Attachment_1_Performance_Work_Statement_LMS_Solution.pdf

Bureau of Indian Education K-12

Learning Management System (LMS) Solution Performance Work Statement

6 Aug 2021

U.S. Department of the Interior Assistant Secretary – Indian Affairs / Bureau of Indian Education

Learning Management System

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Table of Contents 1 Introduction

2 Proposal Objectives

2.1 Objective 1 – Learning Management System

2.2 Objective 2 – Implementation

2.3 Objective 3 – Implementation Services

2.4 Objective 4 – Service Level Agreement

3 Project Management

4 Project Work Structure

5 General Solution Requirements

6 Software Requirements

7 Information Technology

7.1 Cloud

7.2 Containerization

7.3 Connectivity and Access

7.4 Browser

8 Licensing

8.1 Software Licenses

8.2 Cloud Licenses

8.3 On Premise Information

8.4 Other Licenses

9 Government Furnished Equipment (GFE)

10 Custom Development

11 Database and Data Management

12 Tasks

12.1 Task I – LMS Training

12.2 Task II - Service Level Agreement SLA/SLM

12.3 Task III - Plans

12.3.1 LMS Implementation Plan

12.3.2 LMS Client Implementation Plan

12.3.3 Migration Plan

12.3.4 User Acceptance Testing Plan

12.3.5 Continuity of Operations Plan

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12.3.6 Disaster Recovery Plan

12.4 Change Management Plan

13 Task III – Deliverables

14 Performance Requirements Summary

15 Lifecycle Management

16 Test/Development/Production

17 Children's Internet Protection Act (CIPA)

18 DOI Information Management and Technology Compliance Acquisition Guidelines

19 Transition In/Out (FAR Clause FAR 52.237)

19.1 Transition-In Plan

19.2 Transition-Out Plan

20 Acronyms

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1 Introduction The Bureau of Indian Education (BIE) is implementing a Strategic Transformation of Education Plan (STEP) to support its strategic goal of fully integrating technology into education to ensure all Native American Indian students in K-12 and Higher Learning educational institutions. BIE created a phased-approach for implementation of the goals and objectives of the STEP for the 53 BIE operated schools with a potential expansion offering to the 131 Tribally-controlled schools the BIE supports.

The implementation of the selected LMS will include the appropriate content development and delivery;

alignment to the BIE’s College and Career Ready Standards (CCRS); and facilitate social interaction within the grades K-12 classroom. The LMS will support virtual learning environments and professional development opportunities for faculty, administrators and educators. In addition, the implementation should incorporate or provide corresponding alternatives for the BIE’s current grades K-12 courses and resource-related sites, which are currently hosted and/accessed on multiple LMS platforms.

Performance for the LMS may be performed virtually in coordination and approval from the COR and PM.

Onsite could be required and as such the Contractor shall comply with Departmental travel policy. The BIE seeks a 10-year contract which shall have the following for the BIE 53 managed schools:

• 3-years for the implementation of the LMS;

• 5-years steady state; and

• 2-option years.

The Contractor shall propose a mix-type contract consisting of Time and Materials pricing for the 3-year implementation. The Contractor shall propose Firm Fixed pricing for the 5-year steady state which shall be in alignment with the Service level Agreement. The Contractor shall propose a Firm Fixed price for the 2-option years which shall include a Transition-In/Out proposal.

The Contractor shall provide all required documentation for staff to obtain appropriate background clearances prior to obtaining any Government sensitive and proprietary data. All contractor staff, excluding those in support of Information Technology, shall require a security level of Moderate.

All Contractors managing the Information Technology components of the solution shall require a clearance level of High.

2 Proposal Objectives The BIE is seeking an innovative forward-thinking proposal for a 21st Century interactive and mobile learning management solution. The BIE mission is based on achieving their vision through five guiding organizational principles underpinning how the work of the BIE is successfully accomplished. They are - Excellence, Focus, Integrity, Respect and Service. The LMS solution is part of the overall STEP program. The BIE is seeking a solution, which provides the best possible secure educational experience in the classroom, and any other possible remote location, to support its overall mission.

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The following references are made available to the Contractor in support of the broader strategy. The following list does not represent all referenced materials available to the public and are in no order.

• Department of Education: Evaluation of Evidence-Based Practices in Online Learning

• Science of Learning: Evidence-based principles for learning and teaching STEM

• USAID: 10 Principles for Developing ICT In Education Programs

BIE identified the following objectives results:

2.1 Objective 1 – Learning Management System

Implement an LMS which supports distance learning.

2.2 Objective 2 – Implementation

Implement the LMS to ensure the availability of the solution in support of the first three schools by the end of May 2022.

2.3 Objective 3 – Implementation Services

Support the software configuration of CCRS.

2.4 Objective 4 – Service Level Agreement

Support the implementation of a continuous and sustainable lifecycle software management approach in support of the LMS.

3 Project Management The BIE’s approach to the STEP is captured in the Parthenon detailed below and is based on a functional area perspective. There are six functional areas defined for this project and each includes a Functional Lead as a point of contact responsible for the identification of requirements, oversight, and coordination with the Project Team regarding their respective deliverables.

