Attachment A.doc

ATTACHMENT A

ED-08-R-0071

July 9, 2008

Reading First Logistical Support Performance Work Statement

GENERAL REQUIREMENTS

ACRONYMS

CO

Contracting Officer

COR

Contracting Officer’s Representative

ED

United States Department of Education

EPA

Environmental Protection Agency

ESEA

Elementary and Secondary Education Act

FACA

Federal Advisory Committee Act

LEA

Local Educational Agency

MER

Monthly Expenditure Report

MPR Monthly Progress Report

OESE

Office of Elementary and Secondary Education

OSHA

Occupational Safety and Health Act

PWS

Performance Work Statement

QASP

Quality Assurance Surveillance Plan

RFP

Request for Proposals

SEA

State Educational Agency

SBRR

Scientifically based reading research

TDD

Telecommunications device for the deaf Overview/Background

The Reading First program is authorized under Title I, Part B, Subpart I of the Elementary and Secondary Education Act (ESEA), as amended by the No Child Left Behind Act of 2001. The program’s specific purpose is to apply scientifically based reading research—and the proven instructional and assessment tools consistent with this research—to ensure that all children learn to read well by the end of third grade. The Reading First program provides formula grants to State educational agencies (SEAs), including Puerto Rico and the District of Columbia, certain outlying areas (Virgin Islands, Guam, American Samoa, and the Commonwealth of the Northern Mariana Islands), and the Bureau of Indian Education. Most states are now in their fifth or sixth year of implementation.

In Fiscal Year 2007, State awards ranged in size from $2,463,421 to $136,987,926. The Reading First legislation requires States to award these funds to Local educational agencies (LEAs) through competitive subgrants to districts with the highest percentages of K-3 students reading below grade level and students in poverty. Key expenditures for local projects include intensive professional development for teachers and principals and purchase of materials and assessments. The end goal for Reading First is to improve reading instruction in elementary school classrooms by implementing scientifically based reading research so that every student can read at or above grade level by the end of third grade.

In order for SEAs to have the opportunities to learn about a diversity of reading research and practices, and to interact with each other and ED, several meetings are planned each year including the National Conference, State Directors meeting, topical meetings, and focus groups. The Contractor will have responsibility for providing logistical support for the Reading First Advisory Committee. The purpose of this contract will be to provide logistical arrangements for these meetings as well as other needs of the Department.

Purpose The purpose of this procurement is to obtain logistical support for conferences, meetings, and other activities associated with supporting the implementation of Reading First at the State and local levels. The Contractor may also be asked to provide pre- and post- conference logistical support for SEA sponsored meetings. Funds are not available for the Contractor to provide onsite services at SEA sponsored meetings.

To the extent possible, ED will provide the Contractor with (30) thirty days advance notice of required meetings. However, due to the high-profile nature of the program this statement of work will support, meetings and events may be called on short notice. All Department costs associated with the general logistics of national Reading First conferences, meetings, and related activities - including, but not limited to travel, meeting facilities, equipment, and invited speakers – will be included in the contract and paid directly by the Contractor.

The funds will engage the services of a contractor with expertise in conference planning, coordination, data analysis, and dissemination of supporting materials. All allowable reimbursement costs associated with the conference – including but not limited to meeting rooms, audiovisual equipment, and SEA staff travel – will be included in the contract and paid directly by the contractor.

Scope of Work

Meetings and conferences sponsored by Reading First will vary in size and duration. Most conferences will fall within three broad categories:

Small conferences of 10 to 100 participants;

Mid-size conferences of 100 to 1,000 participants; or

Large conferences of up to 6,000 participants

The length of the conferences may be anywhere between one half-day, or as long as three days. The contractor shall have the capability of handling meetings at a number of locations, in addition to the Washington, D.C area. The contractor shall be required to manage meetings scheduled concurrent with other activities. The contractor shall be responsible for including:

· Pre-conference planning

· Onsite logistical support for each meeting;

· Post-conference services;

· Development of materials either for the meetings or as a result of the meetings.

The contractor shall establish a working relationship with the technical assistance contractor to coordinate logistical and travel arrangements for conference presenters. A qualified contractor must also have proven experience managing large meetings of up to 6,000 participants, managing simultaneous activities, and developing and maintaining a database of attendee profiles to facilitate registration for meetings.

