Performance Work Statement DIF Technical Assistance Draft 04102024.docx

Federal Fiscal Year 2024 (FFY24) Disability Innovation Fund (DIF) Technical Assistance (TA)

Performance Work Statement Acquisition #

Office of Special and Rehabilitative Services Rehabilitation Services Administration

ABSTRACT

Contractor support services to provide technical assistance to the FFY24 DIF program.

Version 1

March 29, 2024

TABLE OF CONTENTS

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

Period of Performance…………………………………………………………………… 3

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

Purpose…………………………………………………………………………………… 4

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

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

Task 2. Technical Working Group…………………………………………………. 7

Task 3. Community of Practice……………………………………………………………. 8

Task 4. Technical Assistance …………………………………… ………………………. 9

Task 5. Project Directors’ Meeting ………….…………………………………………… 10

Task 6. Reporting …………………………………………………. ……………………. 12

Task 7. Quick Turnaround on Demand……………………………………………… 14

Task 8. Perform Close-Out………………………………………………………………. 14

FFY24 DISABILITY INNOVATION FUND (DIF)

TECHNICAL ASSISTANCE (TA)

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 conducting technical assistance to the Federal Fiscal Year 2024 (FFY24) 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 for the requirement is one base year and four optional years.

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 technical assistance services to the FFY24 DIF program for their entire program period, typically five years, as follows. The Contract structure is intended to provide technical assistance to the FFY24 DIF program and strategies to make information learned from the FFY24 DIF program more actionable for policymakers and practitioners and ensure the FFY24 DIF program may be duplicated by State agencies and partners. By strategically awarding needed tasks to a Contractor with appropriate content area, innovative strategies, and innovative methodological expertise, RSA expects the technical assistance to demonstrate the effectiveness, identify improvements, and ensure accountability of the FFY24 DIF program. RSA also expects the technical assistance to pave the way for the emergence of innovative systemic approaches 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.

SCOPE OF WORK

The scope of work performed under this contract shall be defined by the following tasks and/or subtasks. RSA will utilize one or more of the tasks or subtasks, combined in various ways, to accomplish the FFY24 DIF Program technical assistance contract.

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)). 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, 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 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 FFY24 DIF program grantees. 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 technical assistance and/or evaluation conducted under the requirement. 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 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 Annual 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, Web and system design, system security, technical assistance, 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 DIF Program Grantees. The Contractor and key project staff shall meet with the COR and PM, other appropriate Department staff, and FFY24 DIF program grantees within 30 days of the grant awards being made.

1.5 Communicate with the Department. The Contractor shall participate in monthly and/or bi-monthly conference calls with the COR and PM as needed during periods of requirement activity. The Contractor shall maintain regular communication with the COR by telephone and email. The Contractor shall provide updates on requirement 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 activity. These calls will be used to update the COR and PM on the progress of 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 requirements 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 or -in-person meetings each month 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 Coordination Meetings. The Contractor shall meet with the COR, PM, other ED officials or Contractors to coordinate technical assistance activities and/or discuss technical assistance results and recommendations monthly or as directed by the COR.

1.7 Monthly and Quarterly Meetings with Grantees. The Contractor and key project staff shall meet with the FFY24 DIF program grantees monthly and quarterly to discuss the FFY24 DIF program grantees.

1.8 Coordinate and Facilitate Project Director Meetings. The Contractor shall support the DIF Program Officers with the with the coordination and facilitation of virtual and/or onsite Project Director Meetings quarterly or as specified by the COR and/or PM.

1.9 Quality Control. The Contractor shall create instruments and procedures for collecting and analyzing data on the quality, usefulness and relevance of the TA services delivered and the materials and products developed. These quality control measures may include such tools as informal verbal discussions with FFY24 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 Program Manager on the quality and relevance of evaluation services 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.

1.10 Planning Meeting Agendas For 1.1, 1.2, 1.3, 1.4, 1.5, 1.6, 1.7, and 1.8. 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.

1.11 Written Meeting Summaries for All Meetings in Task 1.1, 1.2, 1.3, 1.4, 1.5, 1.6, 1.7, and 1.8. The Contractor shall prepare 508 compliant written meeting summaries of each teleconference or in-person meetings, including highlighting major decisions made at all meetings identified in Tasks 2, submitting the summaries to the COR and PM within one week for review approval.

Task 2. Technical Working Group (TWG)

The Technical Working Group (TWG) will be an ad hoc group of experts who work together to advise the Contractor on an individual task or collection of tasks as determined by the COR. The TWG will provide input, feedback, and suggestions to the Contractor, typically as part of meetings where the Contractor presents evaluation, technical assistance plans and/or results and seeks TWG input in real time, or by providing written feedback after a review of materials sent by the Contractor. Acceptance of TWG recommendations for key strategic issues or other issues may be subject to review by the PM and approval by the COR.

