Attachment 2 PWS.pdf

February 2025

ATTACHMENT 2

PERFORMANCE WORK STATEMENT

PPI SUPPORT FOR POSTSECONDARY EDUCATION DATA COLLECTION

(WEB DATA COLLECTION)

I.INTRODUCTION

A. Purpose

The U.S. Department of Education’s (The Department) Office of Planning, Policy, and Innovation (PPI) in the Office of Postsecondary Education (OPE) requires support and maintenance for postsecondary data collections, websites, and data analysis. The contractor shall support maintenance and updates for the following websites: The College Affordability and Transparency Center (CATC) list, and the Net Price Calculator (NPC) Center and Information Center. The contractor shall support maintenance and updates for the following data collection and databases: the College Affordability and Transparency Explanation Form (CATEF), the Campus Safety and Security (CSS) Survey, the Equity in Athletics Disclosure Act (EADA) Survey, the Database of Accredited Postsecondary Institutions and Programs (DAPIP), and the Accreditation e-Recognition database.

B. Background

PPI is responsible for developing postsecondary education policy and legislative proposals. See https://www.ed.gov/about/ed-organization/functional-statements/ope/ope-functional-statements--policy-planning-and-innovation-epa. PPI is also responsible for conducting several data collections, which are the focus of this PWS.

PPI draws data from surveys that are hosted on the Institute of Education Science’s (IES’s) servers.

The Administrative Data Division of the National Center of Education Statistics (NCES), which is in IES (http://nces.ed.gov/about), collects data for postsecondary education studies. The major collection of the Postsecondary Branch is the Integrated Postsecondary Education Data System (IPEDS) http://nces.ed.gov/ipeds/. IPEDS annually surveys all Title IV postsecondary institutions on a series of topics including enrollment, institutional characteristics, institutional finance, student financial aid, human resources, graduation rates, and degree completions. IPEDS data identified as consumer information pertinent to the college-decision process are disseminated through the website called College Navigator (https://nces.ed.gov/collegenavigator/). Using College Navigator, students can search for information on postsecondary Title IV institutions.

College Navigator also presents information from OPE’s CSS Survey, EADA Survey, and the Database of Accredited Postsecondary Institutions and Programs. The CSS Survey is mandated by the Jeanne Clery Disclosure of Campus Security Policy and Campus Safety and Security Statistics Act, which requires all colleges and universities that participate in federal financial aid programs to keep and disclose information about crime on and near their respective campuses and provide this data to the Department. The CSS survey was authorized by Congress with the 1998 amendment to the Higher Education Act of 1965 (HEA) to help potential college students and their parents research criminal offenses on college campuses. It was reauthorized by the Higher Education Opportunity Act of 2008 (HEOA).

https://www.ed.gov/about/ed-organization/functional-statements/ope/ope-functional-statements--policy-planning-and-innovation-epa https://www.ed.gov/about/ed-organization/functional-statements/ope/ope-functional-statements--policy-planning-and-innovation-epa http://nces.ed.gov/about http://nces.ed.gov/ipeds/ https://nces.ed.gov/collegenavigator/

The EADA Survey is mandated by 20 U.S.C. § 1092, which requires co-educational institutions of postsecondary education that participate in a Title IV f e d e r a l student financial assistance program and have an intercollegiate athletic program, to annually report statistics to the Department of Education on athletic participation, staffing, and revenues and expenses, f o r men's a n d women's athletic teams. The EADA Survey provides information which populates the section of College Navigator that reports on what NCAA athletic teams e a c h campus h a s including the number of men and women participating on each team. The CSS Survey provides statistics on the number of arrests and criminal offenses that have taken place on campus and in on-campus residence halls.

The e-Recognition database collects data from accreditation agencies, state agencies, foreign countries, and other parties (https://surveys.ope.ed.gov/erecognition/#/ ). An accreditor seeking recognition must meet regulatory criteria (see, www.ed.gov/laws-and-policy/higher-education-laws-and-policy/college-accreditation). Only accreditors recognized by the Secretary can provide the gate-keeping function to allow institutions they accredit to participate in the federal student aid programs under the HEA. The recognition process involves reviews by the Department’s Accreditation Group staff, the National Advisory Committee on Institutional Quality and Integrity (NACIQI), and the Senior Department Official designated by the Secretary who makes the decision regarding recognition. Each of these groups use the e-Recognition system to review the submitted information. This system also manages the entire recognition process, including the analyses and documentation prepared by the Department. The analyses and documentation prepared by the Department.

The Department’s e-Recognition system is also used by the National Committee on Foreign Medical Education and Accreditation (NCFMEA) to review the standards that foreign countries use to accredit their medical schools (authorized by Higher Education Opportunity Act of 2008).

See https://sites.ed.gov/ncfmea/files/2024/06/NCFMEA-Guidelines-effective-July-1-2024.pdf.

NCFMEA determines whether those standards are comparable to the standards used to accredit medical schools in the United States, which determines whether U.S. students attending foreign medical schools can receive loans under the Department’s federal student aid loan programs.

The Database of Accredited Postsecondary Institutions and Programs (DAPIP) collects information from recognized accrediting agencies about the postsecondary institutions and programs they accredit (https://ope.ed.gov/dapip/#/home). DAPIP disseminates the official list of accredited institutions and programs for the purposes of determining eligibility for all federal programs, including grant and loan programs both at the Department of Education and other Federal agencies. This collection is required by 34 C.F.R. Part 602.

