ED-SAT - Attch A - Performance Work Statement.doc

ATTACHMENT A

U.S. Department of Education

Streamlined Acquisition Tool (ED-SAT) Performance Work Statement (PWS) I.

OVERVIEW

The purpose of ED-SAT is to provide the U.S. Department of Education (ED) with technical and analytical support in policy, program, and performance evaluation, analysis, and assessment, research, and technical assistance efforts through a collection of blanket purchase agreements (BPAs) organized into pools by type of work. These pools of BPAs will be used as a means of providing supplies and services to ED across a wide range of subject areas relating to key educational issues in an effort to help individual offices achieve their missions in a timely manner. The work to be performed by the contractor will be defined in specific work assignments (orders) which will specify task objectives, list all detailed requirements, and describe the work to be performed, deliverables, and schedules. The nature and scope of the work will vary from order to order. Services may be required on an as-needed, quick turn-around basis where periodic, limited-duration work needs to be performed under tight deadlines.

The base period of performance for these BPAs, during which purchase orders can be awarded, shall be 24 months. At the end of the base period, all of the BPAs within a given pool can be extended on a year-to-year basis at the discretion of the Contracting Officer (CO) charged with administration of that pool.

Purchase orders awarded under the ED-SAT have a period of performance independent of the base BPA, and can be awarded for requirements up to 60 months in length. In cases where legislative authority exists to extend a purchase order beyond 60 months, ED-SAT purchase orders can be extended by following the same policies and procedures required in the case of a normal contract.

This contract is for use by ALL principal offices within ED and independent organizations affiliated with ED.

II. LEGISLATIVE AUTHORITIES

This procurement will cover a wide variety of work authorized under Title 20 of the United States Code: Education. Purchase orders issued under BPAs awarded by this procurement will identify the specific legislative authority under which they are issued.

III. TYPES OF TASK REQUIREMENTS

The contractor shall furnish all of the necessary personnel, materials, services, and facilities incident to the performance of the work as stated in the various individual purchase orders that will be issued under this contract.

Individual purchase orders will not exceed twenty-five million dollars (including options) or be issued past the last day of the period of performance. Unless otherwise indicated, all orders will be performance-based (may be waived for quick turn-around purchase orders), and all orders will be issued on a fixed price basis. ED may waive the dollar limitation and the period of performance ceilings for individual orders on a case-by-case basis. Under no circumstances should a contractor presume that the CO will waive the ceilings set forth above. Deviations from the dollar limitation and the period of performance ceilings shall be determined solely by ED on a case by case basis.

IV. SERVICES TO BE PROVIDED

The nature and scope of the work will vary from order to order. ED-SAT is designed to cover a variety of ED’s needs by dividing recurring requirements into a number of pools of vendors qualified to provide work to satisfy those requirements. Initially, there are three such pools, detailed in section V below. As the needs of ED change, additional pools may be added. Various COs will issue individual orders.

V. BPA POOLS

The services contemplated under ED-SAT are divided into a variety of pools. Offerors may apply for an agreement in as few or as many pools as they wish, but must submit a complete proposal for each pool. The services outlined in each pool shall require contractors to demonstrate skills or expertise in an area or areas of education such as preprimary, family literacy, elementary and secondary education, vocational education, postsecondary education, adult education, international education, education for individuals with learning disabilities, education for English language learners, and/or correctional education. In addition, some requirements will require expertise in the area of vocational rehabilitation.

A. Policy, Program, and Performance Analysis and Evaluation Tasks in this category require evaluation and analysis capabilities, to be applied in a number of different circumstances including policy, program, and performance evaluations.

Policy analyses and studies require analyses of major educational policy issues receiving active consideration by key decision makers at all levels. The policy-oriented information produced by these assessments contributes directly to internal debate on budgetary, legislative and program modification decisions; provides background analysis and support for major Administration initiatives and inform Congressionally-mandated reports.

Policy evaluations can take a variety of forms, with both broad and narrow foci. These evaluations are intended to look ahead to emerging issues and changing policy directions. Because information timeliness is critical to policy evaluations, these activities, which may be short-term analyses or small-scale studies, typically require abstraction and analysis of current information or existing data bases. Also, the policy issue being addressed may be divided into sets of study questions to be analyzed in a focused and limited fashion throughout subsequent tasks. Systematic and in-depth literature reviews may be required to provide contextual information. This work may also involve quick turn-around fact-finding or information gathering and analysis.

Activities within this task category also include efforts directed toward identifying problems in and improving the quality of ED’s policy analysis. Specifically, this includes activities such as researching and piloting new methods of performing policy analyses to improve their timeliness, reliability, and policy relevance; developing new methods of data collection, including electronic and web-based approaches; supporting work with program offices within ED and other government agencies to better coordinate policy planning; and improving the quality and utility of ED policy analysis.

Another example of analyses internal to ED include tasks associated with the Government Performance and Results Act (GPRA), which stipulates that all Federal agencies implement a performance measurement system that tracks agency and program performance over time using quantifiable indicators. Work in this area might include assisting ED in reviewing the performance plans for ED’s programs and linking the best available data to support ED’s strategic plan, and redesigning and improving the quality of the performance measurement process, performance data, and the system and method by which data are collected. Typical activities may include the collection and analysis of program performance data; field observation reports; advice concerning improvement of ED’s performance measurement system, and dissemination of the methods used by ED to other government agencies and interested institutions.

Other tasks focus more narrowly on current programs in an effort to define issues or problems. These studies may be distinctly more management or impact oriented. These may include budgetary and legislative decisions as well as program modification or redesign considerations. The goal of such tasks may be to identify “best practices” in a number of program sites, produce preliminary data on efficiency and effectiveness, or recommend options for program change or subsequent evaluation.

Activities within this task category also include efforts directed toward identifying problems in and improving the quality of Department research and evaluations, and research and evaluation systems. Specifically, this includes activities such as researching and piloting new methods of collecting data to improve their timeliness, reliability, and policy relevance; developing new methods of data collection, including electronic methods of transmission; support work with other data collection agencies within ED and other government agencies, research organizations and foundations to better coordinate data collections; and improving the quality and utility of ED program data collections.

Deliverables may include producing background information, issue and discussion papers, papers summarizing the state of knowledge or describing the current practice on particular topics; reports summarizing relevant findings and information while identifying current knowledge gaps; and formal briefings for high level policy officials.

In addition to the capabilities necessary to perform the tasks discussed above, the ability to conduct site visits (and therefore to obtain all necessary and applicable security clearances) may be required.

B. Research and Assessment Design, Data Collection and Analysis Tasks in this category may examine the inputs, processes, and outcomes from a program or educational treatment. While the work in pool A focuses primarily on internal analysis and evaluation of Department of Education programs, requirements in pool B are often designed to provide ED with detailed data about external program effectiveness and other important conditions and trends in education. Products from these activities are used to monitor performance and progress or develop analyses of factors that influence results. Reports are used to inform Congress and the public about educational outcomes.

Research and evaluation activities require that contractors identify and apply appropriate methods and designs, develop instruments, perform field tests, develop protocols, train data collectors, develop OMB clearance packages as necessary, perform data collections, analyze data, and write reports of results. Sources of information may include on-site observations, program or other selected participants, documents, surveys and interview questionnaires, and existing databases. Methods may include but are not limited to: random design experiments, case studies, focus groups, document analysis (literature reviews, program annual report reviews), peer review, classroom observations, ethnography, interviews, surveys, transcript analysis, and secondary data analysis. Federal review groups or technical working groups may also need to be convened as required.

In addition to the capabilities necessary to perform the tasks discussed above, the ability to conduct site visits (and therefore to obtain all necessary and applicable security clearances) may be required.

C.

Technical Assistance

Based upon the particular requirements and needs of the given program office, the contractor shall provide or maintain a network of professional consultants and/or identify appropriately qualified experts to provide services on a relatively rapid basis to various program areas as specified by each individual order. The tasks may include technical assistance to state and local level Department program grantees or sub-grantees in the areas of organization, program administration and implementation, evaluation, and assistance to ED in the form of such tasks as planning activities, evaluation, reports and policy papers. In addition, requirements such as professional development for teachers and program administrators and instructional design and policy development workshops would fall under this category.

In addition to the capabilities necessary to perform the tasks discussed above, the ability to conduct site visits (and therefore to obtain all necessary and applicable security clearances) may be required.

NOTE: The ED-SAT agreements are not established for the procurement of Information Technology (IT) services.

However, IT is often needed to support a particular project and cannot be separated from the primary goal of the requirement. In those cases, IT services may be used as long as it is not the primary service provided by the Contractor. For example, the compilation of a database as part of an order to provide technical assistance to a group of grantees would be allowed, because it is the Contractor’s technical assistance skills that constitute the primary service being provided. This is distinguished from an order for straight database building services that does not require any knowledge of the program of the technical subject matter.

All activities that contain elements of IT (such as website support work and others) are subject to review and approval of the Office of Management/Office of the Chief Information Officer (OM/OCIO).

All activities that contain elements of audiovisual services (such as webcasting, satellite, and broadcast services) and dissemination of information are subject to review and approval of the Office of Public Affairs (OPA), and the Office of Intergovernmental and Interagency Affairs (OIIA).

VI. TYPES OF DELIVERABLES

The contractors shall submit the following major types of final deliverables for purchase orders.

1. Draft Final Reports. The contractors shall summarize all work performed under each purchase order in a draft final report. The ED Contracting Officer’s Representative (COR) will review the draft final report, assisted by any other reviewers that the COR designates to review the report (such as panels of experts). The contractors shall send two copies to the COR, unless otherwise specified in the purchase order. ED will provide comments to the contractor within 30 calendar days of receipt of the draft final report, unless otherwise stated in the specific purchase order. More specific requirements regarding the levels of internal review required for a given report will be provided in the requirements documents for each specific purchase order.

2. Final Reports. The contractors shall revise the draft final report to incorporate the comments supplied by ED. The contractors shall submit the final report no later than 30 days after the contractor receives comments from the COR. The contractors shall submit one final copy to the CO, and 10 hard copies plus one electronic copy to the COR (in cases where more than 10 copies of the final report are needed, ED will include this information in the purchase order PWS). The contractor shall prepare final reports in PDF and HTML for publication on the World Wide Web, if required in the individual purchase order PWS.

3. Briefings. When required, the project director or the assigned key staff member shall provide written or oral briefings to the COR and other ED staff on the progress of work under the purchase order. The COR will determine the method of briefing. The contractors shall conduct most briefings by telephone, but some purchase orders may require on-site briefings at the ED. The purchase order PWS shall specify the number and types of briefings required. Unless otherwise indicated, the contractors shall provide appropriate materials for the briefing (e.g., report summaries, overhead transparencies).

4. Results of Intermediate Data Analyses. To assess the progress of work under each purchase order, ED may request that the contractors provide results of critical analyses to ED for review. ED will specify these analyses and the timelines for delivery in the purchase order. Narrative reports, other than brief explanatory notes, shall not be required with the analysis results.

5. Microcomputer Data File. Microcomputer data files, including text documents, data bases, spreadsheets, graphs, and other types of files, when required by purchase orders, shall be PC-compatible. The contractors shall provide documentation of files. The contractors shall have a conversion program to convert their work processing software to Word, if Word is not available on their equipment.

6. Graphics, dissemination plans, and other communication products. The contractors shall produce charts, slides, or overhead transparencies to supplement the reports under some purchase orders. The need for graphics will be specified in the purchase order PWS. If relevant, the requirements documents for a given task will include the development of materials and plans for dissemination to relevant audiences.

7. Audio or Video Products. The products will vary, but may include creative approaches to projects; rough and final scripts for productions; rough-cut audio and videotapes; and master final copies of audio and video programs. The contractors shall produce the deliverables in a creative manner, using the latest technical approaches to design and sound. The contractors shall have captioning for the hearing impaired on the video deliverables or as specified by ED to meet Government standards.

8. Webcasting. Under some purchase orders, the contractors shall videotape designated ED events as they take place and simultaneously broadcast the events live over the Internet. The contractors shall encode webcasts for delivery at a minimum of 28.8 K access speed. ED will identify each event to be webcast. The contractor shall also design and create a website to host ED’s live and archived webcasts funded under this contract. The content-design of the website is subject to ED approval and the contractor shall work with ED staff on its development.

9. Monthly Reports. Within 14 calendar days of the end of each month during which a purchase order is in effect, the contractors shall submit a progress report to the designated COR, that describes for each purchase order:

· A brief summary of major activities and accomplishments.

· Problems resolved or in need of resolution.

· Work to be completed in the next month.

· Any correspondence and contacts with Federal, State, and local officials related to this contract.

· The number of hours expended.

· Funding expended by major category, including staff, travel, consultants, subcontractors, and other costs.

VII.

EQUIPMENT

1.

Data and Word-processing Equipment. The contractors shall have suitable data and word processing equipment and peripherals for accomplishing purchase orders under this contract. The equipment shall include microcomputers, modems suitable for working on mainframe computer facilities, laser printers, and graphics capability.

2.

FAX Equipment. The contractors shall have available FAX and scanning equipment to facilitate communication with ED. This will ensure rapid transmission of needed information.

VIII.

PERFORMANCE MEASUREMENT SYSTEMS

The contractors shall establish a performance measurement system that shall support the project management function through a series of interrelated activities that include:

· Development and use of work breakdown structure (WBS) that define and organize contract work;

· Use of contractor management control systems that facilitate performance measurement within the work breakdown structure; and

· Use of a reporting system to report contract status.