Each task awarded under this Contract will specify whether a new TWG will be established, for example, if new types of expertise are needed, or a previously established TWG can be used to provide ongoing advice on the new work.

Deliverables

2.1 TWG Establishment. The Contractor will work in collaboration with the COR and PM, and other RSA and ED Department staff to establish the TWG. Each task awarded under this Contract will specify whether a new TWG will be established, for example, if new types of expertise are needed, or a previously established TWG can be used to provide ongoing advice on the new work. The Contractor(s) shall propose to the COR and PM a set of primary and alternate members for each TWG panel. Each panel shall be comprised of eight to ten individuals that, together, have expertise as specified in a task. The Contractor shall evaluate the potential for conflicts of interest by assessing whether any individual considered for inclusion on the TWG has a bias or financial interest in the outcome of the evaluation/technical assistance or evaluation/technical assistance tasks. These conflicts of interest can be perceived or actual and are described in a form that RSA provides to the Contractor. The Contractor shall have TWG members complete conflict of interest forms before appointment to the TWG as consultants.

2.2 TWG Meetings. The Contractor shall convene half-day TWG meetings which shall be held either in-person in Washington, DC, or virtually via video conference, as specified by RSA and in a task, including all or a subset of TWG members. The first meeting of a TWG typically involves discussion of issues related to the design of the study or study tasks. Subsequent TWG meetings may cover different topics, such as methodological and policy reactions to preliminary study findings, as specified in a task. These shorter meetings are typically to discuss a narrow issue related to a task that requires more immediate and targeted input but may also be an opportunity to update the TWG on new activities. The TWG members to be invited and the dates for the meetings shall be set in consultation with the COR and PM or specified in a task.

2.3 TWG Meeting Documents. The Contractor shall prepare an agenda and submit to the COR and PM for input and feedback at least five business days in advance of the TWG meeting. The Contractor shall send materials to the TWG members prior to the meeting date to allow TWG members to review the documents. The Contractor shall take notes during the meeting and submit a summary to the COR and PM that contains timelines, action items, and other relevant information within five business days. The COR and PM will review the summary and provide input and feedback within five business days. The Contractor shall finalize the summary and upon approval from RSA within five business days.

Task 3. Establish and Maintain a Community of Practice (CoP)

The Contractor shall initiate, host, and moderate intensive focused, collaborative discussions among CoP members that are designed to facilitate collective inquiry and information-sharing on specific topics. The topics selected for the CoPs should be driven by the results from the data collected from FFY24 DIF program grantees in the development of the TA plan. A maximum of 4 CoP activities (e.g., Webinars, discussion boards, etc.) will occur each year of the contract, unless otherwise directed by the COR. Proposed topics must be approved by the COR and/or PM.

Each convening shall be facilitated by one or more individuals with expertise in the topic of the discussion (experts approved by the COR and PM). In some cases, experts will work with FFY24 DIF program grantees to serve in the facilitation role in presenting to other CoP members; this requires that the expert helps the FFY24 DIF program grantees to research, prepare presentation materials, etc. for the sessions. The Contractor shall prepare text descriptions of charts, theory of action models, and other graphics with content in final documents destined for the Web and public distribution. The priority in selecting CoP topics (including all TA topics) and resources will be to focus on the shared and the individual interests and needs of FFY24 DIF program grantees.

In managing the CoPs, the Contractor shall perform functions including but not limited to the following items:

· Welcoming new members to the CoPs and orienting them to the CoPs;

· Implementing strategies to build relationships and the exchange of information among members of the CoP;

· Moderating discussions and encouraging discussions among members on specific topics;

· Hosting or facilitating regular programming and events;

· Identifying resources to respond to specific discussions among CoP members;

· Regularly evaluating the use and usefulness of CoP and implementing improvement strategies that respond to evaluation findings;

· Improving or revising the CoP in response to specific suggestions from CoP members;

· Posting the resources (and recordings) developed under this contract, including website content and webinars developed under the contract.; and

· Creating innovative platforms and opportunities for FFY24 DIF program grantees to network and share information.

Task 4. Technical Assistance

The Contractor shall provide technical assistance to the FFY24 DIF program grantees. Technical assistance shall be differentiated and provided with varying levels of intensity based on each FFY24 DIF grantee’s needs, program’s needs, or ED Departmental needs to support a cycle of implementation and continuous improvement. Some technical assistance shall be provided to all FFY24 DIF grantees and ED Departmental need when appropriate, some to a subset of FFY24 DIF program grantees with common needs, and much shall be individualized in areas where it shall have the greatest impact. The activities of this task shall be done in coordination with an ED program office’s criterion.

Deliverables

4.1 Needs Assessment. The Contractor shall develop a Needs Assessment Plan.

4.2 Program and Grantee Technical Assistance Plan. The Contractor shall develop Program and Grantee Technical Assistance Plan. In collaboration with the COR and PM, the Contractor shall develop a plan that describes the evaluation of the technical assistance needs of the FFY24 DIF program grantees.

4.3 Customized Consultation with an Assigned TA Liaison. The Contractor shall assign a TA Liaison to each grant (as single point of contact) to conduct regular monthly calls with the FFY24 DIF program grantees to ensure the projects are on track and address the FFY24 DIF program grantees or FFY24 DIF program evaluators questions and challenges as directed by the COR and PM.

4.4 Technical Assistance. The Contractor shall provide Technical Assistance to Grantees, Partners, Stakeholders, and/or Program Staff as directed by the COR. Provide intensive training and technical assistance, targeted training and technical assistance, and universal training and technical assistance to FFY24 DIF program grantees on innovative ways improve service delivery to, and competitive integrated employment outcomes achieved by, youth and other individuals with disabilities as directed by the COR and PM.

4.5 Products and Tools. The Contractor shall submit technical assistance products and materials (including tools such as reporting templates and samples), research, practices etc. to the COR, PM, and other Department officials for approval. The approved RSA products and tools may be made available to a variety of databased to reach a wider audience and extend the application and use of materials as directed by the COR and PM.

4.5a 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)”.

4.6 Training and Consultation. The Contractor shall provide training and consultation to FFY24 DIF program grantees, evaluators, partners, and/or stakeholders as directed by the as directed by PM and approved by the COR.

4.7 Webinars and Conferences. The Contractor shall prepare and coordinate webinars and presentations and/or present at conferences to address common issues across FFY24 DIF program grantees, as well as a repository of other resources on relevant topics available to FFY24 DIF program grantees, evaluators, partners, stakeholders, and others as identified by the COR over the course of the FFY24 DIF program as directed by the as directed by the PM and approved by the COR.

4.7a Conference Presentations. The Contractor shall present at a variety of conferences to address common issues across FFY24 DIF program grantees, as well as a repository of other resources on relevant topics available to FFY24 DIF program grantees, evaluators, partners, stakeholders, and others as identified by the COR over the course of the FFY24 DIF program as directed by the COR and PM. All conferences should be approved by the COR prior to registration.

4.8 Continuing Education Provider. The Contractor shall identify and work with the selected CE Provider(s) to ensure specific trainings are preapproved for continuing education as directed by the COR and PM.

Task 5. Project Directors’ Meeting

The Contractor shall plan, coordinate, and facilitate Project Directors’ meeting for all the FFY24 DIF program grantees, evaluators, partners, stakeholders, employers, etc. During the first year (Base Year) of the contract, the Contractor will coordinate one Project Directors’ meeting. Beginning in the second year of the contract (Option Year One), the Contractor shall plan, coordinate, and facilitate the Project Directors’ meeting semi-annually and annually in person, virtually, or as directed by the COR. The Contractor shall secure a meeting space (in person or virtually), prepare a 508 compliant agenda, secure presenters, facilitate participants’ registration, and coordinate the entire Project Directors’ Meeting.

5.1 Meeting Design and Planning Committee. The Contractor shall work with the COR, PM, DIF staff and FFY24 DIF program grantees to design, organize and plan a semi-annual and annual conference for FFY24 DIF program project directors, including key personnel (approx., 5 per FFY24 DIF program grantee), evaluators, partners, stakeholders, and employers, and other key partners as identified by the FFY24 DIF program grantees to be held in a major US city or online semi-annually and annually. The purpose of the meeting will be to provide FFY24 DIF program grantees with both technical assistance and the opportunity to share and learn from their peers, stakeholders, partners, and TA staff as well as experts in the various field.

The Contractor, in coordination with the COR and PM, will identify a planning committee of current FFY24 DIF program grantees to assist in the development of semi-annual and annual conference goals, objectives, and content. The committee will be engaged via phone and tele- or video conferencing over the course of the year prior to the semi-annual and/or annual meeting.

The contractor shall organize a timeline to track and ensure timely delivery of tasks, activities, and requirements.

5.2 Agenda development and securing presenters. The Contractor shall secure all needed speakers and workshop providers outside of the FFY24 DIF program grantees and DIF or Contractor’s staff and provide for all needed honoraria, transportation costs, and other related costs based on an approved annual meeting budget.

The topics of the sessions of the meeting will be determined with guidance and approval by COR and PM. Materials and topics must be aligned to the U.S. Department of Education’s Strategic plan and to the goals of OSERS, which will be provided to the Contractors by the COR and/or PM.

The Contractor shall document the meeting’s proceedings, develop, and publish a summary of the meeting for dissemination to the FFY24 DIF program grantees.