The meetings will consist of the following:

Task 1- Meet and communicate with ED and Technical Assistance Contractor

There will be an initial kick-off meeting between the Contractor and ED to clarify work requirements and procedures, and to review the Contractor's activities and plans. The contractor shall attend the one-day meeting with the COR, CO and other team members in the Washington, DC area within five (5) working days after the effective date of the contract award. The purpose of the meeting is not to alter the performance work statement, but to review the goals and objectives of the procurement and the contractor’s approach to tasks as specified in the procedural plan of the proposal. The contractor shall also be prepared to coordinate conference calls and planning meetings with the COR, program staff and the technical assistance contractor for the duration of the contract.

Task 2- National Conference

The Contractor shall cover all costs and logistical arrangements associated with convening at least one national outreach conference during the base period and each option period. In the base period, the Contractor shall plan for a National Conference of 3,000 attendees. The Contractor shall plan for National Conferences of 6,000 attendees for option periodss 1-4. The aim of the National Conferences is to deepen and update State and local understanding of scientifically based reading research and to facilitate, through multi-faceted technical assistance, the implementation and evaluation of Reading First efforts at all levels. The Contractor shall make travel arrangements for and cover the costs of up to three representatives per SEA for the base period and two representatives per SEA for each option period.

Task 3- State Directors Meetings ED will hold meetings of all Reading First State Directors annually to keep them informed of program requirements and developments, provide technical assistance, and to share best practices and examples of successful implementation. The Contractor shall cover all costs and logistical arrangements related to these meetings. During the base period, ED plans to host three regional State Directors’ meetings to focus on the needs of SEAs due to the 61% funding reduction of FY 2008 Reading First funds. Each regional meeting will include approximately 70 attendees. In Option Periods 1-4, the Contractor shall plan for one State Directors’ meeting for approximately 150 attendees. Contractor shall make travel arrangements for and cover the costs of up to three representatives per SEA for the base period and two representatives per SEA for each option period. ED expects to host the State Directors’ meeting in the spring, but the Contractor shall be flexible based on program needs.

Task 4- Reading First Advisory Committee Meetings

The Contractor shall cover costs and logistical arrangements associated with convening the Reading First Advisory Committee for three onsite meetings in Washington, DC and up to five phone conferences. The activities of the Advisory Committee will be governed by the Federal Advisory Committee Act (P.L. 92-463, as amended; 5 U.S.C., Appendix 2) (FACA), which establishes the standards for the formation and use of advisory committees. The Contractor shall be responsible for travel costs for up to 15 Advisory Committee members, but shall expect up to 50 attendees at each Advisory Committee meeting. The purpose of the Reading First Advisory Committee is to evaluate Reading First applications submitted by States, to review the progress reports that States submit after the third year of the grant period, to advise on the awarding of Targeted Assistance Grants, and to advise ED on other issues that ED deems appropriate. The Reading First Advisory Committee and ED will determine the number of annual meetings. Committee meetings are open to the public, requiring that the Contractor be able to ensure that there is adequate space for participants and the public. The Contractor shall provide a transcriber for each meeting and prepare draft minutes for ED review. The Contractor shall track all expenditures related for each Advisory Committee meeting and conference call.

Task 5- Topical Meetings

The Contractor shall cover costs and logistical arrangements associated with convening topical meetings. The aim of the topical meetings is to deepen and update State understanding of scientifically based reading research and to facilitate technical assistance on topics relevant to the SEAs’ and LEAs’ implementation of Reading First. ED does not plan a topical meeting for the base period. The Contractor shall budget for one topical meeting in each option period. The Contractor shall budget for travel and lodging arrangements for 55 attendees, but shall expect up to 100 attendees.

Task 6- Focus Groups

The Contractor shall cover costs and logistical arrangements associated with convening up six focus groups each year depending on ED’s needs. The purpose of focus groups is to discuss the implementation of Reading First with a variety of stakeholders. The Contractor shall plan for four focus groups, of approximately 15 attendees each, held in conjunction with the National Conference and two focus groups to be conducted via conference call.

Subtask Requirements

The Contractor shall complete the following subtasks as for Tasks 2-6. The deliverable schedule indicates subtasks that are not applicable to one of the tasks.