The Contractor shall work with the LMS Project Manager (LMS-PM) and the LMS Contractor Representative (LMS-COR) to work with the appropriate office in the successful implementation of the LMS and all aspects of the project.

https://www2.ed.gov/rschstat/eval/tech/evidence-based-practices/finalreport.pdf https://npjscilearncommunity.nature.com/posts/21283-evidence-based-principles-for-learning-and-teaching-stem-part-two https://www.edu-links.org/learning/10-principles-developing-ict-education-programs

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4 Project Work Structure The LMS project structure defines the coordination layers within the project from both a vertical and horizontal approach. The (LMS-PM) is accountable for all actions derived from the project and is the first line of approvals for work products and actions. The LMS Contract Project Manager (LMS-CPM) shall be responsible for coordinating all work assignments, deliverables and change management with the LMS-COR, LMS-PM, and LMS IT Functional Lead (LMS-ITFL) as well as the other Functional Leads as directed.

The Contractor shall propose an implementation Project Plan that includes a detailed timeline for deliverables to complete the requirements of the PWS. The Contractor shall ensure the (LMS-CPM) is PMP-certified or equivalent.

5 General Solution Requirements The BIE is seeking an integrated cloud or hybrid-cloud Learning Management System (LMS) system to support remote user access and distance learning. NOTE: License counts are located in Section 9.

Many of these schools are located in austere locations and may not have high speed or bandwidth symmetric internet access, therefore solutions proposed should identify bandwidth and latency requirement assumptions and the recommended approach for accommodating parents, guardians, teachers, and students in underserved areas.

1. The Contractor solution shall support data transfers, Representational State Transfer (REST), and Application Programming Interface (API) in support of the LMS application and environment.

2. The Contractor solution shall provide secure (REST)1 capabilities.

3. The Contractor shall ensure the inclusion of U.S. Web Design System (USWDS)2 and reflect the important guidance codified in the 21st Century Integrated Digital Experience Act.

1 ttps://en.wikipedia.org/wiki/Representational_state_transfer 2 U.S. Web Design System https://digital.gov/resources/21st-century-integrated-digital-experience-act/ https://en.wikipedia.org/wiki/Representational_state_transfer https://designsystem.digital.gov/

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a. These should include interactive design (IxD) and human/user-centered design (M/UCD) principles for its user interface (UX) to help streamline the adoption and extended use of the system by all BIE constituencies.

4. The Contractor shall ensure all development follows standards and protocols around Agile, Waterfall, and CMMI Level 3.

5. The Contactor shall work with the LMS-ITFL (or designee) to obtain approval all new software releases.

6. The Contractor shall work to leverage best practices and standards such as Systems and Software Quality Requirements and Evaluation (SQuaRE)3 to its methodology in the performance the contract.

7. All products (unless otherwise noted for reason) shall be certified with the IMS Global Consortium4. Note: This supports interoperability with NASIS and ClassLink5 (OneSync and Roster Server), by meeting the following One Roster Specifications6. These are further located in the API and Startups Guide specifications.

8. The Contractor shall work with the LMS-ITFL to ensure integration to the following Departmental internal only secured platforms; noting that others forms of connectivity could be identified throughout the project.

a. The Departmental Microsoft Power BI and Tableau visualization environments

b. The Departmental Remedy/Helix support solution

c. The Departmental StoreFront

d. The Departmental Cloud Services Solutions

e. The Departmental electronic Records and Document Management System (eERMDS) in support of electronic records management

3 ISO/IEC 25041:2012

4 http://www.imsglobal.org/ 5 https://www.classlink.com/ 6 One Roster Interoperability Architecture https://teams.microsoft.com/l/file/DB2386B2-CE3E-49A0-8BD9-96CD011EAF57?tenantId=0693b5ba-4b18-4d7b-9341-f32f400a5494&fileType=pdf&objectUrl=https%3A%2F%2Fdoimspp.sharepoint.com%2Fsites%2FLMSProrgamTeam-InformationTechnology%2FShared%20Documents%2FInformation%20Technology%2FOneRoster-API.pdf&baseUrl=https%3A%2F%2Fdoimspp.sharepoint.com%2Fsites%2FLMSProrgamTeam-InformationTechnology&serviceName=teams&threadId=19:015f52ddc2784a65b2139df2439a075c@thread.skype&groupId=3bab9593-4cc5-49a4-a4f1-a378ee1fe771 https://teams.microsoft.com/l/file/C82779A6-8C11-4CA4-B423-C81854AB371C?tenantId=0693b5ba-4b18-4d7b-9341-f32f400a5494&fileType=pdf&objectUrl=https%3A%2F%2Fdoimspp.sharepoint.com%2Fsites%2FLMSProrgamTeam-InformationTechnology%2FShared%20Documents%2FInformation%20Technology%2FCampus-Learning---Startup-Guide.pdf&baseUrl=https%3A%2F%2Fdoimspp.sharepoint.com%2Fsites%2FLMSProrgamTeam-InformationTechnology&serviceName=teams&threadId=19:015f52ddc2784a65b2139df2439a075c@thread.skype&groupId=3bab9593-4cc5-49a4-a4f1-a378ee1fe771 https://www.iso.org/standard/35766.html http://www.imsglobal.org/ https://www.classlink.com/ https://www.imsglobal.org/oneroster-v11-final-best-practice-and-implementation-guide#Architecture

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f. The “Gateway” in the Office of Trust Records within Bureau of Trust Funds Administration in support of electronic records management

9. The Contractor shall ensure that each school environment in the cloud is capable of show back cost modeling7.

a. Contractor shall ensure billing is aligned with the BIE Folio8 Capital Planning and Investment Control (eCPIC).

b. The Contractor shall provide all annual costs by school.

