Bureau of Indian Education, Chief Academic Officer English Language Proficiency Assessment & Professional Services

Statement of Work

TABLE OF CONTENTS

1. Introduction

2. Purpose

3. Objectives & Core Requirements

4. Scope Overview & Tasks (Operational Requirements)

• Task 1 – Assessment Administration

• Task 2 – Student Registration Portal

• Task 3 – End-User Training Support

• Task 4 – Scoring & Assessment Reporting

• Task 5 – Project Management Services

• Task 6 – Helpdesk Services (Four-Tier)

• Task 7 – **Optional Services

5. Compliance, Security & Privacy (Cross-Cutting)

• Data Security & Regulatory Compliance (FERPA, COPPA, CIPA, FISMA, FEDRAMP/hosting)

• Section 508 Accessibility

• Confidentiality & Limited Use of Data

• Data Residency (CONUS)

• Security Awareness & Privacy Training

• Incident Reporting (Security Events)

• Vulnerability Management

• Security Controls & RMF

• Contingency Planning & DR Metrics

• Annual Security Assessment (3PAO)

• Malware-Free Requirements

• Intellectual Property Rights (IPR)

• System Log-on Banner & Acknowledgement

• Report & File Formats

6. Governance & Communications

• Communication Plan

• Weekly Status Meetings & Reports

• COR review cadence (Monthly COR calls, Semi-Annual performance reviews)

• Web-based Project Information Exchange

• Notifications to Test Coordinators

7. Deliverable Acceptance, AQL & Surveillance

• Government Review & Acceptance

• General Quality Measures

• Acceptable Quality Level (AQL)

8. Quality Assurance & QASP (Government-Led)

• Government Quality Assurance Surveillance Plan (QASP) statement

• Contractor Quality Control Plan (QCP)

9. Subcontractor Management

10. Travel

• Pre-Travel Authorization

• Post Travel Authorization

• Compliance and Restrictions

11. BIE Background Check Investigations

• BIE Background Check Requirements

• Sustainability and Risk Designation

• BIE Background Check Process

12. Security Requirements

13. Confidentiality & the Privacy Act

14. Data Rights & Document Ownership

• Confidentiality and Limited Use of Data

• Limited Distribution or Use of Certain Data and Information

• Restriction Against Disclosure

15. Contractor Request for Removal or Replacement or Key Personnel

• Pre-Approval Requirement

• Justification and Documentation

• Performance Impact and Remedies

16. Key Personnel Roles & Responsibilities

• Contractor Key Personnel

• Government Key Personnel

17. Acceptance

• Acceptance Criteria

• Performance Standards (General Quality Measures for Documentation)

18. Areas of Service

19. Appendices & Attachments

• Appendix A: Areas of Service Required — Compliance Matrix (cross-references Components)

• Appendix B: Acronyms & Definitions

20. Attachments

1.0 INTRODUCTION

The Bureau of Indian Education (BIE) is tasked with providing quality education opportunities from early childhood through life, as outlined in 25 CFR Part 32.3 – Mission Statement. To fulfill this mission and comply with 25 CFR 30.100–125, BIE requires English Language Proficiency (ELP) assessments for reporting and accountability purposes.

This Statement of Work (SOW) establishes requirements for a comprehensive ELP assessment ecosystem for grades K–12 across 183 BIE-funded schools in 23 states. The BIE seeks a contractor who offers services and a solution that goes beyond simply providing tests. The BIE seeks a contractor who can deliver an integrated system that includes:

• Assessments (standard and alternate) and ELP screeners approved for federal accountability.

• A commercial off-the-shelf technology platform for registration, administration, and reporting.

• Training for test administration and data integration.

• Timely, accurate, and parent-friendly reporting in multiple formats.

• Compliance with federal privacy, security, and accessibility standards.

• Support services, including helpdesk and project management.

• Customer-service approach that is culturally responsive, and that is student and staff-centered.

The Contractor will act as a strategic partner, ensuring BIE meets its goals for federal accountability, data security, and educational equity for English Learners. Specifically, BIE requires:

• A turnkey, federally approved ELP assessment solution.

• End-to-end services: test delivery, scoring, reporting, training, and technical support.

• Data integrity and security compliance at every stage.

• Integration with BIE systems (Native American Student Information System [NASIS] and Data

Warehouse).

• Clear, accessible reporting for parents, educators, and stakeholders.

• Strong project management and communication throughout the contract lifecycle.

• Scalability and customization to meet evolving needs during option years.

This SOW defines the tasks, performance standards, and compliance requirements necessary to implement this solution and support BIE’s mission to provide equitable, high-quality education for English Learners.

1.1 Performance Location

All work shall be performed at the Contractor’s location(s) within the continental United States (CONUS). Data shall not be stored outside CONUS. Performance will cover 183 Bureau-funded elementary and secondary schools, including 55 Bureau Operated Schools (BOS) and 128 Tribally Controlled Schools (TCS) across 23 states. A current list of schools and locations is available at the URL below and an updated list will be provided to the successful Contractor by the Chief Academic Office.

URL: https://biamaps.geoplatform.gov/BIE-Schools-Directory/

2.0 PURPOSE

The purpose of this contract is to obtain a fully operational, U.S. Department of Education-approved English Language Proficiency (ELP) assessment solution and associated support and professional services that enable BIE to measure K–12 students’ English language proficiency and progress in accordance with BIE’s English Language Development (ELD) standards.

https://biamaps.geoplatform.gov/BIE-Schools-Directory/

This includes:

• Standard and Alternate ELP Assessments for grades K–12.

