ATTACHMENT C.pdf

DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 Introduction

The U.S. Department of Labor, Veterans Employment and Training Services (VETS) seeks to obtain a contractor to provide comprehensive training courses for the National Veterans' Employment and Training Service Institute (NVTI). Course participants include the U.S. Department of Labor Veterans' Employment and Training Service personnel, and VETS-funded State Workforce Agency personnel under the Disabled Veterans' Outreach Program (DVOP) and the Local Veterans' Employment Representative (LVER) Program.

C.1.1 Background

The Office of the Assistant Secretary for Veterans' Employment and Training (OASVET) is responsible for implementing programs and services to veterans, reservists and members of the National Guard, as outlined in Chapters 41, 42 and 43 of title 38, United States Code (38 U.S.C. 41-43). As part of this responsibility, the OASVET administers approximately $160 million annually in grant programs to States for the operation of the DVOP and LVER Program. DVOP and LVER staff serve as a vital link in bridging the gap between veterans who are seeking employment and employers who are seeking employees. In order to perform their duties effectively, DVOP and LVER staff must receive specialized training. It was with this in mind that the National Veterans' Employment and Training Services Institute (NVTI) was established in 1986.

Since its inception, NVTI has trained over 20,000 individuals and approximately 48,000 direct service providers by providing professional skills development and competency training for DVOP and LVER staff stationed in One Stop Career Centers nationwide, in addition to OASVET staff, State Workforce Agency (SWA) staff, and Transition Assistance Program (TAP) facilitators.

The NVTI training focuses on improving employment services for veterans through a professional skills-development program.

About 70 percent of participants are DVOP specialists and LVER staff; the remaining participants are state employees and administrative staff and VETS staff.

The NVTI training curriculum is designed to ensure that participants are trained in competencies that meet customers' needs. In addition to the basic employment and training professional-skills course, training is offered in veterans' benefits, transition assistance, case management, marketing and accessing the media, and management of veterans' services. NVTI also offers courses in veterans' reemployment rights case investigation and grants management, to address the training needs of the U.S. Department of Labor VETS staff. NVTI courses are currently accredited by the North Central Association of Colleges and Universities; satisfactory course completion can earn participants two hours of academic credit per average five-day course.

C.1.2 Summary of the Scope of Work

This scope of work defines the task, deliverables, and/or timelines for the solicitation of a contracted vendor, as it pertains to the acquisition of facilities, staff and associated personnel to provide professional training, dissemination, and presentation of veteran specific courses for the NVTI. The target audience for training includes DVOP specialists, LVER staff, other SWA staff, VETS' federal staff, and TAP facilitators. The scope of work includes but is not limited to:

a) Deliver course instruction and training as approved in the annual training plan at primary location(s) or at other offsite locations on an as requested basis by SWA’s through a offsite training request submitted within sixty-days (60) of the training and as approved by Contracting Officer Technical Representative

(COTR).

a. Provide for the ability to obtain college credit for training

b. Provide report of participant understanding obtained from measurement tool

b) Develop, enhance and maintain course content that is competency based, including professional skills development for specific groups, that takes into account job requirements, education and professional background and desired skill level of attendees

a. Conduct training needs assessments

b. Prepare, maintain, and distribute instructional materials for use at regional, state and local levels using the Defense Agency Printing Service (DAPS) if available and/or feasible

c) Ensure adequate facilities are available and manage the facilities and resources that support the project

d) General program facilitation and administration;

a. Track, notify and follow-up with all participants

b. Develop and maintain an Information Management

System (IMS) that at a minimum contains logistical, applicant and participant data

i. Track DVOP and LVER training as required under the 38 U.S.C., Chapter 41 §4102A, as amended by Public Law 111-275

c. Coordinate with appropriate VETS’ program leads/Division Chief and/or COTR on the selection of participants

d. Make travel arrangements for participants through the government established travel system (currently E2Solutions), in conjunction with Department of Labor’s contract travel agency

e. Provide participants with lodging, meals, and travel to/from the NVTI during on-site training