A. Contractor -Furnished, Facilities, Equipment, Materials, Tools, and Supplies

1. Office Supplies

The Contractor shall supply office supplies and materials during the meetings to all conference attendees.

2 Quality of Contractor-Furnished Materials

The Contractor shall ensure that all materials and supplies used under this contract are not harmful to ED customers or its employees, meet manufacturer's specifications and comply fully with all applicable OSHA and Environmental Protection Agency (EPA) standards.

3. Contractor-Furnished Equipment and Tools

All equipment furnished by the Contractor shall meet OSHA safety requirements. It shall be the responsibility of the Contractor to prevent the operation or attempted operation of electrical equipment or combinations of equipment that require power exceeding the capability of existing building circuits.

B. Pre-conference Services

The Contractor shall perform the following pre-conference activities and report on the status of each activity during the weekly phone calls and as part of the Performance Work Statement (PWS).

1. Site Selection and Reservation The Contractor shall select sites with access for disabled individuals (both conference space and/or sleeping accommodations if required, as well as appropriate travel arrangements.) The Contractor shall obtain hotel accommodations and conference rooms that comply with all federal travel regulations, the Americans with Disabilities Act and the Fire Safety Act. The Contractor shall provide adequate protection from damage for all contract files, materials, products, and facilities consistent with the standards and regulations based on the Occupational Safety and Health Act (OSHA) of 1970. Should the Government consider the facilities unacceptable, based on inspections, the Government retains the right to require the Contractor to relocate to facilities that meet Federal Government Standards, at the Contractor's expense. The Contractor shall arrange for sufficient storage space to hold and store documents, distribution materials, and negatives.

Site selection for the National Conference shall happen nine months prior to the conference. Site selection for State Directors and Topical meetings shall be completed 120 days prior to the meetings. Please note that some meetings, such as Reading First Advisory Committee meetings, may occur with less notice and require quick action by the Contractor.

For sites outside the Washington D.C. metropolitan area, the Contractor shall conduct a site visit prior to making the final selection. The COR and/or other program representatives shall also accompany the Contractor during these site selection visits.

2. Invitations and Confirmations

The Contractor shall prepare and distribute invitations to all conference and meeting attendees online six months prior to the National Conference and 90 calendar days prior to all other meetings. The Contractor shall use electronic methods of distributing invitations and confirmations to the extent possible. ED will review these materials prior to distribution. The Contractor shall have the capability to register participants online and to provide the program office with weekly updates on the number of confirmations and job titles of participants. The Contractor shall develop an online database of attendee profiles at all National and State sponsored meetings that the Contractor supports. That database will facilitate future registration by attendees as well as document participants at each meeting.

3. Travel and Lodging Arrangements The Contractor shall be required to coordinate travel and lodging arrangements for sponsored participants including State Directors and presenters from all 50 States, the District of Columbia and U.S. territories. All travel arrangements should be completed, when possible, 60 days prior to each meeting or 30 days prior to Advisory Committee meetings. The Contractor shall arrange for shuttle services between the National Conference site and the multiple hotels where conference attendees have accommodations.

4. Meeting Room Arrangements

The Contractor shall arrange for meeting space based on the requirements and the purpose of a particular activity, for example a plenary sessions, breakout sessions, and focus groups. These arrangements shall be made in conjunction with the booking of the hotel or convention center. Meeting room arrangements should be negotiated nine months prior to the National Conference and six weeks prior to other meetings.

5. Food and Beverage Arrangements

The Contractor shall have knowledge of Federal and ED regulations that govern/restrict the use of program funds for meals. An example is: a tightly scheduled meeting or conference including a working lunch to maximize the meeting time. Food and beverage arrangements should be made four weeks prior to all meetings.

6. Audio-Visual Support

The contractor shall coordinate and arrange for all audio-visual equipment required by the speakers. These costs shall be billed to the contractor and reimbursed by ED. Audio-visual arrangements should be completed three months prior to the National Conference and five weeks prior to other meetings.