OPE hosts consumer-information online to help students make informed college decisions on The College Affordability and Transparency Center (https://collegecost.ed.gov/). Four of the six online tools on the college cost website are part of this PWS. The tools are the College Affordability and Transparency Center (CATC) lists (https://collegecost.ed.gov/affordability) , the Net Price Calculator Center (https://collegecost.ed.gov/net-price), State Spending reports https://collegecost.ed.gov/spending, and 90/10 lists (https://collegecost.ed.gov/ninety-ten).

The CATC lists are mandated by the Higher Education Opportunity Act of 2008 and are produced each year before the congressionally mandated date of July 1. The lists identify institutions with the highest and lowest tuition and fees as well as net price. The College Affordability and Transparency Explanation Form (CATEF) collects follow-up information from institutions that appear on the CATC lists.

The Net Price Calculator Center explains the concept of net price to students and provides a search tool for students to locate an institution’s net price calculator (NPC). The Net Price Calculator Template, also mandated by the Higher Education Opportunity Act of 2008, requires all Title IV institutions to post on the institution’s website a net price calculator that uses institutional data to https://surveys.ope.ed.gov/erecognition/#/ https://www.ed.gov/laws-and-policy/higher-education-laws-and-policy/college-accreditation https://www.ed.gov/laws-and-policy/higher-education-laws-and-policy/college-accreditation https://sites.ed.gov/ncfmea/files/2024/06/NCFMEA-Guidelines-effective-July-1-2024.pdf https://ope.ed.gov/dapip/#/home https://collegecost.ed.gov/ https://collegecost.ed.gov/affordability https://collegecost.ed.gov/net-price https://collegecost.ed.gov/spending https://collegecost.ed.gov/ninety-ten provide estimated net price information to students based on a student’s individual circumstances.

Institutions are directed to the IPEDS Net Price Calculator Information Center (https://collegecost.ed.gov/net-price) to obtain the annually updated template and user guides on how to use the Department’s template.

The 90/10 rule applies only to proprietary Institutions of Higher Education (IHEs). Under the 90/10 rule, proprietary IHEs must derive at least 10% of their total tuition and fees revenues from non - Title IV sources (or, conversely, no more than 90% of their tuition and fees revenue from Title IV funds) during a fiscal year. If an IHE fails to meet the rule’s requirement in a single year, its certification to participate in the Title IV aid programs becomes provisional for two institutional fiscal years. If an IHE fails to meet the rule’s requirements in two consecutive years, it loses its eligibility to participate in the Title IV programs for at least two institutional fiscal years (https://collegecost.ed.gov/ninety-ten).

The State Spending Charts present summary information changes in state appropriates for postsecondary education, state aid for students, tuition, and fees (https://collegecost.ed.gov/spending).

This contract will provide support for OPE’s data collections, which are used for the above-mentioned consumer-information tools.

II. SCOPE OF WORK

The work to be performed under this contract shall support PPI’s role in collecting and analyzing the data for the following collections: the Campus Safety and Security (CSS) Survey, the Equity in Athletics Disclosure Act (EADA) Survey, the Database of Postsecondary Institutions and Programs (DAPIP), the College Affordability and Transparency Explanation Form (CATEF), and the e- Recognition database. In addition to the collections, this contract will stipulate the work needed to maintain the online College Affordability and Transparency Center lists, Net Price Calculator Center, 90/10 list, and State Spending reports.

NOTE: All tasks/activities identified as “Optional” may be exercised at the Department’s discretion. Tasks/activities without the “Optional” identification are assumed to be required.

Task 1- Management

The contractor shall manage this contract in an efficient manner that fosters communications with staff, the CO’s Representative, and potential users of the data.

• Post Award Kick-Off Meeting

Within seven calendar days after contract award, the contractor’s project director and other key project staff, as identified in the proposal, shall meet with the Contracting Officer (CO), the Contract Specialist (CS), the CO’s Representative (COR), and other appropriate Department staff to review the overall contract tasks, to identify potential problems and possible solutions, and to discuss areas of concern related to the proposed project staffing plan and other management requirements. The primary purpose of this meeting is to refine the management, staffing, and scheduling plans. These refinements are not to alter the specifications of the contract, but to provide management information for use by both the contractor and the government in monitoring the work to be performed. This meeting is also to help the contractor to make use of the experience that Department staff has gained over the years.

https://collegecost.ed.gov/net-price https://collegecost.ed.gov/ninety-ten https://collegecost.ed.gov/spending

Deliverable(s) Due/Scheduled date Summary of post award kick-off

Seven days after post award meeting

• Monthly Reports

The contractor shall submit monthly reports on the progress made in accomplishing each of the project tasks, problems encountered and solutions to the problems, and plans for the next month. The monthly report shall be due on the 15th day of each month. The monthly report and supporting documentation shall cover the previous month’s activities, for both the contractor and subcontractor(s). The contractor shall submit the monthly report via the Invoice Processing Platform

(IPP).

The invoice (submitted through IPP) and documentation of expenses shall be submitted simultaneously with the monthly report.

Monthly Report The 15th day of each month

Task 1 quality assurance acceptable performance standards:

95% of monthly reports submitted on time.

95% of monthly reports are accurate.

Task 2-Develop, Update, Maintain, and Support IT Systems

IT systems covered by this Task include the CSS information collection and dissemination, the EADA information collection and dissemination, the CATEF information collection and dissemination, the DAPIP information collection and dissemination, the e-Recognition information collection and dissemination, the NPC information collection and template, the CATC website, the College Affordability and Transparency List (CATEF) information dissemination, the Net Price Calculator Center information dissemination, the State Spending Charts information dissemination, and the 90/10 information dissemination. CATC also includes links to other IT systems, which currently include the College Scorecard, College Navigator, and the College Financing Plan (work on these three systems are not part of this PWS).

The CSS, EADA, CATEF/CATC, NPC, State spending charts, 90/10 information, DAPIP, and e- Recognition systems:

Programming Languages:

C#, .NET web APIs, React, AngularJS, CSS3, Html5, and JavaScript

Databases:

Microsoft SQL server as the database. Content is programmed on the database using Stored procedures and functions. The business logic is stored in the database itself.

Server location/hosting:

The systems are hosted by the National Center for Education Statistics (NCES) on AWS cloud.

Database Name Database Type

Size on Server

EADA Dissemination 4GB CampusSafety Dissemination 2GB Dapip_Dis Dissemination 100MB e-Recognition Collection 7.5GB

CATEF Collection 2.5GB CampusSafety Collection 500MB DAPIP_COL Collection 6GB EADA Collection 100MB OPE_HelpDesk Collection 9.5GB OPE_Archives Collection 3GB NetPriceCalculator Dissemination 2.5GB ScoreCard (CATC, State Spending, and 90/10 dissemination sites)

Dissemination 4GB

All systems are separate applications. The EADA and Campus Safety helpdesk “talk” to each other to help reduce duplication efforts, where appropriate.

All deliverables provided during performance, including the functions and data displayed on the mentioned sites, are acknowledged to be the property of the U.S. Department of Education. Vendors should submit a proposed schedule of deliverables with their technical proposal.1

The combination of the following is used to generate report tables and charts on the dissemination sites: AngularJS, Angular Material, Angular Charts.

The combination of the following is used to generate report tables and charts on the collection sites:

React JS, Material UI, Material Table.

The maximum user load for each site is as follows:

System Total number of user accounts

EADA 2000

CampusSafety 5000

DAPIP 300

e-Recognition 400

CATEF 400

OPE HelpDesk 200 OPE Survey Archive 200

Over the past 12 months (February 2024- February 2025), the analytics profile for the OPE dissemination websites has recorded around 1.3 million active users of the sites. Roughly 92% of these users are visiting the DAPIP public website. The EADA public website and CSS public websites account for around another 7.9% of all visits with EADA receiving slightly more visits than CSS (EADA 4.3%, CSS 3.6%). Less than 1/10th of a percent of visits recorded accessed the e- Recognition public documents page.

System Estimated number of visits to dissemination sites per month

DAPIP > 8000

CSS& EADA Between 4000- 5000

1 Note: The schedule for this task will be finalized at the post award kick-off meeting under Task 1.

e-Recognition < 100

All systems currently have an active security authorization “Authority to Operate” (ATO). There are no active POAMs at the time of the writing of this PWS (February 2025).

Subtask 2.1: Systems Maintenance, Upgrading, Testing, and Documentation

The contractor shall:

• Maintain current systems (websites to be found under appropriate subtask tasks below).

Maintenance includes, but is not limited to, security upgrades, software upgrades, and resolving bugs. All systems are on AWS.

• Develop, test, and document all functions including new programming and testing, such as screen entry, warnings, edit failure, file import, and data locking.

• Maintain, test, and document that the website applications are capable of handling 1000 simultaneous users during peak usage times. Any testing should first occur in the contractor’s host environment before testing in the NCES environment.

• Document any system changes. Documentation shall include structure and content of all databases and program code completion with the calling relationship of code modules and function entry points. This documentation shall be delivered to the COR in an electronic format.

• Create (or update, as may be required) Standard Operating Procedures (SOPs) for all systems.

Current SOPs are outdated.

o The SOPs will provide step-by-step instructions on how a certain task or procedure is done.

o The SOPs will contain Title page, Table of Contents, Purpose, Procedures, Quality Assurance/Quality Control, and References

• Ensure that all software developed shall comply with the accessibility standards published by the U.S. Access Board pursuant to section 508 of the Rehabilitation Act as amended by Congress in 1998. The Assistive Technology Team in the Office of the Chief Information Officer (OCIO) will evaluate the system for compliance.

• Remediate any item that is not in compliance with current 508 regulations. 508 compliance information may be found on the following website:

https://www.section508.gov/manage/laws-and-policies/

Systems Maintenance, Upgrading, and Testing

Weekly, as appropriate

CSS, EADA, DAPIP, e- Recognition, CATEF, CATC, CATL, NPC, 90/10, and State Spending Design Documentation

Annually

Subtask 2.1.a: Additional Systems Maintenance, Upgrading, Testing, and Documentation Updates (Optional)

If regulatory or statutory changes or other mitigating factors result in the need for additional updates for the current systems, the COR may request, and the CO may approve, additional labor hours providing the same scope of work under subtask 2.1. Additional labor hours may be exercised in increments of 100 total labor hours. Multiple increments of 100 labor hours may be https://www.section508.gov/manage/laws-and-policies/ exercised in a single modification, but the total number of additional labor hours for a single contract period may not exceed 500 additional labor hours.

Subtask 2.2: Modify Systems

As a result of changes to statute (the HEA, as amended, the HEOA), regulations, or other mitigating factors, the contractor shall:

• Redesign or modify systems, websites, and content.

• Revise or develop new databases to support changes.

• Change databases to allow for hard and soft edits with combinatorics of multiple fields in the collection instrument.

Deliverables(s) Due/Scheduled date Modifications and edits Monthly

Subtask 2.2a: Additional Modifications and Edits (Optional)

If regulatory or statutory changes or other mitigating factors result in the need for additional updates for the current systems, the COR may request, and the CO may approve, additional labor hours providing the same scope of work under subtask 2.1. Additional labor hours may be exercised in increments of 100 total labor hours. Multiple increments of 100 labor hours may be exercised in a single modification, but the total number of additional labor hours for a single contract period may not exceed 500 additional labor hours.

Subtask 2.3: Campus Safety and Security (CSS)

CSS is an annual survey. See http://surveys.ope.ed.gov/security (collection) and https://ope.ed.gov/campussafety/#/ (dissemination).

• Maintain existing systems and develop new screen content and edits in response to regulatory and statutory changes and based on Department and agency needs.

• Ensure that the data archival procedure prevents data from being lost over multiple collection years.

• Make data available on the dissemination website in a machine-readable format.

• Update the user guides for the collection (see http://www2.ed.gov/admins/lead/safety/campus.html) and dissemination websites.

(https://ope.ed.gov/campussafety/public/html/help/2017_CSS_Data_Analysis_Cutting_Tool _User_Guide_May2017.pdf)

• Provide all programming code and documentation to the COR.

Campus Safety and Security Data Collection Application available for public submission

Annually, August 1

CSS data files published Annually

Document that includes all programming code and documentation.

1 month after collection completion

Updates and Edits Ongoing, as needed http://surveys.ope.ed.gov/security https://ope.ed.gov/campussafety/#/ http://www2.ed.gov/admins/lead/safety/campus.html https://ope.ed.gov/campussafety/public/html/help/2017_CSS_Data_Analysis_Cutting_Tool_User_Guide_May2017.pdf https://ope.ed.gov/campussafety/public/html/help/2017_CSS_Data_Analysis_Cutting_Tool_User_Guide_May2017.pdf

Subtask 2.3a: Additional CSS Updates (Optional)

If statutory or regulatory changes or other mitigating factors result in the need for additional updates for the CSS System, the COR may request, and the CO may approve, additional labor hours providing the same scope of work under subtask 2.3. Additional labor hours may be exercised in increments of 100 total labor hours. Multiple increments of 100 labor hours may be exercised in a single modification, but the total number of additional labor hours for a single contract period may not exceed 500 labor hours.

Subtask 2.4: Equity in Athletics (EADA)

EADA is an annual survey. See http://surveys.ope.ed.gov/athletics/ (collection) and https://ope.ed.gov/athletics/#/ (dissemination).

• Ensure that the data archival procedure prevents data from being lost over multiple collection years.

• Make data available on the dissemination website in a machine-readable format.

• Update the user guides for the collection

(https://surveys.ope.ed.gov/athletics2023/wwwroot/documents/2023_EADA_Users_Guide.

pdf) and dissemination (https://ope.ed.gov/athletics/public/html/help/2017_EADA_Data_Analysis_Cutting_Tool_ User_Guide_May2017.pdf) websites.

EADA Data Collection Application available for public submission

Annually, September 1

EADA data files published Annually

Document that includes all programming code and documentation

1 month after collection completion

Updates and Edits Ongoing, as needed

Subtask 2.4a: Additional EADA Updates (Optional)

If regulatory changes or other mitigating factors result in the need for additional updates for the EADA system, the COR may request, and the CO may approve, additional labor hours providing the same scope of work under subtask 2.4. Additional labor hours may be exercised in increments of 100 total labor hours. Multiple increments of 100 labor hours may be exercised in a single modification, but the total number of additional labor hours for a single contract period may not exceed 500 additional labor hours.

Subtask 2.5: Database of Accredited Postsecondary Institutions and Programs (DAPIP)

Accrediting agencies submit data to DAPIP about the institutions and programs they accredit, including accrediting decisions, accreditation actions, substantive changes, address changes, and name changes. This is a transactional database with automated, email alerts under certain conditions.

http://surveys.ope.ed.gov/athletics/ https://ope.ed.gov/athletics/#/ https://surveys.ope.ed.gov/athletics2023/wwwroot/documents/2023_EADA_Users_Guide.pdf https://surveys.ope.ed.gov/athletics2023/wwwroot/documents/2023_EADA_Users_Guide.pdf https://ope.ed.gov/athletics/public/html/help/2017_EADA_Data_Analysis_Cutting_Tool_User_Guide_May2017.pdf https://ope.ed.gov/athletics/public/html/help/2017_EADA_Data_Analysis_Cutting_Tool_User_Guide_May2017.pdf

See DAPIP Collection (ed.gov) (collection) and DAPIP | Homepage (ed.gov) (dissemination).

The contractor shall maintain and update existing systems and develop new screen content and edits in response to regulatory and statutory changes and based on Department and agency needs. This may include, but is not limited to:

• Allowing an existing record to be merged with a new record.

• Adding a report function on the admin side to see the date stamp for then the action was entered into DAPIP and the date of that action as reported by the agency.

• Allowing bulk changes if an accreditor needs to add or update multiple institutions, campuses, or programs.

o For example: If the agency has multiple institutions that have recently been granted accreditation, then the agency could check off those institutions and apply the action to all of them.

o Similarly, an Excel form for bulk uploads could be created to allow an agency to fill in all schools/programs and all actions and dates for those schools, which could be processed en masse by the system to verify and update all entries in DAPIP.

• Maintaining data available on the dissemination/public website in a machine-readable format.

• In addition to the data used for DAPIP database report, on an annual basis (due July 1st), creating an annual report of institutions and programs for each accrediting agency as reported by the accrediting agencies. The reports will be provided to the Department so that accrediting agencies can verify the accuracy of these lists. The reports will include all negative actions taken by agencies in the preceding year (probation or equivalent, monitoring, adverse actions, etc.).

• Adding links to our website for “Institutional” and “Programmatic” list of agencies, instead of DAPIP “Information about the Accreditor” sheet.

• Enabling search techniques, that are available to agencies, on the public site. For example, not requiring an exact match for search, but providing results that provide partial matches.

• Allowing Department staff with admin access to review the date an agency has reported an action.

• Implementing automatic popup notification to agencies to include required supporting documentation when selecting particular reporting actions. For example, prompting an agency to upload its decision letter when it reports an adverse action or probation or equivalent action.

• Providing any 602.27, Other information an Agency must provide the Department notifications from agencies to DAPIP Records Manager email in addition to/separate from the daily log. See eCFR :: 34 CFR 602.27 -- Other information an agency must provide the Department..

• Adding “deferral” as an action option in the drop-down list, provide a definition, and restrict the reasons it can be selected.

• Allowing automatic email notification to all accrediting agencies associated with the entity when one of those agencies awards a probation or equivalent action or an adverse action or any other negative action.

• Making available on the public site the three reporting functions that are available on the admin website.

• Creating or updating user guides for the reporting functions.

• Reviewing all current reporting options/functions and increasing ease of use. For example, data provided is user friendly for the public.

• Creating a search function for all institutions in a current status. For example, provide the ability to search all institutions accredited by an agency that are currently on probation or monitoring or currently accredited or pre accredited.

https://surveys.ope.ed.gov/dapip/#/home https://ope.ed.gov/dapip/#/home https://www.ecfr.gov/current/title-34/subtitle-B/chapter-VI/part-602/subpart-B/subject-group-ECFRa817aaaccb517f1/section-602.27 https://www.ecfr.gov/current/title-34/subtitle-B/chapter-VI/part-602/subpart-B/subject-group-ECFRa817aaaccb517f1/section-602.27

• Creating automatic popup notifications to the agency upon system login for statuses that need follow up (adverse action initiated, appeal, next review date exceeded, voluntary withdrawal received).

• If agency enters any action indicating a future loss of accreditation (i.e. voluntary withdrawal received), on the public site and in reports, ensuring the system will change the "Next Review Date" to "Expected end of accreditation" and force the agency to enter a date for that occurrence.”

• Creating a weekly email to agencies with a list of schools for which either “next review,” expected end of accreditation” date, or any other action end date has passed.

• Creating a daily log, sorted by agency name within the email and also include an excel spreadsheet attachment.

• Providing all programming code and documentation to the COR.

Maintenance of DAPIP Database Ongoing, as needed

Updates and Edits Ongoing, as needed

Document that includes all programming code and documentation

Annual report of institutions Annually, July 1

Subtask 2.5a: Additional DAPIP Updates (Optional)

If statutory or regulatory changes or other mitigating factors result in the need for additional updates for the DAPIP system, the COR may request, and the CO may approve, additional labor hours providing the same scope of work under subtask 2.5. Additional labor hours may be exercised in increments of 100 total labor hours. Multiple increments of 100 labor hours may be exercised in a single modification, but the total number of additional labor hours for a single contract period may not exceed 500 additional labor hours.

Subtask 2.6: E-Recognition

This is a transactional system facilitates the management of key Accreditation Group operations. See https://surveys.ope.ed.gov/erecognition/#/.

The contractor shall:

• Maintain existing systems and develop new screen content and edits in response to regulatory and statutory changes and based on Department and agency needs. These may include:

o Functional enhancements o Automation, analysis, and pre-population o New or modified user roles with associated permissions

• Ensure that the data archival procedure prevents data from being lost over multiple collection years.

• Make data available on the dissemination website in a machine-readable format.

• Update the user guide for the websites.

• Save a copy of system generated emails to e-Folder.

• Ensure that the compliance report due date set/display is displayed somewhere different from the meeting date.

• Ensure that the system removes sections in reports only when all narratives and responses are blank, not when the agency does not include a narrative in the draft or response.

https://surveys.ope.ed.gov/erecognition/#/

• Ensure that the downloaded exhibits from inside the report display have identical titles as those downloaded from the download all exhibits location in the table of contents.

• Ensure that the exhibit numbers display in the title of the downloaded exhibits from inside the report and in the table of contents section, instead the ID number.

• Ensure that, when a document is archived, a notification is displayed that it is archived.

• Produce a petition report containing only what the analyst has written.

• Add a separate section for “Geographic area of accrediting activities” under the scope of recognition.

• Add a tab to the Analyst and Reviewer views with the contact information of the agency.

• Automate DAPIP to update the scope of recognition in e-Recognition so analysts need not do it manually.

• Browse exhibits in the browser window, i.e. Click on an exhibit – it opens in a browser window (rather than downloading and opening in Adobe, Word, or EXCEL) – AND there are forward and backward buttons to take you to the next or previous exhibit attached to that question.

• Ensure that the system does not allow a user to upload a file that has already been uploaded.

o Create additional module in e-recognition collection site for Department analysts to enter, store, track, and report complaints received by the public.

o For NCFMEA, change the wording of “Meets” and “Does not Meet” to

“Comprehensive response provided,” “Additional information requested,” “Not reviewed” (as is now), “Not necessary” (as is now), and remove “Substantially compliant.” This should also be removed in the staff reporting function.

Maintenance of e-Recognition Ongoing, as needed

Updates and Edits Ongoing, as needed

Document that includes all programming code and documentation

Subtask 2.6.b: Additional e-Recognition Updates (Optional) updates for the e-Recognition system, the COR may request, and the CO may approve, additional labor hours providing the same scope of work under subtask 2.6. Additional labor hours may be exercised in increments of 100 total labor hours. Multiple increments of 100 labor hours may be exercised in a single modification, but the total number of additional labor hours for a single contract period may not exceed 500 additional labor hours.

Subtask 2.7: College Affordability and Transparency Explanation Form (CATEF)

See generally College Affordability and Transparency Center (ed.gov) or https://collegecost.ed.gov/.

Institutions placed on the CATC highest increases in tuition or net price lists are required by the HEA to explain why costs have gone up at their school and how the rising costs could be addressed.

CATEF is an annual survey that collects follow-up information from institutions on the CATC list.

https://collegecost.ed.gov/

See https://surveys.ope.ed.gov/catef/#/ (collection) and https://collegecost.ed.gov/affordability (dissemination).

• Conduct machine learning on existing data to categories currently free-text responses.

• Propose dropdowns based on research and machine learning.

• Revise collection system to collect structured data wherever feasible rather than free text.

• Ensure that the data archival procedure prevents data from being lost over multiple collection years.

• Make data available on the dissemination website in a machine-readable format.

• Develop or update the user guide for the collection.

(https://surveys.ope.ed.gov/catef2k19/wwwroot/documents/2019_CATEF_Handbook.pdf)

• Submit the Summary Guide for the CATEF report and publish it on the CATEF website.

o The plan for the Summary Guide will include submission dates that allow about six weeks for COR review and revision of written materials. All official clearance processes must be incorporated into the plan.

o The vendor shall provide a draft version of this publication (which shall meet the Department's publishing guidelines) to the COR, and a final version that reflects comments and revisions from the COR. The COR will forward all comments from the Department, including the Office of Communications and Outreach (OCO) and the Office of the Secretary, to the contractor to prepare a final version. The final version of the publication shall be error free. The vendor shall furnish a camera-ready version, a PDF Web-ready version, and a Microsoft Word Web-ready version of the publication in compliance with Department requirements (See “Compliance with the Department IT Security Policy” section).

CATEF information collection available for public submission

Annually, February

CATEF data files published Annually, March

Document that includes all programming code and documentation

1 month after collection completion

Updates and Edits Ongoing, as needed

Subtask 2.7a: Additional CATEF Updates (Optional) updates for the CATEF system, the COR may request, and the CO may approve, additional labor hours providing the same scope of work under subtask 2.7. Additional labor hours may be exercised in increments of 100 total labor hours. Multiple increments of 100 labor hours may be exercised in a single modification, but the total number of additional labor hours for a single contract period may not exceed 500 additional labor hours.

https://surveys.ope.ed.gov/catef/#/ https://collegecost.ed.gov/affordability

Subtask 2.8: Net Price Calculator (NPC)

See https://nces.ed.gov/ipeds/netpricecalculator/#/ (collection) and https://collegecost.ed.gov/net-price (dissemination).

• Update the NPC. Switch the calculation of the EFC (Estimated Family Cost) to the calculation of the SAI (Student Aid Index).

• Maintain bulk data file upload option for the template.

• Update the Federal Student Aid data used by the system twice annually.

• Develop or update the user guide for the collection

(https://nces.ed.gov/ipeds/netpricecalculator/wwwroot/documents/NetPriceCalculator_Quick StartGuide.pdf).

• Include data tags using common data standards, when available, in the output file to allow page to be open and searchable (e.g., by a bot or spider).

• Provide the programming code and documentation to the COR.

Deliverable Due/Scheduled date

NPC Data Application Annually, January 1

Document that includes all programming code and documentation.

1 month after collection completion

Subtask 2.8a: Additional NPC Updates (Optional)

If statutory or regulatory changes or other mitigating factors result in the need for additional updates for the NPC, the COR may request, and the CO may approve, additional labor hours providing the same scope of work under subtask 2.8. Additional labor hours may be exercised in increments of 100 total labor hours. Multiple increments of 100 labor hours may be exercised in a single modification, but the total number of additional labor hours for a single contract period may not exceed 500 additional labor hours.

Subtask 2.9: CATC website, including CATC lists, 90/10, and State Spending

See https://collegecost.ed.gov/, https://collegecost.ed.gov/affordability, https://collegecost.ed.gov/ninety-ten, and https://collegecost.ed.gov/spending.

• Maintain and develop new screen content and edits in response to regulatory changes for the College Affordability and Transparency Center lists website (see College Affordability and Transparency Center (ed.gov)). This includes publishing the lists annually.

• Update the College Affordability and Transparency Lists, 90/10 information, and State Spending charts as new data become available.

https://nces.ed.gov/ipeds/netpricecalculator/#/ https://collegecost.ed.gov/net-price https://collegecost.ed.gov/net-price https://nces.ed.gov/ipeds/netpricecalculator/wwwroot/documents/NetPriceCalculator_QuickStartGuide.pdf https://nces.ed.gov/ipeds/netpricecalculator/wwwroot/documents/NetPriceCalculator_QuickStartGuide.pdf https://collegecost.ed.gov/ https://collegecost.ed.gov/affordability https://collegecost.ed.gov/ninety-ten https://collegecost.ed.gov/spending

CATC lists created Annually, May CATC lists published Annually, July 90/10 Information updated Annually, January State Spending Charts updated Annually, June Document that includes all programming code and documentation.

1 month after update

Subtask 2.9a: Additional CATC Updates (Optional)

If regulatory or statutory changes or other mitigating factors result in the need for additional updates for CATC, the COR may request, and the CO may approve, additional labor hours providing the same scope of work under subtask 2.9. Additional labor hours may be exercised in increments of 100 total labor hours. Multiple increments of 100 labor hours may be exercised in a single modification, but the total number of additional labor hours for a single contract period may not exceed 500 additional labor hours.

Subtask 2.10: Data Quality Control, Conversion, and Migration

• Complete the data collection, processing, and quality control for all annual information collections (CSS, EADA, CATEF) during 2025-2030, then migrate the data to its dissemination website.

• Migrate the data from collection to dissemination according to timelines set forth for each system (DAPIP Transactional data, e-Recognition).

• For all information collections, assess data for outliers, typos, or other types of data quality issues annually, and perform any required corrections or edits after consultation with the respondents and the Department.

• Deliver the data dictionary and complete SQL database for all collection and dissemination systems in csv or other machine-readable format and SQL code used to extract the data from its database to the COR.

Completion of data collection process See schedule for each collection

Data processed and migrated to dissemination sites

See schedule for each collection

Databases, data dictionaries, SQL codes to the COR

Task 2 quality assurance acceptable performance standards:

• Deliverable dates met.

• Data disseminated comply with the Department of Education’s Information Quality

Guidelines- https://www2.ed.gov/policy/gen/guid/infoqualguide.html?src=ft

• Data reviewed and approved by ED’s Dissemination Review Board prior to publication.

• Websites update correctly as per the schedule.

https://www2.ed.gov/policy/gen/guid/infoqualguide.html?src=ft

Task 3—Customer Support Services

This Task covers CSS, EADA, NPC, CATEF/CATC, DAPIP, e-Recognition.

Subtask 3.1: Technical Help Desk Support

• Maintain a trained Help Desk staff to provide telephone and electronic correspondence support year-round to institutions and agencies that require assistance in completing the information collections. Help Desk staff must have knowledge of legislation, statutes, regulations, and published guidance of all systems/programs (CSS, EADA, NPC, CATEF/CATC, e-Recognition, DAPIP). Currently, AI and Chatbots are not permitted for use for the Help Desk.

• Respond to questions within 24 hours.

• Maintain the Help Desk log for both technical and policy related questions directed to the Help Desk

• Load call sheets, edit them, and make the entire record available to the Help

Desk staff and the COR in an electronic format.

Help Desk average amounts of tickets:

High volume months Low volume months Average number calls/emails per month (incoming and outgoing)

Months Average number calls/emails per month (incoming and outgoing)

Months

CSS Help Desk 1921 Aug-Dec 287 Jan-July EADA Help Desk

1632 Sept-Dec 196 Jan-Aug

NPC 212 March, April, May, Oct

79 All others

CATEF/CATC 661 Feb, March 2 April-Jan e-Recognition 106 Jan, Aug, Sept 51 All others

DAPIP 791 Jan, March, July

510 All others

Trained Help Desk Support • Monday -Friday 8am - 6pm, EST.

• Monday -Friday 8am - 9pm, EST during the last two weeks of the Campus Safety and Security and EADA collection period.

8am- 12am (midnight), EST the last evening before both the Campus Safety and Security and EADA collection periods close.

Help Desk logs • Monthly, submitted with invoice

Subtask 3.2: User Guidance Documents

• Update user guides for information collections.

• Update user guides for information dissemination sites.

• Expedite the revisions to be made to guidance, training, and materials that result from changes to the HEA or regulatory changes.

CSS User Guide Update Annually, start of yearly collection EADA User Guide Update Annually, start of yearly collection DAPIP User Guide Updates Annually e-Recognition User Guide Update

CATEF User guide update Annually, January

Subtask 3.3: Letters to Survey Respondents

• Produce the CSS and EADA Registration and Data Collection letters and obtain appropriate email addresses) using the IPEDS database to generate the institutional email addresses.

• Prepare and disseminate pre-collection “reminder” data collection memo emails for Campus Safety and Security, CATEF, and EADA as well as up to two other “reminder” emails tied to activities institutions should be doing in preparation for upcoming data collection. The pre-collection memo email shall contain key collection dates and reminders for preparing and assembling data required for submission in the collections.

Campus Safety and Security letter submitted to COR

Annually See schedule below

CSS letter emailed Annually See schedule below

EADA letter submitted to COR Annually See schedule below EADA letter emailed Annually See schedule below

CATEF letter submitted to COR Annually See schedule below

CATEF letter sent Annually See schedule below

ANTICIPATED SCHEDULE FOR CAMPUS SAFETY AND SECURITY, EADA, AND CATEF

COLLECTIONS

Schedule for Campus Safety and Security CEO/Registration Letters for Transmission July Registration August Collection August – October (3 months) Migration November File completion December

Schedule for Equity in Athletics Disclosure CEO/Registration Letters for transmission August Registration September Collection September – October (1.5 months) Migration November File completion December

Schedule for CATEF Notifications sent January Collection February (3 weeks) Migration February - March File completion March Draft Summary Report April Final Summary Report June

Schedule for NPC Information EFC tables from ED December Update website January

Schedule for State Spending Data files provide by ED June Website updated July

Schedule for 90/10 Data files provide by ED January Update website January/February

Subtask 3.4: OMB Information Collection Clearance

• Assist the Department with preparing the information collection packages for OMB submission.

• Create Data Quality Plans for the following collections: DAPIP, e- Recognition, CSS, and EADA. Please see Attachment A for the Data Quality Plan Template Instructions.

• Help respond to any comments received from the Federal Register.

• Revise the information collection and associated system changes based on

OMB or public comment.

• Track OMB clearance expiration to ensure clearances do not expire for systems covered by this contract.

• Ensure the OMB clearance number with its expiration date is posted on every collection website.

CSS (OMB clearance 1840-0833) OMB approval expires 6/30/2027 and 2030*

EADA (OMB clearance 1840- 0827)

OMB approval expires 12/31/2025 and 2028*

DAPIP (OMB clearance 1840- 0838)

OMB approval expires 2/28/2026 and 2029* e-Recognition (OMB clearance 1840-0788)

OMB approval expires 2/28/2026 and 2029*

CATC/CATEF (OMB clearance 1840-0822)

OMB approval expires 07/31/2027 and 2030*

*Pending favorable reviews of full clearance in the earlier approval.

Task 3 quality assurance acceptable performance standards:

• All Help Desk requests (both phone and email) are answered within 24 business hours of receipt.

• User guides and documents are delivered on time, in the format requested, in an easily understood format. Minimal, if any errors.

• CSS and EADA letters mailed on time, as per schedule. No errors in letter.

• OMB documents submitted to COR, as requested, with minimal errors.

TASK 4—DATA ANALYSIS AND REPORTS

This Task covers CSS, EADA, CATEF, DAPIP, e-Recognition, NPC, CATC, State Spending, and 90/10.

Subtask 4.1: Data Analysis

The contractor shall:

• Analyze data using standard statistical and data science techniques.

o Analyses shall include data distribution, percentages, central tendency, measures of variance, etc.

o Analyses shall include charts and diagrams like scatterplots, box plots, maps, lines, bar graphs, distribution charts, etc.

• Deliver all SQL and SAS code used to produce the statistics and graphics included in the analysis. to the COR.

Analyses of data As requested, TBD

Subtask 4.2: Data Reports

• Develop data analysis reports. Some reports are mandated by statute or regulation, and reports must, at a minimum, cover the required content.

• Ensure, if reports are overdue, the first report produced includes the historical reporting.

• Ensure some reports may follow standard academic publication formats with sections named background, methods, results, and discussion.

• Ensure other reports are more readable and approachable to a non-technical audience.

• Ensure all reports produced have data visualization and identify interesting or meaningful trends in the data.

• Deliver all SQL and SAS code used to produce the statistics and graphics included in the reports d to the COR.

Automated quarterly data extraction from DAPIP, with email delivery

Quarterly

EADA report to Congress, section 485(e) of the HEA

Annually, July 1 and shall cover the 1-year period ending August 31 of the preceding year.

Up to 10 additional data reports TBD

Task 4 quality assurance acceptable performance standards:

• Methods chose shall employ techniques appropriate to the data being analyzed.

• Reports shall comply with ED’s Information Quality Guidelines.

• Report shall attempt to limit length and be visually appealing and interesting to targeted audience.

• Computer programs shall contain sufficient commenting that procedures can be followed by mid-level data scientist.

TASK 5 (Optional): Transition Out Plan - will be exercised no later than September 2029

• Provide a transition plan of maintenance and support activities, specifically including turnover activities at the end of the contract, or whichever option year is not exercised.

• Provide a long-term transition of web data collection maintenance and support activities. During the last three months of this task order, the contractor and web data collection team shall provide for a smooth transition to a successor contractor for long-term operations.

• Transition for the new web data collection contract will include a series of formal meetings with staff from PPI, the COR, the current contractor, and the new contractor. The contractor shall propose a list of anticipated meetings over a period of four weeks. The contractor shall provide an agenda for up to four transition meetings. The current contractor shall provide documentation of all system requirements and databases.

• Provide access to all database, web application, websites and computer codes.

Transition Plan March 1, 2030 (or 3 months before end of contract)

Documentation March 1, 2030 (or 3 months before end of

Meeting Agendas

March 1, 2030 (or 3 months before end of

Summary of Yearly Deliverables

A. Post Award Meeting Summary Notes

Within seven days of the post award meeting, submit summary notes from the post award meeting. The summary notes shall document all that was discussed during the meeting and include a schedule for the PPI data collection activities.

B. Management Monthly Reports & Invoices

By the 15th of every month, submit an invoice and…