Draft PWS.doc

Community Profiles for the Non-DoD Program

1 General Information

1.1 Agency

1.1.1 For school year (SY) 2020-21, the Department of Defense Education Activity (DoDEA) will provide PK-12 instruction to approximately 70,000 dependents of military and civilian employees. Student enrollment is based primarily on deployment of military troops worldwide. In the Americas, DoDEA operates 50 schools located in seven states, Puerto Rico, and Cuba. In Europe and the Middle East, DoDEA operates 64 schools located in Germany, England, Netherlands, Belgium, Spain, Turkey, Bahrain and Italy. In the Pacific, DoDEA operates 45 schools located in Korea, Japan (mainland and Okinawa), and Guam. DoDEA's curriculum, resources and student achievement scores on standardized assessments compare favorably to those of high-performing US public school systems. In addition, DoDEA operates fully accredited Virtual High School with teaching hubs in each DoDEA region: Americas, Europe, and Pacific.

1.1.2 The Non-DoD School Program (NDSP) serves dependents of military and DoD civilian employees by defraying the costs and providing educational support to approximately 4,153 PK12 students in overseas locations where there are no schools operated by DoDEA. NDSP stakeholders include the military services, civilian agencies, Exceptional Family Member Program, suitability screeners, school liaison officers, and parents/sponsors.

1.1.3 Student enrollment is based primarily on deployment of military troops worldwide. Parents/sponsors select the school for their child. International schools vary widely in the educational and extracurricular programming they have available. In SY19-20, NDSP worked with 786 international schools in 320 locations worldwide—up from 768 schools in SY18-19.

1.2 Background: Currently, DoDEA-NDSP uses a spreadsheet that is posted on its website to share information about educational options in NDSP locations. The

Non DOD Schools Listing spreadsheet can be found at:

https://www.dodea.edu/nonDoD/generalInformation/educationalOptions/index.cfm

1.3 Scope of Work: DoDEA-NDSP requires an interactive website including a world map allowing stakeholders to select a country and a city/duty station, within the country, and then be provided with information regarding K-12 educational options. The listing of educational options will be provided to the contractor, with some additional research needed for each school. DoDEA-NDSP also requires additional services to include one-page briefing papers that are location specific, program fact sheets, and website development and hosting. DoDEA-NDSP requests access to one-page briefing papers and fact sheets in an e-format, both screen viewable and printable on demand. DoDEA-NDSP requests booklets be sent by mail. Each option year the posted information will need to be updated.

2 Requirement (Objectives)

2.1 Objective 1, International School Information

The Contractor shall design and host a website that includes an interactive map and Contractor-validated school information. Provide digital fact sheets and a soft copy booklet, as described below. Note: DoDEA will provide a spreadsheet with information on approximately 1000 schools worldwide. In the option years, DoDEA may add schools to that list, which the Contractor shall incorporate into the website, map, and other resources listed below.

2.1.1 Task 1, Website—The Contractor shall:

2.1.1.1 Design and host a website for DoDEA-NDSP’s International School Information. Finalize the design based on written feedback from DoDEA-NDSP.

2.1.1.2 Host the website. Ensure it is operational at all times except for scheduled downtimes determined in writing by DoDEA-NDSP in consultation with the Contractor. Provide technical assistance and website development, hosting, and system maintenance to include ensuring that the website:

1) Is updated yearly.

2) Is 508-compliant.

3) Is search engine indexed to Google, Yahoo!, Ask.com, and other popular search engines.

4) Has an online function allowing stakeholders to request technical assistance and report any technical problems.

2.1.2 Task 2, Interactive Map—The Contractor shall:

2.1.2.1 Provide an interactive map of the world on the website that allows stakeholders to select a country and then a city/duty station in that country, and be provided with information about educational programming available within that city/station.

2.1.2.2 Provide information that includes but is not necessarily limited to the following: school name, country, city, public/private, instruction in English, boarding school (Y/N), URL, accreditation information.

2.1.2.3 Ensure the database for the school listing is password-protected and available to DoDEA-NDSP at all times.

2.1.3 Task 3, Digital Fact Sheets—The Contractor shall provide electronic one-page fact sheets containing info graphics with program data to include statistics such as the number of students served, number post/duty stations, and other program data provided by program personnel, annually.

