 1 SY 2022-23 Nov 2023 – Nov 2024 12 Tasks 1-2, 5-6

Scope of Work

The contractor shall provide all qualified labor, expertise, supervision, materials, transportation, and operations to conduct the work under this task order.

Services provided by the contractor shall include:

• Developing SEA and LEA surveys, including instrument development, and submitting clearance packages for Office of Management and Budget (OMB) approval.

• Using those surveys to collect data from all SEAs and either a nationally representative or a state-representative sample of LEAs (see Task 3 for more information).

• Analyzing data from both SEA and LEA surveys and producing a reader-friendly brief report of findings and a presentation.

• Conducting qualitative case studies of selected SEAs and LEAs on their efforts to increase identification of children and youth experiencing homelessness and to connect them to wrap-around and educational support services.

• Analyzing the quality of, and outcomes from, LEA level homeless education performance data submitted through EDFacts.

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Task 1 (Base and Option Year): Task Order Management

The contractor shall manage the task order in an efficient manner that fosters communications with the COR and other relevant staff. Required task order management activities and deliverables shall include planning for and facilitating a post-award kick-off meeting, developing a project plan, and submitting monthly progress reports.

Subtask 1.1: Post Award Kick-off Meeting and Project Plan The purpose of the meeting is to: discuss upcoming tasks and the goals and phases of this project;

review key target dates and deliverables; review vendor (and subcontractor(s), as applicable) staff;

discuss the scheduling of activities; and discuss other issues or questions related to the conduct of work.

The COR and the vendor shall work together to identify date, time, and venue (in-person or virtual), and the vendor shall e-mail meeting invitations. The COR will invite relevant Department staff. The vendor shall submit a draft agenda to the COR five (5) days before the initial post-award (kick-off) meeting. The COR shall review the draft agenda and provide feedback to the vendor within three (3) days. The vendor shall submit to the COR a summary of the meeting within five (5) days after the meeting. The summary shall include the revised COR-approved agenda, meeting notes, and the schedule of deliverables, with hard calendar dates as well as any other items discussed and agreed upon during the meeting. The COR shall review the meeting summary materials and provide feedback to the vendor within five (5) days

Subtask 1.2: Monthly Progress Reports The contractor shall submit monthly reports — aligned with the template provided by the COR — that summarize progress and issues for each monthly reporting period, including major work performed and accomplishments, problems encountered and suggested resolutions, plans for work to be performed during the coming month, and the current budget and expenditures to date for each activity, using a template to be provided by the COR after the task order award. The monthly reports shall be submitted by the 10th day of each month.

Task 2 (Base and Option Year): Study Design

For each of the specified analytic studies, the contractor shall prepare a data analysis plan that includes:

(a) the research questions addressed by each analysis; (b) a description of the study design and analysis plan; (c) the dataset(s) and variables to be used in answering each research question; (d) the proposed analytic method(s) to be used in answering each research question, including the programming language to be used; (e) a description of the final deliverables; (f) key personnel assigned to perform the analysis;

and (g) an estimated budget and timeline that will be used as the not-to-exceed amount for the data analysis.

Subtask 2.1 Study Design and Analysis Plan

The contractor shall prepare a detailed study design including a plan for obtaining and analyzing relevant extant data. The study design and analysis plan shall describe how the contractor will identify and analyze extant data, the methods used, and how the contractor will integrate the analyses into the proposed deliverable(s). Offerors are encouraged to recommend cutting-edge and emergent data collection, analysis, and reporting methods to achieve the government’s goals. The contractor shall submit a first draft of the study design an analysis plan two (2) weeks after the Kick-off meeting. The

PAGE 12 OF 29 91990022Q00570001

contractor shall submit a revised study design and analysis plan two (2) weeks after OESE provides comments on the draft plan.

The contractor shall determine the most useful format for presenting findings from each analytic study under this task order to include business intelligence tools and formal reports. The COR will approve the final format. Regardless of format, this deliverable shall be written in a factual style, without subjective interpretation, and shall be easily understandable by a policy audience. It should be 508 compliant.

Together with the analysis summary and supporting tables and charts, the contractor shall also submit supporting raw data files and syntax/coding, if applicable. The contractor shall submit data files and syntax/coding in a format acceptable to OESE as specified for each analytic study.

