ESEP150053AP_Task_Order_0001_Draft_PWS.doc

U.S. Department of Education

Readiness and Emergency Management for Schools (REMS) Technical Assistance (TA) Center Task Order 0001 Performance Work Statement (PWS)

I. INTRODUCTION

This is a performance-based work statement for the operation of the U.S. Department of Education’s (the Department), Office of Safe and Healthy Students (OSHS), Readiness and Emergency Management for Schools (REMS) Technical Assistance (TA) Center. The contractor shall provide training and technical assistance to increase the safety, security (i.e., safety that is compromised by an adversary), and emergency management capacity of state educational agencies (SEAs), local educational agencies (LEAs), schools, and institutions of higher education (IHEs) as well as to build their capacity in the five mission areas of preparedness (i.e., prevention, mitigation, protection, response, and recovery).

The REMS TA Center will serve the Department, its federal partners, SEAs, LEAs, schools (public and non-public), and IHEs. Services in school safety, security, emergency management, and the preparedness missions (prevention, protection, mitigation, response, and recovery) will be provided to both the Department’s grantees and non-grantees. Additionally, comprehensive, intensive, and customized technical assistance and training on these same topics will be provided to the Department’s grant programs and their individual grantees, in collaboration with OSHS.

II. LEGISLATIVE AUTHORIZATION

The legislative authority for this activity is authorized by Title IV, Part A, Subpart 2 (National Programs – 20 U.S.C. 7131) of the Elementary and Secondary Education Act, as amended.

IV. PERIOD OF PERFORMANCE

The period of performance for this task order will be 12 months.

Task 1: REMS TA Center Operations Management and Administration

The contractor shall perform all administrative activities necessary to operate the REMS TA Center, manage the task order, and communicate with the Department during the performance of this task order. The contractor shall plan for the corporate review and oversight of the task order, including the administration, fiscal management, and fiscal control. The contractor shall ensure that all services and products are of the highest quality and maintain standard appearance of all products. The contractor shall review all materials, products, publications submitted to ensure the highest professional quality, appropriateness to the target audiences, captures changes, reflects the field, and complies with the Department’s guidelines.

Subtask 1A: Participate in Baseline Management Meeting

The contractor shall schedule and participate in a Baseline Management Meeting with the COR, Contracting Officer (CO) or representative of the CO, Contract Specialist (CS), and OSHS in Washington, D.C. to discuss and refine timelines in the contractor’s proposal and/or draft project management plan. The contractor shall work in collaboration with the COR to provide an agenda in advance of the meeting. The contractor shall provide an electronic version of all meeting materials in advance. Following the meeting, the contractor shall provide meeting notes and any updated documents to the COR for review and approval.

Subtask 1B: Develop and Submit Project Management Plan

At least two days prior to the Baseline Management Meeting, the contractor shall develop and submit a draft project management plan for operating the REMS TA Center and fulfilling the individual tasks and subtasks within the PWS to be reviewed by the COR. The contractor shall include a timeline in all draft task plans. The timeline shall be organized by proposed services/products as applicable, task activities, task leader, staff assigned to specific activities, and a schedule of when interim and final deliverables shall be sent to the COR. The plan shall be complemented by a narrative describing the related process (e.g., Developing trainings). The contractor shall submit a draft plan for review and input prior to the plan being finalized. As part of this overall management plan, the contractor shall propose, a plan for:

· information awareness, outreach, and dissemination activities including everyday use items, raising awareness to the REMS TA Center new products and services developed under Tasks 3, 4, and 5;

· developing, piloting (as applicable to trainings), and finalizing the development of training content;

· providing high-quality informative and comprehensive responses that impart knowledge and support implementation of federal guidance; and

· selecting subject-matter experts, including guidelines for determining qualifications; a plan for integrating their contributions to related subtasks; and guidelines for providing honorarium, travel, per diem, etc. as applicable.