7. Presenter Conflict of Interest Screening

The Contractor shall assist ED in screening meeting presenters for potential Conflict of Interest. The Contractor shall conduct the initial interviews with all presenters. The Contractor shall carefully document the interviews with presenters and share the information with ED weekly, or more frequently. The presenter conflict of interest screening shall be completed eight weeks prior to the National Conference and four weeks prior to all meetings or as presenters are identified.

8. Presenter Portal

The Contractor shall develop a portal where National Conference presenters can upload PowerPoint presentations and all other materials related to their presentation. The website should be accessible to ED program staff who will review all materials. The portal shall also include a feature for ED program staff to check materials that have been reviewed and approved.

C. Onsite Services

The Contractor shall perform the following services while on site at all meetings and conferences.

1. Registration

The Contractor shall provide a staff to conduct registration and distribution of meeting materials onsite. Registration for large meetings, such as the National Conference(s) shall be conducted online to maximize efficiency.

2. Speaker and Attendee Assistance

The Contractor shall provide onsite assistance services to speakers, attendees and other individuals as required. This service shall include speaker confirmation, coordinating the speaker’s room and presentation time, copies of materials and audio/visual assistance as required. The Contractor must ensure that all materials are compliant with Section 508 of the Rehabilitation Act of 1973. The Contractor shall also have personnel available to assist meeting attendees with any questions pertaining to meeting sessions, directions to rooms, and other needs. The Contractor shall also be prepared for appropriate and prompt emergency response to medical emergencies.

3. Room Monitoring

The Contractor shall provide room-monitoring services, including the operation of audio-visual equipment as required. This monitoring shall include audio/visual setup, coordinating room lighting and temperature with the hotel facilities personnel and placement of conference materials in the specific room.

4. Administrative Support The Contractor shall provide clerical/administrative services, including but not limited to, photocopying, message taking, and completion of packets containing meeting materials.

5. CEU Certificates

The Contractor shall provide Continuing Education Unit (CEU) Certificates as requested by National Conference attendees. Certificates shall be accessible to attendees electronically at the end of the conference.

E. Post Conference Services

The contractor shall perform these services following the conclusion of the all meetings and conferences.

1. Thank you Letters

The contractor shall send thank you letters to participants and/or speakers as requested within ten (10) business days following the conference. The COR will approve both the draft and final versions of the thank you letter five days after the meeting.

2. Evaluation Reports

The contractor shall solicit feedback from all meeting and conference attendees and provide a final report of all evaluation forms and comments received regarding the meetings and conference. All evaluations shall be drafted with ED and shall include questions relating to the content and logistical support of the meetings and conferences. The evaluation forms will be reviewed by the COR following the conference and prior to the contractor preparing a final report. The final evaluation reports shall be submitted 45 calendar days following the National Conference. Evaluation reports for other meetings shall be submitted 15 calendar days following the meetings.

3. Meeting Minutes

The Contractor shall provide official meeting minutes for all meetings of the Reading First Advisory Committee. The Contractor shall contract with a transcriber. Minutes for all meetings shall be submitted to ED within 30 days calendar days of each Reading First Advisory Committee meeting.

Task 7- Administrative and Logistical Support

A. Administrative support to ED

The Contractor shall provide administrative support as needed by ED. For instance, the Contractor shall collect all materials from presenters and ensure that they are complaint with Section 508 of the Rehabilitation Act of 1973. The Contractor shall be required to provide other administrative support including, but not limited to: copying and disseminating materials and arranging conference calls.

B. Logistical Support to SEAs

At the request of an SEA, the contractor shall provide pre- and post-conference assistance to SEAs for State-level Reading First meetings. Allowable activities include: site selection, information gathering, and recommendations; solicitation of RFPs; drafts of invitations; confirmations and other correspondence; travel and lodging arrangements; meeting room arrangements; food and beverage arrangements; and audio-visual support, drafting thank you letters; evaluation reports; reimbursement and reconciliation of expenses.

Note: This contract will not support costs associated with travel, onsite support or printing and mailing materials and correspondence. Only labor costs, of the logistics liaisons, will be supported.

Task 8 - Reporting Requirements

The Contractor shall adhere to the following reporting requirements:

All reports shall show the project title and contract number on the cover or first page. The reports shall state the U.S. Department of Education (ED), Office of Elementary and Secondary Education is funding the project.