• An Alternate Assessment for students with significant cognitive disabilities.

• ELP Screeners for identification of English Learners.

• Delivery in both online and paper-based formats to accommodate school technology capacities.

3.0 OBECTIVES & CORE REQUIREMENTS

The Contractor shall provide a turnkey, commercial off-the-shelf (COTS) solution approved for federal accountability and deliver end-to-end services that include:

• Assessment Administration: Produce and deliver assessments on time and in correct formats.

• Student Registration Portal: Develop and maintain a secure portal integrated with BIE’s Student

Information System (NASIS).

• Training: Provide virtual and onsite training for test administration and data integration.

• Scoring and Reporting: Ensure 100% scoring accuracy and deliver timely, parent-friendly reports in both electronic and hard copy formats.

• Project Management: Maintain oversight, scheduling, and communication throughout the contract lifecycle.

• Helpdesk Support: Operate a responsive helpdesk during registration, testing, and post-testing phases.

• Compliance: Meet all federal privacy, security, and accessibility standards (FERPA, COPPA, CIPA, FISMA, FEDRAMP, Section 508).

• Integration: Ensure compatibility with BIE systems (NASIS and Data Warehouse).

• Scalability: Provide options for customization and enhancements during option years.

4.0 SCOPE OVERVIEW: KEY TASKS, REQUIREMENT & ACTIVITIES

Under this contract, the Contractor shall perform the following key tasks:

4.1 Assessment Administration: This includes administering paper-based and online assessments in compliance with BIE standards and schedules.

4.2 Student Registration Portal: Develop, maintain, and support a secure portal for student registration and data management with specifics of progress within the WIDA DATA Dashboard to monitor sight progression to provide opportunities and support.

4.3 End-User Training Support: Deliver training for school staff on test administration procedures and integration of assessment data into BIE systems.

4.4 Assessment Scoring and Reporting: Score assessments and generate reports in both paper and electronic formats.

4.5 Project Management Services: Provide comprehensive project oversight, scheduling, and reporting to ensure timely and accurate completion of all tasks.

4.6 Helpdesk Services: Operate a responsive helpdesk to support schools and staff with technical and procedural inquiries.

4.7 Optional Services (If funded): May include interim assessments, dashboards, and research studies.

4.1 Assessment Administration (Paper-Based & Online)

The Contractor shall administer English Language Proficiency (ELP) assessments for grades K–12 in both paper based- and online formats and provide complete reporting of results. This task includes timely production and delivery of assessment materials, in window- helpdesk support, 100% accurate scoring aligned to -BIE approved- cut scores and reporting to BIE funded- schools and BIE systems, in full compliance with privacy, security, and accessibility requirements. This task area is broken down into specific subtasks, each with defined requirements, time-bound deliverables, Acceptable Quality Levels (AQLs) and the surveillance modality that COR or CAO point of contact POC BIE EL Program Manager will use documents and measure contract performance.

A. Annual Assessment Planning & Calendaring Requirement. Develop and deliver a master plan for nationwide ELP administration covering paper and online modalities, test windows, ordering deadlines, shipping milestones, scoring milestones, and reporting milestones. The plan shall be developed alongside the CAO Program Manager and COR, and the plan will identify roles, dependencies, and risk mitigations.

i. Deliverable & Due Date. “Annual Assessment Administration Schedule” (PDF+DOC) no later than 60 calendar days after award and updated annually 90 days prior to the spring test window.

ii. AQL. 100% completeness and alignment with BIE calendar; no missed milestone definitions.

iii. Surveillance. CAO EL Program Manager and COR review and approval and weekly planning calls logged in minutes.

B. Materials Production & Delivery (Paper & Online Readiness) Requirement. Produce and deliver all paper-based materials in the quantities and formats specified by BIE; configure online test forms and sessions; and confirm readiness (functional, content, accessibility) before the window opens. All physical materials shall arrive at schools at least ten (10) business days prior to the scheduled test window; online environments must pass readiness checks at least 15 business days prior to the window.

i. Deliverables & Due Dates. Packing lists/manifests; shipping confirmations; online readiness certification (PDF) - NLT 10 business days pre-window (paper) and NLT 15 business days pre-window (online).

ii. AQL. 100% on time delivery and 100% correct format; zero critical defects in online readiness.

iii. Surveillance. CAO EL Program Manager & COR inspection of shipments; school confirmations;

platform spot tests; defect logs.

C. In-Window Helpdesk Support Requirement. Operate a multitier helpdesk (phone + chat) Monday–Friday, 9:00 AM–3:00 PM local time across Pacific, Mountain, Central, and Eastern time zones during registration (~5 weeks), test administration (~6 weeks), and post-administration- (~3 weeks). Average hold time ≤15 minutes; ≥95% of contacts answered within the 15-minute threshold.

i. Deliverables & Due Dates. Weekly helpdesk performance reports (call volumes, issues, resolutions, SLA adherence), every Friday during the phases above.

ii. AQL. ≥95% within time; no week exceeding the 15-minute average hold time SLA.

iii. Surveillance. Call center logs; COR spot checks; satisfaction surveys.

D. Scoring & Quality Assurance Requirement. Score all assessments in strict alignment with BIE approved cut scores and performance levels; maintain 100% scoring accuracy; perform QA and anomaly detection (e.g., unusually high omissions, invalid instances) and notify BIE of issues affecting interpretation within two (2) business days of discovery.

i. Deliverables & Due Dates.

a. Scoring completion notice within 10 business days after the test window closes.

b. QA/Anomaly report within 12 business days post window; corrective action plan if anomalies affect results.

c. Standard setting/validation and cut score establishment (if required changes): June–

August per year, per BIE schedule.

ii. AQL. 100% accuracy; zero unscored items without documented disposition; 100% alignment to approved cut scores.