Subtask 1C: Participate in Mid-Year Progress Meeting

The contractor shall schedule and participate in a Mid-Year Baseline Management Meeting with the COR, Contracting Officer (CO), Contract Specialist (CS), and OSHS in Washington, D.C. to discuss and refine strategies for operating the REMS TA Center and timelines in the contractor’s proposal and/or draft project management plan. This meeting will take place no later than the end of the third quarter. The contractor shall provide an agenda in advance of the meeting. The contractor shall provide an electronic version of all meeting materials in advance. Following the meeting, the contractor shall provide meeting notes and any updated documents to the COR for review and approval.

Subtask 1D: Provide Progress and Performance Reports

Management Reports should include, at a minimum, a summary or chart of activities completed and updated timelines or a deliverables status chart showing due dates, changes to key staff, and a review of any pending projects or problems. The report should include information and data regarding the:

· web site “traffic” (e.g., number of visitors, most frequented pages);

· use of key resources (e.g., number of downloads, number of online learning courses participants);

· summaries of discussion on the OSHS listservs and REMS TA Center Community of Practice(CoP); and Subtask 1E: Provide Annual Progress and Performance Report

The annual Management Report should include, at a minimum, a summary of activities completed. Additionally, the report should include information and data regarding the:

· web site “traffic” (e.g., number of visitors, most frequented pages);

· use of key resources (e.g., number of downloads, number of online learning courses participants); and

· summaries of discussion on the OSHS listservs and REMS TA Center Community of Practice(CoP).

TASK 2: REMS TA Center Outreach, Information Awareness, and Dissemination Activities

The contractor shall engage in outreach efforts to raise awareness of the REMS TA Center’s free services and products for use by all educational entities in collaboration with their community partners as well as its available products, services, and resources as it relates to general planning, responding to current events, and addressing emerging issues. Awareness efforts will include outreach and dissemination and use of branding (e.g., REMS TA Center logo). The contractor shall engage in activities to facilitate preparedness capacity-building and implementation at the state and local levels as well as further develop collaborative efforts at the federal, state, and local levels with preparedness practitioners.

Subtask 2A: Outreach and Dissemination Items

The contractor shall purchase and produce physical dissemination items as a means raising awareness to the REMS TA Center and its free services and products. For example, items could include quick-reference information that summarizes the TA Center’s role, free services, and products and small, everyday use items (e.g., mouse pads, pens, keychain, flashlights) showing the logo and contact information to serve as both a reminder of the REMS TA Center’s services.

Subtask 2B: Conference Participation

The contractor shall identify relevant and meaningful conferences that align with the REMS TA Center mission and area of expertise and that offer an opportunity to connect with a large number of possible REMS TA Center users. The contractor shall participate in these conferences as exhibitors to increase awareness to the REMS TA Center’s free services or as presenters to provide technical assistance / impart knowledge of critical federal information and guidance to audiences. Up to two Contractor staff shall participate in conferences as presenters of guidance and as exhibitors. As part of this activity, staff shall make available opportunities for interested parties to connect with the REMS TA Center following the event, including but not limited to adding to a mailing list as well as disseminate marketing items and resources.

Subtask 2C: Develop and Operate Social Media Profiles To further promote the REMS TA Center’s free products, services, and key guidance documents, the contractor shall develop social media profiles and operate social media accounts while adhering to federal rules and regulations regarding Social media activities. Profiles shall include but not be limited to Twitter, Facebook and will be reviewed and approved by the COR. The contractor will submit, for COR approval, an operations plan outlining what will be posted and when, as well as criteria for posting, responding to posts, and recording activity. Updates and communiques will be reviewed and approved by the COR.

Task 2D: Announce and Disseminate REMS TA Center Services and Products The contractor shall continuously disseminate written information announcing and describing REMS TA Center training and technical assistance services and products. Efforts can include announcements for sharing with REMS TA Center mailing lists, Communities of Practice, the Department and OSHS listservs, Twitter feeds, and other written and online mediums including publications. Written efforts can include packaged announcements; writing blogs which identify an issue, present information for addressing within the framework of IHE and school preparedness, and connect readers to relevant resources, including REMS TA Center services and products; and packaged announcements or updates.

To support this activity, the contractor shall maintain a database of center users for use when disseminating information. The contractor shall work to continually increase the number participants while adhering to federal rules and regulations, including the Paperwork Reduction Act.