10. The Contract shall explain the use of Data Sync if proposing integration with Microsoft Teams.

11. The Contractor shall ensure the LMS supports the Shareable Content Object Reference Model

(SCORM).

6 Software Requirements The BIE is seeking a Commercial off the Shelf (COTS) solution. The Contractor should provide a detailed description of their solution based on not only the fact that it has the underlying feature, but also how that feature works from a user and administrative perspective. The Contractor shall provide an LMS with the following requirements:

NOTE: Some functional needs were derived from various sources and products and as such the Contractor may provide their representative matched product to the items noted. In doing so the Contractor shall denote the specific item discussed.

1. The LMS shall have an intuitive web-based interface for the creation, delivery and tracking of curricular content and instructional/assessment activities between students, faculty, and parents.

2. The LMS shall be intuitive with clear direction for navigation and common tasks performed by teachers, K-12 students, and parents.

3. The LMS shall have student pedagogical activities.

4. The LMS shall have formative and summative assessment capabilities.

5. The LMS shall provide the ability for automated rostering.

6. The LMS shall have the ability to collaborate across grades in all aspects of educational instruction. This shall include but not be limited to: Chat, video conferencing, online collaboration, document and content sharing, screen sharing, wiki, blog, collaboration recording, and online and offline collaboration.

7 BillBack and ShowBack 8 eCPIC (Folio) Definition

LMSLMS

School

School

School

School

School School School

School

School

School

School

School

School https://docs.microsoft.com/en-us/microsoftteams/prepare-network https://en.wikipedia.org/wiki/IT_chargeback_and_showback https://digital.gov/services/electronic-capital-planning-and-investment-control-ecpic/

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7. The LMS shall provide for facility and staff management.

8. The LMS shall provide for family (parent or guardian) access.

9. The LMS shall provide for attached rubrics in support of grading.

10. The LMS shall provide the ability to produce complete exportable transcripts in Portable

Document Format (PDF), other defined means.

11. The LMS shall provide the ability to link to and distribute educational videos with students, faculty, and parents.

12. The LMS shall provide independent and private capabilities.

13. The LMS shall provide for special education accommodations.

14. The LMS shall provide the ability to easily create, distribute, and coordinate educational assignments. Coordination shall include parents and guardians.

15. The LMS shall provide for parent and student portal capabilities.

16. The LMS shall provide the ability to set up interactive break out rooms and provide the ability to move fluidly between break out rooms and classrooms.

17. The LMS shall provide the ability to create and manage meeting transcripts and share those transcripts with other users respective of messaging, notifications, and calendars.

18. The LMS shall provide the ability to customize user interfaces or portions of the interface in support of student grade levels and/or end-user computer readiness/ability level. The LMS shall provide the ability to unload and download assignments (i.e. Check-In/Check-Out).

19. The Contractor shall describe all offline learning capabilities and those which include information synchronization.

20. The LMS shall provide for features and functions which allow users to perform specific tasks or consume relevant information at the appropriate levels within the system.

a. The Contractor shall briefly describe this capability.

21. The LMS shall provide the ability to work across technological platforms such as Android, IOS, Windows, Mac, Fire OS, and Unix.

a. The Contractor shall briefly describe this capability.

22. The LMS shall provide the ability for customized help and snippet videos.

23. The LMS shall provide the ability for online/remote education via web-conferencing and one-on-one session management with individual students as needed.

24. The LMS shall provide the ability to track and provide report cards, electronically and paper-based.

25. The LMS shall provide the ability for educators to interactively collaborate on curriculums, assignments, schedules, tests, plans, as other administrative and operational aspects of the software.

a. The Contractor shall briefly describe this capability.

26. The LMS shall provide the ability to update, modify, replace, and manage all integrated help within the LMS.

a. Integration with the Remedy/Helix platform for student support.

b. The LMS shall provide system-level functions and features not limited to the following.

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Note: Departmental dashboarding such as Tableau and Power BI will be made available.

• System notifications and alerts such as announcements and calendar notifications via email, cellular text, chat and other means such as social media;

• Online, offline and interactive registration and enrollment capabilities;

• Online, offline and interactive course catalog; and

• Reporting and tracking such as the number of users, number of courses and sections, user login/logout, account management, etc.

27. The LMS shall contain the following user-level functions and features:

a. User profile management;

b. User notifications and alerts (internal and external) such as announcements, updates, messages, due date notifications, calendar notifications, parent contact information.

Notifications and alerts shall be provided within the LMS and have the capability to ‘opt in’ for delivery via email and text messaging;

c. Internal social collaboration tools, such as live chat, blog, wiki, discussions and web conferencing;

d. Reporting and tracking such as user level date/time last login/logout of the LMS, course access, date/time content access, assignment / quiz / test access / submissions / attempts / duration;

e. Interfaces with NASIS for attendance, and other needed updates to IEP and 504 plans;

and

f. Ability to support Special Education (SPED) student with options, including but not limited to, reading and writing accessibility tools (including read aloud, word prediction, speech recognition/voice typing, and translation supports). “dead keys” on keyboards, closed captioning, and video/audio playback.