Task 3 (Base Year): Prepare Sampling Design, Data Collection Instruments, and OMB Packages

The contractor shall prepare data collection instruments, and all relevant forms and justification for a data collection Office of Management and Budget (OMB) package and a subsequent addendum to the OMB package for instrument clearance.

Subtask 3.1: Draft Survey

Sub-subtask 3.1.1: Research to prepare survey drafts

The government will provide the successful offeror a list of research questions and/or high priority topics for the proposed survey as well as survey instruments used in prior national studies (i.e., 2002, 2015) of the McKinney-Vento program. 1 The contractor shall review these materials, identify opportunities to improve the validity and reliability of the data to be collected, and develop draft collection materials for new SEA and LEA surveys responsive to the program’s research questions within 10 business days after the task award order. The COR will facilitate consultation with homeless education program staff, Budget Service staff, and program attorneys to review drafts of these surveys, and the contractor shall work with the COR to address any comments from Department staff as appropriate. The contractor shall submit draft LEA and SEA surveys within 30 business days after the task order award. The contractor shall include a crosswalk between each survey item and the research question or questions it will be used to address. The contractor shall anticipate submitting at least two subsequent sets of revisions, based on feedback from the COR, homeless education program staff, and other Department reviewers prior to approval.

Sub-subtask 3.1.2: Pilot-testing of draft questions

The contractor shall pilot test each of the instruments with no more than nine respondents per instrument in no fewer than three states to ensure that the directions are clear and understandable and that the questions are asking for information that respondents can report accurately and in a reasonable amount of time. Piloting is to be conducted prior to the final 60 days in the OMB submission process.

The contractor shall ensure that instruments are revised as needed based on pilot test results.

Subtask 3.2: Survey Sampling Plans

1 These reports and survey instruments are available at https://www2.ed.gov/about/offices/list/opepd/ppss/reports.html#homeless

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Sub-subtask 3.2.1 (Optional): Nationally-representative sample of LEAs

The contractor shall develop a sampling plan that includes a national census of SEAs and a nationally representative sample of LEAs, within 30 business days after the task order award. At a minimum, the LEA sampling plan should include an option that yields estimates with a 5 percent margin of error at a 95 percent confidence level. More complex sampling designs (e.g., stratification on LEA characteristics) may be explored at the COR’s discretion. Once the final sampling plan is approved by the COR, the contractor will draw the survey sample. The contractor shall submit the draft sampling plan for Departmental review, within 30 business days after the task order award. The contractor shall anticipate submitting at least two subsequent sets of revisions prior to approval. Once approved, the contractor shall draw a nationally-representative sample of LEAs in accordance with the approved plan and submit the sampling frame to the COR.

Sub-subtask 3.2.2 (Optional): State-representative sample of LEAs

The contractor shall develop a sampling plan that augments the sample developed under 3.2.1 to include a state-representative sample of LEAs. At a minimum, the LEA sampling plan should include options that, at a 95 percent confidence level, yields margins of error of 5 percent and 10 percent.

Additional design features may be explored at the COR’s discretion. Once the final sampling plan is approved by the COR, the contractor will draw the survey sample.

The contractor shall submit the draft sampling plan for Departmental review, within 30 working days after the task order award. The contractor shall anticipate submitting at least two subsequent sets of revisions prior to approval. Once approved, the contractor shall draw the state-representative sample of LEAs in accordance with the approved plan and submit the sampling frame to the COR.

Subtask 3.3: Prepare information collection clearance package

The contractor shall prepare all relevant forms and justification for an information collection request-clearance package that describes the information collection and recruitment materials and the request to SEAs for LEA allocations, as well as the necessary forms required for OMB approval. The contractor shall ensure that the clearance package justifies the recruitment activities and comprehensively responds to each required item in the OMB instructions. In addition, the contractor shall ensure that the forms clearance package includes: (1) the study mandate and objectives, (2) the research questions, (3) a description of and justification for recruitment, (4) a description of sampling and recruiting procedures, and (4) the limitations of the information collection and its potential use for policy decisions. The contractor shall submit an information collection clearance package, which includes a request to SEAs for LEA allocations, a description of the LEA sampling plan, recruitment materials, and data collection forms to the COR 60 days after the effective date of the task order. The COR shall certify that the collection of information encompassed by this request complies with 5 CFR 1320.9 and related provisions of 5 CFR 1320.8(b)(3). Based on comments from internal and external clearance (after the first 60-day clearance process) the contractor shall make all needed revisions and submit a revised recruitment clearance package. The COR will then submit the accepted revised recruitment clearance package to OMB for the final 60 days.