Task 3: Develop, Maintain, and Continually Update Training and Technical Assistance Materials Based on the needs of IHEs, SEAs, LEAs, and schools, including the Department’s grantees and non-grantees; advancements in IHE and school safety, security, emergency management and preparedness; and federal initiatives, the contractor shall develop training and technical assistance materials while maintaining and continually updating its collection of training and technical assistance materials. The training and technical assistance materials shall impart guidance, knowledge, expertise, information, and additional resources aimed at capacity-building to IHE and school safety, security, emergency management, and preparedness.

The contractor shall identify and develop training and technical assistance topics related to IHE and school safety, security, emergency management, and preparedness. Training and technical assistance topics shall be based on the current federal guidance released June 18, 2013, related advanced topics, and any subsequent guidance. Topics may include, but are not limited to: preparedness and its five mission areas, six-step planning process, and planning principles as defined by the Department in the “Guide to Developing High-Quality School Emergency Management Operations Plans (EOPs)” and the “Guide to Developing High-Quality Emergency Management Operations Plans (EOPs) for Institutions of Higher Education (IHEs),” the National Incident Management System (NIMS), Incident Command System (ICS), developing annexes, capacity assessments, communications, providing for persons with disabilities including functional and access needs, developing exercise programs, program sustainability, partnership building and collaboration, integrating infectious disease and other hazards and threats with emergency operations planning, assessment, and evaluation.

The contractor shall ensure that OSHS is prominently cited on all products, publications, and stationery, as well as during service delivery. All documents will be reviewed and approved by the COR and, when applicable, the Office of Communications and Outreach (OCO) and subsequently prepared in a manner that is Web-ready and printer-friendly ready. The contractor may hire and support practitioners with subject-matter expertise, as applicable, to contribute to the development of REMS TA Center training materials; however the contractor shall be responsible for ensuring the consistency and the development and delivery of high-quality products and services.

Subtask 3A: Identify, Collect, and Maintain Resources and Active Referral Links

The contractor shall continually collect, maintain in a database, and continually identify and assess active referral links to other free resources (e.g., federal and federally funded initiatives, federal guidance, products, and services that align with OSHS guidance). Such organizations include, but are not limited to, federal resources such as the Federal Emergency Management Agency (FEMA), the Department of Homeland Security (DHS), national and regional clearinghouses, information centers, TA centers, other Department sites, and other specialized organizations. This effort will facilitate efforts for the contractor to stay current and ensure all training and technical assistance products and services are current.

Subtask 3B: Conduct Needs Assessment The contractor shall continually assess and identify needs of practitioners, current trends, effective strategies, and emerging issues in the field of IHE and school safety, security, emergency management, and preparedness. The contractor shall conduct research, or work with REMS TA Center users and partners to gather information, on a specific topic to determine need or status of a COR approved topic. For example, this could include an analysis of current state mandates as it relates to the Department’s guidance, and the identified commonalities, gaps, and opportunities to bridge them. Additionally, this may include conducting needs assessments relating to IHE and school safety, security, emergency management, and preparedness needs for grantees and the grant program.

Subtask 3C: Research and Develop Time-Sensitive Technical Assistance Reports for OSHS

The contractor shall develop time-sensitive, technical assistance support and reports for OSHS in a variety of manners, including but not limited to:

· Technical assistance research,

· Literature reviews, and

· Develop presentations.

Subtask 3D: Develop and Maintain New Training Products

The contractor shall develop and publish training products and related materials. The COR will approve the types of products as well as topics to be addressed. The contractor shall develop a process for developing, piloting (as applicable to trainings), and finalizing content with COR approval.

Types of training include but are not limited to:

· Downloadable Training Materials for Use by Practitioners: Workshop development shall include, at a minimum, an agenda; development of a complete PowerPoint presentation (i.e., presentation slides and associated talking points); related participant exercises and worksheets; accompanying resources sheets; “take-aways” to promote participant “action steps” as applicable. The training will be made available via the REMS TA Center website for download by practitioners to use when providing training.