2.1.4 Task 4, Digital Contact Card—The Contractor shall draft an electronic one-page document based on information provided by DoDEA-NDSP and finalized based on written from DoDEA-NDSP.

2.1.5 Task 5, Booklet—The Contractor shall:

2.1.5.1 Draft a booklet organized by country and city/cities within that country with international school listings. Each of the approximately 1,000 school listings shall include the following information:

1) School Name

2) School Website URL

3) School Address

4) School Phone Number

5) Name of School’s Director

2.1.5.2 Finalize the booklet based on written feedback from the COR. Booklets shall be soft bound and approximately 5.5 inches by 8.5 inches in size and use a 12-point Arial Narrow font to display school information. Note: DoDEA expects each booklet to be approximately 20 pages in length.

2.1.5.3 Provide bundles of 25 booklets based on delivery orders throughout each fiscal year. Note: DoDEA-NDSP expects to make an initial order of 250 booklets in the base year and each option year.

2.2 Objective 2, General Requirements

Place of Performance: All work shall be performed at Contractor’s facilities.

Holidays and Hours of Operation: Contractor personnel shall be available during the hours of 9AM to 3PM Eastern Standard Time (EST), except for Federal holidays and Federal government closures/shutdowns. The following list shows all recognized Federal holidays:

New Year’s Day

Labor Day

Martin Luther King Jr.’s Birthday Columbus Day

President’s Day

Veteran Day

Memorial Day

Thanksgiving Day

Independence Day

2.2.1 Task 6, Meetings—The Contractor shall:

2.2.1.1 Medium and Minutes: Provide the medium through which each conference/meeting occurs, record each meeting’s minutes, and submit them to the COR within two business days of the event.

2.2.1.2 Post-Award Conference: Participate in a video- or teleconference with the COR five business days after award in accordance with FAR Subpart 42.5.

2.2.1.3 IT Meeting: Convene a video- or teleconference with DoDEA Information Technology staff ten business days after award.

2.2.1.4 Other Post-Award Meetings: Meet with the Contracting Officer Representative (COR), and/or other Agency personnel, as appropriate to review Contractor performance, as required by DoDEA-NDSP. At these meetings the COR may discuss the Government’s view of Contractor performance, and the Contractor shall apprise the Government of problems, if any, being experienced. The Contractor shall take appropriate action to resolve any outstanding issues raised by the Government.

2.2.1.5 Attendance: Contractor shall attend virtual meetings at no additional cost to the Government. .

2.2.2 Task 7, Delivery of Print and Digital Resources—The Contractor shall:

2.2.2.1 Provide digital resources within three business days after receipt of delivery order.

2.2.2.2 Ship all print materials and manipulatives to the Americas by either commercial carrier or USPS and to Europe and the Pacific only by commercial carrier. Note: Delivery orders will include door-to-door addresses.

2.2.2.3 Deliver print materials 30 calendar days after receipt of delivery orders for US sites and 45 calendar days after receipt of delivery orders for overseas sites.

2.2.2.4 Provide a digital Shipment Notification upon shipment of material that includes the following:

1) Contract number

2) Delivery order number

3) Contract line item number (CLIN) indicating materials and quantities included in this shipment

4) Destination of shipment

5) Date of shipment

6) Shipping carrier name

7) Tracking number of shipment

8) Estimated date of arrival of shipment

9) Shipping slip (if applicable)

2.2.3 Task 8, Technical Support: Provide industry-standard technical support for its digital resources for the life of the contract via telephone or by email within one business day or less from the initial contact to include but not limited to assisting with service problems, product setup, upgrades, and troubleshooting.

2.3 Objective 3, Contractor Manpower Requirement Application (eCMRA)

Task 9, eCMRA: The Contractor shall report all labor hours (including subcontractor labor hours) required to perform the services provided under this contract via a secure data collection site. The Contractor shall complete all required data fields. Reporting inputs shall be for labor executed during each fiscal year’s period of performance (Oct 01 - Sep 30). While inputs may be reported any time during the fiscal year, all data shall be reported no later than October 31 of each calendar year. Contractors shall use the following URL both to fill out the abovementioned data fields and to contact the help desk for assistance: https://www.ecmra.mil.

3 Constraints

None

4 Government-Furnished Resources

None

5 Technical Requirement

5.1 Software and Cloud Security Requirements: The Contractor shall:

5.1.1 Ensure all online resources, cloud-based services and instructional software meet the Department of Defense (DoD) and DoDEA Cybersecurity requirements as defined below.

Note: Software, cloud services and associated websites will be rigorously tested to ensure no security risks are posed to DoDEA infrastructure and its users.

5.1.2 Complete the Cloud Services questionnaire that was submitted as part of the proposal submission and provide copies of and/or access to any software in the proposed solution, if applicable.

5.1.3 Ensure on-premises software support post-installation integration of the necessary Security Technical Implementation Guides (STIGs) for applicable systems and applications, including Microsoft Windows 10, Microsoft Windows Server 2016, Windows Server 2019, Microsoft Windows IIS, Apache, Oracle databases, and Microsoft SQL Server databases.

Note: These can be downloaded from https://public.cyber.mil/stigs/downloads/ , and the application to view the STIGs is available here: https://public.cyber.mil/stigs/srg-stig-tools/ .

5.1.4 Ensure vendor content accessible from the web is compatible with the following browser platforms: Internet Explorer 11, Google Chrome and Edge. Ensuring that any applicable STIGs are implemented.

5.1.5 Provide copies of all the offering’s software, including browser extensions and desktop software, as part of the response.

5.1.6 Permit on-premises software to be subject to static and dynamic analysis testing to ensure imposes no risk to DoDEA systems, users and/or data. DoDEA will assess software products to ensure compatibility with existing system configurations and software, testing may also include reverse engineering analysis. The vendor will provide a Plan of Actions & Milestones (POA&M) to mitigate any DoDEA Cybersecurity findings resulting from non-compliant and/or vulnerable components within 21 business days of notification from DoDEA.

5.1.7 Per DoD policy, cloud-based services shall undergo a supplemental series of validations, which closely mirror the Federal Risk and Authorization Management Program (FedRAMP) Internet Cloud vetting processes and include interviews and deep system architecture inspections with the Contractor.

TECHNCIAL EXHIBITS

Technical Exhibit 1 – Performance Requirements Summary

Technical Exhibit 2 – Deliverables

Technical Exhibit 3 – Acronyms and Definitions

TECHNICAL EXHIBIT 1 - Performance Requirements Summary

Performance Standards and Acceptable Quality Levels (AQL)

Objective 1, International School Information

* Unless specified otherwise, possible ratings are as follows: exceptional, very good, satisfactory, marginal, or unsatisfactory, per FAR 42.1503, Table 42-1, “Evaluation Ratings Definitions”.

Task 1, Website, PWS 2.1.1

Zero deviation from the PWS.

Draft version 90 calendar days after post-award conference. Live version 14 calendar days after receipt of written feedback from the COR. Ongoing thereafter.

Draft: 80% correct

Live: 100% correct, except for minor grammar/formatting errors

Available 24/7/365 except for agreed-upon downtimes

Task 2, Interactive Map, PWS 2.1.2

Zero deviation from the PWS.

Ongoing, beginning 150 calendar days after post-award conference. Updated annually.

Task 3, Digital Fact Sheets, PWS 2.1.3

Zero deviation from the PWS.

180 calendar days after post-award conference. Updated annually

Task 4, Digital Contact Cards, PWS 2.1.4

Zero deviation from the PWS.

180 calendar days after post-award conference. Updated annually

Task 5, Booklets, PWS 2.1.5

Zero deviation from the PWS.

Draft 180 calendar days after post-award conference. Final 30 calendar days after receipt of written feedback from the COR. Updated annually Draft: 80% correct

Final: 100% correct, except for minor grammar/formatting errors.

Copies delivered to DoDEA 30 calendar days after completion.

Objective 2, General Requirements

Task 6, Meetings, PWS 2.2.1

Zero deviation from the PWS.

