DRAFT PWS HE125420Q0032 Sources Sought Notice.pdf

PERFORMANCE WORK STATEMENT

K-12 Art Resource Platform

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 DoDEA schools have various grade configurations, with the most common being PK-5, 6-8, and 9-12. Of DoDEA’s 159 brick-and-mortar schools, 100 schools have students in at least three of the grades K-5; 67 schools have at least one grade 6-8; and 40 schools have grades 9-12. Of the 6-8 schools, eight are part of a K-6 or PK-6 school.

Table 1: Student Enrollment Projections – SY 2020-21 (rounded to nearest 50)

Grade Students Grade Students Grade Students Grade Students

PK 3,900 3 6,500 7 5,050 11 3,050

K 6,900 4 5,900 8 4,400 12 2,750 1 6,800 5 5,700 9 3,650 K-12

Total 69,700 2 6,500 6 5,350 10 3,250

1.1.3 Military-connected students experience high mobility rates across the nation and throughout the world. Consequently, DoDEA makes a concerted effort to mitigate transitional barriers to military-connected students’ success, working toward a worldwide systemic education network.

1.1.4 DoDEA has adopted College and Career Ready Standards (CCRS) in mathematics, literacy, the arts, social studies, and science, which are rigorous, research-based, and reflect the knowledge, skills and dispositions students need for success in college and/or careers and are aligned with the Common Core State Standards (CCSS), National Core Art Standards (NCAS), Next Generation Science Standards (NGSS) and the C3 Framework for Social Studies State Standards (C3).

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1.2 Background

K-12 art teachers have identified a need for supplementary web-based curriculum resources that will them develop/provide more comprehensive and innovative arts education for K-12 students systemwide. DoDEA has never awarded a contract for this requirements.

1.3 Scope of Work

DoDEA requires a K-12 art resources platform that includes a comprehensive bank of art-specific curriculum materials and has teacher-specific tools to guide improvement in art education. This resource will serve all arts educators and impact art students systemwide. DoDEA expects to award one contract for one 12-month base year and four 12-month option years. Note: DoDEA expects to purchase subscriptions for schools and for four above-school level staff. DoDEA expects to procure 5-year subscriptions for each of our 159 schools and for our four above-school level fine arts specialist—a total of 163 subscriptions.

2 Requirement (Objectives)

2.1 Objective 1, K-12 Art Resource Platform and Related Requirements

Provide the art resources and related technical support. Provide virtual professional learning on how to access and use any digital resources. Meet with DoDEA staff, as required.

2.1.1 Task 1, Platform—The Contractor shall:

2.1.1.1 Provide a web-based art resource platform with content that aligns to DoDEA’s College and Career Ready Standards (CCRS). See https://www.dodea.edu/Curriculum/FineArts/Fine-Arts-Standards.cfm for more information.

2.1.1.2 Provide online access to standards-aligned resources by grade level or grade band to include the following resources: standards-aligned, lesson plans, worksheets, artist biographies, videos, assessments, and curriculum.

2.1.1.3 Provide a collection interface that is organized by grade level or grade band and topic, and is user-friendly to navigate and manage.

2.1.1.4 Allow users to print materials.

2.1.1.5 Provide a regularly changing collection of comprehensive resources to remain up-to-date with current art works, trends, and changes in art education. Note: The term regularly means that materials will be added to the collection at least quarterly throughout each year of the contract.

2.1.1.6 Digital rights to all visual materials embedded in the resources so that DoDEA may use the resources for DoDEA’s internal use only without incurring copyright costs or infringing on copyright laws.

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2.1.2 Task 2, Virtual Professional Learning—The Contractor shall:

2.1.2.1 Provide professional learning to guide teachers in the use of the platform to access age- and developmentally appropriate resources for their students.

2.1.1.2 Ensure, if applicable, online content for publishing and reusability are Shareable Content Object Reference Model® (SCORM®)-compliant.

Department of Defense Instruction 1322.26 mandates that electronic courseware comply with the latest SCORM® package version, per https://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/1 32226_dodi_2017.pdf?ver=2017-10-05-073235-400.

2.1.3 Task 3, Technical Support: Provide, if required, 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.

2.1.4 Task 4, Meetings—The Contractor shall:

2.1.4.1 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.

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

2.1.4.3 IT Meeting: Convene a video- or teleconference with DoDEA Information Technology staff ten business days after award, if there are digital resources other than digital copies of the print resources.

(See Technical Exhibit #5.)

2.1.4.4 Other Post-Award Meetings: Meet with the Contracting Officer, COR, and/or other Agency personnel, as appropriate to review Contractor performance, as required by DoDEA. At these meetings the Contracting Officer 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.