28. The LMS shall contain the following administrator-level functions and features for a minimum of three high-levels of administrative and a minimum of three mid-level “super users”:

a. Administrator-level controls for system and lower level features, allowing configuration of security, form fields, and dropdown options;

b. Import and export course content packages at the administrative level;

c. Manual batch and automated processing of users, courses, content, and enrollments between BIE’s student information system NASIS;

d. Customizable data import and export mappings with NASIS; and

e. Interface customization and branding, e.g., customize URL, branding on the front page, logo, colors, fonts, images, login and subsequent web pages.

29. The LMS shall support the incorporation of Native curriculum management repositories and online content creation functionalities to search for and align instructor-generated learning content and standards;

30. The LMS shall support plagiarism prevention by allowing a third-party anti-plagiarism plug-in tool that can operate in the LMS secure environment.

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7 Information Technology The BIE seeks creative technological solutions in support of the LMS and encourages the Contractor to provide a solution which addresses the short and long-term mission needs of a standardized grades K-12 LMS in a distance learning environment.

7.1 Cloud

In accordance FedRAMP requirements the proposal must include a detailed timeline for the CSP’s accredited Third Party Assessment Organization (3PAO) to complete an assessment of its service offering.

Note: The contractor may propose any FedRAMP authorized products they feel would support their proposed solution.

7.2 Containerization

The Contractor shall provide the their “best approach” solution for the shipment and deployment of their LMS solution9.

7.3 Connectivity and Access

There are two types of users who shall need connectivity to the LMS. There are Federal and Private (Non-Federal) users. Federal users refer to federally badged employees and contractors. Private or Non-Federal refers to students, guardians and non-federal school personnel requiring access to the LMS. The Contractor must propose a two-factor authentication method.

7.4 Browser

The Government seeks a complete browser-based service delivery solution. However, the Contractor may consider/propose an alternative such as secure Virtual Desk Infrastructure (VDI) or hybrid solution10. The Contractor must include assumptions/requirements for bandwidth and latency minimums for an acceptable user experience.

9 Platform agnostic is a concept that refers to the design attributes and philosophies of software products. A platform agnostic product runs equally well across more than one platform.

10 The Department of Interior is also leveraging Trusted Platform Module in support of Advanced Threat protection

(ATP).

https://marketplace.fedramp.gov/#!/agency/department-of-the-interior?sort=name https://en.wikipedia.org/wiki/Trusted_Platform_Module

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8 Licensing The BIE seeks to evaluate multiple license cost models and encourages the contractor to be creative in all its offered licenses.

8.1 Software Licenses

The BIE, upon migration completion, expects the following initial approximate software licenses for all schools. These are subject to change depending on yearly enrollment data. The Contractor shall define True-Up and True-Down availability if applicable.

Bureau Managed Schools: 53 Bureau Managed Schools Student Enrollment: 15,000 Bureau Managed Schools Federal Faculty/Staff 3,300

Upon completion and migration of all Bureau Managed Schools, the BIE will offer migration to Tribally Controlled Schools as well as Tribal Colleges, Universities, and post-Secondary.

Tribally Controlled Schools: 131 Tribally Controlled Schools Student Enrollment: 30,000

8.2 Cloud Licenses

The Contractor shall provide cloud costs which the BIE will incur. As applicable, these costs shall be provided by:

• Infrastructure as a service (IaaS)

• Platform as a Service (PaaS)

• Software as a Service (IaaS)

• Storage as a Service (STaaS)

• Security as a service (SECaaS)

• Test environment as a service (TEaaS)

• or other.

8.3 On Premise Information

The Contractor shall provide a list of any required school infrastructure needed to support the proposed solution. This should include as a best faith effort, bandwidth/latency, and other related technology costs. This should further denote any needed client (endpoint) user device requirements and relative bandwidth minimums.

8.4 Other Licenses

The Contractor shall provide a separate list of all other licenses with sufficient information so that the BIE can make an informed decision as to the need and cost.

9 Government Furnished Equipment (GFE) The Contractor shall utilize only the GFE for all information technology work products during the life of the contract. Proposal should include the anticipated number of contractor/subcontractor staff that will need GFE devices.

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The Contractor shall acknowledge in writing with their submission that all contractor personnel with tasks and deliverables related to information technology supportive of the LMS shall adhere to the following:

1. Contractors as authorized users of Departmental information resources shall not share any work products of any kind to unauthorized Contractor or federal staff without LMS-ITFL (or designee) direction or approval.

2. Contractors as authorized users of Departmental information resources shall not store any work products of any kind on unauthorized technology without LMS-ITFL (or designee) direction or approval.

3. Contractors as authorized users of Departmental information systems shall follow all safeguarding regulations related to all LMS IT information.

4. Contractors and subcontractors with access the systems must:

a. Be US citizens;

b. Complete background check and credentialing required by DOI;

c. Acknowledge acceptable use and rules of behavior guidance required by DOI; and

d. Complete required information security awareness training required by DOI.

10 Custom Development The Contractor shall work with the COR and LMS-ITFL or designee to obtain signed requirements of any system modifications enhancement. In the event of any approved custom development, the Contractor shall ensure the use of Agile and CMMI Level 3 standards. The Contractor shall work with the BIE assigned software development liaison and shall be provided intake requirements should this need arise.

11 Database and Data Management

1. The LMS data shall be made accessible to the departments instance of Tableau and/or Power BI.

The Contractor shall define other tools and services to support data management and visualization.