f. Reimburse non-federal participants traveling by POV and for miscellaneous airports costs (such as airline fees for bags)

e) Update existing training and research materials and develop not more than five (5) new training programs over the length of the contract

a. State Grants Management Training (5 modules / up to 2 onsite)

b. Competitive Grants Management Training (5 modules / up to 2 onsite)

c. Refocusing Initiative Training (modality TBD based on competencies defined)

f) Maintain an electronic Resource Technical Assistance Center to coordinate, plan, manage and provide resources and technical assistance

a. Serve as an on-going support system for graduates

b. Develop and maintain a website for participants

c. Produce and distribute an electronic newsletter for participants

d. Develop and conduct pod-casts and webinars as appropriate to support Veterans training updates

e. Provide e-learning adjuncts to classroom instruction

f. Provide immediate news items to attendees through an electronic mail system

C.2 TECHNICAL WORK REQUIREMENTS

C.2.1 Task 1: Prepare Training Plan

VETS will provide the contractor with annual training priorities three (3) months prior to the beginning of each Fiscal Year (FY), the contractor shall submit an annual training plan based on VETS' training priorities two (2) months prior to the beginning of each FY. The annual training plan will be updated quarterly based on changes as determined by the contractor or VETS. The annual training plan shall include:

an average of fifty (50) onsite training classes annually with as few as forty (40), but not to exceed sixty (60) classes annually and will be dependant on the number of offsite training requests an average of twenty (20) offsite training classes annually, but shall not exceed thirty (30) training classes facilitate an average of forty (40) online training classes, but shall not exceed fifty (50) training classes up to two (2) National and two (2) Regional training conferences, up to three and one half (3½) days in length, in support of VETS program requirements as approved by the OASVET. Each National training conference shall not exceed 300 participants and each Regional training conference shall not exceed fifty (50) participants

C.2.2 Task 2: Maintain and Refine Training Resources in the Required Content Areas

The contractor shall work in tandem with designated VETS’ program staff, as approved by the COTR, to ensure that courses provide participants with a comprehensive overview of the subject matter. The contractor shall ensure that at a minimum, courses shall address the following subject matter and topics:

Case Management - 3½ days (with e-Learn components) Advance Case Management – 1½ days Job Coaching for Offender Populations – 1 day (only offered offsite) Labor & Employment Specialist - 3½ days (with e-Learn components)

Leadership for the Implementation of Veterans Services – 3 days

Managing Case Management – 3 days Orientation to Veterans’ Services – 1 day (offered offsite or facilitated e-Learn) Promoting Partnerships for Employment - 3½ days (with e-

Learn components) Transition Assistance Program - 4½ days Uniformed Services Employment and Re-employment Rights Act

(USERRA)/VETS Investigators Training - 8½ days (distant learning and e-Learning components)

Veterans Employment & Opportunities Act - 3½ days Veterans Benefits Online – (e-Learn) Orientation to Veterans’ Services (e-Learn) USERRA 101 – (e-Learn) USERRA 102 – (e-Learn) VETS Investigator Training Advanced Learning – (e-Learn)

Current course content outlines can be found at www.nvti.ucdenver.edu.

C.2.3 Deliver the Required Training

The contractor, in accordance with the approved annual training plan, shall conduct a training program consisting of the specified mix and number of courses, listed in C.2.3, responsive to OASVET mission needs.

C.2.3.1 Class Size

The contractor shall be able to facilitate a planned average class size of twenty-four (24) students for onsite classes. The minimum onsite class size shall not be less than eighteen (18) students or exceed twenty-eight (28) students. Offsite class size shall not be less than eighteen (18) students or exceed eighty (80) students. Class sessions larger or smaller than these standards will require approval by the Contracting Officer.

C.2.3.2 Participant Universe

This training is available for attendance by DVOP specialists, LVER staff, other SWA staff, VETS' staff, and TAP facilitators.

C.2.3.3 Training Format, Methods and Measurement

The contractor, in conjunction with designated VETS Program Staff as identified by the COTR, will ensure that NVTI courses reflect a competency-based, non-traditional, intensive training format aimed at ensuring maximum participant involvement, learner retention and skill enhancement.

