PWS - Amendment 2.doc

PERFORMANCE WORK STATEMENT

Migrant Education Resource Center – Phase 2

1.0 INTRODUCTION

The Office of Migrant Education (OME), within the U.S. Department of Education (ED), requires the services of a contractor to help improve the interstate and intrastate coordination of projects conducted under the Migrant Education Program (MEP) [Title I, Part C, of the Elementary and Secondary Education Act of 1965, as amended (ESEA)]. In particular, for areas of the MEP that relate to interstate and intrastate coordination of MEP projects, or State initiatives or efforts that concern the interstate and intrastate coordination of the MEP, the contractor shall: (1) enhance communication between stakeholders; (2) produce a literature review; (3) conduct meetings and presentations; (4) provide logistical and technical support for the OME Annual Conference; (5) provide project management and contract reporting; and (6) develop procedures for contract phase-in and phase-out periods. The period of performance shall be a base year (12 months), and 3 option years (an additional 36 months) if exercised by ED.

2.0 BACKGROUND

The MEP, authorized under Title I, Part C, of the ESEA, is intended to:

a) support high-quality and comprehensive educational programs for migratory children to help reduce the educational disruptions and other problems that result from repeated moves;

b) ensure that migratory children who move among the States are not penalized in any manner by disparities among the States in curriculum, graduation requirements, and State academic content and student academic achievement standards;

c) ensure that migratory children are provided with appropriate educational services (including supportive services) that address their special needs in a coordinated and efficient manner;

d) ensure that migratory children receive full and appropriate opportunities to meet the same challenging State academic content and student academic achievement standards that all children are expected to meet;

e) design programs to help migratory children overcome educational disruption, cultural and language barriers, social isolation, various health-related problems, and other factors that inhibit the ability of such children to do well in school, and prepare such children to make a successful transition to postsecondary education or employment; and

f) ensure that migratory children benefit from State and local systemic reforms.

A migratory child is defined as a child who is or, or whose parent, spouse, or guardian is, a migratory agricultural worker, including a migratory dairy worker, or migratory fisher, and who in the preceding 36 months, in order to obtain, or accompany such parent or spouse in order to obtain, temporary or seasonal employment in agriculture or fishing work has moved from one school district to another. This definition also contains special provisions for geographically large districts like those found in Alaska.

Section 1308 of Title I, Part C, of the ESEA, as amended by the No Child Left Behind Act of 2001, authorizes the Secretary of Education to set aside a portion of program funds to be used—through grants or contracts with State education agencies, local education agencies, institutions of higher learning, and other public and private nonprofit entities—to improve the interstate and intrastate coordination of migrant education activities. In particular, section 1308(c) authorizes ED) to reserve funds appropriated for the MEP for the purpose of carrying out the various activities, including those described in sections 1308(a). That provision authorizes the Secretary, “in consultation with the States, [to] make grants to, or enter into contracts with, State educational agencies, local educational agencies, institutions of higher education, and other public and private nonprofit entities to improve the interstate and intrastate coordination among such agencies' educational programs, including the establishment or improvement of programs for credit accrual and exchange, available to migratory students.”

This contract supports coordination activities designed and implemented to develop consistent, high-quality products that are specifically related to improving the interstate and intrastate coordination of State and/or local MEP projects and activities (e.g., identifying, implementing, and aligning service strategies, promoting promising practices for secondary credit exchange and accrual, and areas that support service delivery for mobile migrant children, including areas supported through consortium incentive grants that the Secretary has awarded under section 1308(d) of the ESEA).

3.0. SCOPE OF WORK

The purpose of this Performance Work Statement (PWS) is to establish the requirements for services that will be provided by a Contractor to support States’ efforts to improve the interstate and intrastate coordination of migrant education programs and projects, and as a consequence, improve the effectiveness of the MEP in meeting the needs of migrant children, particularly those migrant children who are the most mobile. Activities that are not needed to promote or improve the interstate or intrastate coordination of projects or activities are outside the scope of this contract.

The contractor shall provide expertise, materials, and personnel to complete the following tasks:

Task 1: MEP Communications The contractor shall enhance interstate and intrastate coordination among the MEP stakeholders by providing informative, accurate and consistent information about matters relating to such coordination to the migrant community through various communication mechanisms.