Subtask 3.4: Revised data collection clearance package.

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Based on comments from internal and external clearance (after the first 60-day clearance process) the contractor shall make all needed revisions and submit a revised addendum clearance package for submission to OMB. The COR will then submit the accepted revised clearance package to OMB. Within 2 weeks from receipt of feedback from the initial public comment period, the COR will then submit the accepted revised data collection clearance package to OMB for the final 30-day public comment plus 30 day OMB review following any revisions resulting from the process. Subsequent revisions will be made pending feedback from the OMB review.

Task 4 (Base Year): SEA and LEA Data Collection

The contractor shall administer the SEA and LEA surveys within nine months of the date of task order award and following OMB approval. The contractor shall obtain response rates of 90% for the SEA survey, and at least 80% for the LEA survey.

The contractor shall notify and recruit the sites in the study sample. To support recruitment and survey completion, the program office will send out regular communications to SEAs through the National Center for Homeless Education (NCHE) during the period the survey is open for response encouraging SEA and LEA staff to complete it. Updated directories of local liaisons for all public-school districts in a State are posted on SEA websites and are linked to NCHE’s data pages for all States. The program office, through the COR, will also provide a list of ARP-HCY subgrantee LEAs for 50% of States and EHCY subgrantees for all States for SY 20-21.

The contractor shall respond to any LEA requirements to submit research applications for the data collection.

Subtask 4.1 Administer the SEA and nationally representative LEA surveys (Optional).

Sub-subtask 4.1.1: As described above, the contractor shall administer the SEA and nationally representative LEA survey and engage in nonresponse conversion activities designed to achieve desired response rate targets within 9 months of the date of the task order. The contractor shall submit weekly reports from 9 months after the date of the task order outlining the response rates for the SEA and nationally representative LEA sample until data collection is complete. The contractor shall detail their weekly efforts to follow up with nonrespondents via mail, email, and telephone as needed to achieve response rate targets.

Sub-subtask 4.1.2: The contractor shall follow up with non-respondents weekly from 9 months after the date of the task order until the desired rate is attained.

Subtask 4.2: Administer the SEA and state-representative LEA surveys (Optional).

Sub-subtask 4.2.1: The contractor shall administer the LEA survey to a state-representative sample of districts and engage in nonresponse conversion activities designed to achieve desired response rate targets within 9 months of the date of the task order. The contractor shall submit weekly reports from 9 months after the date of the task order outlining the response rates for the state-representative LEA sample until data collection is complete. The contractor shall detail their efforts to follow up with nonrespondents via mail, email, and telephone as needed to achieve response rate targets.

Sub-subtask 4.2.2: The contractor shall follow up with non-respondents weekly from 9 months after the date of the task order until the desired rate is attained.

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Subtask 4.3: Nonresponse bias analysis

Following the conclusion of data collection, the contractor shall prepare a nonresponse bias analysis for any survey sample with a unit response rate below 85 percent. No more than 20 days after the close of the later of the SEA and LEA data collection, the contractor shall submit the preliminary results of their nonresponse bias analysis in a memo to the COR for their review and comment. No more than 20 days after receiving those comments, the contractor shall make all needed revisions and submit a final memo to the COR.

Task 5 (Option Year, Optional Task): Prepare Sampling Design and Data Collection Instruments for Qualitative Case Studies

The contractor shall prepare data collection instruments, and all relevant forms for intensive remote or on-site individual and group interviews on ARP-HCY implementation at the SEA and LEA levels, in particular the efforts to increase the identification of children and youth experiencing homelessness from historically underserved populations and the provision of wrap-around services to them in collaboration (or contracting) with community-based organizations.

Subtask 5.1: Draft LEA and SEA interview protocols.

The contractor shall submit draft LEA and SEA interview protocols within 30 business days after the option year award. The contractor shall anticipate submitting at least two subsequent sets of revisions, based on feedback from the COR, homeless education program staff, and other Department reviewers prior to approval.

Sub-subtask 5.1.1: Consult with ED staff on draft

The COR will facilitate consultation with homeless education program staff, Budget Service staff, and program attorneys to review drafts of these interview protocols, and the contractor shall work with the COR to address any comments from Department staff as appropriate within 20 days of receiving feedback from the COR.