The contractor shall ensure a method of measurement is applied for each course to evaluate each participant's understanding and retention of the information.

C.2.3.4 Scheduling of Training Sessions and Documentation of Participation

The contractor shall ensure that all training sessions commence promptly during the normal work day, as dictated by the course outline. This is intended to mean that courses will begin no later than 9:00 a.m. and conclude no later than 5:00 p.m. The contractor shall ensure that participants receive appropriate class breaks and lunch periods. The contractor shall ensure during training sessions that Agency registration forms are completed and attendance of participants is documented.

C.2.4 Maintain and Provide Training Materials and Resources

C.2.4.1 Maintain and Provide Training Materials

The contractor shall maintain and provide appropriate course materials to include manuals, handouts, etc, with VETS oversight. The contractor will furnish all training materials for each course session including, but not limited to:

Student training packages for use in the classroom as well as on-the-job and;

A packet of instructor materials and lesson plans developed to meet competency-based training objectives.

The contractor shall provide a course textbook for each participant which is bound and identified with the Agency logo and course title (Title cover is optional). Supporting materials such as handouts, slides, CDs, graphs, and other instructional materials shall also be identified by the Agency logo and course title. The contractor shall use DAPS if available and/or feasible to print course materials. The contractor shall ensure that all training materials will be accessible, through Microsoft Office or compatible computer software.

C.2.4.2 Maintain and Provide Resources Related to Training

For training programs that include audiovisual components, the contractor shall maintain and provide supporting materials such as handouts, slides, CDs and video presentations. The contractor will ensure that each resource will be accessible, when practicable, through Microsoft Office or compatible computer software and a Department of Labor (DOL)-compatible computer network system.

C.2.4.3 508 Compliance

Contractors must ensure that the course materials contained in the proposal fully conforms with Section 508 of the Rehabilitation Act of 1973, as amended in 1998. (For information on Section 508 see www.section508.gov). (Section 508 requires that when Federal agencies develop, procure, maintain, or use electronic and information technology, Federal employees with disabilities have access to and use of information and data that is comparable to the access and use by Federal employees who are not individuals with disabilities, unless an undue burden would be imposed on the agency. Section 508 also requires that individuals with disabilities, who are members of the public seeking information or services from a Federal agency, have access to and use of information and data that is comparable to that provided to the public who are not individuals with disabilities, unless an undue burden would be imposed on the agency.) This includes both the student and instructor views and also includes all interaction tools (e.g., chats, discussion forums), and add-ons (e.g., grade functions).

Vendors must declare if any portion of the version under consideration does not fully conform to Section 508, and the ways in which the proposed product is out of compliance. In summation, contractor will ensure or demonstrate that all course materials, to include manuals, handouts, web presentations, video tape presentations, and other supporting materials will or have met 508 compliance as defined above.

C.2.5 Revise Existing Training and Develop New Training

The contractor shall prepare all new training materials, revisions to existing materials and other public information documents, such as catalog of holdings, as required and in coordination with appropriate VETS staff as directed by the

COTR. All materials are subject to review and approval by the COTR before distribution or use in a training program.

The contractor shall develop new curricula for competency-based training courses, using an associated instructional methodology, and incorporating the competencies to be measured and the measurement process that will be used. Technical assistance and oversight will be provided by VETS staff to be indentified at the time the course development process is initiated.

In accord with the new curricula, the contractor shall, as directed by the COTR, develop associated course materials (e.g.

manuals, handouts, audio-visual aids, etc.) following the competency-based training model. The contractor also shall, as directed, produce necessary audiovisual training materials and adequate copies of, CD-ROMs, website presentations, videotapes, films, slides, etc. The contractor's responsibility for producing videotape or web presentations will include recording class presentations by guest speakers, members of the NVTI faculty, OASVET staff or State Workforce Agency personnel, for use in later classes.