Task 1.1: Quarterly MEP Newsletter The contractor shall produce a quarterly newsletter that describes and promotes MEP promising practices, State coordination and collaboration efforts, student success stories, and upcoming events of interest to the migrant community that will help promote the interstate and intrastate coordination of migrant education programs, projects, and activities. The newsletter shall contain information relevant to such interstate and intrastate coordination, including but not limited to, promising practices related to instruction and continuity of instruction, support services, instructional technology, secondary credit accrual options for mobile youth, services aimed at preschool and out-of-school youth, upcoming events and conferences, grant and contract awards, and due dates for MEP-related activities. The contractor shall contribute ideas and suggestions for interesting news articles and sources of information for the newsletter that promote interstate and intrastate coordination and improve service delivery for the most mobile migrant children. The contractor shall deliver a “print-ready” electronic version (to OME) and post the newsletter to the website. The contractor shall deliver 100 hard copies each quarter for distribution by OME and Contractor. The contractor shall produce the first draft newsletter within 60 days of contract award and a final newsletter within 90 days of contract award.

The contractor shall continue to produce a draft newsletter for the Contracting Officer Representative’s (COR) approval no later than 15 days before the end of each quarter for each option year, if exercised, and a final newsletter at the end of each quarter.

Deliverables:

Quarterly MEP Newsletter draft – 60 days after contract awarded (ACA) and 15 days before the end of each quarter thereafter Quarterly MEP Newsletter final – 90 days ACA and every three months thereafter

Task 1.2: Customer Service Center Website

The Federal Acquisition Regulations (FAR), Subpart 39.1, Sections 39.101(d) and 39.102(a) and (c), effective June 12, 2008, state:

In acquiring information technology, agencies shall include the appropriate information technology security policies and requirements, including use of common security configurations available from the National Institute of Standards and Technology's website at http://checklists.nist.gov. Agency contracting officers should consult with the requiring official to ensure the appropriate standards are incorporated.

Prior to entering into a contract for information technology, an agency should analyze risks, benefits, and costs. Reasonable risk taking is appropriate as long as risks are controlled and mitigated. Contracting and program office officials are jointly responsible for assessing, monitoring and controlling risk when selecting projects for investment and during program implementation.

Appropriate techniques should be applied to manage and mitigate risk during the acquisition of information technology. Techniques include, but are not limited to: prudent project management….

The contractor shall use a currently certified system as the “host” for a Migrant Education Customer Service Center (CSC) website. The CSC website shall use an “ed.gov” domain. The website will host the Quarterly MEP Newsletter (Task 1.1), links to Federal and State resources related to the MEP, various contact lists for the High School Equivalency Program/College Assisted Migrant Program (HEP/CAMP) and the MEP, showcase instructional and support services and models of promising practices, and post various MEP documents related to interstate and intrastate coordination, including relevant aspects of MEP profiles and a national calendar of related events, etc. The contractor also shall review and provide enhancements to materials relating to interstate and intrastate coordination, including training modules regarding identification and recruitment of migrant children provided by the COR, and other pertinent materials prepared and disseminated by the former Migrant Education Resource Center (MERC) website. The functionality of the website shall include imbedding and linking to the documents and information, file transfer and downloading functions (for documents in various formats such as PDF, Word, etc.), and features that allow feedback about the site and its contents.

Within 30 days of the contract award, the contractor shall evaluate the extant materials provided by the COR and develop a Website Improvement Plan (WIP) that contains suggestions to maximize the usability and navigation of the website and its contents that better meets the needs of the MEP community. Within 90 days of the contract award, the contractor shall meet with the COR and appropriate OME staff to present its draft plan for creating the new website to the COR. Upon approval by the COR, the contractor shall update the WIP to include a development and implementation project schedule for the approved WIP. Thirty days prior to the website being available to the public, ED shall review and approve the proposed website design and content. Six months after the contract award, the final, improved CSC website shall be delivered by the contractor and available to the public. The contractor shall continue to maintain and provide minimal enhancements to the website during the base year and throughout all option years. Upon request, and also at the end of the base year and all option years of the contract, the contractor shall provide the COR copies of all website software code and content.