2.1.4.5 Attendance: Attend virtual meetings at no additional cost to the Government. Note: Costs associated with attendance at face-to-face meetings, if any, shall be handled/paid for as stated in the contract.

Performance Standards and Acceptable Quality Levels (AQL) Objective 1, K-12 Art Resource Platform and Related Requirements

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Performance Standard and Related Task AQL Inspection

Method Incentives*

* 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, Platform, PWS 2.1.1

Zero deviation from the PWS.

Available for the life of the contract after receipt of initial delivery order

No more than one unscheduled downtime per year

COR

inspection and stakeholder feedback

Past Performance Assessment.

Task 2, Professional Learning, PWS 2.1.1

Zero deviation from the PWS.

Available for the life of the contract after receipt of initial delivery order

100% compliance

COR

inspection and stakeholder feedback

Past Performance Assessment.

Task 3, Technical Support, PWS 2.2.3

Zero deviation from the PWS.

Ongoing after receipt of the initial delivery order

95% of requests shall be handled in the time limit specified in the

PWS.

COR

inspection and stakeholder feedback

Past Performance Assessment

Task 4, Meetings, PWS 2.2.1

Zero deviation from the PWS.

Timeline stated in the PWS

No more than one meeting per year will need to be rescheduled

COR

inspection

Past Performance Assessment.

2.2 Objective 2, Contractor Manpower Requirement Application (eCMRA) Complete/submit reporting requirements annually, per the eCMRA website.

2.2.1 Task 5, 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.

Performance Standards and Acceptable Quality Levels Objective 2, eCMRA

Performance Standard and Related Task AQL Inspection Method Incentives

Task 5, eCMRA, PWS 2.2.1

Zero deviation from the PWS.

During the required timeframe, per the eCMRA website.

Information entered into eCMRA shall be 100% accurate

The COR shall query eCMRA to ensure information is entered and review a copy of the eCMRA information entered provided by the Contractor.

Past rating pass/fail.

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Requirements / Objectives The tasks listed above are to help the Contractor gain a better understanding of the requirements and are not all-inclusive. The Contractor is expected to develop a total solution in accordance with a performance-based approach.

3 Constraints

3.1 Period and Place of Performance: Base year and four option years, each year being 12 months in length. Work performed at the Contractor’s facilities.

3.2 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 Veterans Day Memorial Day Thanksgiving Day Independence Day Christmas Day

3.3 Program Management—The Contractor shall:

3.3.1 Duties: Provide a Program Manager and Alternate Program Manager

(Alternate). The Alternate shall act for the Contractor when the Program Manager is absent shall be designated in writing to the Contracting Officer.

The Program Manager or Alternate shall have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract. Provide Program Manager/Alternate with at least one year of experience in a similar role.

3.3.2 Changes: Personnel provided as replacements after contract award shall meet or exceed the qualifications and experience of those provided upon award of the contract. Notify the COR in writing regarding all personnel changes ten business days in advance of the change.

3.4 Availability: The Contractor shall make all resources available for the life of the contract.

3.5 Anti-Bias: The Contractor shall provide resources free of racial, color, national origin, age, disabling conditions, sexual, gender, religious, and ethnic bias and present balanced coverage of multi-cultural contributions and representation, where appropriate.

3.6 Privacy—The Contractor shall:

3.6.1 User Accounts: Require, wherever applicable, that individual accounts possess unique usernames and passwords that do not require personally identifiable information (PII) to access online content, i.e., first & last name and any other unique personal information.

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3.6.2 Contractor Personnel: Ensure personnel assigned to this contract take proper precautions to protect information from disclosure. All agency-owned or agency-controlled personally identifiable information shall be collected and/or stored in accordance with the relevant requirements of the Privacy Act, 5 U.S.C—http://www.archives.gov/about/laws/privacy-act-1974.html.

3.7 Section 508 Compliance—Ensure Contractor resources, wherever applicable, meet the following requirements:

3.7.1 IT Requirement: Provide technical support during the testing window. DoDEA requires instant response from Contractor technical support staff during that brief period. Ensure all electronic hardware and soft-ware procured under this contract/purchase order comply with Section 508 of the Rehabilitation Act of 1973, as amended, (29 U.S.C. 794d) and the Architectural and Transportation Barriers Compliance Board Electronic Information Technology (EIT) Accessibility Standards (36 CFR part 1194). Further information may be found at the following URL: http://www.section508.gov.

3.7.2 Deliverable Requirement: Ensure the following occur:

Outputs/deliverables do not adversely affect accessibility features of existing

EIT technologies.

EIT related to the requirements of the contract are accessible to people with disabilities, per 29 U.S.C 794(d).

Outputs/deliverables to include the functional performance, information, documentation, and support requirements are considered. Standards from 36 CFR Part 1194 Subpart B, C, and D apply to this acquisition.

3.8 Optical Character Resolution (OCR) Requirement: The Contractor shall provide, upon request, two digital OCR copies of print materials in one or more of the following formats:

Digital Accessible Information System/National Instructional Materials Accessibility Standard (NIMAS) with cascading style sheet HyperText Markup Language (HTML) Portable Document Format (PDF), (unlocked, embedded fonts, single page) Rich Text Format (RTF)/Word document

3.9 Organizational Conflict of Interest (OCI): Contractor (including subcontractor) personnel performing work under this contract may receive, have access to, or participate in the development of, proprietary or Privacy Act information (e.g., personal information, education, etc.) may create a current or subsequent OCI as defined in FAR Subpart 9.5. Whenever the Contractor becomes aware that such access or participation may result in any actual or potential OCI, the Contractor shall (1) immediately notify the Contracting Officer (KO) in writing and (2) promptly submit a plan to the KO to avoid or mitigate any such OCI. Note: The KO will unilaterally determine if the Contractor’s plan is acceptable. If the KO determines the plan cannot satisfactorily avoid or mitigate an OCI, s/he may

04 Mar 20 Page 6 implement other remedies to include prohibiting the Contractor’s further participation in contracted requirements.

4 Government-Furnished Resources None

TECHNCIAL EXHIBITS

Technical Exhibit 1 – Performance Requirements Summary Technical Exhibit 2 – Deliverables Technical Exhibit 3 – Technical Requirements Technical Exhibit 4 – Acronyms and Definitions

TECHNICAL EXHIBIT 1 – Performance Requirements Summary

Performance Standards and Acceptable Quality Levels (AQL) Objective 1, K-12 Art Supplementary Resources and Related Requirements

Performance Standard and Related Task AQL Inspection

Method Incentives*

* 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, K-12 Art Resources, PWS 2.1.1

Zero deviation from the PWS.

Available for the life of the contract after receipt of initial delivery order

No more than one unscheduled downtime per year

COR

inspection and stakeholder feedback

Past Performance Assessment.

Task 2, Professional Learning, PWS 2.1.1

Zero deviation from the PWS.

Available for the life of the contract after receipt of initial delivery order

100% compliance

COR

inspection and stakeholder feedback

Past Performance Assessment.

Task 3, Technical Support, PWS 2.2.3

Zero deviation from the PWS.

Ongoing after receipt of the initial delivery order

95% of requests shall be handled in the time limit specified in the

PWS.

COR

inspection and stakeholder feedback

Past Performance Assessment

Task 4, Meetings, PWS 2.2.1

Zero deviation from the PWS.

Timeline stated in the PWS

No more than one meeting per year will need to be rescheduled

COR

inspection

Past Performance Assessment.

Objective 2, eCMRA

Task 5, eCMRA, PWS 2.2.1

Zero deviation from the PWS.

During the required timeframe, per the eCMRA website.

Information entered into eCMRA shall be 100% accurate

The COR shall query eCMRA to ensure information is entered and review a copy of the eCMRA information entered provided by the Contractor.

Past rating pass/fail.

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TECHNICAL EXHIBIT 2 – Deliverables

Deliverables Frequency Medium/ Format

Submit To

Task 4, Meetings, PWS 2.2.4

PWS 2.2.1.2, Post-Award Conference: Participate in a post-award video- or teleconference within five business days after award. Provide minutes in writing in a format acceptable to the COR within two business days after the conference.

PWS 2.2.1.3, IT Meeting: Convene, if applicable, 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.

Email as MS Word/Excel attachment.

COR

Task 1, K-12 Art Supplementary Resources, PWS 2.1.1

Provide ongoing access three days after receipt of a delivery order.

Email as MS Word/ Excel attachment.

COR

Task 2, Professional Learning, PWS 2.1.2

Provide ongoing access three days after receipt of a delivery order

Email as MS Word/ Excel attachment.

COR

Task 3, Technical Support, PWS 2.2.3 Ongoing after receipt of initial delivery order N/A N/A

Task 5, eCMRA, PWS 2.3.1 Annually as required by the Government CMRA website

COR

review

TECHNICAL EXHIBIT 3 – Technical Requirements The Contractor shall comply with the applicable technical requirements detailed below.

3.1 Software and Cloud Security Requirements: The Contractor shall:

3.1.1 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.

3.1.2 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.

3.1.3 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.

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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/.

3.1.4 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.

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

3.1.6 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.

3.1.7 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.

TECHNICAL EXHIBIT 4 - 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.

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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)

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)

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