Sub-subtask 5.1.2: Pilot-test interview protocol

The contractor shall pilot test each of the interview protocols with no more than nine respondents per instrument in no fewer than three states to ensure that the directions are clear and understandable and that the questions are asking for information that respondents can report accurately and in a reasonable amount of time. The contractor shall ensure that instruments are revised as needed based on pilot test results, within three (3) months after the option year award.

Subtask 5.2: Develop an SEA/LEA sampling plan for qualitative case studies

The contractor shall develop a sampling design for the qualitative case studies. In addition to representing the nation, the sample of State and local education agencies (SEAs/LEAs) shall be selected to be representative of contrasting types of States or approaches to administering the ARP Homeless II program. The contractor shall submit a draft SEA/LEA sampling plan for Departmental review, within 30 business days after the task order award. The contractor shall anticipate submitting at least two subsequent sets of revisions prior to approval.

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Task 6 (Option Year, Optional Task): SEA and LEA Qualitative Data Collection

The contractor shall notify and recruit the sites for the qualitative case studies and shall respond to any LEA requirements to submit research applications for the data collection. The contractor shall administer the SEA and LEA interviews within six months of the date of option year award.

Subtask 6.1: Submit weekly reports outlining progress

The contractor shall submit weekly reports outlining progress in conducting the cases studies until data collection is complete within six (6) months of the date of the option year award.

Task 7 (Option Year, Optional Task): Analysis of LEA Data for ARP Homeless I and II grantees

The contractor shall analyze LEA level homeless education data for ARP Homeless I and II subgrantee LEAs, by State, to determine the number of LEA subgrantees for which there were improvements in the following outcomes:

1. An increase in the identification of children and youth experiencing homelessness by racial/ethnic category, subgroup, and primary nighttime residence, comparing SY 21-22 LEA level data to the trend from SY 2018-19 through SY 2020-21 as a baseline. These data will be validated and available by June 2023. SY 22-23 data will be available from May 2024. It is expected that all LEAs will have their ARP Homeless I and II subgrants by SY 22-23, starting July 1, 2022, but many LEAs will not have received ARP Homeless II subgrants until Spring 2022, or by the final quarter of that reporting year, so data need to be analyzed only for ARP Homeless I subgrantees.

2. Changes in the percentage of students identified as homeless who are reported as chronically absent. While improvement is generally considered to be a decrease in this percentage, many LEAs may be identifying more students and doing a better job of tracking their attendance.

3. An increase in the 4-year and extended year adjusted cohort graduation rates (if available) for the homeless subgroup from SY 18-19 to SY 22-23.

Subtask 7.1: Deliver a draft analysis of the SY 21-22 data

This analysis will be conducted for SY 21-22 data as compared to SY 18-19 to SY 20-21 data for the three outcome measures indicated above, including decisions on any methodological or technical issues for excluding certain LEAs or measures from the dataset. No later than 3 months after the option year award, the contractor shall deliver a draft analysis of the SY 21-22 data for ARP Homeless I and II grantees, with the expectation that many States and LEAs will be excluded from the ARP Homeless II analysis.

Subtask 7.2: Deliver a draft analysis of the SY 22-23 and 3-year trend data

This analysis will be conducted for SY 22-23 data as compared to SY 21-22 data and a three-year trend analysis for the three outcome measures indicated above. By July 1, 2024, the contractor shall deliver a draft analysis of the SY 22-23 and 3-year trend data for the three outcome measures indicated above.

Task 8 (Base and Option Year): Prepare Preliminary Summary and Conduct Internal Briefing

Subtask 8.1 Prepare a preliminary summary of the final report

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After completion of the analysis phase for each study, the contractor shall prepare a preliminary summary of the final report that includes a brief overview of the study purpose and design, highlights, or key findings for each study question, and, as necessary, visualizations, charts, and tables with supporting data. The contractor shall follow OCDO and National Center for Education Statistics (NCES) guidelines (http://nces.ed.gov/statprog/standards.asp) to ensure that analytic products are of consistently high quality. The contractor shall present the preliminary summary at a briefing for internal stakeholders.

This briefing shall include a PowerPoint and/or Power BI presentation that provides a brief overview of the study design and data collection, key findings, and any study issues and challenges that need to be addressed. The COR will schedule the briefing and invite briefing participants. The contractor shall participate in the briefing.