The deliverables for this website shall meet the requirements for posting content (whether on the ed.gov domain or an externally-hosted site) stated in the ed.gov Management and Publishing Policies at http://www.ed.gov/internal/wwwstds.html.

1.2A: Federal Policies for Externally-Hosted Websites

The contractor shall comply with all Federal policies for websites that are hosted externally. Those policies are located at: http://www.ed.gov/internal/extsite-tips.html.

In accordance with Office of Management and Budget (OMB) Memorandum M-05-04, the website must have a “.gov” domain name. The website shall demonstrate affiliation with the Department through some visual means, such as the Department’s logo. The website may include a design element that is associated with the Migrant Education Program; however, that design element shall not preempt the requirement for having a dedicated visual depiction identifying the U.S. Department of Education.

The web site shall display a disclaimer or warning when a user follows a link from a Department website to a non-Government website. The disclaimer should state that the site the user is connecting to is not part of the ed.gov domain.

Deliverables for the website (including resources, documents, and other products) shall meet the requirements for posting content (ed.gov or external) stated in the ED.gov Management and Publishing Policies at http://www.ed.gov/internal/wwwstds.html.

1.2B: Privacy

The site must have a posted privacy policy in accordance with OMB Memorandum M-03-22.

1.2C: Federal Policies for Website Security

The site must comply with the Federal Information Security Act of 2002 (FISMA)

The contractor shall comply with the Department's IT security policy requirements as set forth in the Handbook for Information Assurance Security Policy and related procedures and guidance. The contractor shall comply with IT security requirements as outlined in FISMA, Office of Management and Budget (OMB) Circulars, and the NIST standards and guidance. These requirements also include, but are not limited to the Defense Information Systems Agency (DISA) and Security Technical Implementation Guidelines (STIGS) as set forth by the National Security Agency (NSA). These requirements include the successful certification and accreditation of the system before it can be implemented and become operational. To ensure that the system can be certified and accredited, security controls shall be designed and implemented in the system consistent with the NIST 800-53 rev 2 - Recommended Security Controls for Federal Information Systems identified for the impact level of the system. The impact level will be determined via the completion of the Department's inventory form and critical infrastructure protection survey and shall meet the accurate depiction of security categorization as outlined in Federal Information Publishing Standards (FIPS)-199, Standards for Security Categorization of Federal Information and Information Systems

System security documentation shall be developed to document the implementation of the security controls for the system and the contractor shall be available for interviews and demonstrations of security control compliance to support the certification and accreditation process.

In addition, if the system is rated as a moderate or high impact system, vulnerability scanning and penetration testing shall be performed on the hosting facility and application by the Department's Certification Review Group as part of the certification and accreditation process. Appropriate access agreements will be reviewed and signed before any scanning or testing occurs.

Deliverables:

WIP draft – 90 days ACA

WIP final with project schedule and budget – 120 days ACA Department shall approve proposed website design and content – 30 days before CSC website is available to the public Improved CSC Website – no later than six (6) months ACA Website software code and content – upon request and at the end of each contract year

Task 2: Literature Review on Migrant Education

The contractor shall conduct a literature review that addresses issues related to raising the achievement levels of the most mobile migrant children eligible to be served by the MEP and any other issues related to interstate and intrastate coordination of migrant education programs, projects, and activities for migrant children that OME approves. The purpose of this literature review is to help State educational agencies better design and implement projects for mobile migrant students that reflect best or promising practices. The final product shall be organized by the topic areas listed below and any others approved by OME via the COR.

The literature review shall include scholarly research and journal articles from the fields of education, health, agriculture, economics, anthropology, linguistics, multicultural education, sociology, demography, social and behavioral sciences, as well as doctoral theses and mass media reports that addresses factors that are relevant to designing successful ways to serve the most mobile children in the migrant education program. The literature review shall specifically focus on studies of potential importance to those designing or implementing education programs or projects for migrant children who have made interstate or intrastate moves.