· Online Training Modules: The contractor shall develop online training modules for IHE and school safety, security, emergency management, and preparedness as part of its online learning portal. The training shall impart knowledge while testing for comprehension. Training modules shall be designed to be completed by users independently, within 1 to 2 hours. Online training modules shall also make the learning participant aware of related REMS TA Center resources and services, as well as other approved resources, disseminated virtually and in-person. Topics shall be presented and agreed upon by OSHS, as shall all the modules to ensure all revisions are made and OSHS approval is given before they are “Live”.

· In-person Training Workshop Materials: The contractor shall develop and pilot new trainings. Workshop development shall include, at a minimum, an agenda; development of a complete PowerPoint presentation (i.e., presentation slides and associated talking points); related participant exercises and worksheets; accompanying resources sheets; “take-aways” to promote participant “action steps” following the training; and training description for web and dissemination purposes. Training workshop materials shall be developed as 4- and 8-hour trainings that take into consideration registration and appropriate breaks for participants. Training shall facilitate capacity-building and shall address key topics or support critical guidance and REMS TA Center tools as applicable. Topics could include expanding existing trainings from 4 hour to 8 hour trainings, new guidance, and a specific hazard or threat.

Subtask 3E: Develop and Maintain New Resources and Products

· Resources for Practitioners— The contractor shall produce resources and tools. Types of resources and tools can vary from assessment tools, fact sheets, and other items that facilitate implementation and take into consideration current knowledge, guidance, and strategies. Resource tool and topic shall be agreed upon in advance by the COR.

At least one of the tools or resources will be specific supporting a grant program and its individual grantees based on the needs of OSHS. For example, based on a needs assessment, the contractor may propose the development of an assessment tool, survey, or a product that would benefit the entire cohort, such as a state-level tool linking available REMS TA Center resources to the state mandates, thereby facilitating compliance with state mandates and building capacity simultaneously.

· Publications: The contractor shall produce 4-8 page publications for OCO review and approval to be disseminated via the web site. Topics shall be approved by the COR and shall reflect identified needs, support implementation of federal guidance, and present information and strategies in a user-friendly voice to facilitate use by the REMS TA Center users.

· Guidance: The Contractor shall create additional guidance documents. The topics will be determined by OSHS with input provided by federal, state, and local partners in school emergency management and preparedness. The contractor shall provide logistical support and produce the guide. The contractor shall develop a new set of guidance. For the development, the contractor shall create and combine narratives and contributions; gather and integrate edits, and produce new iterations. These efforts may also include collecting models, conducting research, and writing draft narrative as needed. These efforts shall be supported by a series of meetings in person, virtually, and by telephone. The contractor shall prepare the ultimate version for clearance by ED’s Office of Communication following the Department’s clearance process as well as those processes of federal partners’ Exec clearances as applicable.

3F: Develop and Update Online, Interactive Tools and Downloadable Software

· Update online, interactive tools: The contractor shall update and enhance the on-line interactive tools (EOP Assess and EOP Evaluate), including adding current resources and reflect any updates to Federal guidance.

· Update and Enhance Downloadable Software: The contractor shall enhance and update the downloadable software tool, EOP Assist. Enhancements shall be based on lessons learned from practitioners; input from federal, state, and local partners; and updates in technology. The software shall be accessible via the REMS TA Center Web site; shall comply with all departmental rules and regulations; and include specific technical assistance supporting its use by practitioners. Enhancements shall include IT / back-end enhancements to the software and its code as well as content-based improvements seen by users when interfacing with the software. Alpha and Beta testing shall be used as applicable to the enhancement processes as applicable.

· Develop Downloadable Software: The contractor shall develop downloadable software for hosting on others’ servers. The development process will include input from Federal, state, and local partners and may include research conducted under Task 3. The software shall be accessible via the REMS TA Center Web site; shall comply with all departmental rules and regulations; and include specific technical assistance supporting its use by practitioners.

Broadly speaking, the development process will be captured in 6 phases:

· Phase 1: Content Development

· Phase 2: Mock Tool Snapshot:

· Phase 3: Alpha and Beta Testing

· Phase 4: Update and Finalize Tool

· