Attachment 1 CNAAT National Training 2024 PWS 8.1.23.pdf

CHILD NUTRITION PROGRAMS

Performance Work Statement

School Meal Programs Under the National School Lunch Act

Child Nutrition Access and Accountability through

Technology (CNAAT) National Training

August 2023

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PERFORMANCE WORK STATEMENT (PWS)

1.0 INTRODUCTION

The United States Department of Agriculture (USDA) Food and Nutrition Service (FNS) is seeking to acquire expert consulting services to assist the agency in planning, facilitating, developing and reviewing training content, presenting training workshops, and managing all logistical aspects (pre, during, and post) of a 2-to-3-day national technology training meeting for State agency, FNS, and technology industry partner representatives. The focus of the Child Nutrition Access and Accountability through Technology (CNAAT) National Training will include best practices and peer collaboration related to the best use of technologies to improve program access, integrity, and operational efficiencies in the Child Nutrition Programs (CNP

s) nationwide. The CNAAT was an annual training event, which first took place September 2015, with three CNAATs following in 2016, 2017, and 2018. Since that time, CNAAT has been postponed due to scheduling conflicts and the COVID-19 pandemic. A CNAAT was slated to take place in May 2020 and was expected to draw approximately 325 participants. Due to lessons learned and internal discussions, FNS is interested in developing a CNAAT 2024 that would be held at a selected onsite location and accommodate virtual participation (i.e., live virtual participation during the meeting and recorded for post-meeting participation) so that additional staff across the nation can participate offsite in featured activities. The number of participants may change from year to year as new needs are identified. Further, FNS has determined that the event will be held in-person biannually, and up-to five virtual sessions will be held over the course of the year when the in-person meeting is not taking place.

2.0. BACKGROUND

Administering Child Nutrition Programs FNS administers the CNPs at the Federal level. At the State level, the CNPs are administered by State agencies, which operate the Programs through agreements with School Food Authorities (SFAs) (also referred to as Local Education Agencies, or LEAs), and Sponsoring Organizations (SOs). SFAs and SOs are the governing bodies which have the legal authority to operate the CNPs in one or more school/site.

The Richard B. Russell National School Lunch Act and Child Nutrition Act are the legislative bodies governing the CNPs. The CNPs consist of the following Federal Programs:

• School Breakfast Program (SBP);

• National School Lunch Program (NSLP);

• Special Milk Program (SMP);

• Summer Food Service Program (SFSP); and

• Child and Adult Care Food Program (CACFP).

As mentioned above, the CNPs are administered at the Federal Level which consists of a National (or Headquarters) office as well as seven Regional offices across the country. The

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Regional offices work directly with participating State agencies within their region to provide oversight, guidance, and technical assistance.

The seven Regional offices are:

• Mid-Atlantic;

• Midwest;

• Mountain Plains;

• Northeast;

• Southeast;

• Southwest; and

• Western.

At the State level, the CNPs are administered by one or more State agencies. These agencies may consist of, but are not limited to, the State Departments of:

• Education;

• Agriculture;

• Health and Human Services; and

• Aging.

State Automation Levels Currently, all participating State and local agencies have some type of automated information system to manage the administration, implementation, monitoring, and reporting requirements of the CNPs. The existing systems vary in the level of functionality, reporting abilities, and effectiveness; some more sophisticated than others. Some State agencies have contracted with private companies for system design, development, operations and maintenance, while other State agencies have developed their automated information using internal resources. FNS is seeking to provide a training meeting platform where State agencies, their Child Nutrition technology industry partners, and Federal child nutrition staff are able to: 1) participate in technical training on technology-related topics; 2) share best practices, lessons learned and common business practices for information systems that comply with the CNPs’ Federal regulations and policies, while meeting daily operational business needs and increasing program integrity; and 3) expand project management and technology procurement knowledge.

CN State Systems Workgroup The Child Nutrition State Systems Workgroup (CNSSW) was established in 2011 to inform and guide the work of the newly created Child Nutrition State Systems Support Branch, now renamed as the Operational Support Branch. The branch provides technical support to the FNS Regional Offices and directly to State agencies to assist them in accomplishing successful program outcomes in the implementation of automated solutions to improve: 1) child nutrition program administration and performance; 2) access to child nutrition program benefits through direct certification, direct verification and other automated means to establish children’s eligibility for free and reduced price meals; and 3) Federal reporting on program outcomes. The CNSSW, consisting of child nutrition State agency representatives and FNS Regional Office representatives, is facilitated by the FNS national office and first convened in July 2011. The

CNAAT National Training PWS Page 4 of 22 group focuses on identifying and providing direction to FNS on State technology issues and technical assistance needs.

A major priority identified by the CNSSW is for FNS to create venues to support State agencies with training and skills development in overall management of technology projects and solutions to help ensure that CNP State and Federal staff and their technology industry partners have:

• The needed skills and knowledge to plan, procure, design, develop, test, and implement technology-based systems on time, within budget and in compliance with State and Federal policies, regulations, and procurement rules;

• Effective collaboration venues to solve common problems, learn about emerging technologies and innovative practices, and strategize on initiatives to improve program access and integrity;

Knowledge of industry best practices in project management and system development lifecycle processes to help them provide effective management for technology projects;

Expand knowledge of vendor management and supporting States in developing strong technology procurements that support successful partnerships and produce improved technological outcomes;

Skills and knowledge to conduct data analysis and conduct data driven decision making to manage and protect program accountability and integrity and support operation of cost-efficient State and local child nutrition programs.

The CNAAT National Training events have been supportive in meeting the above goals and implementing the CNSSW’s recommendations related to knowledge and skills development for FNS and State agency staff administering and monitoring CNPs. Subsequent CNAAT National Training events, as described in this task order, are intended to build on the information and experiences shared in previous events. FNS will provide the selected Contractor with access to participant suggestions for 2018 CNAAT following contract award. The selected Contractor shall carry out the work described in this Task Order, with FNS guidance and in coordination with the FNS, CNSSW, and the CNAAT National Training planning team.

3.0. SCOPE

FNS will be hosting the CNAAT National Training for National, Regional, and State agency representatives focused on training and collaboration on planning, development and management of technology systems and tools to support and improve program operations at the State and local levels. The training event should address all CNP (as described in Section 2.0, Background) technology systems. FNS is seeking to acquire expert consulting services to:

• Select training venue and secure hotel, meeting rooms, audio visual, virtual platform, materials and supplies for the 2-3 day training, and 1day pre/post-training activities/sessions (i.e., a need for 4 days total at the selected training venue);

• Manage training registration, notifications to participants, and meeting logistics, including providing onsite support, as well as, virtual access and support, to CNAAT participants during the event;

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• Develop and deliver training for up to 5 training breakout sessions and coordinate the identification of content and speakers/trainers/panelists for other sessions. Potential topics are described below under “Training Format and Content” in 5.2: CLIN 2: Event Management;

• Coordinate the process in which FNS, State agencies and industry partners presenters/presentations are identified, including recommendations and review of proposed content for technology related topics, and FNS final approval of presentations and training content;

• In coordination with FNS and the CNSSW, plan, coordinate and develop content (where applicable) for creative interactive training and peer collaboration opportunities/events during the CNAAT National Training;

• Coordinate speakers/trainers/panelists and moderators/facilitators, including securing relevant keynote speakers and speaker presentations. Collect and review all presentations then submit to FNS for approval;

• Broadcast and record live training webcasts during the meetings. Produce recorded presentations (audio and video) that are compliant with Section 508 of the Americans with Disabilities Act (ADA). All recordings should be suitable for posting to an FNS website for post-meeting participation and include closed captioning;

• Establish and coordinate social media efforts to promote the CNAAT National Training and provide networking/collaboration opportunities during the training;

• Produce and disseminate all training materials in hardcopy (as appropriate) and electronically with sufficient copies for all participants;

• Create, produce, disseminate and compile training evaluations from participants, with raw data and analysis summary, preferably through a training specific mobile app;

• Finalize and prepare all training materials for web posting (including any audio/video recordings and transcripts) after CNAAT is completed; and

• Manage all financials related to the meeting space (including deposits for hotel), audio visual needs, webcast recording, logistics, materials, travel for keynote speakers, if necessary, participant registration fees (if applicable) and other miscellaneous expenses necessary for the training. (Note: Participants sha

• ll pay their own travel and per diem expenses. Also, costs of refreshments and meals for training participants are not allowable expenses for the training event and shall not be included in any cost estimates in establishing contract price proposals.)

The performance period will be for one twelve (12) month base period and four (4) option years.

The base year will begin approximately <<TBD>>. Provided the deliverables described below are submitted to the Contracting Officer’s Representative (COR) per the performance requirements, four (4) one-year options may be pursued for the same deliverables described in this performance work statement. The Contractor should be familiar with CNPs Code of Federal Regulations (CFRs), specifically the requirements in 7 CFR Parts 200, 210, 215, 220, 225, 226, 235, and 245 and policies. Familiarity with available software related to the State’s school meal programs administration and meal management also will be beneficial for the Contractor.

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3.1. Place of Performance

It is anticipated that majority of work involved in the execution of the assignments referenced in this solicitation shall be performed at the Contractor’s site. All workspaces and office equipment shall be provided by the Contractor. Depending on the Contractor’s proposal, some Contractor staff may be required to travel to complete assignments to participate in meetings, such as:

between the Contractor and FNS COR; up to 2 in-person meetings with the CNSSW for planning purposes; pre-contract walk through of the venue; pre-training walk through of the venue; and attending the national technology training. There is no requirement for Contractors to have offices in the Washington, D.C. area.

4.0. APPLICABLE DIRECTIVES

A list of abbreviations has been provided in Appendix A.

Applicable regulations for the CNPs can be found in Subparagraph A in Title 7 of the CFR, in particular 7 CFR Parts 200, 210, 215, 220, 225, 226, 235, and 245.

Applicable policy memorandums for the CNPs can be found on the USDA’s FNS for:

• School meal programs (NSLP, SBP, SMP): http://www.fns.usda.gov/school-meals/policy.

• CACFP: http://www.fns.usda.gov/cacfp/policy

• SFSP: http://www.fns.usda.gov/sfsp/policy

Federal Acquisition Requirements (FAR) can be found at: FAR | Acquisition.GOV.

5.0. TASKS

The following tasks and deliverables are intended to provide a clear approach to effectively and efficiently conduct the CNAAT National Training for Federal and State representatives on State technology systems for the CNPs. The tasks below are described within each contract line-item number (CLIN).

5.1. CLIN 1: Project Management and Reporting

The Contractor shall provide a Project Manager (PM) and project management and reporting throughout the life of the contract. The PM shall serve as liaison with the COR and FNS management and contracting staff. The PM shall: provide day to day supervision for project staff; manage project planning and communications; track project resources and budget; ensure timely and accurate completion of project deliverables; identify and coordinate mitigation of project risks; and complete the following management and reporting tasks.

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The Contractor shall:

5.1.1.) Within 7 calendar days of issuance of the Task Order, the Contracting Officer (CO) will organize a meeting with the FNS management, COR and Contractor to kick-off the project. The Contractor’s PM and lead event manager shall attend the kick-off meeting.

The meeting location will be hybrid in-person and virtual with the in-person location to be determined.

5.1.2.) Within 7 calendar days of the project startup meeting, provide a project management plan describing the technical approach, organizational resources, and management controls to be employed to meet the cost, performance and schedule requirements throughout execution of all assignments. The plan should show any interdependencies between related assignments and their completion.

5.1.3.) By the 15th of each month during the contract period, provide a written project status report for the previous calendar month that includes the following: information on total expenditures by staff person by reporting period (broken down between labor, travel, and other direct costs); describes the status of each detailed assignment and deliverable in progress; describes any identified project issues and risks; and describes next steps in carrying out the project assignments. The Contractor shall provide an update on the project management plan activities with the monthly status report each month. Any adjustments in the plan (e.g., tasks, timelines, or resources) should be approved in writing by the COR in advance.

5.1.4.) Within 5 operating days of the written project status report being submitted, present monthly oral briefings to the COR to review the monthly project report and current status of the work. These briefings will be conducted routinely by telephone call unless otherwise directed. In addition to the monthly call, status briefings on the meeting preparations may be as often as weekly beginning approximately 3 months prior to the training event and daily beginning 3 weeks prior to the training event.

5.1.5.) No later than 60 calendar days following the end of the training event, submit a project management status report to detail accomplishments and final financial data for the specific task period.

5.1.6.) Manage day-to-day project activities, timelines, deliverables and provide Contractor staff supervision.

5.2. CLIN 2: National Technology Training

The Contractor shall provide expertise to develop and deliver special technical topics, as well as event management for planning, executing and post-meeting closeout activities for the CNAAT National Training for approximately 325 attendees (both in-person & virtual) National, Regional, State agency, and Child Nutrition technology industry partners focused on State and local technology systems for the CNP business operational needs. The CNAAT National Training

CNAAT National Training PWS Page 8 of 22 will address technology-related topics for all CNPs (as described in Section 2.0, Background).

FNS is seeking to acquire expert consulting services to:

• Develop and deliver training on special technical topics for up to five training break-out sessions. Technical topics for this training are described below under “Training Format and Content” in 5.2: CLIN 2: Event Management. In most cases, FNS and the CNSSW will identify speakers/panelists, but the Contractor shall be prepared to take responsibility for providing speakers and content in up to five sessions requiring related technical expertise. FNS will negotiate with the selected Contractor on specific training topics, based on the Contractor staff skills levels, following contract award, with final topics identified and agreed to no later than 90 days prior to the training event;

• Select training venue (with FNS approval) and secure hotel, meeting rooms, audio visual, materials and supplies for the 3-day meeting and a 1-day pre- or post-training showcase for States/industry partners to demonstrate their CNP technology systems (FNS will coordinate content for the demonstration day during the planning phase, but the selected Contractor shall coordinate on site logistics). To be selected, the training venue and hotel should fully meet all requirements for compliance with the Americans with Disabilities Act (as they relate to accessibility for training attendees) and should not have renovations scheduled during the dates of the training;

• Manage training registration (including cancelations and on-site registrations), notifications/communications with participants, and all meeting logistics;

• Set up and maintain an event website for posting training information and materials.

FNS would like for this event to include a CNAAT app that can be used by participants with the goal of providing feedback to sessions within the app;

• Coordinate presenters/presentations to be provided by FNS, State agencies and industry partners, including obtaining approval of presentations from FNS;

• In coordination with FNS and the CNSSW, plan and coordinate creative interactive training for adult learners and peer collaboration opportunities/events during the CNAAT National Training;

• Coordinate speakers/panelists, including securing relevant keynote speakers and speaker/panelist presentations and ensure materials are reviewed and approved by FNS;

• Broadcast and record live training webcasts during the meeting and produce Section 508 compliant recorded presentations (audio and video recordings) suitable for posting to an FNS website for post-meeting participation. FNS would like all sessions to be offered both in-person and virtually.

• Produce and disseminate all training materials in hardcopy (as minimally as possible) and electronically with sufficient copies for all participants;

• Create, produce, disseminate and compile training evaluations, preferably electronically, from participants, with raw data and analysis summary;

• Manage all financials related to the meeting space (including deposits for hotel), audio visual needs, webcast recording, logistics, materials, travel for keynote speakers, if necessary, participant registration fees (if applicable) and other miscellaneous expenses necessary for the training. (Note: Participants shall pay their own travel and per diem expenses.);

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• Leverage technology for communications, collaboration, and training materials wherever possible; and

• Complete other activities, as identified during the planning process, to ensure successful execution of the biannual in-person CNAAT training meeting and virtual sessions during the off year.

• In coordination with the COR and FNS management, in addition to in-person CNAAT, host up to five CNAAT named webinar sessions during the off-year that provide CN State agencies and stakeholders with knowledge and support on technology system projects that address known State agency needs and highlight technological trends.

Examples include writing system functional requirements, developing a request for proposal (RFP) for a system development project, understanding the State role in an agile development project, etc.

The contents of the CNAAT National Training will address issues faced by both State Program staff and technology industry partners. The national technology training should focus on the best practices, lessons learned and common industry business practices in managing CNP operations through automated information systems. This national technology training should also address the State and local technology systems that manage all the CNPs (as described in Section 2, Background). Separate tracks, round tables, social media, help desks, hands-on labs and user groups may be included as ways to address the participants’ needs and interests. At a minimum, this technology training should encompass the CNSSW recommended subject areas described below in this section (Section 5.2, CLIN 2: Event Management). The final training agenda, content, format, and presenters shall be approved by FNS.

Training Venue, Registration and Logistics As described above in this section (Section 5.2, CLIN 2: Event Management), the Contractor shall manage all registration and logistics associated with the CNAAT National Training.

The national technology training will be located in one (1) of the five (5) cities mentioned below, in order of CNSSW preference. FNS intends to select a location in the middle or western portion of the contiguous States, as the training was held in the southern part of the nation in 2018. These locations were suggested based on expected travel convenience, reasonable travel costs, and a variety of reasonably priced venues that would be suitable for participants.

1. Austin, TX

2. Denver, CO

3. Kansas City, KS

4. Salt Lake City, UT

5. Indianapolis, IN

The Contractor shall follow the Federal Acquisition Requirements (FAR) to procure a training site and hotel accommodations located in one (1) of the five (5) cities listed above to accommodate approximately 325 participants. The location of the hotel accommodations should be in close proximity to a location that offers free or reasonably priced transportation to and from a major airport, as well as the training site location. The hotel accommodations should meet the

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Federal per diem rate and be within a walking proximity to an area that offers lunch and evening activities for participants (e.g., restaurants, grocery, pharmacy, shopping). The training venue and hotel accommodations should not have renovations scheduled during the dates of the training. There will not be any exceptions to this requirement.

The preferred time for the national technology training will need to be determined. The only restriction is to avoid the end of the Federal fiscal year (i.e., the days leading to and immediately following September 30th). FNS will coordinate the event dates with the Contractor following contract award.

The Contractor shall provide the COR with a cost summary for each city during the preferred months and obtain approval from FNS for the training site location, audio visual, hotel accommodations and training dates prior to final agreements being made through the procurement of these services. If a deposit is required to secure the meeting location, the Contractor shall obtain prior approval from FNS, supply the venue with an advanced deposit, and invoice FNS for the advanced deposit for reimbursement. The Contractor shall be responsible for the securing the meeting location.

While on-site participation will be encouraged, FNS understands the time and resource constraints many State agencies face. Therefore, the ability to participate in the national technology training remotely may be considered as an option to on-site participation. The Contractor shall ensure the training site location has adequate Wi-Fi bandwidth to support participant needs and the use of LiveMeeting, or equivalent, platform in the meeting rooms to allow for remote participation.

Training Format and Content The contents of the CNAAT National Training will address issues faced by both State Program staff and technology industry partners. As stated above, the national technology training should focus on the best practices, lessons learned and common industry business practices in managing CNP operations through automated information systems. The Contractor may propose a variety of formats for general and breakout sessions (including separate topic tracks, instructor-led training, round tables, user groups, panel discussions, labs, hands-on activities, etc.) to address the participants’ needs and interests. The Contractor may suggest alternative training concepts for providing a dynamic and “top-notch” training session that addresses the various areas of interest for State Program staff and technology industry partners, as identified by the CNSSW and 2018 training participants. In no order of importance, potential training areas of interest include, but are not limited to, the following:

• Collaboration between State, Federal and industry partners to share best practices, lessons learned and problem-solve issues;

• Procurement and contract management for technology industry partners development, transfer and maintenance;

• Managing the System Development Life Cycle of a technology system;

• Post-implementation and ongoing system maintenance best practices;

• Data analytics;

• Data exchange;

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• Industry trends/new technologies;

• Innovative training strategies;

• System interoperability and integration opportunities within CNPs and with external agencies;

• Federal and State funding streams;

• Organizational change management;

• Pros and cons of in-house systems development/maintenance (including in-house maintenance of contracted developed system);

• Pros and cons of contracted systems development/maintenance;

• Procurement* (including contract clauses);

• USDA updates on technology-related topics for program operations;

• Skills development for Project Managers and Business Analysts;

• Performance measurement for gauging and improving program compliance and integrity;

• System testing practices (e.g., “test scripts”);

• Terminology – both of the CNPs for technology industry partners and information technology systems for State Program staff;

• Using FNS web systems (i.e., Food Programs Reporting System (FPRS), PartnerWeb, Food Distribution System, USDA Foods); and

• Other topics to be identified by FNS or the CNSSW post contract award.

State technology systems vary; therefore, the CNAAT National Training should address and feature both in-house systems and contracted systems. The national technology training should maximize the time for States to share amongst each other and stakeholders (e.g., technology industry partners and FNS). The Contractor is encouraged to provide suggestions to maximizing the sharing and collaboration between States and technology industry partners.

Please note that although technology industry partners and States may be allowed to demonstrate specific system functionalities that lead to improved program integrity, no speaker/panelist or participant shall be allowed to promote brands or specific commercial products by any means during the training sessions. The Contractor shall convey this message while recruiting technology industry partners and State staff to participate in the training. Targeted technology industry partners for participation in this national technology training include those which work directly with State CNP agencies. However, FNS reserves the right to extend an invitation for participation also to technology industry partners who provide software tools to LEAs or SOs for point-of-sale, direct certification, web-based free and reduced-price meal applications, menu planning, meal counting and claiming, State and Federal reporting, or other related program functionality for the purpose of CNP operations at the local level.

The Contractor shall work collaboratively with the CNSSW and FNS to ensure the topic areas of interest are covered within the training. This is likely to entail the Contractor coordinating conference calls with a CNAAT planning team made up of the CNSSW representatives and other FNS national office staff on a regular basis and attending up to two CNSSW planning meetings throughout the planning and implementation process. The Contractor shall assist FNS in hosting on CNSSW meeting, for CNAAT planning purposes, at the conference hotel in advance of the training. The Contractor shall coordinate all activities necessary to put the CNAAT National

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Training together and track progress of planning team activities. The final training agenda, content, format, presenters, and presentation materials will be approved by FNS prior to the CNAAT National Training event.

Coordination of Speakers In addition to developing and providing training for up to 5 breakout sessions, the Contractor also shall coordinate the speakers/panelists and moderators for all sessions within the 3-day training and shall serve as the CNAAT point of contact for participants and speakers. The FNS planning team will suggest speakers and assist the Contractor in initial contacts to secure commitments where appropriate. The Contractor shall secure at least two relevant keynote speakers for the CNAAT National Training; one keynote speaker each, at a minimum, for the opening and closing sessions. The Contractor shall provide FNS, in advance of a final agreement with a proposed keynote speaker, the speaker’s curriculum vitae and a description of the speaker’s relevance to the subject matter. Any labor or travel costs associated with the keynote speaker(s) will be documented and approved by FNS in advance. Examples of relevant keynote speakers include experts in the areas of: information technology contracts management;

information technology system development; data analysis; quality assurance; or project management. Speakers having knowledge of the CNP and other federal nutrition program areas would be preferred.

Recording of Presentations The Contractor shall record presentations, via audio and/or video recordings, delivered within the CNAAT National Training. FNS recognizes that some training sessions may be conducted in formats that do not lend themselves to recording, while others will. FNS will work with the Contractor to identify which presentations to record at least 45 days in advance of the training event. The Contractor shall secure the use of these recordings by FNS for a later date by obtaining a signed release document/waiver from each presenter of the CNAAT National Training. The Contractor shall furnish these waivers electronically to FNS 10 days prior to the first day of the CNAAT National Training in a PDF format. The recordings may be used at additional training and/or via a webcast on the USDA’s FNS website.

Following the CNAAT training event, the Contractor shall submit to the COR, or designated FNS staff member, a flash drive or USDA approved cloud accessible platforms with all the presentation recordings and transcripts in format that is Section 508 compliant 30 days following the CNAAT National Training.

Creation, Production and Dissemination of Training and Evaluation Materials The Contractor shall create any necessary training materials for training sessions facilitated by the Contractor, including keynote speakers, if applicable. The Contractor’s draft training and all CNAAT speaker materials shall be submitted to the COR by the Contractor 21 days prior to the first day of the CNAAT National Training. FNS will review and provide comments to the Contractor within 10 calendar days of receipt of these materials. The Contractor shall manage all revisions and assist all CNAAT speakers on the training materials to reflect FNS comments.

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The Contractor shall:

• Assist FNS in ensuring use of a variety of innovative training strategies (beyond PowerPoint presentations) to engage adult learners.

• Coordinate all of the training materials for the training sessions presented by a State or technology industry partners within the CNAAT National Training event and ensure the materials are free of any product branding, promotion, advertising, selling or distribution.

• Create, produce, disseminate, and compile evaluations for each training session within the training and one evaluation that would capture the participants experience for the CNAAT National Training in its entirety. Web-based evaluations, via mobile app, are preferrable. FNS will approve the evaluation prior to dissemination.

• Produce all training materials and evaluations for the CNAAT National Training in a method(s) that is appropriate for optimal attendee participation during the national technology training and for transporting following the meeting. For example, flash drive, printed handouts, conference app, and/or website download.

• Provide to the COR the final training materials, electronic files of presentation recordings (including transcripts for 508 compliance), and the raw evaluation data and evaluation analysis summary in a format that is compatible with FNS’ Microsoft software.

Timeline FNS suggests the following timeline for deliverables under this CLIN 2. The Contractor may propose other time frames that align with their proposed project approach, as appropriate.

The Contractor shall:

5.2.1.) Immediately following the delivery of the project management plan (see CLIN 5.1.2.

above) begin the process to procure the training site and participant accommodations (via a request for proposals and bid process. See Management of Training Registration and Logistics under Section 5.2, CLIN 2: Event Management).

5.2.2.) Within 45 calendar days of issuance of the Task Order provide to the COR the results of the venue and hotel bid process with summaries of the most responsive bids received (i.e., those meeting the requirements of the request for proposals) in each of the five preferred locations. The summary should show comparisons of the bids (i.e., costs, locations, benefits, negatives). The Contractor should submit with the summary its recommendation for the venue and hotel selection and documentation to support their recommendation. The recommendation should be the most financially optimal selection for the Federal Government.

5.2.3) Within 7 calendar days of submitted the suggested location and accommodations for the CNAAT National Training, coordinate a meeting with the COR and applicable FNS staff to discuss top ranking location and accommodations.

5.2.4.) At least 30 days after FNS approval of the location and accommodations, the

Contractor’s Event Manager shall conduct an onsite walk-through of highest-ranking

CNAAT National Training PWS Page 14 of 22 suggestion to finalize negotiations and secure training venue and lodging. Provide brief walk-through summary.

5.2.5.) With FNS approval of CNAAT venue and accommodation, immediately following the

Contractor signing the agreement(s) with the training venue and hotel accommodation submit copies of signed agreements to the COR. This includes audio visual contracts.

5.2.6.) At a cadence agreed upon between the Contractor and the COR, conduct calls with

CNAAT planning team and provide progress of planning team activities/suggestions (e.g., action item list with progress) to the COR.

5.2.7.) At least 10 calendar days prior to final agreement with proposed keynote speakers, provide the COR with keynote speakers’ curriculum vitae, description of the speakers’ relevance, and any necessary travel expenses for approval/rejection.

5.2.8.) 10 calendar days prior to the first day of CNAAT provide speaker waivers in PDF format to the COR.

5.2.9.) Within 45 calendar days of the project management plan (see CLIN 5.1.2. above) provide draft agenda to the COR.

5.2.10.) Within 60 calendar days of the first day of CNAAT provide final agenda/schedule to the COR.

5.2.11.) Within 21 calendar days to the first day of CNAAT, submit draft presentation materials and evaluations developed by the Contractor to the COR.

5.2.12.) Within 7 calendar days to the first day of CNAAT submit final presentations with FNS revisions, if applicable, to the COR.

5.2.13.) During CNAAT handle on-site training logistics and customer service for participants, conduct assigned training sessions, and conduct audio and video recording of selected presentation sessions as identified by FNS.

5.2.14.) Within 30 days following the last day of CNAAT, submit the final training materials, electronic files of presentation recordings (including transcripts), and the raw evaluation data and evaluation analysis summary to the COR.

5.2.15.) During the performance period, repeat tasks 5.2.1, 5.2.2 and 5.2.3 to secure training venue and lodging for the subsequent CNAAT National Training in time to announce the date and location at the current CNAAT National Training (e.g., complete mentioned tasks for 2026 CNAAT in time to announce date and location at 2024 CNAAT National Training event).

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FNS will:

5.2.16.) Within 15 calendar days of receiving the suggested location and accommodations from the Contractor, approve/reject training site and participant accommodations.

5.2.17.) Within 5 calendar days of submitting the walk-through summary approve/reject training site and participant accommodations.

5.2.18.) If applicable, within 14 calendar days of receiving proposed keynote speakers curriculum vitae, description of the speakers’ relevance and any necessary travel expenses, approve/reject keynote speaker(s).

5.2.19.) Within 14 calendar days of receiving the draft agenda, review and provide comments for draft agenda.

5.2.20.) Within 14 calendar days of receiving the final agenda/schedule, approve/reject final agenda/schedule.

5.2.21.) Within 10 calendar days of receipt of draft presentations from all conference speakers, review and provide comments to the draft presentations.

6.0. STAFFING

Day-to-day management, direction and oversight of this Task Order will be handled by the COR.

The Contractor shall provide technical consulting experts and manage the performance of the work described in this solicitation, as assigned by the COR. The COR is responsible for FNS project leadership, coordination with other operational branches and divisions within FNS, review and acceptance of deliverables, and day-to-day direction and prioritization of work through coordination with the Contractor’s PM.

The Contractor shall work with the COR to meet all responsibilities prescribed in this solicitation within the allotted schedule. The Contractor shall notify the COR well in advance of anticipated schedule delay and identify both the reasons for the delay and remediation efforts to prevent future occurrences.

The following table reflects the preferred staffing qualifications for key personnel for any task order resulting from this solicitation. Bidders may suggest alternative approaches to staffing and should create their own labor and cost estimates accordingly. If individuals are proposed with other than the preferred qualifications, bidders shall demonstrate how the proposed staff’s qualifications are more advantageous to FNS in accomplishing the work under this Task Order.

Quotations should include resumes for the individuals proposed for each position. Bidders also shall include signed and dated letters of commitment and project availability from each individual proposed for a key position if the proposed staff are not employees of the bidder’s company. Key positions include all positions listed in the following table, but Bidders may propose additional staff to complete the work described in this solicitation. Any staffing changes

CNAAT National Training PWS Page 16 of 22 following Task Order award will be reported to and approved by the COR prior to adding or removing personnel from the project. Please note that the Contractor may propose the same staff person for the Project Manager and Technical Consultant/Trainer roles.

Position Responsibilities Preferred Qualifications Project Manager

Directing, coordinating and exercising supervisory authority for planning, organizing, controlling, integrating and completing assignments;

Preparing status reports;

Serving as liaison with FNS, State and local agencies;

Determining work schedules, setting priorities and implementing procedures for performing assignments; and

Directing and monitoring work results for meeting customer requirements, specifications and quality assurance standards.

Providing consultation and recommendations on training content, speakers, panel participants, and training format for technology-related subject matter.

Bachelors Degree in computer science (or similar) with at least 5 years’ experience managing information systems projects for state or federal government agencies;

Project Management Institute’s Project Management Professional (PMP) or similar certification; and

Knowledge of CNP requirements, policies and procedures.

Technical Consultant/ Trainer

Developing and delivering technology-related technical training content for selected training topics related to the information system lifecycle processes and management.

Reviewing training content and presentations for appropriateness and accuracy.

Providing consultation and recommendations on training content, speakers, panel participants, and training format for technology-related subject matter.

Bachelors Degree in computer science (or similar) with at least 5 years experience managing information systems projects for state or federal government agencies;

Extensive knowledge of all phases of IT project management and the system development lifecycle;

Project Management Institute’s Project Management Professional (PMP) or similar certification; and

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Position Responsibilities Preferred Qualifications Demonstrated experience in successful development and delivery of technical training.

Event Manager

Provides meeting planning services including registration, speaker coordination, content development, materials preparation, participant notifications and assistance, logistics planning for lodging and travel, webinar /teleconference facilitation and planning, video/audio production, claim reimbursement processing, meeting financial accounting, and other meeting management duties.

Bachelor’s degree and the Society of Government Meeting Professionals’ Certified Government Meeting Professional (CGMP) or similar certification.

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7.0 DELIVERABLES

Item/

Task #

Activity/Deliverable

Description

Section

Format/Qualities

Due Date

CLIN 5.1: Project Management and Reporting

5.1.1 Participation in Kick-off

Meeting

5.0 Contractor’s PM and lead event manager shall attend the

kick-off hybrid in-person and virtual meeting at a location

TBD.

Within 7 calendar days of issuance of Task Order

5.1.2 Project Management Plan 5.0 Provide to the COR a project management plan to describing the technical approach, organizational resources, and management controls to be employed to meet the cost, performance and schedule requirements throughout execution of all assignments. The plan should show any interdependencies between related assignments and their completion.

Within 7 calendar days of the project startup meeting

5.1.3 Monthly written project status

and expenditure report and update of project management plan

5.0 Report on CLIN 1 and 2 separately with itemized

expenditures (labor hours by individual and itemized direct costs) for each task. Include accomplishments, issues and risks with proposed solutions, next steps and other noteworthy information. Along with monthly project status and expenditure report, updated project management plan, as applicable. Report should be no longer than 5 pages (including charts & tables) and submitted in electronic Microsoft compatible format by email to COR.

By 15th of month following report month throughout the period of performance

5.1.4 Monthly oral briefings of

monthly project and expenditure report with COR with advance agenda

5.0 Schedule by teleconference; provide agenda; negotiate

monthly schedule with COR; limit to no more than one hour.

Within 5 days of month status report being submitted throughout the period of performance

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5.1.5 Final project management status

report detailing all accomplishments and financial data of this project.

5.0 Follow format of monthly report in CLIN 5.1.3, but to

include all accomplishments and final financial data. No more than 10 pages. Submit in electronic Microsoft compatible format by email to COR.

Within 60 days following the end of the training event during the period of performance

5.1.6 Project management 5.0 Contractor shall manage day to day activities, timelines, deliverables, and provide Contract staff supervision.

Daily during the period of performance

CLIN 2: National Technology Training

5.2.1 Begin procurement process for

training site and participant accommodations for CNAAT training.

5.0 By following the FAR, begin procuring for CNAAT

training site and participant accommodations.

Immediately following the delivery of the project management plan

5.2.2. Provide proposed location and

accommodations with cost summary

5.0 Provide suggest location and accommodations for

CNAAT, including cost summary and documentation to support selection. Submit in electronic Microsoft compatible format by email to COR.

Within 45 calendar days of issuance of the Task Order

5.2.3. Meet to discuss top ranking

locations and accommodations

5.0 Contractor shall meet with the COR and application FNS

staff to discuss top ranking locations and accommodations based on Contractor’s suggestions in 5.2.2. Meeting is limited to no more than one hour.

Within 7 calendar days of submitting suggestions to the

COR

5.2.4 Conduct an onsite walk-through

and walk-through summary

5.0 With FNS approval, Contractor shall conduct an on-site

walk through of the highest-ranking suggestion to finalize negotiations and secure training location and accommodations. Contractor shall provide a walk-through summary in a Microsoft compatible format by email to

COR.

Within 30 calendar days of approval by

COR.

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5.2.5 Provide signed agreements to

FNS

5.0 With FNS approval of CNAAT venue and

accommodations, the Contractor shall electronically submit to the COR, in Microsoft compatible format, a copy of signed agreements, including audio visual rentals.

With FNS approval, immediately following signing of agreements

5.2.6. Conduct calls with CNAAT

planning team

5.0 The Contractor shall conduct regular meetings with the

CNAAT National Training team. Team members may include: FNS staff, State agency staff, local agency staff, technology industry partners, CNSSW members, and others as appointed by FNS. The cadence at which these meetings take place may vary during the period of performance. The cadence of these meetings will be determined between the COR and the Contractor. The Contractor shall provide an agenda (including progress of action items).

Cadence agreed upon between COR and Contractor during the period of performance

5.2.7 Keynote speaker

approval/rejection

5.0 If applicable, provide keynote speakers’ curriculum vitae, description of the speakers’ relevance, any necessary travel expenses for approval/rejection. Submit in electronic Microsoft compatible format by email to COR.

10 calendar days prior to final agreement with proposed keynote speakers

5.2.8 Provide speaker waivers in PDF

format

5.0 Contractor shall provide speaker waivers in PDF format.

Speaker waivers for FNS staff is no required, unless otherwise directed.

10 calendar days prior to the first day of the training

5.2.9 Provide draft agenda 5.0 Contractor shall submit a draft agenda in electronic Microsoft compatible format by email to COR.

Within 45 calendar days of the project management plan

5.2.10 Provide final agenda/schedule 5.0 Contractor shall submit a final agenda/schedule in electronic Microsoft compatible format by email to COR.

Within 60 calendar days of the first day of the CNAAT National Training

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5.2.11 Provide draft presentation

materials and…