In addressing this focus, the literature review shall include topics that address or parallel the needs of the migrant population, promising practices that improve academic achievement for migrant children, the effects of poverty and family mobility on student achievement, educational challenges and strategies for serving out-of-school youth and secondary students, systemic school reforms in communities serving increasing populations of language minority children, educational constructs that result in academic achievement for students with diverse languages and cultures, and the impact of shifts in the agricultural economy and mobility of farm workers.

The review shall focus on literature that has been published between 1995 and the present (including materials related to the 1994 and 2001 reauthorizations of the ESEA), but may include background and historic articles published between 1964 and 1994. The contractor shall consult with OME via the COR and representatives from State MEPs to determine whether comparable topics to those listed above shall be reviewed. Within 60 days of the contract award, the contractor shall prepare and present to OME staff via the COR an outline and approach document that includes an annotated bibliography of the materials being considered for inclusion in the review. Within six (6) months of the award the contractor shall produce an approximately 20-page draft of the literature review organized by topic area and within one (1) year of the award the contractor shall produce a final, web-enabled, 508-compliant version of the review for publication up to 40 pages in length. During option years, the contractor shall update the literature review every 12 months after publication with new information, as appropriate.

Deliverables:

Outline and Approach Document – within 60 days ACA

Draft Literature Review – six (6) months ACA

Final literature Review – 12 months ACA

Updates to the Literature Review – every 12 months

Task 3: National Conferences and Meetings

The contractor shall, upon request, make high-quality, informed presentations at conferences or meetings based on work accomplished under the tasks in the contract. We estimate up to 5 such meetings per year. The contractor may be requested to present with ED staff or alone at Department-sponsored conferences or events. The contractor shall create presentation slides and provide all materials necessary for their presentation, such as handouts or reference materials. No later than six (6) days prior to the meeting, the contractor shall provide the COR with copies of its presentations for review and approval.

Deliverables:

Formal presentations at national meetings – upon request up to five times per year Copies of presentations to COR – two (2) days prior to conference or meeting Task 4: OME Annual Conference

In order to improve States’ understanding and implementation of the MEP, the OME Annual Conference is a single event that brings State and local service providers together to discuss program implementation, including topics such as continuity of service, curriculum alignment, high school completion, and other program elements that involve inter- and intra-state coordination. The conference also will provide opportunities for officials and staff of States, school districts, and other local operating agencies that share migrant students both to interact with each other and to conduct planning opportunities that will enhance service delivery. All of these activities are intended to help improve the interstate and intrastate coordination of migrant education programs, projects, and activities, and thereby improve the academic achievement for migrant children.

Task 4.1: Conference Planning Nine (9) months prior to the Annual OME Conference, the contractor shall develop a draft Implementation Plan for the Conference that includes but is not limited to: marketing activities, developing a conference program, coordinating presenters and speakers, securing meeting facilities for up to 400 participants, managing off-site and on-site conference registration, securing session recorders (as needed), and producing a Conference evaluation report on implementation and results. Note: The previous year’s Implementation Plan for the conference will be provided to the Contractor by the COR; however, the Contractor shall produce the plan for subsequent years based on the results from the evaluations of the Conference and previous Conference Implementation Plans.

The contractor shall participate and assist OME in the facilitation of up to five Conference planning meetings, including assisting in creating planning meeting agendas (under the direction and approval of agenda items from OME) and any presentation materials (e.g., past evaluation of the Identification and Recruitment Forum or the OME Conference), and preparing a list of potential meeting participants. Planning meeting(s) shall take place at a location specified by OME via the COR, with one planning meeting to take place at the same location as the Conference.

Five (5) days after each planning meeting, the contractor shall prepare meeting notes and submit them to OME. The notes shall be in sufficient detail that the meeting discussions and proceedings will be clear to non-participants. The contractor shall update the draft Conference Implementation Plan with specifics regarding the projected activities, tasks, timelines, and costs needed to implement the Annual Conference and present the updated final Implementation Plan for review and comment by OME seven (7) days after the second Conference planning meeting. The contractor shall finalize the Conference Implementation Plan based on comments received from OME.

The contractor shall identify at least four (4) suitable hotel locations for the Conference based on specifications that will be provided by OME 30 days ACA in each option year. The contractor shall provide the names, location, and approximate cost for OME approval. Upon approval from OME via the COR, the contractor shall secure a hotel within ten (10) working days.