E. Reporting & Data Integration Requirement. Provide student level and school- level reporting in both hard copy and electronic formats;

ensure SIS (NASIS) and Data Warehouse integration; comply with PII/FERPA; use secure transmission (SFTP/SSH with TLS 1.2+); provide clear, parent- friendly- reporting.

i. Deliverables & Due Dates.

a. Preliminary electronic results: no later than 30 calendar days after the last test date for each school (for spring 2026, no later than July 15, 2026).

b. Hard copy: Two individual student proficiency reports per student per school;

schoolwide-grade level aggregate, Associate Deputy Director/Education Resource Center region aggregate reports, and BIE schoolwide reports, no later than 45 calendar days post-window.

c. Electronic files in Excel (.xls/.xlsx), CSV, tab delimited (.txt), or SPSS; -public facing PDFs/Word for schools/parents/states; Excel -formatted- result files; successful score import within 10 business days of file delivery.

d. Reporting schedule finalized in a BIE–Contractor meeting within 15 business days post award- and updated annually.

ii. AQL. 100% on time- reports; 100% format compliance; 100% secure transmissions; 100% SIS ingest without error (or ≤2% with corrective refile within 2 business days).

iii. Surveillance. Delivery logs; data file audits; SIS import confirmations; COR review of readability and compliance.

F. Reconciliation & Closeout Requirement. Reconcile student listings to confirm the actual number tested; close out shipments and returns; document variances and lessons learned; provide a post administration summary.

i. Deliverables & Due Dates.

a. Reconciliation report (tested counts vs. registered) within 20 business days post window.

b. Post administration closeout report and debrief within 30 business days post- window-.

ii. AQL. 100% reconciliation of tested counts; zero unresolved variances beyond 5 business days after report.

iii. Surveillance. COR review; random sample audits; stakeholder feedback.

G. Compliance, Privacy, and Accessibility (Cross-Cutting) Requirement. Ensure continuous compliance with federal privacy, security, and accessibility standards (FERPA, COPPA, CIPA, FISMA, FEDRAMP for hosting; Section 508); maintain auditable access controls, data integrity protections, encryption in transit (TLS 1.2+) and at rest; provide only the latest version of the registration/administration platform and implement upgrades for “known issues” during the contract.

i. Deliverables & Due Dates.

a. Compliance attestation and security plan within 15 business days after award; annual attestation thereafter.

b. Section 508 conformance statement within three (3) weeks after award; updates annually.

c. Platform “latest version” confirmation and release notes prior to each administration window.

ii. AQL. 100% compliance with applicable regulations; zero unauthorized disclosures; zero critical security findings outstanding >10 business days.

iii. Surveillance. Security audits; COR approvals; QASP monitoring.

4.2 Student Registration Portal

The Contractor shall provide a secure, dedicated, fully functional online student registration portal, exclusive to BIE, integrated with BIE’s Student Information System (NASIS) and supporting API and manual uploads for assessment registration and administration. Task Area 2 is broken down into eight subtasks A-H.

A. Portal Deployment (Initial Operationalization) Requirement. Stand up a production ready registration portal/dashboard branded for BIE, accessible to BIE and -Bureau funded schools, and capable of 24/7 availability. The portal shall be operational within 60 calendar days of contract starting and support -role based- access for BIE users. The solution must deliver the latest version of the portal for each annual administration and remain dedicated to BIE (not shared with another School Education Agency (SEA).

i. Deliverables & Due Dates.

a. Production portal URL, admin credentials, and access guide NLT 60 days after award.

b. “Latest version” confirmation & release notes NLT 30 days prior to each test window.

ii. AQL. 100% functionality; 24/7 availability with no critical defects at go-live.

iii. Method of Surveillance. BIE confirmation; system test logs; COR acceptance checklist.

B. SIS Integration & Data Ingestion (API + Manual Uploads) Requirement. Implement secure integration with NASIS (API and manual file uploads) to extract and upload accurate student and demographic data to the registration portal. Collaborate with BIE and the SIS vendor to ensure seamless ingestion and support participation counts and demographics import by November/December of each school year, with continuous updates thereafter. The Contractor will review BIE’s initial organization data upload and notify BIE of discrepancies.

i. Deliverables & Due Dates.

a. SIS integration plan & data mapping NLT 30 days after award.

b. Initial org-data Quality Assurance (QA) memo within 5 business days of BIE’s initial upload.

c. Participation & demographics import enablement by January, with monthly change-logs thereafter.

ii. AQL. ≤2% error rate per data load; all ingestion errors corrected within 2 business days of detection.

iii. Method of Surveillance. Portal audit; BIE QA of uploads; integration logs; COR review.

C. Security, Privacy, and Compliance Attestations Requirement. Provide and maintain a Security Plan and adhere to federal IT security/privacy requirements (e.g., OMB A-130; TLS 1.2/1.3 encryption for data in transit; Transparent Data Encryption (TDE) for data at rest; FISMA/FEDRAMP/FERPA/COPPA/CIPA). In case of a data breach, notify BIE within one

(1) hour of awareness and fully cooperate with investigation and mitigation. Use approved DOI products for DAR on mobile/removable media; maintain digital certificates from a trusted CA. Execute BIE’s NDA prior to receiving system information.

i. Deliverables & Due Dates.

a. Security Plan & compliance attestation NLT 15 business days after award; annual updates thereafter.

b. NDA execution prior to receiving system information.

c. Encryption posture documentation (TLS for DIT; TDE/DAR) NLT 15 business days after award and updated with any platform change.

ii. AQL. 100% compliance with applicable regulations; zero unresolved high-severity findings >10 business days.

iii. Method of Surveillance. Security audit reports; COR approval; quality assurance surveillance plan (QASP) monitoring.