5.3 Secure a meeting site and meeting space.

The Contractor shall secure meeting space for approximately 400 participants to conduct semi-annual and annual meetings, not to exceed three days. The hotel facilities must be handicapped-accessible. The Contractor shall also contract with the hotel for lodging up to 400 participants and a block of rooms shall be negotiated at the U.S. Government rate for up to 3 consecutive nights.

The Contractor shall provide all pre-meeting administration, including but not limited to pre-registration, securing, and reimbursing presenters, duplicating materials, developing participant notebooks, agendas, and on-site registration and support. The Contractor shall create an inclusive environment for individuals with disabilities to include, but not limited to, communication accessibility, sensory accessibility, cognitive accessibility, and technology accessibility.

The Contractor shall develop a conference registration system and manage the registration of the conference participants. The Contractor shall work with the COR and/or PM to determine the information required for each participant during the conference registration process. The Contractor shall provide the COR and/or PM with an update registration list as directed by the COR and/or PM.

5.3a Create a virtual meeting space (Optional). The Contractor shall secure a virtual meeting space that can accommodate approximately 400 participants to conduct a semi-annual and annual meeting, not to exceed three days. The virtual meeting site should allow for breakout rooms, interactive workshops, and plenary sessions.

5.4 CE Provider. The Contractor shall ensure all workshops and sessions at the conference are preapproved with the selected CE Providers.

Task 6. 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 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

6.1 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. PM review and COR approval are based on timeframes set forth in this PWS.

6.3 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 reviewed by the PM and approved by the COR prior to being added to an invoice.

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

6.4a 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.

6.4b Monthly Expenditure Reports. The Contractor shall submit monthly expenditure reports, or as otherwise directed by RSA. These reports, prepared and signed by the project director, shall summarize the actual personnel assignments for the month just completed, showing for each staff member the hours charged by task. The report shall project similar assignment information for the upcoming month. The reports shall also exhibit expenditures, segregating project costs for each task and for each task within a task, 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.

6.4c Paid Report of Checks, Gift card and other forms of Payment to TWG Members and Survey Participants. The Contractor shall submit a monthly report regarding checks, gift card and other forms of payments, payments of attendee expenses, reasonable accommodations (i.e., reader services), etc.

6.4d 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.

6.4e 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 UpToDate.

6.5 Annual Reporting. The Contractor shall prepare an annual comprehensive report on the annual contract activities and outcomes of the analyses conducted to the PM and COR. These reports shall include appropriate charts, tables, and graphs of all contract activities, including technical assistance deliveries and outcomes provided to the FFY24 DIF program grantees. Sections also include challenges, recommendations, and resolutions.

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

6.7 Dissemination of Information. The Contractor shall conduct outreach and information dissemination to FFY24 DIF program grantees, stakeholders, partners, and project participants.

6.7a Central Clearinghouse. The Contractor shall submit RSA approved, 508 complaint documents to the Department’s central clearinghouse as identified by the COR and PM.

6.7b 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 summary of the base year plus four option periods equal a report on five years of data, 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.

Task 7. Quick Turnaround on Demand

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, data from previous collection years, or other analyses at the request of the COR and PM. These requests shall include, but will not be limited to, presentations to be held in the Washington, D.C. area or by a virtual conference platform provided by RSA.

The Contractor shall submit data in the format or style requested by the COR and PM based on deadline for request. These reports on demand are useful for several purposes, for example, a report on data requested by the Secretary or a Congressional member, a presentation by the COR and/or PM. Deliverables under this task must be delivered electronically and 508 compliant.

Deliverables

7.1 Data, Reports, and Presentations. The Contractor shall prepare, in print and other formats, as required, all charts, tables, data, reports, etc., 508 compliant and written without errors, within one week of the date of request. At the discretion of the COR and PM the information shall be presented either via conference call or on site at the ED Department in Washington, DC, and shall be presented in collaboration with the COR and PM. The Contractor shall submit all requested materials to the COR and PM within the respective timeline, unless otherwise directed by the COR, PM, or other ED officials.

7.2 Training, Conference and Meeting Presentations. 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.

Task 8. Perform Close-Out

The Contractor shall provide the COR and PM with a close-out plan 90 business days prior to the end of the contract to ensure that RSA has access to all materials and operations associated with the central repository after the conclusion of the contract. The Contractor will schedule a virtual (using a platform such as MS Teams) or in-person meeting with the COR and PM to review and discuss this plan. The close-out plan should include a directory of materials and trainings, including a brief description of each material or training, web links, and all technically relevant information such as file size, type of software and version, if applicable, date material or web-based training was developed/delivered, author, and any other information that would be critical to assist RSA with sustaining the central repository.

Deliverables

8.1 Close-out. Close-out plan (option year four, 90 business days before the end of the contract).

8.2 RSA Meeting. Schedule a meeting with RSA.

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