Performance Work Statement DIF Monitoring Draft.docx

Federal Fiscal Year 2024 (FFY24) Disability Innovation Fund (DIF) Program Monitoring

Performance Work Statement Acquisition #

Office of Special and Rehabilitative Services Rehabilitation Services Administration

ABSTRACT

Contractor support services to perform the compliance monitoring of the FFY24 and FFY23 DIF programs.

Version 1

March 29, 2024

TABLE OF CONTENTS

Background……………………………..…………………………………………………... 3

Period of Performance……………………………………………………………………. 4

Authorizing Statute .......................……………………………………………………… 4

Purpose………………………………………………………………………………….… 4

Scope of Work……………………………………………………………………………. 4

Task 1. Project Management… ………………..………………………………………. 5

Task 2. Develop Monitoring Framework, Protocols, and Indicators ………………………. 7

Task 3. Recruit and Train Monitoring Consultants…………………………………………. 9

Task 4. Conduct On-Site Monitoring Visits……………………………………

Task 5. Conduct Virtual Monitoring ……….………………………………………………….. 10

Task 6. Monitoring Reports and Products…………………………………………………… 11

Task 7. Training and Conferences…………………………………………………….……… 13

Task 8. Administrative Reporting………………………………………………………… 14

FFY24 DISABILITY INNOVATION FUND (DIF)

PROGRAM MONITORING

BACKGROUND

The U.S. Department of Education’s (ED or Department) Rehabilitation Services administration (RSA) Training and Service Programs Division (TSPD) requires one Contractor to assist RSA in providing monitoring services to the Federal Fiscal Year 2024 (FFY24) and Federal Fiscal Year 2023 (FFY23) Disability Innovation Fund (DIF) program.

The DIF Program, a discretionary grant program administered by the Rehabilitation Services Administration (RSA) in the Department, as provided by the Consolidated Appropriations Act 2023 (Pub. L. 117-328), is to support innovative activities aimed at increasing competitive integrated employment (CIE) as defined in section 7 of such Act for youth and other individuals with disabilities.

The Rehabilitation Act, as amended by the Workforce Innovation and Opportunity Act (WIOA), defines CIE as full-time or part-time work: (1) in which the individual with a disability is paid at or above the Federal minimum wage; (2) at a location where the individual with a disability interacts with individuals without disabilities to the same extent that individuals without disabilities in comparable positions interact with others who are not disabled; and (3) that presents opportunities for advancement that are similar to those provided to individuals without disabilities. For purposes of this contract, the Department defines the integration criterion of CIE to be consistent with the definition of CIE for purposes of the vocational rehabilitation (VR) program, as work that is performed in a location: (1) that is typically found in the community; and (2) in which the individual with a disability interacts for the purpose of performing the duties of the position with other employees within the particular work unit and the entire work site, and, as appropriate to the work performed, other persons (e.g., customers and vendors), who are not individuals with disabilities (not including supervisory personnel or individuals who are providing services to such employee) to the same extent that employees who are not individuals with disabilities and who are in comparable positions interact with these persons.

CIE leads to economic security and is a key resource in furthering the full equality and integration of individuals with disabilities in American society. There are state programs that expand opportunities for individuals with disabilities to obtain high-quality CIE by examining potential employment opportunities, and by training and preparing individuals with disabilities for those opportunities that lead to an employment outcome.

In furthering its mission to obtain CIE for individuals with disabilities, there are state programs that work with employers of all types, including those offering non-traditional, flexible, and freelance opportunities. The program assists and encourages employers to fully include individuals with disabilities in their workforce by creating employment opportunities that meet all criteria in the definition of CIE, including the criterion for an integrated employment location.

PERIOD OF PERFORMANCE

The period of performance is expected to be 60 months.

AUTHORIZING STATUTE

The Consolidated Appropriations Act 2023 (Pub. L. 117-328) is to support innovative activities aimed at increasing competitive integrated employment as defined in section 7 of such Act for youth and other individuals with disabilities.

PURPOSE

The Contractor will provide monitoring to the FFY24 DIF program for their entire program period, typically five years and to the FFY23 DIF program for their remaining four years of their grant cycle. RSA expects the monitoring to demonstrate the effectiveness, identify improvements, and ensure accountability of the FFY24 and FFY 23 DIF programs. The monitoring provided by the Contractor shall encompass, but not limited to, the following activities:

· Develop monitoring indicators and framework;

· Prepare a monitoring schedule;

· Identify and train monitoring consultants;

· Collect and analyze information and data collected during the site visit;

· Prepare comprehensive and synthesized reports;

· Develop recommendations for program policy and grant administration; and

· Develop recommendations for monitoring-related technical assistance.

SCOPE OF WORK

The scope of work performed under this contract shall be defined by the following tasks and/or subtasks. Each task specified by RSA shall include one or more of the tasks or subtasks, combined in various ways, to accomplish the DIF program monitoring.

The Contractor will apply generally accepted industry and/or government program/project management standards to: (1) manage work related to completing the deliverables outlined below; (2) report quarterly on at least five performance metrics established by the Department (to include measures of customer satisfaction, strategic results, financial performance, and innovation); and (3) communicate interim progress throughout the performance period. Activities will include tracking and reporting project status using tools such as Gantt charts, project plans, and similar documentation; and ensuring all deliverables are completed on time and at an accepted industry and/or government quality standard. Both draft and final documents shall be professionally edited for spelling, grammar, punctuation, and table/text consistency prior to submission to the Contracting Officer’s Representative (COR) and Program Manager (PM). Where unspecified, allow a minimum of five calendar days for the review and approval of all contractual deliverables. Unless otherwise specified, one (1) electronic copy of all reports shall be submitted according to the approved schedule of deliverables.

The Contractor shall provide RSA with the work in the following tasks:

Task 1. Project Management

The Contractor shall arrange meetings with the COR and PM to discuss the progress of contract activities, including all current tasks, and any issues or anticipated problems and proposed solutions to those problems. The COR and PM will identify the date, time, and location for all virtual or in-person meetings at Department offices in Washington, D.C. and will assume responsibility for inviting all appropriate Department staff. The COR and PM shall specify whether the briefing shall be in person in Washington, DC or conducted virtually via video conference. The Contractor shall arrange an initial planning meeting, within the specified timeframe as indicated by RSA and other relevant Department officials to discuss the details of the contract and provide clarification as needed. The Contractor shall prepare for and actively participate in monthly and quarterly calls with the COR, FFY24 and FFY23 DIF program grantees, relevant partners, and stakeholders. The Contractor shall prepare for and participate in a briefing for relevant stakeholders, such as ED program staff and program project directors, to summarize interim or results from the monitoring activities. The Contractor shall develop and update the project management plan and management matrix annually. The Contractor, with the COR and PM’s input and approval, shall provide an agenda for the meeting, including the management matrix that was submitted with the proposal and the schedule of deliverables and payments. The Contractor shall come prepared to identify any areas of concern and to suggest ways of responding to them. The Contractor shall provide meeting minutes documenting the major decisions made at this meeting.

Deliverables

1.1 Development of a Project Management Plan. The Contractor shall develop a project management plan document, within thirty days of FFY24 DIF program contract awarded and updated as warranted annually, that outlines how a project will be executed, monitored, controlled, and closed.

1.2 Management Matrix. The Contractor shall develop a management matrix, within thirty days of FFY24 DIF program contract awarded and updated as warranted annually, that outlines the management structure and responsibilities of all Contractors and Subcontractors. The management matrix must include the names, job title, position description, full-time or part-time, and level of effort, assigned to each person, and must show the staffing under each major function of the contract: data collection, data analysis and reporting, etc.

1.2a On-Boarding and Off-Boarding. The Contractor will maintain the list of Contractors, Subcontractors, background investigation status (including expiration and renewal dates), training completion dates, and other fields in support of OFO-O: 5-101.The Contractor shall provide the Contracting Officer’s Representative (COR) with onboarding information for all Contractors and Subcontractors of being hired and offboarding information when no longer assigned to the contract. The Contractor shall submit the names and required paperwork for all new Contractors and Subcontractors to the COR and/or ED designated personnel to initiate a background investigation. The Contractor shall complete the required departmental trainings in accordance with Departmental Directives and timelines and submit all training certificates to the COR. The Contractor shall obtain a PIV card in accordance with Departmental Directives.

1.3 Kick-Off Meeting with RSA Staff. The Contractor and key project staff shall meet with the COR and PM and other appropriate Department staff within the specified timeframe as indicated by RSA to discuss details regarding the tasks outlined in the proposal, scheduling activities, and other issues related to the contract. The Contractor shall prepare a PowerPoint presentation for the Kick-Off meeting.

1.4 Kick-Off Meeting with FFY24 and FFY23 DIF Program Grantees. The Contractor and key project staff shall meet with the COR and PM, other appropriate Department staff, and FFY24 and FFY23 DIF program grantees and evaluators within 30 days of the grant awards being made.

1.5 Communicate with the Department. The Contractor shall participate in bi-monthly conference calls with the COR and PM as needed during periods of task activity. The Contractor shall maintain regular communication with the COR by telephone and email. The Contractor shall provide updates on task activity and identify issues or problems primarily through email. The Contractor shall participate in monthly conference calls with the COR and PM as needed during periods of task activity. These calls will be used to update the COR and PM on the progress of task activities and to discuss any issues or anticipated problems and proposed solutions to those problems. RSA expects that the emails and monthly calls will pertain to all current tasks in the aggregate and not that there will be separate monthly calls for each task.

The Contractor shall schedule, facilitate, and participate in two teleconferences monthly with the COR and PM. At the COR’s and PM’s discretion, other Department officials may participate in these conference calls. The Contractor shall prepare an agenda and written summary of the teleconferences or in-person meetings and submit the summary to the COR and PM within five days after the meeting.

1.6 Monthly and Quarterly Meetings with FFY24 and FFY23 DIF Program Grantees. The Contractor and key project staff shall participate in monthly individual Project Director’s meeting and group quarterly meeting with the FFY24 and FFY23 DIF program grantees and project evaluators to discuss program progress.

1.7 Coordination Meetings. The Contractor shall meet with the COR, PM, other ED officials or Contractors to coordinate monitoring activities and/or discuss monitoring results and recommendations monthly or as directed by the COR.

1.8 Quality Control. The Contractor shall create instruments and procedures for collecting and analyzing data on the quality, usefulness and relevance of the monitoring delivered and the materials and products developed. These quality control measures may include such tools as informal verbal discussions with FFY24 and FFY23 DIF program grantees, criteria for evaluating effective practices, and measures of knowledge transfer and systems change. Assessment instruments and methods to be used must be approved by the COR and PM. The Contractor shall identify data quality issues and resolve them. In meeting these requirements, the Contractor shall validate the accuracy of the data using strategies and reasonable methods, within the proposed parameters and schedule to improve data reliability and validity.

The Contractor shall submit within 60 business days after contract award a draft written Quality Control Plan (QCP) that includes a description of the types of methods and instruments to be used to meet the requirements for the tasks outlined in this PWS. The Contractor shall submit the final QCP within 5 business days after receiving COR and PM’s feedback.

The Contractor shall submit a Quality Control Report (QCR) to the COR and the PM on the quality and relevance of monitoring provided in accordance with the QCR for each year of the contract. The first QCR shall be submitted 12 months after the contract award date and then subsequent QCRs shall be submitted within 12 months from the start of the contract year period. The Contractor shall submit the final QCR within 5 business days after receiving COR feedback. The Contractor shall submit the final QCR within 5 business days after receiving COR and PM’s feedback.

1.9 Planning Meeting Agendas For 1.3, 1.4, 1.5, 1.6, and 1.7. The Contractor shall prepare and email the COR and PM an agenda for the initial planning and other meetings at least one week prior to the meeting. The agenda will be accompanied electronically by any discussion or support documents for the meeting, including the draft management matrix.

1.10 Written Meeting Summaries for All Meetings in Task 1.3, 1.4, 1.5,1.6, and 1.7. The Contractor shall prepare 508 compliant written meeting summaries of each teleconference or in-person meetings, including highlighting major decisions made at all meetings, submitting the summaries to the COR and PM within one week for review approval.

Task 2. Develop Monitoring Framework, Protocols, and Indicators

The Contractor shall develop a monitoring framework, protocol, and indicators to be utilize during the monitoring of the FFY24 and FFY23 grants. To assist with this process, the Contractor shall create an advisory board (up to 10 people) to review and provide feedback on the overall framework, monitoring protocols and indicators. The Contractor shall also recruit for, plan, and facilitate an annual virtual advisory FFY24 and FFY23 DIF Programs committee meeting. ED shall approve all proposed advisory board members. The monitoring plan for the FFY24 and FFY23 DIF Programs shall conduct up to 15 onsite program reviews of selected grants based on an annual risk analysis completed by the Department, or as directed by the COR and PM.

The Contractor shall receive prior ED departmental approval on all data collection as specified in this task. No data shall be collected without OMB clearance and/or permission of the COR, PM, or other ED officials. The Contractor shall develop data collection forms that are designed to collect information from all FFY24 and FFY23 DIF program grants. All forms must be approved by the COR, PM, or other ED Department officials. The Contractor shall submit all data into a secure and web-based data collection system. The Contractor must conduct extensive effort throughout the year to ensure that data are of high quality and to obtain missing data from the FFY24 and FFY23 DIF program grants. The quality of the data submitted must be reliable and valid.

Deliverables

2.1 Develop Monitoring Framework, Protocols, and Indicators. The Contractor shall develop a framework, along with protocols, and monitoring indicators that will guide compliance monitoring efforts for the FFY24 and FFY23 DIF programs. The Contractor shall provide a draft of the monitoring framework, protocols, and indicators to the COR and PM for review and approval within three months of the award date of the contract or as directed by the COR.

2.2 Advisory Meetings. The Contractor shall plan and conduct an annual virtual advisory FFY24 and FFY23 DIF Programs committee meeting. The purpose of this meeting is for the advisory board to provide feedback to the COR and PM on the plan, framework and monitoring indicators. The Contractor shall conduct this meeting within 30 workdays of receiving feedback from the COR and PM regarding the draft of instruments.

2.3 Monitoring Handbook. The Contractor shall create a monitoring handbook to include the framework, protocols, and indicators for dissemination to the FFY24 and FFY23 DIF Program grants within 120 days of the effective date of the contract. The COR will provide approval on this handbook within 10 business days.

2.4 Prepare Office of Management and Budget (OMB) Forms Clearance Packages and Document Institutional Review Board Approval, as Warranted. The Contractor, if required by the ED, shall prepare a forms-clearance package to receive approval from OMB for data collection. If required, the Contractor shall ensure that the clearance package follows the required OMB format, justifying the necessity for collecting data and comprehensively responding to each required item in the instructions, including: (1) the objectives of the program, (2) the monitoring questions, (3) a crosswalk between the monitoring questions and the information to be collected, (4) instructions to grantees, (5) discussion of questions likely to be deemed “sensitive” by OMB, (6) limitations of the monitoring and the potential use for policy decisions, and (7) table shells indicating how data will be tabulated and analyzed.

All forms clearance packages shall be 508 compliant, brief, clear, and well written without errors. Each package shall include the forms and instructions that will be used to obtain data. The COR and PM will submit the final package to begin the OMB approval process. The information collection request is required to go through a 60-day public comment period while pending in the Department of Education followed by a 30-day public comment period when submitted to Office of Management and Budget (OMB). During this period, the Contractor shall pretest the data collection forms so that burden information can be updated in the final package. The Contractor shall be prepared to revise forms and justification as required during the approval process. The Contractor may be responsible for tracking, responding, and managing public comments at the discretion of the COR, PM, and/or ED Department Officials.

The Contractor shall obtain approval from its Institutional Review Board (IRB) for the monitoring conducted under any task. The effort to obtain initial approval and to update approval as new tasks are issued should be conducted in conjunction with OMB clearance package efforts. The Contract must provide the COR and PM with a copy of the IRB approval letter for the contract file.

Task 3. Recruit and Train Monitoring Consultants

The Contractor shall be responsible for all activities related to the training of expert monitors, as well as the FFY24 and FFY23 DIF Program grantees in order that they are prepared for, and have the appropriate documentation ready, for their compliance monitoring site visit. Training for the monitoring consultants and FFY24 and FFY23 DIF Program grantees shall include:

· Review of the program statute, purpose, requirements;

· FFY24 and FFY23 DIF program regulations;

· ED guidance, to include EDGAR and other guidance documents and resources; and

· Review of the monitoring instruments, protocols, indicators, performance data collection methods, and methods of reporting project activities.

3.1 List of Proposed Monitors. The Contractor shall deliver a list of proposed monitors (approximately 30) with expertise in the aforementioned areas within 90 days of effective date of the contract or as directed by the COR.

3.2 Comprehensive Training Module. The Contractor shall submit a draft of the comprehensive training module for monitors for ED review, within 120 days of the effective date of contract or as directed by the COR.

3.3 Training Strategy. The Contractor shall submit a strategy for training, and provide an overview of the monitoring program, to the FFY24 and FFY23 DIF Program grantees within 150 days of the effective date of the contract or as directed by the COR.

Task 4. Conduct On-Site Monitoring Visits

The Contractor shall provide on-site monitoring to the FFY24 and FFY23 DIF Program grants. Utilizing the ED approved pool of monitoring consultants, the Contractor shall begin conducting monitoring site visits of the FFY24 and FFY23 DIF Program grants utilizing a 3-person monitoring team. Within six months of the effective date of this contract, the Contractor shall begin conducting site visits to the FFY24 and FFY23 DIF Program grants according to the established grant schedule or as directed by the COR. The Contractor shall be responsible for all the logistical support required to plan the trips; as well as the coordination, writing and ultimate submission of the site visit report.

Deliverables

4.1 On-Site Monitoring Schedule. The Contractor shall develop an annual monitoring schedule in collaboration with the COR and PM for the on-site monitoring of the FFY24 and FFY23 grants. The on-site monitoring schedule should be submitted to the COR and PM for review no later than 120 days of the effective date of the contract, unless otherwise directed by the COR. The final virtual monitoring schedule should be provided to the COR, PM, and FFY24 and FFY23 DIF Program grantees annually at the beginning of the fiscal year or as directed by the COR.

4.2 Notification of On-Site Monitoring Review. The Contractor shall provide notification to the FFY24 and FFY23 Program grantees a plan for the on-site monitoring reviews with each FFY24 and FFY23 Program grants. As part of the official notification, the Contractor shall provide the FFY24 and FFY23 the monitoring handbook developed in Task 2.3.

4.3 On-Site Monitoring Agenda. The Contractor shall prepare a draft on-site review agenda for the COR, PM, and FFY24 and FFY23 Program grantees at least 45 business days prior to the start of the on-site review. The on-site monitoring agenda shall be finalized and approved by the COR and PM at least 30 days prior to the start of the on-site review.

Task 5. Conduct Virtual Monitoring

The Contractor shall conduct virtual monitoring of the FFY24 and FFY23 DIF Program grantees quarterly or as directed by the COR. Within six months of the effective date of this contract, the Contractor shall begin conducting virtual monitoring to the FFY24 and FFY23 DIF Program grants according to the established grant schedule or as directed by the COR. The Contractor shall be responsible for all the logistical support required to plan the trips; as well as the coordination, writing and ultimate submission of the site visit report.

Deliverables

5.1 Virtual Monitoring Schedule. The Contractor shall develop an annual monitoring schedule in collaboration with the COR and PM for the quarterly virtual monitoring of the FFY24 and FFY23 grants. The first on-site monitoring schedule should be submitted to the COR and PM for review no later than 120 days of the effective date of the contract, unless otherwise directed by the COR. The final virtual monitoring schedule should be provided to the COR, PM, and FFY24 and FFY23 DIF Program grantees annually at the beginning of the fiscal year or as directed by the COR.

5.2 Pre-Virtual Monitoring Activities. The Contractor shall prepare a draft of the virtual monitoring agenda for the COR, PM, and FFY24 and FFY23 Program grantees at least 30 business days prior to the start of the virtual monitoring. The Contractor shall notify the FFY24 and FFY23 of the materials to be reviewed at least 30 business prior to the start of the virtual monitoring. The Contractor shall review the requested materials from the FFY24 and FFY23 prior to the virtual monitoring.

Task 6. Monitoring Reports and Products

Upon conducting compliance monitoring site visits to all FFY24 and FFY23 DIF Program grants, the Contractor shall produce a report which summarizes the monitoring activities and compliance monitoring findings by indicator. This report should also identify any compliance trends and include recommendations for technical assistance. The technical assistance recommendation should be based on the results of the monitoring provided to the FFY24 and FFY23 DIF Program grants. Recommendations will serve to identify grants that have encountered implementation obstacles, as well as those that have successfully implemented their FFY24 and FFY23 DIF grants, resulting in the planning and implementation of a highly successful grants. The Contractor shall prepare a draft monitoring report at the completion of all monitoring activities to the COR and PM within 14 business days or as directed by the COR.

6.1 On-Site Monitoring Reports. The Contractor shall submit a draft of the on-site visit report to the COR and PM within two weeks of the on-site monitoring review. The COR and PM will provide feedback on the draft monitoring report within 15 business days of receipt. The final report will be due within 15 days of receiving ED’s feedback.

6.2 Virtual Monitoring Reports. The Contractor shall submit not only a draft of the site visit report, but a final copy of the site visit report to ED according to the monitoring schedule. ED will provide feedback on the draft monitoring report within 15 business days of receipt. The final report will be due within 15 days of receiving ED’s feedback.

6.3 Annual Monitoring Compliance Findings Report. At the end of each year on this contract, the Contractor shall create and submit to ED, a preliminary monitoring finding report. This report should analyze the compliance findings of all the grants who have received a site visit in that given year. It should include a trends analysis and the identification of areas in need of technical assistance across the grants. Upon conducting compliance monitoring site visits to all FFY24 and FFY23 DIF Program grants, the Contractor shall produce a report which summarizes the compliance monitoring findings by indicator. This report should also identify any compliance trends and include recommendations for technical assistance. The technical assistance recommendation should be based on the results of the monitoring site visits. Recommendations will serve to identify grants that have encountered implementation obstacles, as well as those that have successfully implemented their FFY24 and FFY23 DIF grants, resulting in the planning and implementation of a highly successful grants that support innovative activities aimed at increasing competitive integrated employment as defined in section 7 of such Act for youth and other individuals with disabilities.

6.4 Final Monitoring Report. At the end of the contract, the Contractor shall submit to the COR and PM a cumulative monitoring report that includes, but not limited to, all monitoring activities, outcomes, highlights of trends in compliance findings and recommendations for technical assistance for the FFY 24 and FFY23 DIF Programs. ED will provide feedback on the draft monitoring report within 15 business days of receipt. The final report will be due within 15 days of receiving ED’s feedback.

6.5 Internal Monitoring Briefs. The Contractor shall prepare briefs as directly by the COR and PM that includes mostly exhibits (figures, graphs, tables) and bullet points of key findings. The text of the brief shall be no more than 15 pages long but the set of exhibits the text draws upon may be significantly longer.

6.6 Monitoring Snapshot. The Contractor shall prepare a snapshot that includes main headlines with a set of supporting bullets. Each headline should be accompanied by exhibits (figures, graphs, tables). The snapshot is meant to provide a quick first look at monitoring data, with minimal text and details, as compared to a monitoring report. The snapshot will undergo RSA review. The Contractor shall be responsive to RSA comments and revise the snapshot until it clears the RSA review process. After the snapshot is cleared, the Contractor shall provide web-ready (i.e., 508-compliant) versions of the final snapshot.

6.7 Quick on Demand Products. The Contractor shall respond to requests from the COR and PM for up to 24 additional deliverables per year. These COR and PM requests for deliverables could be brief data reports (two-pages) summarizing data for specific years or from a group of grants, or other analyses at the request of the COR and PM.

6.8 RSA Approved Products. The Contractor shall routinely submit monitoring products and materials (including tools), research, practices etc. to the COR, PM, and other Department officials for approval. The approved RSA products may be made available to a variety of databased to reach a wider audience and extend the application and use of materials.

6.8a Disclaimer. The Contractor shall ensure the proper disclaimer language appears on all site pages: “The contents of this (insert type of publication, e.g., book, report, film, etc.) were developed under a grant number [INSERT CONTRACT #] from the Department of Education. However, those contents do not necessarily represent the policy of the Department of Education, and you should not assume endorsement by the Federal Government. (Authority: 20 U.S.C. §§ 1221e-3 and 3474).”

6.9 Develop and Design. The Contractor shall develop and design social media, online content, and printed materials, as specified by the COR.

6.9a Collaboration with ED’s National Clearinghouse. The Contractor shall work with the department’s clearinghouse to post ED approved monitoring reports and products that are 508 compliant throughout the contract or as directed by the COR.

Task 7. Trainings and Conferences

The Contractor shall participate, conduct presentations, and provide monitoring technical assistance at conferences and training events as directed by the COR. The trainings and conferences may require the Contractor to work collaboratively with other ED Contractors throughout the year.

Deliverables

7.1 Trainings, Webinars, Conferences, and Meetings. The Contractor shall prepare for and coordinate trainings, webinars, and presentations and/or present at conferences to address common monitoring issues across FFY24 and FFY23 DIF program grants, as well as a repository of other resources on relevant topics available to FFY24 and FFY23 DIF program grantees and evaluators over the course of their grants. All webinars and conferences shall receive prior approval by the COR.

7.1a Presentation Materials for Trainings, Webinars, Conferences, and Meetings. The Contractor shall prepare, in print and other formats, as required, all charts, tables, etc., 508 compliant and written without errors, for training presentations identified by the RSA two weeks prior to the conference and shall present or co-present at the conference, at the discretion of the COR and PM when held in the Washington, DC area or in virtual conference platforms. The Contractor shall submit all presentation materials to the COR and PM within two weeks prior to the annual conference, unless otherwise directed by the COR, PM, or other ED officials.

7.2 Present Compliance Findings and Monitoring Framework. The Contractor shall present the overall monitoring framework and compliance findings to the FFY24 and FFY23 grants at the bi-annual Project Directors Meeting, national conferences and/or by webinar. The Contractor shall attend up to four meetings to present the monitoring framework or compliance findings to the FFY24 and FFY23 grantees. Presentation materials shall be submitted to ED for review and approval at least 15 days prior to the presentation.

7.3 Collaboration Training. The Contractor shall coordinate monitoring training with FFY24 and FFY23 DIF program grantees, other Contractors or clearinghouses as directed by the COR or PM.

Task 8. Administrative Reporting

The Contractor shall maintain communication with the COR and PM and provide up to date and accurate information when requested. The Contractor shall engage in ongoing communication with RSA primarily through reporting (monthly, quarterly, and annually). The Contractor shall work with the COR and PM to develop a template for the monthly, quarterly progress, and annual reports. The Contractor shall submit a monthly, quarterly progress, and annual reports, during each year of this contract. Each report shall include the following information: (1) the status of each ongoing task; (2) a log of all questions from FFY24 and FFY23 DIF program grantees and others, including stakeholders, and a summary of Contractor’s responses, including date and time that the request was received and the response was provided (links to secure logs are expected); (3) a discussion of any major barriers encountered that may affect the time and quality of deliverables and associated tasks and plans to resolve any discrepancies; and (4) a discussion of any decisions/actions required by the Department.