A. Monthly Progress Reports

The contractor shall submit monthly progress reports to the COR and CO for the duration of the contract. The contractor shall summarize the major activities and accomplishments during the reporting period and provide information for each project task regarding significant findings and events, problems encountered, suggested solutions, and staff utilized. The contractor shall specify in the reports the extent to which the project is on schedule. The contractor shall submit the monthly reports within twenty (20) calendar days after the end of each calendar month.

B. Monthly Expenditure Reports

The contractor shall include monthly expenditure reports in the monthly progress report. This report shall be an exhibit of expenditures segregated by project costs by individual and by task. This shall include all invoices and personnel costs associated with a task.

The contractor shall provide detailed travel costs for the trips incurred; specifically, the report shall identify the people who traveled, location, and the dates of arrival and departure. The contractor’s reporting format shall be consistent from month to month. The contractor shall submit receipts for expenses with the expenditure reports.

The contractor shall submit the monthly reports within twenty (20) calendar days after the end of each calendar month.

C. Annual Reports

The Contractor shall submit an annual progress report and expenditure report at the end of the base year and each option year. The contractor shall summarize the major activities and accomplishments during the reporting period and provide information for each project task regarding significant findings and events, problems encountered, suggested solutions, and staff utilized. The contractor shall specify in the reports the extent to which the project is on schedule. In the annual expenditure report, the contractor shall provide costs for each task. The contractor shall submit the annual reports 45 calendar days after the end of the base year and option years 1-3. The annual report must be submitted 15 calendar days after option year 4 or the final option year of the contract should all option years not be exercised.

D. Other Reporting Requirements

The contractor shall communicate and work closely with the COR in all aspects of the procurement by frequent telephone calls and electronic correspondence to discuss project progress and any problems encountered in carrying out the work of the contract.

E. Submission of Reports and Other Deliverables

The contract number shall be clearly identified on each report and deliverable. Whenever possible, deliverables shall be submitted electronically. When necessary for hard copies, one copy of each final report and deliverable shall be submitted to:

U.S. Department of Education

Contracts and Acquisitions Management

550 12th Street

PCP-7155

Washington, D.C. 20202-4210

Attn: Amanda Woodard, Contracts Specialist

All other copies shall be submitted to:

Contracting Officer’s Representative (COR)

U.S. Department of Education

Office of Elementary and Secondary Education

LBJ Building

400 Maryland Avenue, SW.

Washington, D.C. 20202-6200

Any late or missing reports will be included in and affect the contractor’s past performance rating.

Task 9-Contractor's Quality Control Program

The Contractor shall establish a performance based quality control plan to ensure that the requirements to the contract are met as specified. A copy shall be provided to the COR and the CO 15 calendar days after the effective date of the contract and within 5 calendar days of any subsequent changes. The plan will include at a minimum the following:

a. An inspection program addressing all of the services stated in the PWS. The inspection program must specify the areas to be inspected on a scheduled or unscheduled basis and the names, titles and qualifications of the individuals performing inspections and the extent of their authority. Their functional roles must be depicted in an organizational chart.

b. Methods of identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable and corrective actions need to be taken; procedures for notifying the COR when deficiencies are encountered; planned corrective actions and descriptions of proposed sampling techniques. In other words, a continuous improvement process must be in place.

c. Methods of documenting and enforcing quality control operations of both the Contractor's and Subcontractors' (if any) work, including inspection and testing.

d. The format for the Contractor's Quality Control Reports.

e. For each option period, the Contractor shall discuss problems encountered and steps taken to correct them.

Documentation from all quality control inspections shall be due to the CO and the COR within 15 calendar days after completion and/or termination of the contract.

The Contractor shall maintain documentation of all Quality Control Inspections, inspection results, and any corrective action required and/or performed by the Contractor throughout the term of the task order. This documentation shall become the property of the Government and made available to both the CO and COR upon request. The Contractor shall turn this documentation over to the CO within 15 calendar days after completion or termination of the contract.

Schedule of Tasks and Deliverables

Note: Advisory Committee meetings may occur with short notice requiring less time to meet deadlines associated with Task 4.

Task 5- Topical Meetings

Task 6- Focus Groups

Task 7- Administrative and Logistical Support

Task 8- Reporting Requirements