D. User Roles, Access Control & Scheduling Capabilities Requirement. Configure role-based access (BIE, schools) to manage registration data, accommodations, accessibility needs, schedule testing sessions, and assign assessments within the BIE administration window, aligned with jointly agreed business rules and federal privacy/IT policies.

i. Deliverables & Due Dates.

a. Role & permissions matrix + admin guide NLT 30 days after award.

b. Scheduling & assignment modules enabled NLT 30 days prior to each test window.

ii. AQL. 100% role accuracy and privileges; zero unauthorized access events.

iii. Method of Surveillance. Access logs; COR spot-checks; configuration audit.

E. Enrollment Reporting & Registration Verification Requirement. Generate an Enrollment Report identifying registered students and associated metadata (e.g., grade, EL status, accommodations) and provide verification of successful registration for each school. Maintain continuous technical support for enrollment activities (API & manual). Portal must remain exclusive to BIE.

i. Deliverables & Due Dates.

a. Initial Enrollment Report NLT 15 business days prior to the test window; weekly updates during registration.

b. Registration verification receipts to schools within 2 business days of each bulk upload or change batch.

ii. AQL. 100% completeness of enrollment records; ≤2% reconciliation variance corrected within 2 business days.

iii. Method of Surveillance. Report reviews; reconciliation against SIS; COR confirmation.

F. Ongoing Maintenance, “Latest Version” Updates & Known-Issue Resolution Requirement. Provide continuous portal maintenance and deliver the most current releases necessary to meet deliverable dates for each annual administration. Implement security/performance fixes and agreed enhancements based on user feedback; address known issues documented from prior administrations (excludes all vendor-requested enhancements).

i. Deliverables & Due Dates.

a. Quarterly maintenance release notes; defect & enhancement tracker, quarterly and pre-window.

b. “Known issue” mitigation plan NLT 20 business days prior to each window.

ii. AQL. 100% remediation of high-severity known issues prior to window; no recurring P1 defects during the window.

iii. Method of Surveillance. Release documentation; defect logs; COR acceptance prior to window.

G. Quality of Work Products & Error Correction Requirement. Correct any Contractor-introduced errors at Contractor’s expense (analysis, code fixes, file replacement, reprinting, expedited shipping, etc.). Errors caused solely by third parties require prime Contractor notification to BIE; BIE is not liable for third-party error costs.

i. Deliverables & Due Dates.

a. Error-cause analysis within 3 business days of discovery; remediation plan same day as analysis.

b. Replacement files/reports/materials within 5 business days, expedited where necessary.

ii. AQL. 100% correction of contractor-introduced errors within stated SLAs: zero outstanding corrections >5 business days.

iii. Method of Surveillance. COR review of corrective actions; shipping & file validation logs.

H. Compliance References & Standards Acknowledgement (Cross-Cutting) Requirement. Acknowledge and operate under the federal standards/guidance cited (e.g., NIST SP 800-53/53A/137, FIPS 199/200, FIPS 140-2, SP 800-37, SP 800-18, SP 800-145, SP 800-61, SP 800-115, OMB A-130, DOI Security & Privacy Control Standards), maintaining continuous alignment across portal operations.

i. Deliverables & Due Dates.

a. Standards compliance checklist NLT 30 days after award; update annually or upon material changes.

ii. AQL. 100% standards coverage; no critical control gaps.

iii. Method of Surveillance. Documentation audits; COR approvals; independent security assessments.

4.3 End-User Training Support

The Contractor shall deliver comprehensive, accessible training for test coordinators to ensure accurate test administration and data integration through weekly web-based sessions and up to 10 onsite sessions, supported by manuals and platform resources. Task Area 3 is broken down into six subtasks A-F.

A. Weekly Web-Based Training Sessions:

The Contractor shall conduct weekly web-based training sessions covering test administration, data integration, and platform use. All sessions shall be scheduled in coordination with the COR, recorded, and made available upon request.

i. Deliverable & Due Date: Weekly virtual training sessions delivered starting within 30 days of contract award and continuing until the end of the testing cycle; recordings posted within 5 business days of each session.

ii. AQL: 100% of scheduled sessions delivered; recordings available for all sessions.

iii. Method of Surveillance: COR attendance verification, training schedule review, and posting date checks.

B. Onsite Training Sessions Requirement: The Contractor shall provide a scheduled 10 onsite/virtual training sessions at locations determined by the Government Project Lead and COR. Each session shall include hands-on training for multiple school administrators and student registration into the portal. No more than two contracted staff can travel during each site visit.

i. Deliverable & Due Date: Up to 10 onsite sessions completed prior to the start of the testing window each school year; student registration finalized during each training session.

ii. AQL: 100% completion of scheduled onsite sessions; all designated students registered accurately.

iii. Method of Surveillance: Attendance verification, registration logs, and feedback forms.

C. Provide Experienced Trainer Requirement: The Contractor shall provide one experienced and knowledgeable trainer for all onsite sessions to ensure effective delivery of training content and support for school administrators.

i. Deliverable & Due Date: Trainer assigned and present at all onsite sessions; trainer credentials submitted to COR at least 10 business days before the first onsite session.

ii. AQL: Trainer meets qualifications approved by COR; present for all onsite sessions.

iii. Method of Surveillance: Trainer credential review, attendance verification, and COR approval.