All meeting dates and times determined post-award

Task 7, Delivery, PWS 2.2.2

Zero deviation from the PWS.

Duration of the award Digital: Three business days after receipt of delivery order

Print: After receipt of delivery order, deliver to US sites in 30 calendar days and to overseas sites in 45 calendar days

Task 8, Technical Support, PWS 2.2.4

Zero deviation from the PWS.

Duration of the award

TECHNICAL EXHIBIT 2 – Deliverables

PWS 2.2.1.3, IT Meeting: Convene ten business days after award. Provide minutes and medium as stated above.

PWS 2.2.1.4, Other Meetings: As required by the COR. Provide minutes and medium as stated above.

Live Version: Fourteen calendar days after receipt of written feedback.

Final: 30 calendar days after receipt of written feedback.

Updated annually.

Print: After receipt of delivery order, deliver to US sites in 30 calendar days and to overseas sites in 45 calendar days

TECHNICAL EXHIBIT 3 - Acronyms & Definitions.

Acceptance of Services – Acceptance” means the act of an authorized representative of the Government by which the Government for itself or as agent of another (1) assumes ownership of existing identified supplies tendered or (2) approves specific services rendered as partial or complete performance of the contract. The term, conditional acceptance, means acceptance of supplies or services that do not conform to contract quality requirements or are otherwise incomplete, that the contractor is required to correct or otherwise complete by a specified date.

Contract Line Item Number (CLIN) – Basic structural element in a procurement instrument describing and organizing the required product or service for pricing, delivery, inspection, acceptance, invoicing, and payment. The use of the term “line item” includes “subcontract line number”, (SLIN), as applicable.

Contract Discrepancy Report (CDR) – The Government’s formal process/format, normally tied into the Government’s QASP (definition below), that notifies the contractor of and tracks any observed quality or performance discrepancy between the contractor’s performance and the quality/performance objectives of this PWS. CDRs are formally written and tracked on any number of official documents/forms (e.g., DD Form 1772, DA Form 5479, etc.), and require timely responses from both the contractor and Government personnel to address/resolve.

Contracting Officer (KO) – The only individual with expressed authority to obligate (bind) the Government by means of entering, administering, and terminating contracts within the limits of authority delegated via a Contracting Officer’s warrant.

Contracting Officer’s Representative (COR) – Qualified and trained Government employee, nominated by the requiring activity (RA) and appointed in writing by a KO primarily to perform specific technical or administrative functions on a specific contract(s); serves as the ‘eyes and ears’ of a KO to assure the Government’s best interests are protected via the terms and conditions of the contract(s) appointed. COR’s do not have authority to obligate (i.e., bind) the Government.

Contract Specialist (CS) – Contracting career field professionals without the authority (i.e. not warranted) to enter into contracts on behalf the Government.

Contractor - Supplier or vendor having a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

Defense Federal Acquisition Regulation (DFAR)

Defense Federal Acquisition Regulation Supplement (DFARS)

Department of Defense (DoD / DOD)

Department of Defense Education Activity – Non-DoD Schools Program (DoDEA-NDSP)

Defective Service - A service output that does not meet the standard of performance associated with the Performance Work Statement.

Deliverable - Anything that can be physically delivered but may include non-physical things such as digital reports.

Eastern Standard Time (EST)

Federal Acquisition Regulation (FAR)

In Accordance With (IAW)

Performance Requirements Summary (PRS) – Tabular listing of performance objectives and standards that provides the basis for a meaningful QASP.

Performance Work Statement (PWS) - A statement of work for performance-based acquisitions describing the required results in clear, specific and objective terms with measurable outcomes.

Quality Assurance Surveillance Plan (QASP) – Government’s plan to monitor contractor’s performance, by method and frequency; all those critical areas performance required on the service contract to monitor the contractor’s performance on the contract

Requiring Activity (or Agency) (RA) – Office, agency, or activity that has the mission requirement for an interagency acquisition.

Subcontractor - One that enters into a contract with a prime contractor. Note: The Government is not privy to the contract(s) with the subcontractor.

Technical Exhibit (TE)

(End or Performance Work Statement)