Deliverables

8.1 Schedule of Deliverables. The Contractor shall provide, five days prior to the initial planning meeting (Kick-Off Meeting), a schedule of deliverables and payments with firm calendar dates. COR and PM review and approval are based on timeframes set forth in this PWS.

8.2 Submitting Deliverables for Approval. The Contractor will consult with RSA and develop a method or system for routinely submitting completed deliverables to the COR and PM for approval. All deliverables must be approved by the COR or PM prior to being added to an invoice.

8.3 Monthly Reporting. The Contractor shall submit one copy of the following reports each month to the COR and PM.

8.3a Monthly Progress Report/Exception Reports. The Contractor shall submit monthly progress reports. The reports shall summarize the major activities and accomplishments for the reporting period. In addition, they shall provide information for each project task regarding significant findings and events, problems encountered, and staff use. The reports shall also specify the extent to which the project is on schedule, briefly describe the activities planned for the next month, identify, and discuss significant deviations from the substantive and time factors in the management plan, and identify and discuss any decisions which may be needed from RSA. If there are no exceptions, the reports shall state that there are no exceptions. If there are exceptions to the management plan, the Contractor shall describe the plan for resolving the problems.

8.3b Monthly Expenditure Reports. The Contractor shall submit monthly expenditure reports or as otherwise directed by RSA. These reports, prepared and signed by project director, shall summarize the actual personnel assignments for the month just completed, showing for each staff member the hours charged by task. The reports shall also exhibit expenditures, segregating project costs for each task and for each subtask, and specifying for all travel the locations, duration, and personnel for each trip. A final expenditure report will be required at the end of the contract.

8.3c Monthly Invoicing. The Contractor shall submit a monthly invoice using the Standard Form (SF) 1035- Public Voucher for Services Other than Personal along with the corresponding monthly progress report via the ED Department’s payment system with only the approved deliverables. An electronic copy of the invoice should also be sent directly to the COR and PM. The Contractor shall collaborate with the COR and PM to determine the format of the invoice and the required items to be included in the invoice. The Contractor and COR and PM will mutually decide on a submittal timeframe for the invoice.

8.3d Monthly OSERS Contracting Maintenance Forms. The Contractor shall collaborate with the COR and PM to ensure the various monthly OSERS contracting maintenance forms (i.e., OSERS Contracting Tracking form, OSERS Role Based Training Contractors form) are accurate and up-to-date.

8.4 Annual Reporting. The Contractor shall prepare an annual comprehensive report on the annual contract activities, outcomes of monitoring activities, accomplishments in the areas identified on the Contractor Performance Assessment Reporting System (CPARS), challenges, and recommendations. These reports shall include appropriate charts, tables, and graphs and analysis for all monitoring outcomes and explanatory text.

8.5 ED Departmental Required Reporting. The Contractor shall support the COR, PM, Department officials in the development of required departmental reports, as warranted.

8.6 Final Report at the Conclusion of Contract. In lieu of an annual report, during the final year of the contract, the Contractor shall prepare a report that includes, but is not limited to, a cumulative summary of monitoring activities performed during the contract, challenges to implementation and reporting, and recommendations to RSA for areas of improvement. The final report shall be accompanied by an executive summary. Appendices to the report shall provide other related information that pertains to the center’s operations. The Contractor shall submit the final report, executive summary, and the final expenditure report to the COR and PM 30 days prior to the conclusion of the contract. It is anticipated that this report will be approximately 35-40 pages in length, not including appendices. The report shall be professionally edited for spelling, grammar, punctuation, formatting, and table/text consistency prior to submission to the COR and PM. Following a 15 day review by the COR and PM, the Contractor shall submit the final report to the COR and PM 10 days prior to the conclusion of the contract.

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