2. The Contractor shall work with the LMS-ITFL in the definition and design of the LMS data model.

a. The LMS shall ensure compliance and alignment with the broader “Single Source of Truth11” data architecture within AS-IA and its bureaus.

b. The LMS shall provide access to all data collected under the project via Web-Services, Data Web-Service, WSDL, API, or like technology.

3. The Contractor shall identify and describe the methodology in their proposal response in sufficient detail to fully explain the components of the database management and visualization solution.

4. The LMS shall provide an integrated method to automatically transfer user and student data and identified portions of the LMS among districts, schools, and courses.

a. The Contractor shall briefly describe this capability.

11 The Single Source of Truth https://en.wikipedia.org/wiki/Single_source_of_truth

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5. The LMS shall provide for metadata support; documentation covering available data attributes and the usage of available fields in the system

12 Tasks

12.1 Task I – LMS Training

The Contractor shall provide User and Administrative training of the LMS. The Contractor shall work with the LMS-ETFL to develop training tracks to address the proposed LMS functionality based on the functional requirements.

The Contractor shall work with the LMS-ITFL to develop training tracks to address the proposed LMS system administration. Note: Due to educator’s unavailability during the months of June and July, the Contractor shall work with the LMS-ETFL to provide initial videos in support of the summer school of 2022.

1. The Contractor shall work with the LMS-ETFL in the development of LMS self-help information.

2. The Contractor shall work with the LMS-ETFL and LMS-ITFL to determine class sizes and individuals needed for training.

12.2 Task II - Service Level Agreement SLA/SLM

The Service Level Agreement (SLA) is an agreement between the Contractor and the Bureau of Indian Education. Service Level Management (SLM) for the management and measurement of an

SLA.

The Contractor response shall include recommendations for training to support sustained service delivery and user support after the first 3 schools are completed. Following the Infrastructure Library (ITIL) framework, the Contractor shall respond to the following:

1. The Contractor shall provide technical support staffing for an initial Tier 2, Tier 3 and Tier 4 services in support of the LMS. Note: The BIE will reduce this need to Tier 3 and Tier 4 in the last implementation year (Year 3).

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2. The Contractor shall utilize the Departments’ Bison Support System (BSS), a federally provided system (Remedy/Helix Software)], for all ticket management. The Contractor shall ensure all staff utilizing the BSS are minimally ITIL Foundation 3-certified and shall provide such certificates upon request.

3. The Contractor shall work with the LMS-ITFL to support the LMS technical support configuration within the Department’s BSS.

4. The Contractor shall provide a Service Level Agreement Plan to support a 99.98%12 uptime of the application and hosted environment. The LMS shall be available Monday through Saturday MT, 24x7 (zero downtime within those hours.) The .02% shall be addressed on Sundays only and shall exclude federal holidays. Actions requested outside of this protocol shall require a minimum of 48-hours pre-notice, unless of an emergency, and coordination through the LMS-

ITFL.

As awareness, the Contractor shall support a defined phased approach that considers all aspects of Service Management, Operations Management, Asset Management, and such capabilities as remote desktop management and patch management, and enablement for software updates.

NOTE: The BIE shall provide cleared contractor staff with access to the Department’s BSS.

12.3 Task III - Plans

The Contractor shall propose implementation plans for each of the following areas. The plans are to be completed in Microsoft Project and provided combined sectionally. There will only be one official copy of each plan. The COR and LMS-PM shall be the sole owner of these plans. Plans may include any functions, needs, or wants, aligned in the Project Management Parthenon diagram.

12.3.1 LMS Implementation Plan

The Contractor shall develop an implementation plan for the LMS including all infrastructure, client and other items needed to successfully meet the BIE’s targeted goal of deployment for the FY2022 school year.

The plan shall be submitted with the PWS response as a draft and explain how the contractor shall propose the implementation. through a phased approach to ensure the proposed schedule is adhered to.

The BIE will review the Plan with the Contractor within 15 business days’ post-award to revise, update and approve the implementation plan.

12.3.2 LMS Client Implementation Plan

The Contractor shall develop a client implementation plan through a phased approach to ensure a more fluid implementation schedule is adhered to.

For the Phase 1 implementation the Government intends to select three schools to initiate the implementation of the LMS. Specific details will be provided to the Contractor post-

12 Data derived from AWS and DOI Cloud FISMA moderate requirements.

https://aws.amazon.com/blogs/publicsector/achieving-five-nines-cloud-justice-public-safety/

P a g e | 16 award. However, the following criteria has been initially established: 1) The selection will consist of two schools without an established LMS and one with an established LMS. 2) The total student population will not be more than 1,500 cumulative for all three schools, excluding administrative and support staff; and 3) The proposed plan is for the schools to be within a close geographic location respective of travel should that need arise.

The Contractor shall perform onboarding tasks with the appropriate directed federal staff to ensure that all K-12 students, school-level and above-school-level educators, and parents/ sponsors can access the appropriate LMS features/functions.

The Contractor shall include as Phase 1 of the implementation plan a description of all BIE needed items or action to successfully execute the plan within the proposed schedule timeline

The Contract may be contacted to clarify any part of the overall implementation plan and as such shall provide a point of contact.

The BIE shall review the Plan with the Contractor within 15 business days’ post-award to revise, update and approve the implementation plan.

12.3.3 Migration Plan

The Contractor shall work with the LMS-ITFL to engage and evaluate the information technology needs of the schools who shall migrate their legacy learning management system to the LMS. The Contractor shall work with the BIE in a phased approach throughout the migration process.

The Contractor shall provide services to capture all information technology requirements and provide optional services to perform the migration. The Contractor shall describe the process and requirements to the LMS-PM and LMS-ITFL prior to commencement.

This Contractor shall clearly define the migration strategy or approach, minimum requirements contractually, and for those required from BIE, as well as all known constraints. The plan will be evaluated post award and the Contractor shall work with the COR, LMS-PM, LMS-ITFL, and others to complete the approved UAT within 30 days.

The Contractor shall work with the LMS-PM, LMS-ITFL, and others in the revision of the migration strategy 15 days’ post-award to include the Phase 1 approach products currently installed within various schools. The revised migration strategy shall account for testing, validation, and regression testing for all required migrated content and courses.

The Contractor, in collaboration with the LMS-COR, LMS-PM, LMS-ITFL and others shall develop a UAT plan aligned to industry best standards.

12.3.4 User Acceptance Testing Plan

The Contractor shall develop a UAT plan for the Implementation and Migration of the LMS. The plan shall detail the steps necessary to confirm the migration of all data for each student. The Contractor shall provide an evidence-based plan to ensure the all appropriate data and records are migrated from legacy school LMS applications.

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12.3.5 Continuity of Operations Plan13

The Contractor shall provide a detailed contingency plan, for continuity of operations including failover and backup14. The goal of a contingency plan shall be to establish a communication system, create recovery/response thresholds, and define the roles and responsibilities of key personnel. The Contactor shall ensure the plan contains sufficient details for the government to implement the plan without the support of the Contractor.

12.3.6 Disaster Recovery Plan15

The Contractor shall provide a detailed, step-by-step LMS Disaster Recovery Plan (LMS-DRP) for the recovery of the proposed LMS technical solution. This would not include endpoint, or technical items not provided by the Contractor.

The Contractor shall work with the LMS-ITFL to minimally test the LMS-DRP once a year and the Contractor shall support the modifications to any shortfalls identified from those tests. LMS- The contractor shall provide a list of detailed requirements and actions needed to complete the LMS-DRP test.

12.4 Change Management Plan

The Contractor shall work with the LMS-PM to incorporate their Change Management approach into the existing plan.

13 Task III – Deliverables The following deliverables shall be provided post- award as identified below. All deliverables shall be in Microsoft desktop products. Official formats, schedules and audiences for deliverables shall be delivered in coordination with the LMS-PM post-award. The Government will review and respond to all deliverables noted herein within no more than 15 business days upon receipt and work with the Contractor to address areas of clarification.

The Contractor shall not share, duplicate, record, share, or remove technical documentation or information outside of the Department network and provided GFE without COR and LMS-PM approval.

Documents and artifacts containing sensitive network or infrastructure information shall always be protected.

13 Must support CNSSI 4009-2015 NIST SP 800-34 Rev. 1 & NIST SP 800-34 Rev. 1 14 Must comply with M-19-21 entitled, “Electronic Records” https://www.cnss.gov/CNSS/issuances/Instructions.cfm https://doi.org/10.6028/NIST.SP.800-34r1 https://doi.org/10.6028/NIST.SP.800-34r1

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Note: If the Contractor is proposing an already FedRAMP certified product, please provide the Joint Authorization Board (JAB) provisional authorization.

It em s

Description Task Number

Post Award-

Final (Busines

Days)

L M

S

C on ne ct iv ity

A cc es s The Contractor shall propose an accessibility model to be used for the LMS. The model and all initial information shall be a separate document. The Contractor shall include detailed network diagrams architecture and include any product or process documentation. The Contractor shall provide a senior Cyber Security and Infrastructure point of contact to discuss the proposed solution. The Contractor shall password protect this document upon submission.

8.3 10

L M

S Im pl em en ta tio n

Pl an

The Contractor shall provide an LMS implementation plan using a phased approach as understood within the PWS. The submitted may contain a separate list of assumptions and constraints which could affect the proposed implementation plan. Upon selection the BIE shall review the plan within 15 days ARO and make final adjustments.

This plan may be used throughout the life of the contract and revised with the Government designee as appropriate.

13.3.1 15

L M

S C lie nt

Im pl em en ta tio n Pl an The Contractor shall provide an LMS Client Implementation

Plan using a phased approach as understood within the PWS.

The submitted may contain a separate list of assumptions and constraints which could affect the proposed implementation plan. Upon selection the BIE shall review the plan within 90 days ARO and make final adjustments.

The BIE shall review the Plan with the Contractor within 90 business days’ post-award to revise, update and approve the plan.

13.3.2 90

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M ig ra tio n Pl an

The Contractor shall provide a migration plan to migrate schools from legacy learning management systems and processes to the new LMS using the phased approach as understood within the PWS.

The migration plan shall be created in Microsoft Project.

There shall only be one official migration plan for each school.

The COR, LMS-PM, and LMS-ITFL shall be the sole owner of the migration plan.

The plan shall be adjusted as appropriate. Each completion of a migration shall include a lesson learned meeting to better the process for future schools. The Contract may be contacted to clarify any part of the plan and as such shall provide a point of contact.

The BIE shall review the Plan with the Contractor within 90

13.3.3 90 U se r

T es tin g

A cc ep ta nc e

The Contractor shall provide a UAT plan for the implementation of the LMS and migrations to the LMS.

The COR, LMS-PM, and LMS-ITFL shall be the sole owner of the plan.