Task 4.2: Meeting Planning Arrangements The contractor shall reserve appropriately sized meeting room(s) for the number of attendees and conference sessions. The contractor shall make travel arrangements for up to three (3) contracting staff. The contractor shall adhere to the provisions outlined in the Federal Travel Regulations that are referenced in the Applicable Documents section of this document. The contractor shall acquire any necessary audio-visual equipment and meeting supplies necessary for presentations.

The contractor shall market the Annual OME Conference and promote its activities, so as to attract participants to the Conference.

The contractor shall email a Conference Status Report biweekly to the COR beginning the week after the submission of the draft Conference Implementation Plan and ending the week before the Conference. The contractor shall include in the report the status of all activities associated with planning for the conference (and as outlined in the Conference Implementation Plan and schedule), including registration, and the progress made. The report shall also include any problems encountered and the steps the contractor shall take to solve problems.

Task 4.3: Logistical Support

In accordance with the approved Conference Implementation Plan, the contractor shall provide logistical support and technical assistance needed to organize and implement an effective Annual OME Conference that serves to bring State and local service providers together to discuss program implementation that improves interstate and intrastate coordination of migrant education programs, projects, and activities, and by doing so enhances service delivery with the goal of improving academic outcomes for migrant children. Such logistical support and technical assistance shall provide MEP personnel, recruiters and administrators at all levels with an opportunity to network with their peers and attend workshop sessions that complement and extend their professional development in key areas of the MEP that promote the interstate and intrastate coordination of migrant education programs, projects, and activities. In consultation with OME via the COR, the contractor shall prepare a draft program agenda according to the timeline and specifications in the Conference Implementation Plan.

The contractor shall be responsible for soliciting up to 400 meeting participants on behalf of OME. The contractor shall develop a strategy for soliciting participants from among staff in state MEPs to attend the Conference. The contractor shall send an announcement of the location and dates of each upcoming Conference, usually in the form of an email, to all prospective participants four (4) months prior to the Conference. [Note: All materials shall clearly and predominantly indicate on the cover and throughout the material that the Conference is sponsored by the U.S. Department of Education, Office of Migrant Education. The contractor shall obtain material content approval by OME in advance of publication for all materials.

The contractor shall solicit up to eight (8) volunteers from the State Directors of Migrant Education to form a Planning Committee for the conference, 90 days after the contract award.

No later than five (5) months after the contract award, the contractor shall develop a process with the Planning Committee to solicit presentations from State and local MEPs. The contractor shall develop a schedule for evaluating proposed presentations that ensures that all presenters are confirmed no later than 60 days before the conference is scheduled. OME shall be provided 30 days to approve presentations. The contractor shall work with the Planning Committee and OME to identify speakers for the conference plenary sessions.

The contractor shall provide the COR basic information including a draft program agenda that OME will use to prepare an invitational letter from the Director of OME to prospective meeting participants according to the Implementation Plan. The contractor shall distribute the final invitational letter to prospective participants.

The contractor shall be responsible for negotiating and paying fees and/or travel costs (where appropriate) for up to five (5) plenary speakers. The contractor shall communicate with and confirm prospective plenary speakers. All speakers and fees must be approved by OME and the CO. When making travel arrangements for all plenary speakers (where appropriate) and contractor staff, the contractor shall adhere to the provisions outlined in the Federal Travel Regulations that are referenced in the Applicable Documents section of this document. The contractor shall reimburse paid plenary session speakers for travel expenses pursuant to amounts allowable by Federal Travel Regulations. State and local participants at the conference shall be responsible for paying their own travel and lodging costs.

The contractor shall confirm session presenters and schedule all workshops approved by OME via the COR, no later than two (2) months before the conference.

The contractor shall reserve a block of hotel rooms for up to 400 people for up to three (3) days based on the estimated number of Conference attendees eight (8) months prior to the conference. The contractor must receive prior written COR approval for more than three (3) nights of accommodations for any attendee. The contractor shall reimburse the hotel for all paid speakers and contract staff from the contractor’s budget.

The contractor shall acquire an appropriately sized main meeting room, a registration area, and workshop break room(s) for the number of attendees and Conference sessions.

The contractor shall acquire any necessary audio-visual equipment and meeting supplies necessary for presentations.

The contractor shall create and distribute registration materials and manage the pre-registration and on-site registration process for Conference participants according to the Conference Implementation Plan.

The contractor shall prepare participant name tags, name tents, and meeting room signs two days prior to the Conference.

The contractor shall prepare a conference program that includes relevant information about the session topics, times and locations, information on the hotel accommodations, and the location of local food establishments. Ten (10) weeks prior to Conference, the contractor shall submit the draft conference program and agenda to the COR for approval before it is reproduced in accordance with the mutually agreed schedule outlined in the Conference Plan.

The contractor shall provide further support for Conference activities, including but not limited to: serving as the master of ceremonies; conducting up to three sessions as they pertain to interstate and intrastate coordination; and facilitating any discussion sessions as identified in the Conference plan and as scheduled in the approved agenda.

Six (6) months before the Conference, the contractor shall prepare and submit to the COR for review meeting evaluation forms. The evaluation forms for the Conference shall be completed by meeting participants; and the contractor shall submit to the COR the completed forms with a written summary to be included in the Conference Status Report.

Thirty days after the Conference, the contractor shall prepare a proceedings report on the Conference. The report shall briefly describe each session (based on the session proposal), the evaluation results and recommendations, notice of where available presentation materials can be obtained, and be written in sufficient detail that the meeting discussions and proceedings will be clear to non-participants.

The contractor shall prepare a meeting expenditure report within 30 days of the Conference meeting date as specified in Task 5 “Monthly Reports.”

The contractor shall prepare a Final Status Report no later than 30 days after the end of the Conference.

Deliverables:

4.1 Conference Implementation Plan

Draft Implementation Plan- Nine (9) months prior to the Annual OME Conference Identify four suitable conference hotels – 30 days ACA each option year

Contract conference hotel – Ten (10) days after OME approval Plan and facilitate up to five conference planning meetings – Up to two (2) months prior to conference Submit planning meeting notes – Five (5) days after each planning meeting

Finalize Implementation Plan – Seven (7) days after second planning meeting

4.2 Meeting Planning Arrangements

Obtain space for up to 400 meeting participants - Eight (8) months prior to conference

Market conference and promote activities – Six (6) months prior to conference

4.3 Logistical Support

Prepare draft conference program and agenda – Six (6) months prior to the conference Identify and invite up to 400 meeting participants – Four (4) months prior to the conference Send conference announcement – Four (4) months prior to the conference Identify and invite up to eight (8) volunteers for the Conference Planning Committee - 90 days ACA Develop process to solicit presentations for the conference – No later than five (5) months ACA Develop schedule for review and evaluation of proposals - Four (4) months prior to conference Review and evaluate presentation proposals and submit recommendations to OME – No later than 60 days prior to conference

Confirm presentations and conference schedule – No later than 60 days prior to conference Prepare (and finalize) invitation from OME Director – Five (and four) months prior to conference Distribute final invitation to possible participants – Four (4) months prior to conference Negotiate and contract keynote and plenary speakers – Four (4) months prior to conference Confirm travel arrangements for speakers – Within three (3) months of conference Reimburse hotel and plenary speakers - 30 days after the conference Staff conference registration; prepare support materials; host conference – Up to, and including, day of conference Draft and finalize conference program and supporting materials – Ten (10) and eight (8) weeks prior to conference Create evaluation forms for OME approval – Six (6) months prior to conference

Prepare conference proceedings report and evaluation results – 30 days after the Conference Submit final status and expenses report - 30 days after the Conference Task 5: Management and Reporting

Task 5.1: Project Management Within 60 days of the contract award, the contractor shall create an effective project management plan and schedule that encompasses all the tasks and deliverables required under this contract.

Task 5.2: Monthly Reports The contractor shall report to the COR monthly on the progress of tasks completed and any risks or mitigation actions necessary to ensure that tasks remain on schedule.

The contractor shall prepare monthly progress reports covering the reporting period by the 15th day of each month. The monthly report shall not exceed ten (10) pages.