Preliminary summaries of the final reports shall be delivered no later than three months before the end of each contract period, or by 6/30/23 and 6/28/24. This allows for the deliverable to be inspected and approved before the final reports and revisions are delivered.

Task 9 (Base and Option Year): Prepare Final Report and Data Highlights

After the COR has approved the preliminary summary, the contractor shall prepare a final report (e.g., interactive visualization using Power BI or 508 compliant pdf) to be publicly disseminated on the ED.gov website, together with Data Highlights, a two-page research brief for each study that presents key findings in a non-technical, reader-friendly manner. A clean electronic file of all the data collected shall also be submitted.

The final report shall include the following: purpose of the study; policy context; study questions, methodology, and study limitations; and analysis of the information collected, including charts and tables with supporting data; and all appropriate appendix materials (e.g., methodology details, data collection instruments). In addition, the contractor shall create a short, separate methodology report that can be posted separately (that has a link to the Power BI report).

Each draft of the report shall also include an overview page, similar to an Executive Summary. The contractor shall prepare one or more “Data Highlights” following the format and guidelines provided by OESE; all drafts of the Data Highlights shall be aligned with the final report. The contractor shall include copyediting and 508 compliance reviews prior to finalizing all deliverables. The contractor shall include a brief description of the study with key information (e.g., source, methodology, notes, etc.).

Subtask 9.1: Prepare a final report

The contractor shall submit up to seven drafts of the final report and Data Highlights: a first and maybe second draft for the COR’s review and comment; a draft for NCEE review and comment; a draft to be submitted to the ED’s executive secretariat for the Departmental review process; a draft to be submitted for the second round of Departmental review; a draft to be sent for copy editing and Section 508 review; and a draft that is accepted as the final version. The time frame is to be determined in consultation with the COR, and in the final three (3) months of each contract period.

Subtask 9.2: Prepare revisions and summary memo of revisions

After each round of review and comment, the contractor shall prepare a memo that summarizes substantive comments provided by OESE and other reviewers and the contractor’s response to each comment, describing the revisions that were made to address the comment or explaining the

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contractor’s rationale for not making the requested change. This memo does not need to include editorial comments provided by reviewers; the contractor shall identify which comments should be addressed in the memo and shall follow OCDO guidelines on responding to comments. The COR will have final approval over which editorial comments are addressed.

Subtask 9.3: Prepare and submit a methodology report

The contractor shall create and submit a separate methodology report. The time frame is to be determined in consultation with the COR, and in the final three (3) months of each contract period.

Subtask 9.4: Prepare one or more “Data Highlights”

The contractor shall provide one or more “Data Highlights.” The time frame is to be determined in consultation with the COR, and in the final three (3) months of each contract period.

The first draft of the final report and Data Highlights will be accepted for payment by the COR when the report is a finished product from the title page to the final appendix and all documents are cleanly formatted, follow the OCDO writing guidelines, and are otherwise ready for OCDO review. The fourth draft will be accepted for payment by the COR when all OCDO comments transmitted by the COR have been addressed and the COR and the CDO have determined that the report is ready to begin the Departmental clearance process. With the COR’s approval, the contractor shall also invite key stakeholders to review and comment on the draft report and shall incorporate appropriate revisions to address their comments. The final version of the report and Data Highlights will be accepted for payment after they have been edited by a copy editor and meet Section 508 requirements for accessible documents.

For the final report, the contractor shall apply any OCDO guidance that OCDO provides to the contractor, as well as NCES statistical standards (http://nces.ed.gov/statprog/standards.asp).

Period of Performance

The period of performance will consist of one (1), fifteen-month period and a twelve-month option year to conduct additional data analysis of SY 2022-23 LEA-level homeless education data and to conduct qualitative case studies (primarily group and individual interviews but also site visit observations) for no more than 9 sites with approval by the COR and in consultation with the homeless education program team.

Option Period

If option period 1 is exercised, the contractor shall repeat Tasks 1-2 & 5-6 for the additional round of data collection, analysis, and reporting.

Preparing for and Responding to a Breach of Personally Identifiable Information

The Department has determined that the work under this task order does not include PII data.

Reporting Requirements

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All deliverables noted below shall be submitted to the Department’s COR, CS, and CO electronically,…