The plan shall be adjusted as appropriate. Each completion of a migration shall include a lesson learned meeting to better the process for future schools. The Contract may be contacted to clarify any part of the plan and as such shall provide a point of contact.

The BIE shall review the Plan with the Contractor within 90

13.3.4 90 oO

P

The Contractor shall support edits to the BIE CoOP plan to include the LMS.

The BIE shall review the Plan with the Contractor within 190

13.3.5 190

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D R

The Contractor is to provide a DR plan-based on the SLA requirements and those noted in statutory and Departmental requirements. The DR plan shall be in Microsoft Word. The Contract may be contacted to clarify any part of the plan and as such shall provide a point of contact. The Contractor shall password protect this document upon submission.

The BIE shall review the Plan with the Contractor within 190

13.3.6 190 ha ng e M an ag em en t P la n The Contractor is to provide a Change Management Plan that is aligned with the LMS and captured in the BSS.

The BIE shall review the Plan with the Contractor within 120

13.3.7 120

SW

O

T

The Contractor shall submit a SWOT pre- and post-award document. SWOT analysis may incorporate BIE peripheral challenges which directly affect the project.

A SWOT analysis organizes your top strengths, weaknesses, opportunities, and threats into an organized list and is usually presented in a simple two-by-two grid. The Contractor shall provide a framework which can help develop a roadmap for moving the LMS software implementation forward with BIE’s mission and work to, maximizing opportunities and minimizing roadblocks along the way.

The BIE shall review the Plan with the Contractor within 30

Appendix Z

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14 Performance Requirements Summary Performance

Objective

Standard PERFORMANCE THRESHOLD

Method of Surveillance

Implement an LMS which supports distance learning.

The Contractor provides a COTS LMS software product suite that supports distance learning.

The Contractor provides all software modules, and functions as described in the response to the PWS for the initial three schools prior to the end of May 2022.

Random sampling, 100% inspection will be performed by the Federal Information Technology and Education and Training Functional Leads to ensure the delivered product suite meets the functional requirements as set forth in the PWS.

Implement the LMS to ensure the availability of the solution in support of the first three schools by the end of May 2022.

The Contractor shall provide a FISMA Moderate FedRAMP product to support the initial implementation of three schools by end of May of 2022.

The Contract provides all required accreditation information and needed services to obtain an Authorization to Operate by the end of May 2022.

The LMS-ITFL, the ISSO, and BIA Office of Information Assurance and the FedRAMP Third Party Assessor (3PAO) will evaluate the contractor materials, and compliance of the software products through 100% inspection.

The Contractor shall provide a

LMS COTS

solution which supports the Department of Education’s College and Career Ready Standards

(CCRS).

The Contractor provides a COTS solution LMS software product suite that provides all the curriculum tools to address CCRS. .

The Contractor will provide the LMS with the requisite tools required for a student to enroll in two- or four-year colleges and universities and technical colleges without remediation, fully prepared for college-level work and careers.

The Federal Education and Training Functional Leads will evaluate the suite using random sampling 100% inspection to ensure the LMS COTS solution meets CCRS.

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The Contractor shall provide an

LMS COTS

Solution that supports the implementation of a continuous and sustainable lifecycle software management approach.

The Contractor shall provide technical support staffing for an initial Tier 2, Tier 3 and Tier 4 services in support of the LMS as well as a baseline configuration model for network and end-point in alignment with ITIL and available to migrate to the Department’s BSS

BMC

Remedy/Helix solution. Note: The BIE will reduce this need to Tier 3 and Tier 4 in the last implementation yea r (Year 3).

The Contractor provides the flexibility and vehicle to ensure all updates/upgrades are automatically deployed per agreed to processes.

The Contractor shall further ensure that the technical support structure is configured to seamlessly integrate into the BSS BMC Remedy/Helix Solution at the conclusion of the LMS software implementations for all 53 school.

The Federal Information Technology Lead, as well as the BIE LMS Program Manager will conduct random sampling and 100% inspection of the software product suites ability to successfully and seamlessly implement all updates/upgrades to the suite and that the capabilities are continuous and sustainable.

15 Lifecycle Management The Contractor shall support remote customization tasks, as agreed to, or required by statute or regulation.

16 Test/Development/Production The Contractor shall provide Testing, Development, and Production (TDP) sites. The BIE is seeking an initial two (2) testing, (2) development and a single production site [one per school].

The Production site shall be deployed as the school prepares its migration and under the approval of the LMS-PM, LMS-COR, and LMS-ITFL.

17 Children's Internet Protection Act (CIPA) The Contractor shall ensure compliance with all Children's Internet Protection Act (CIPA16) guidelines.

The CIPA was enacted by Congress in 2000 to address concerns about children's access to obscene or harmful content over the Internet.

16 https://www.fcc.gov/consumers/guides/childrens-internet-protection-act https://www.fcc.gov/consumers/guides/childrens-internet-protection-act

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18 DOI Information Management and Technology Compliance Acquisition Guidelines All technical compliance information and guidelines may be found in Appendix Z

19 Transition In/Out (FAR Clause FAR 52.237)

19.1 Transition-In Plan

The contractor shall update the draft Transition-In Plan within ten calendar days after Contract award and provide a final Transition-In Plan 20 calendar days after Contract award. The contractor shall ensure that there will be minimum service disruption to vital Government business and no service degradation during and after transition. The contractor shall implement its Transition-In Plan No Later Than (NLT) 20 calendar days after award, and all transition activities shall be completed 30 days after Contract award.