The report shall describe major activities by task, results, problems encountered and their resolution, and activities planned for the next reporting period. Products collected or developed during the report period may be attached to the report as appendices and may exceed the ten (10) page limit.

The contractor shall submit to the Contracting Officer (CO) and COR one hard copy and electronic copy of all monthly reports. Electronic copies shall be sent via e-mail. The monthly reports shall be submitted as finals. If OME requires changes, amended reports are due no later than two (2) work weeks after receipt of OME comments.

Deliverables:

Project Management Plan – 60 days ACA Monthly Report - monthly Task 6: Phase-In and Phase-Out Periods The contractor shall develop comprehensive procedures for phasing in and phasing out contractor performance to the level prescribed and within the time allowed under the terms of this contract. The contractor's phase-in and phase-out procedures shall not disrupt or adversely impact the day-to-day conduct of Government business.

Phase-In Plan: Following the contract award date the phase-in period and the number of calendar days in duration will be determined collaboratively by the contractor and the COR. During the phase-in period, the contractor shall prepare to assume full responsibility for all areas of operation in accordance with the terms and conditions of this contract. The contractor shall submit an initial Phase-In Plan within five (5) days after contract award, and shall submit a Supplemental Phase-In Plan to the CO no later than 20 calendar days after contract award date for review and approval. The initial contractor Phase-In Plan shall be used as the basis for the Supplemental Phase-In Plan. The Supplemental Plan shall finalize the contractor’s efforts to affect a smooth and orderly implementation of contract responsibility. The contractor shall implement the approved Supplemental Phase-In Plan no later than the contract start date. The contractor shall provide changes and revisions to the CO for review and approval prior to implementation.

During the phase-in period, the contractor shall at a minimum:

(1) Establish the project management office;

(2) Recruit and hire necessary personnel;

(3) Obtain all required certifications, licenses, permits, and clearances, including personnel security clearances if applicable;

(4) Participate in joint inventories and sign for Government-Furnished Property (GFP);

(5) Develop and submit required deliverables;

(6) Attend post-award meetings as required; and

(7) Accomplish any training to support the functions listed in Section C-5.

Phase-Out Plan: Sixty (60) calendar days prior to the completion of this contract, (to include option periods), an observation period or phase-out period shall occur. At this time management personnel of the incoming workforce may observe operations and performance methods of the incumbent contractor. This will allow for the orderly turnover of equipment and records and will help to enable continuity of service. The contractor shall not defer any requirements for the purpose of avoiding responsibility or of transferring such responsibility to the succeeding contractor. The contractor shall fully cooperate with the succeeding contractor and the Government so as not to interfere with their work or duties.

The contractor shall update the Phase-Out Plan to affect a smooth and orderly transfer of contract responsibility to a successor. The Plan shall be submitted to the CO for approval no later than 120 calendar days prior to the contract completion date.

Deliverables:

Phase-In Plan – within 5 days ACA

Supplemental Phase-In Plan - no later than 20 calendar days ACA Phase-Out Plan – 60 calendar prior to the contract completion date Updated Phase-Out Plan – No later than 120 calendar days prior to the contract completion date

4.0 DELIVERABLES SCHEDULE

See Excel Attachment

5.0 APPLICABLE DOCUMENTS

· Federal Travel Regulations http://www.gsa.gov/Portal/gsa/ep/channelView.do?pageTypeId=8199&channelId=-14863

· Office of Migrant Education Migrant Education Program Non-Regulatory Guidance www.ed.gov/programs/mep/legislation.html

· Section 508 Accessibility Requirements http://www.ed.gov/internal/accessibility.html

· ED Style Guide and Requirements http://www.ed.gov/internal/styleguide/external.html

· Migrant Education Program Statutes

Migrant Education Program (Title I, Part C) Regulations, Legislation and Policy Guidance as found in: http://www.ed.gov/programs/mep/legislation.html

· Department of Education Acquisition Regulations (EDAR) http://www.ed.gov/policy/fund/reg/clibrary/edar.html?exp=0

· ED’s Information Technology Handbook for Information Assurance Security Policy

· OMB Circular A-130

· Deliverables Schedule