D. Develop and Deliver Test Administration Manual Requirement: The Contractor shall develop a comprehensive Test Administration Manual tailored for BIE, aligned with training content, and provide it electronically to all participants.

i. Deliverable & Due Date: Manual delivered electronically at least 10 business days before the first training session.

ii. AQL: Manual approved by COR; content aligns with DOE ED Facts and BIE requirements.

iii. Method of Surveillance: COR review and approval, document quality checks.

E. Student Registration Support During Onsite Training Requirement: The Contractor shall work with each administrator during onsite/virtual training sessions to register students into the portal, ensuring readiness for testing.

i. Deliverable & Due Date: Student registration completed during each onsite training session.

ii. AQL: 100% of designated students registered during training; no errors in registration data.

iii. Method of Surveillance: Registration logs, portal data validation, and COR verification.

F. Maintain Online Training Platform and Resources Requirement: The Contractor shall maintain an online platform with 24/7 access to training materials, including tutorials, demonstrations, and multi-part courses for test administration and platform use.

i. Deliverable & Due Date: Platform live and accessible within 30 days of contract award; resources updated continuously.

ii. AQL: Platform uptime ≥ 99%; all required resources available and current.

iii. Method of Surveillance: Usage tracking reports, system uptime monitoring, and periodic COR checks.

4.4 Assessment Scoring & Reporting

The Contractor shall provide timely and accurate reporting of student assessment results in electronic formats that meet the Department of Education (DOE) EDFacts specifications and are accessible to all stakeholders. Task Area 4 is broken down into five subtasks A-E.

A. Annual Electronic Student Data Report Requirement: The Contractor shall produce an annual electronic student data report that meets U.S.

Department of Education EDFacts reporting specifications and includes all required assessment data elements.

i. Deliverable & Due Date: Annual EDFacts-compliant student data report delivered by August 31 each year.

ii. AQL: 100% compliance with EDFacts specifications; no missing or inaccurate data fields.

iii. Method of Surveillance: Data file audits and cross-validation against EDFacts schema by BIE.

B. Online Portal Access & User-Level Permissions Requirement: The Contractor shall make electronic copies of student reports, school-level reports, and rosters available through a secure online portal with appropriate user access levels for schools, BIE, and administrators.

i. Deliverable & Due Date: Portal access with all reports available within 30 days of assessment completion.

ii. AQL: 100% accessibility for authorized users; portal uptime ≥ 99%.

iii. Method of Surveillance: Portal functionality tests, user access audits, and system uptime monitoring.

C. Aggregate Data Reports for Regional Divisions Requirement: The Contractor shall compile and deliver aggregate student data reports to regional Divisions and education program administrators at each education resource center in EDFacts-compliant format.

i. Deliverable & Due Date: Aggregate reports delivered within 45 days of assessment completion.

ii. AQL: 100% accuracy in aggregation; reports formatted per DOE EDFacts and BIE specifications.

iii. Method of Surveillance: File validation checks, BIE review of aggregated data, and QA reports.

D. Statistical Analysis & Data Quality Review Requirement: The Contractor shall perform statistical analysis to identify data quality issues and unusual patterns and submit a QA report detailing findings and corrective actions.

i. Deliverable & Due Date: QA report submitted within 60 days of assessment completion.

ii. AQL: 100% identification and reporting of anomalies; QA report includes corrective actions.

iii. Method of Surveillance: Review of QA reports, BIE verification of flagged issues, and audit trail checks.

E. Data File Formatting & Secure Transfer Requirement: The Contractor shall format and securely transmit data files to match SIS and DOE EDFacts specifications using approved encryption and secure transfer protocols.

i. Deliverable & Due Date: Formatted and securely transmitted files within 30 days of assessment completion.

ii. AQL: 100% accuracy in file formatting; secure protocols (e.g., encryption, SFTP) used for all transfers.

iii. Method of Surveillance: File validation, security protocol verification, and integration testing with BIE systems.

4.5 Project Management Services

The Contractor shall maintain transparent, effective project oversight and communication throughout the contract lifecycle, ensuring timely reporting, invoicing, and quality control. Task Area 5 is broken down into six subtasks A-F.

A. Weekly Status Meetings and Reports Requirement: The Contractor shall conduct weekly status meetings every Wednesday with the BIE EL Program Manager and COR to provide written status reports that include key metrics, progress updates, and any identified issues.

i. Deliverable & Due Date: Weekly meetings held every Wednesday; status reports submitted within 24 hours after each meeting.

ii. AQL: 95% delivery of meetings and reports on time; reports include all required metrics.

iii. Method of Surveillance: Meeting records, COR attendance verification, and report review.

B. Monthly Financial and Tracking Reports Requirement: The Contractor shall submit monthly financial and tracking reports in a BIE-approved format, detailing expenditures, contract balances, and service delivery status.

i. Deliverable & Due Date: Reports submitted by the 10th business day of each month.

ii. AQL: 100% compliance with BIE-approved format and submission timeline.

iii. Method of Surveillance: COR review, report format validation, and financial reconciliation checks.

C. Maintain Communication Plan Requirement: The Contractor shall develop and maintain a communication plan outlining methods, frequency, and responsible parties for all contract-related communications.

i. Deliverable & Due Date: Communication plan submitted within 10 business days of contract start; updates provided as needed.

ii. AQL: 100% accuracy and completeness; plan approved by COR.

iii. Method of Surveillance: COR approval, document review, and periodic compliance checks.

D. Provide Qualified Project Manager Requirement: The Contractor shall assign a Project Manager with 2–5 years of government contract experience and comprehensive project management expertise. A PMP certification is preferred.

i. Deliverable & Due Date: Project Manager assigned and credentials submitted to COR within 10 business days of contract award.

ii. AQL: Project Manager meets qualifications approved by COR; available for all required meetings and oversight activities.

iii. Method of Surveillance: Credential review, COR approval, and attendance verification.

E. Monthly COR Review Calls Requirement: The Contractor shall schedule and conduct monthly calls with the COR to review expenditure, contract balances, and any other contract-related matters.

i. Deliverable & Due Date: Monthly calls conducted by the last business day of each month;

summary notes provided within 3 business days after each call.

ii. AQL: 100% completion of scheduled calls; summary notes delivered on time.

iii. Method of Surveillance: Call logs, meeting notes review, and COR confirmation.

F. Manage Delayed Dependent Deliverables Requirement: In the event of delays caused by the Contractor or external dependencies, the Contractor shall negotiate new due dates with the COR and document all changes.

i. Deliverable & Due Date: Updated timelines submitted within 3 business days of identifying a delay.

ii. AQL: 100% documentation of revised timelines; COR approval of changes.

iii. Method of Surveillance: Change logs, COR approval records, and schedule audits.

4.6 Helpdesk Services (Four-Tier)

The Contractor shall provide timely, reliable support to BIE staff and schools during registration, test administration, and post-administration phases through a four-tier helpdesk system. Task Area 6 is broken down into four subtasks A-D.

A. Operate Four-Tier Helpdesk During Required Periods Requirement: The Contractor shall provide a four-tier helpdesk service for BIE and school staff to assist with calling for help, accessing, navigating, and utilizing the assessment platform, and resolving questions or concerns during registration, test administration (formative, interim, summative), and post-administration phases (including shipping of paper-based assessments). Helpdesk services shall operate Monday through Friday, 9:00 AM to 3:00 PM local time during registration (approx. 5 weeks), test administration (approx. 6 weeks), and post-administration (approx. 3 weeks). Federal holidays are excluded.

i. Deliverable & Due Date: Helpdesk operational during all required periods starting within 30 days of contract award.

ii. AQL: 95% availability during required hours; coverage across all specified time zones.

iii. Method of Surveillance: Call center logs, COR spot checks, and service availability reports.

B. Maintain Maximum Hold Time Standard Requirement: The Contractor shall ensure that hold time for Helpdesk Services does not exceed 15 minutes for any caller during operational hours.

i. Deliverable & Due Date: Continuous compliance with hold time standard throughout all service periods.

ii. AQL: 95% of calls meet the ≤15-minute hold time requirement.

iii. Method of Surveillance: Call logs, average hold time reports, and COR audits.

C. Provide Multi-Channel Support Requirement: The Contractor shall provide helpdesk support via telephone and online chat, ensuring full functionality and accessibility for all BIE schools and staff across Pacific, Mountain, Central, and Eastern time zones.

i. Deliverable & Due Date: Both phone and chat support fully operational within 30 days of contract award.

ii. AQL: 100% accessibility for both channels during required hours.

iii. Method of Surveillance: Usage statistics, COR verification, and system functionality checks.

D. Address Assessment-Related Issues Requirement: The BIE EL Program Manager. shall resolve inquiries related to registration, platform navigation, test administration (formative, interim, summative), and post-administration activities, including shipping of paper-based assessments. Escalation procedures must be documented and followed for unresolved issues.

i. Deliverable & Due Date: Issue resolution provided during all operational periods; escalation procedures implemented as needed.

ii. AQL: 95% of issues resolved within agreed timelines; escalation handled per documented process.

iii. Method of Surveillance: Ticketing system reports, resolution time audits, and COR review.

4.7 **Optional Services The Contractor shall Enhance assessment utility through supplemental services, which may be added as Option line items if funding is available. These services include interim assessments, interactive dashboards, and research deliverables. This task Area is broken down into the following subtask A.

A. Interim Assessments applied from purchased tools that hold interim strategies already provided through curriculum and instructional supports. No additional costs for Interim administration.

Discussions highlighted the high cost for Interim when this tool is provided in Curriculum and Instruction (C&I) tools already purchased.

Requirement: If funded by BIE, the Contractor shall provide interim assessments aligned to the summative assessment and academic content standards to support instructional planning and student progress monitoring. If not funded the resource has been identified at no cost due to a component within the purchase.

i. Deliverable & Due Date: Interim assessments delivered within 90 days of option activation;

alignment documentation provided to COR.

ii. AQL: 100% alignment with summative assessments and content standards.

iii. Method of Surveillance: COR review of alignment documentation, assessment content validation.

5.0 COMPLIANCE, SECURITY & PRIVACY (CROSS-CUTTING)

Under this contract, the Contractor shall perform the following key tasks:

5.1 Data Regulatory Compliance

The Contractor shall comply with applicable Federal requirements including FERPA, COPPA, CIPA, FISMA, and FEDRAMP (hosting). Platform FEDRAMP is preferred; exceptions may be considered by the Authorizing Official with DOI CIO concurrence. The Contractor shall maintain data integrity and security throughout processing, storage, and transmission, and protect PII in all public-facing reports.

5.2 Section 508 Accessibility

All electronic and information technology deliverables shall meet Section 508 standards. The Contractor shall provide accessibility conformance documentation (e.g., VPAT/ACR) within three (3) weeks of award and update annually or upon material changes.

5.3 Confidentiality & Limited Use of Data

The Contractor shall use government supplied/proprietary data solely for contract performance; limit access to personnel with a documented need--to--know; prevent unauthorized disclosure; and flow down these requirements to all subcontracts. The Contractor shall not publish, reproduce, or disclose- BIE information without written COR approval, and shall implement internal policies to enforce confidentiality (Restriction Against Disclosure). NDUAs shall be executed prior to gaining access.

5.4 Data Residency (CONUS)

All work shall be performed within the continental United States (CONUS). Data shall not be stored outside of CONUS. The Contractor shall provide hosting/location attestations upon request.

5.5 Security Awareness & Privacy Training

Contractor employees shall complete DOI end user security awareness training prior to access and maintain- annual currency. Employees with access to systems of record or PII shall receive initial and ongoing privacy training; NDAs must be signed prior to access.

5.6 Incident Reporting (Security Events)

Report computer security incidents affecting DOI/BIE systems within 1 hour of detection; provide daily updates during investigation and weekly updates until resolution, consistent with DOI and HSAR requirements referenced in Attachments. Time-stamped logs and incident tickets shall be maintained and furnished to the COR upon request.

5.7 Vulnerability Management

Scan systems at least monthly using approved tools; do not tamper with scan settings; remediate findings per severity SLAs; and retain artifacts (scan reports, POA&M updates).

5.8 Security Controls & RMF

Implement and maintain security/privacy controls consistent with NIST SP 800-53 (current), FIPS 200, and NIST RMF (SP 800-37 Rev. 2), including Privacy Threshold Analysis/Privacy Impact Assessment, as appropriate to system sensitivity and criticality.

5.9 Contingency Planning & DR Metrics

Submit and annually test a contingency plan per NIST SP 800-34 and DOI guidance. Coordinate with BIA to define RTO/RPO for critical functions; incorporate into DR plans; retain annual test evidence and corrective actions.

5.10 Annual Security Assessment (3PAO)

At Contractor expense, conduct an annual third party- assessment (3PAO) aligned to NIST SP 800-53/800-53A and NIST RMF, and provide a report with POA&M updates to the COR.

5.11 Malware-Free Requirements

Deliverables (software/hardware) must be free of malware (viruses, worms, trojans, spyware, ransomware, disabling devices). Maintain always on, BIE- approved- antivirus; perform regular scans and patching; and ensure subcontractors adhere to the same standards.

5.12 Intellectual Property Rights (IPR)

DOI will own intellectual property rights to software developed on its behalf to the maximum extent practical. The Contractor shall provide ownership/assignment statements for deliverables as requested by

BIE.

5.13 System Logon Banner & Acknowledgement

Applications must display a BIE-approved login warning (rules, restrictions, privacy). Require user acknowledgement prior to each login; retain event logs.

5.14 Report & File Formats

Provide electronic assessment files in .xls/.xlsx, .csv, tab-delimited (.txt), or SPSS formats; public-facing reports in .pdf/.docx or equivalent; and SIS-compatible formats for NASIS/Data Warehouse ingestion.

6.0 GOVERNANCE & COMMUNICATIONS

6.1 Communication Plan

Submit a Communication Plan within 15 business days of award identifying roles, contacts, cadence, and artifacts (agendas, minutes, action logs). Update as needed.

6.2 Weekly Status Meetings & Reports

Conduct weekly, one-hour project management meetings (typically Wednesdays) with agenda distributed ≥24 hours prior and minutes within 3 business days; include objectives, progress, issues, actions, and decisions. Provide a written status report within 24 hours of each meeting.

6.3 Monthly COR Review Calls

Hold monthly calls with the COR to review expenditures, balances, risks, and contract matters; provide summary notes within 3 business days.

6.4 Web-based Information Exchange

Provide a recommendation within 3 weeks of contract execution for the BIE support site; stand up an operational site within 3 weeks of Government approval.

6.5 Notifications to Test Coordinators

Distribute pre-approved email notifications on schedules, training, and critical milestones.

7.0 DELIVERABLE ACCEPTANCE, AQL & SURVEILLANCE

7.1 Government Review & Acceptance

The COR will review draft/final documentation within 15 calendar days of receipt; may return for correction. Absence of comments does not confer acceptance. Final acceptance shall be in writing.

Interim approvals do not waive final acceptance nor relieve compliance obligations.

7.2 General Quality Measures

Deliverables must be accurate, clear, consistent with SOW requirements, editable by BIE, properly formatted, and submitted on schedule. Deficiencies shall be corrected and resubmitted within 15 calendar days of COR feedback.

7.3 AQL (Acceptable Quality Level)

• 100% AQL (zero tolerance): privacy, security, accessibility, CONUS residency, NDAs/SAT, FERPA/PII, incident notification deadlines, file format compliance, SIS ingestion (or immediate correction), and on time contractual milestones.

• 99–99.9% AQL: security controls compliance, contingency tests, uptime SLAs (as applicable).

• Service-level AQLs (e.g., Helpdesk hold time ≤15 minutes; weekly meeting/report timeliness

≥95%).

Each Overarching Task defines its own AQL and surveillance. Below threshold performance triggers Corrective Action Plans and reinspection.

8.0 QUALITY ASSURANCE & QASP (GOVERNMENT-LED)

8.1 Government QASP

The Government will monitor performance using a Quality Assurance Surveillance Plan (QASP). The QASP may be revised by the Contracting Officer Representative (COR) at any time; revisions will be communicated to the Contractor. Surveillance data may inform CPARS ratings.

8.2 Contractor Quality Control Plan (QCP)

The Contractor shall submit a Quality Control Plan describing internal methods to meet/exceed AQLs across Overarching Tasks, including defect prevention, escalation paths, corrective actions, metrics, and reporting.

9.0 SUBCONTRACTOR MANAGEMENT

The Prime Contractor shall obtain prior written approval for all subcontractors; ensure quality, timeliness, and technical compliance; monitor performance; and ensure timely payment.

10.0 TRAVEL

10.1 Pre-Travel Authorization

a. The Contractor shall not incur any travel costs without prior written approval from the Contracting Officer’s Representative (COR).

b. All travel requests must be submitted in writing to the COR at least 10 business days before the proposed travel date.

c. Requests shall include:

a. Traveler name(s)

b. Purpose of travel and linkage to contract deliverables

c. Detailed itinerary (dates, locations, activities)

d. Any travel projected to exceed standard federal per diem or lodging rates must be justified and approved in writing by the COR prior to incurring costs.

e. Travel costs shall not include general and administrative (G&A) or profit.

f. The COR will review requests to ensure travel is essential to advancing contract services.

g. Travel is a reimbursable Contract Line-Item Number (CLIN), failure to obtain approval may result in non-payment based on the provided travel rate for in scope and additional travel.

10.2 Post-Travel Reimbursement

a. The Contractor shall submit a complete reimbursement package to the COR within 10 business days after travel completion, prior to submission in IPP.

b. The reimbursement request shall include an itemized listing with:

a. Traveler name

b. Approved travel authorization reference

c. Dates of Travel

d. Final itinerary

e. Purpose of travel

f. Original receipts for all expenses (hotel, airfare, rental car, fuel, parking, tolls, etc.)

g. Tax statements if applicable

c. The COR will review to ensure compliance with FTR § 301-2.2 and FAR 31.205-46 before approving for IPP submission.

d. Any changes to previously approved travel (e.g., early return, itinerary changes) must be re-approved by the COR in writing.

e. The traveler is responsible for all costs exceeding preapproval allowable travel rate and quote.

Cost in scope reimbursement limits under FTR, including excess costs from circuitous routes, delays, luxury accommodation, or unnecessary services for official business (FTR § 301-2.4).

10.3 Compliance and Restrictions

• Travel rate proposed shall comply with Federal Travel Regulations (FTR) and FAR 31.205-46.

• Contractor shall maintain auditable records of all travel approvals and reimbursements for

Government review.

• Travel costs shall be reimbursed at actual cost incurred, subject to allowable limits.

• Failure to comply with these requirements may result in denial of reimbursement.

11.0 BIE BACKGROUND CHECK INVESTIGATION

Contractor personnel shall undergo a BIE federal background check and will not start services until cleared to do by the BIE Personnel Security Office (BIE PER SEC).

a. The contractor must submit the BIE Personnel Security Intake Package (PERSEC Intake) within 3-business days after award.

b. The background check process may take up to 4 to 6 weeks.

A. No services shall commence until a favorable background check is received by the BIE.

11.1 BIE Background Check Requirements

All contractor personnel whose duties involve regular contact with or control over Indian children must undergo and pass a Bureau of Indian Education (BIE) background investigation before beginning work.

This is a mandatory contract deliverable and a critical safeguard to ensure the safety and well-being of students.

11.2 Suitability and Risk Designation

a. All positions under this contract are designated as Moderate Risk Public Trust and require a favorable adjudicated background investigation.

b. Personnel must receive:

a. A favorable suitability determination from the BIE PER SEC and Suitability Program.

b. A favorable background investigation conducted by the Defense Counterintelligence and Security Agency (DCSA).

c. No contractor personnel may report to the school site until they are cleared by the Contracting

Officer (CO) and/or Contracting Officer’s Representative (COR) to do so.

11.3 BIE Background Check Process

All contractor personnel must complete and pass a BIE background investigation before performing any work under this contract. This process is a critical path deliverable and directly determines when services may begin. No personnel may report to the school site or begin work until background clearance is confirmed in writing by the Contracting Officer (CO) and/or Contracting Officer’s Representative (COR).

The contractor shall:

a. Prioritize the background check process as a critical delivery. The background check directly influences the start of services.

b. Actively coordinate with the COR to ensure timely and complete submission of all required documentation.

c. Ensure all assigned personnel/candidate understand that they may not begin work until background clearance is granted.

d. Monitor and track the progress of each candidate’s intake package and respond promptly to any requests for additional information.

e. Maintain communication with the COR and provide updates as needed.

Steps in the Background Check Process

1. Initiation. Upon contract award, the COR will initiate the background check process with the contractor’s designated Project Manager. The contractor is responsible for coordinating with each candidate to ensure timely and accurate completion of all required documentation. The COR will provide guidance and support throughout the process but will work through the contractor not the candidate.

2. PERSEC Intake Package. The COR will issue a Personnel Security (PERSEC) Intake

Package for each individual requiring clearance. This package includes:

A. Required Forms (All Applicants Must Complete):

• Intake Coversheet

• OF-306 – Declaration of Federal Employment

• Applicant Screening Questionnaire for Indian Children (ASQ)

• Authorization for Release of Information (AFR)

• Noncriminal Justice Applicant’s Privacy Rights (FPAR)

• Fair Credit Reporting Release (FCRR)

• Places Applicant Lived (PAL)

B. Additional Forms (May Be Required Based on Residential History…