In the Transition-In Plan, the contractor shall identify how it will coordinate with the outgoing contractor and/or Government personnel to transfer knowledge regarding the following:

a. Project management processes.

b. POCs.

c. Location of technical and project management documentation.

d. Status of ongoing technical initiatives.

e. Appropriate contractor to contractor coordination to ensure a seamless transition.

f. Transition of Key Personnel.

g. Schedules and milestones.

h. Actions required of the Government.

The contractor shall also establish and maintain effective communication with the outgoing contractor/Government personnel for the period of the transition via weekly status meetings or as often as necessary to ensure a seamless transition-in.

Deliverables associated with this task includes:

1. Draft Transition-In Plan

2. Final Transition-In Plan

19.2 Transition-Out Plan

The contractor shall provide transition-out support when requested by the Government. The Transition-Out Plan shall facilitate the accomplishment of a seamless transition from the incumbent to incoming contractor/Government personnel at the expiration of the contract.

The contractor shall provide a draft Transition-Out Plan no less than 180 days in advance of Project End Date. The Government will work with the contractor to finalize the Transition- Out Plan within 15 days after receipt of Government comments.

In the Transition-Out Plan, the contractor shall identify how it will coordinate with the incoming contractor and/or Government personnel to transfer knowledge regarding the following:

https://teams.microsoft.com/l/file/291641C8-2ADA-46D6-B2E1-3FE3443A03E9?tenantId=0693b5ba-4b18-4d7b-9341-f32f400a5494&fileType=pdf&objectUrl=https%3A%2F%2Fdoimspp.sharepoint.com%2Fsites%2FLMSProrgamTeam%2FShared%20Documents%2FGeneral%2F2.0%20Project%20Management%2FFINAL%20PWS%2FLMS%20-%20PWS%20-%20Appendix%20Z%20-%20Baseline%20Compliance%20Contract%20Guidelines.pdf&baseUrl=https%3A%2F%2Fdoimspp.sharepoint.com%2Fsites%2FLMSProrgamTeam&serviceName=teams&threadId=19:3b2e606683f3424f9101e785dcec0b2e@thread.skype&groupId=3bab9593-4cc5-49a4-a4f1-a378ee1fe771 https://teams.microsoft.com/l/file/291641C8-2ADA-46D6-B2E1-3FE3443A03E9?tenantId=0693b5ba-4b18-4d7b-9341-f32f400a5494&fileType=pdf&objectUrl=https%3A%2F%2Fdoimspp.sharepoint.com%2Fsites%2FLMSProrgamTeam%2FShared%20Documents%2FGeneral%2F2.0%20Project%20Management%2FFINAL%20PWS%2FLMS%20-%20PWS%20-%20Appendix%20Z%20-%20Baseline%20Compliance%20Contract%20Guidelines.pdf&baseUrl=https%3A%2F%2Fdoimspp.sharepoint.com%2Fsites%2FLMSProrgamTeam&serviceName=teams&threadId=19:3b2e606683f3424f9101e785dcec0b2e@thread.skype&groupId=3bab9593-4cc5-49a4-a4f1-a378ee1fe771

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a. Project management processes.

b. POCs.

c. Location of technical and project management documentation.

d. Status of ongoing technical initiatives and budget overview.

e. Appropriate contractor to contractor coordination to ensure a seamless transition.

f. Transition of Key Personnel.

g. Schedules and milestones.

h. Actions required of the Government.

The contractor shall also establish and maintain effective communication with the incoming contractor/Government personnel for the period of the transition via weekly status meetings or as often as necessary to ensure a seamless transition-out.

Deliverables associated with this task includes:

1. Draft Transition-Out Plan

2. Final Transition-Out Plan

20 Acronyms The project has the following acronyms.

ARO After Receipt of Order BSS Bureau Support System (Remedy) CIO Chief Information Officer ACIO Associate Chief Information Officer CCRS College and Career Ready Standards COR Contracting Officer Representative COTS Commercial of the Shelf Software COOP Continuity of Operations Plan DRP Disaster Recovery Plan FedRAMP Federal Risk and Authorization Management Program GFE Government Furnished Equipment IaaS Infrastructure as a service ITIRB Information Technology Investment Review Board PaaS Platform as a Service STaaS Storage as a Service SECaaS Security as a service TEaaS Test environment as a service SaaS Software as Service PaaS Platform as a Service IaaS Infrastructure as a Service DaaS Data as a Service LTD Live Test Demonstration NIST National Institute of Standards LMS Learning Management Systems PMO Project Management Office

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NASIS Native American Student Information System LMS-CoP Community of Practice LMS-IPT Integrated Project Team LMS-DRP LMS Disaster Recovery Plan LMS-TP LMS Technical Support Program LMS-TDP LMS Test, Development, and Production LMS-PM LMS Project Manager LMS-ETFL LMS Education and Training Functional Lead LMS-ITFL LMS Information Technology Functional Lead LMS-CFL LMS Communications Functional Lead LMS-FPFL LMS Fiscal Planning Functional Lead LMS-LFL LMS Logistics Functional Lead LMS-PPFL LMS Policy and Procedure Functional Lead LMS-CPM LMS Contractor Project Manager SAML Security Assertion Markup Language SPED Special Education Program TCU Tribally Controlled University