VETS owns all material and data rights for all products developed, revised, enhanced, researched and produced through the awarded contact and modifications to the contract

C.2.6 Measurement, Evaluation and Assessment

The contractor shall ensure class participant understanding by use of a measurement tool and report results to the COTR.

C.2.7 Track, Notify and Follow-up with the Universe of Training Participants

Maintain or link to official personnel directories and office addresses for SWA staff (LVERs, DVOPS, WIA State Administrative Entities and Service Delivery Areas for each state), VETS Regional Administrators, VETS State Directors, and OASVET staff and provide this information upon request for networking purposes.

Maintain a file of all participants attending courses at NVTI which contains and organizes participants' composite characteristics; for example Job Title/Position, time in the position, Organizational Affiliation, Ethnic Heritage and sex (last two items should be optional data elements for the participants.)

C.2.8 Offer Optional College Credit

Students who complete training courses at NVTI may receive college credit, which may be used to complete college degree programs. Students who desire such credit may apply for the credit and pay necessary tuition. Such tuition is the responsibility of the participant and not chargeable against the NVTI contract.

The contractor shall ensure that an appropriate regional accrediting body recognizes NVTI training courses for college credit. This credit should transfer to as wide a range of states and colleges or universities as possible. As a condition for contract award, prospective contractors will provide evidence of regional accreditation as part of their proposals.

C.2.9 Operate a Resource Technical Assistance Center

A key goal of NVTI is the provision of services for the "whole person." A Resource and Technical Assistance Center (RTAC) was established to help implement the "whole person" concept by providing a comprehensive and effective network of available veteran services. The Center serves as a repository for a wide range of materials and information on veteran issues and services and offers on-going support for individuals who have completed training programs. The Center also provides long-distance and computer-based training when appropriate. NVTI tracks training participants to ascertain the quality of training, including that of the materials furnished, evaluate the quality of training, and data bases of assistance available to veterans within each State.

The contractor shall operate a Resource and Technical Assistance Center (RTAC) that will:

C.2.9.1 Maintain a Comprehensive Repository of Materials and Resources

The contractor shall coordinate, plan, manage and provide the resources and technical assistance necessary to implement the concepts and practices taught at the Institute to NVTI graduates and other members of the employment service community. The RTAC shall operate as a full service library for information on veterans programs and projects and shall:

Serve as an on-going support system for NVTI graduates.

Maintain, and distribute instructional materials for use at Regional/State/local levels. Materials would include but not be limited to: Lesson plans; handouts and videotapes for use in local offices based on classroom presentation;

flip charts and other materials as resources for group presentations; and, a variety of technical assistance materials on VETS' programs, such as fact sheets, legal guides and case digests with supplements, video tapes, operational handbooks, etc. Internet based approaches can be used for this purpose.

Produce and electronically mail a bi-monthly 6-8 page newsletter, "VETS/NET", to all NVTI training participants and selected recipients as designated by the COTR. The newsletter must be submitted to the COTR for approval 14 days prior to release.

The Center shall be fully furnished and equipped to accommodate NVTI students conducting research onsite for training assignments. The Center shall also provide computer capability, including online access to the RTAC database.

C.2.9.2 Provide Information Management Systems (IMS) Support

The contractor shall collect and maintain, to the extent practicable, information on veterans from such sources as the State Workforce Agencies, the U.S. Census Bureau (including updates by State level if available); State Unemployment Insurance agencies; Bureau of Labor Statistics (e.g., news releases); Department of Veterans Affairs; Department of Defense; Department of Health and Human Services; and, Department of Housing and Urban Development. All information compiled shall be maintained in electronic form conforming with DOL architecture and officially accepted DOL programs (DOL currently uses Microsoft Office Suite). In conjunction with this area of work, the contractor shall:

Catalog and maintain materials and IMS report data received.

Upon approval of the COTR, place and maintain on the Internet: VETS/NET, catalogs of materials, program data and reports, projected calendar of courses, for internal and constituent use, as determined by the COTR.

C.2.9.3 Compile Information on Testing, Course Evaluations and Follow-up Assessments

The contractor shall collect and compile information on participant understanding obtained through a measurement tool and other data summary documents that support the presentation of specific courses at NVTI. This shall also include, but not be limited to, performing various evaluative activities during course development, during course modification(s), and in support of ongoing classroom presentations (e.g., through developing and providing course-relevant training materials).

C.2.9.4 Operate During Specified Hours of Operation Onsite

The Center shall be staffed and available for telephone, TeleTypewriter (TTY) and email requests and on-site technical assistance from 9:30 a.m. to 5:30 p.m., Eastern Standard (or Eastern Daylight) time, Monday through Friday, except Federal holidays.

C.2.10 Task 3: Transition Plan

The NVTI is an essential cornerstone to the accomplishment of the VETS’ mission, therefore to ensure programmatic continuity;

the selected Contractor shall ensure a smooth contract transition after being notified that an optional year contract will not be exercised or the Contractor will not be awarded a new contract. The Contractor shall submit a transition plan to VETS ninety (90) days prior to the end of the contract.

C.3 MANAGEMENT OF PROJECT FACILITIES AND RESOURCES

C.3.1 Management of Project Facilities

The contractor will be responsible for obtaining and maintaining a venue/facility to perform the task incorporated in this statement of work. The facility for the National Veterans Training Institute shall include adequate office space for NVTI staff, all supplies, materials and equipment.

The contractor shall ensure that the venue/facility selected is located within 20 miles of a metropolitan city with accessibility through use of major transportation arties such as city bus, taxi, and or other means of local transportation. To ensure the capability to respond in a timely manner to a medical emergency, classroom and lodging facilities will be located within 20 miles of a hospital or medical center.

All NVTI facilities, administrative offices, training rooms, including branch campuses, student lodging facilities, and any contractor arranged meal facilities must provide provisions for training and accommodating the needs of individuals with disabilities, and indicate that lodging and training facilities are within 20 miles of a hospital or medical facility for emergency situations, and are Americans with Disabilities Act (ADA) compliant. The Americans with Disabilities Act of 1990 gives civil rights protections to individuals with disabilities similar to those provided to individuals on the basis of race, color, sex, national origin, age, and religion. It guarantees equal opportunity for individuals with disabilities in public accommodations, employment, transportation, State and local government services, and telecommunications.

The contractor will provide training facilities required for presentation of NVTI courses. Training facilities at the NVTI central location and at any other decentralized site will consist of well-ventilated rooms furnished with tables, chairs, and suitable as an educational environment for and average of twenty-eight (28) students, but will not exceed fifty-six (56) students. The contractor will ensure that rooms are equipped with appropriate electrical outlets for use of audiovisual equipment during training. Depending upon the instructional methodology used in a particular training course, or ‘breakout’ session, any and all required training equipment (e.g. video camera, VCR, video monitor, overhead/slide projector, Internet access) will be provided by the contractor if not provided as ‘Government furnished.’

C.3.2 Management of Project Finances and Resources

C.3.2.1 Travel

The contractor shall be responsible for all ground transportation to and from the common air or rail carriers. The contractor shall not be responsible for student travel expenses incurred during intervening weekend trips when courses last more than one week. Participants’ meals while in transit are also not reimbursable. The travel for DVOP and LVER and other state participant travel by privately owned vehicle (POV) will be paid by the contractor at the Federal per diem rate directly to the participant on a direct cost reimbursable basis to the contract.

Any miscellaneous costs associated with airline travel and/or rail travel, such as baggage fees, will be paid by the contractor at the Federal per diem rate directly to the participant on a direct cost reimbursable basis to the contract.

The costs of participants' airline, bus, rental car and rail travel will be borne by the Government and will not be charged to this contract. An employee of the contractor will be assigned to perform the following travel-related duties:

Inform the OASVET's contact for the DOL-contract travel agency of the specific travel needs of participants scheduled to attend NVTI training (other than Federal staff);

On an as needed basis make contact with the Labor contracted travel agency, currently Carlson Wagonlit, contacts to ensure accurate booking of all travelers' itineraries (including all necessary changes in the elements of each itinerary, i.e., names, dates, times, airports/stations, etc.);

Coordinate with other NVTI staff to ensure timely communication of the NVTI travel procedures and convey the traveler's itinerary to each traveler once arrangements are made;

Perform data entry and coordinate with OASVET and DOL staff to ensure that travel authorizations (TAs) issued through this process accurately reflect the costs and details of actual travel taken, pursuant to NVTI training activities.

C.3.2.2 Meals and Accommodations

The contractor shall be responsible for obtaining/maintaining logistical requirements for participants, including lodging and meals for participants who are attending training onsite, on a cost reimbursable basis. Participant lodging facilities and meals must be accessible to persons with disabilities. Meals for individuals on restricted diets are to be available on an as requested basis. Under meals and accommodations – coordination of lodging accommodations for course participants on a cost reimbursable basis that is supported by letter(s) of intent from lodging facility(ies)

C.3.2.3 Government and Contractor Furnished Materials

The Office of Veterans Employment and Training Service (VETS) will provide the selected contracted vendor with course content and materials as required.

The contractor shall furnish all materials necessary for course presentation except those identified as Government-furnished materials.

C.3.3 Project Reporting

C.3.3.1 Management/Training Report

The contractor shall ensure that that within ten (10) working days after the end of each contract month, the contractor shall deliver a “Management/Training report.” The contractor shall ensure that Management/Training Reports will be used to monitor the contractor’s performance and at a minimum shall contain the following information:

A narrative description of work accomplished during the reporting period and work to be undertaken during the next period.

The contractor shall report training completed and underway, including types of training and number of individuals trained, keying this information to the annual advance-training plan.

Status of any on-going course development work must be described.

The Management/ Training Report shall also describe workload demands experienced by staff (telephone request, on-site assistance rendered, public information tasks undertaken, VETS-generated requests, etc.).

The contractor shall report problems encountered or anticipated, and propose solutions.

Pre and Post training evaluations Any impact follow-up studies accomplished during the period.

C.3.3.2 Financial Management Report

The contractor shall ensure that that within ten (10) working days after the end of each contract month, the contractor shall deliver a Financial/Management Report and at a minimum shall contain the following information:

An accounting of labor hours expended, keyed to the tasks delineated in the work breakdown and staffing plan of the contractors’ proposal.

All current and cumulative costs incurred by meals and lodging for students, and other direct costs, to include amounts billed and paid, amount billed and unpaid.

Current funds remaining in the contract, and projections for completion.

C.3.3.3 Delivery of Management/Training Report and Financial Management Report

The contractor shall deliver the Management/Training Report and the Financial Report as follows:

2 copies of each – Contracting Officer’s Technical Representative

1 copy of each – Contracting Officer

SOW Section (where discussed in this SOW) Deliverable Date Due

Kick-off Meeting 5 days after contract award

C.2.3.3 and C.2.6 Participant understanding analysis (based on the course)

Summary results to be included with the monthly invoice that includes the course costs

C.2.9.3

Post Training Evaluations covering the facilities (lodging and meals), instruction performance and relevancy of the course content

Summary results to be included with the monthly invoice that includes the course costs

C.2.9.3

Impact Follow-up (Random) Studies on improving work competencies

No earlier than 90 days after the course and at least once for each type of course provided during the year

C.1.2 - b) a Conduct Training Needs Assessments

Include with the Monthly Invoice following at least 30 days after the request

C.1.2 - d) a and C.2.7

Track, Notify and follow-up with participants

No later than 10 days prior to course for notification of selection and no later than 30 days following course completion

C.1.2 - d) b Provide applicant completion data

With the Monthly Invoice at the end of each quarter (include with the Dec, Mar, Jun, Sep, and Dec Invoices)

C.1.2 - e) a State Grants Mgmt Training Course by Jan 30, 2012

C.1.2 - e) b Competitive Grants Mgmt Training Course by Dec 30, 2012

C.1.2 - e) c. Refocusing Initiative Podcast or Webinar by Jun 30, 2011

C.2.10 Prepare Final Transition Plan

No later than 90 days prior to contract termination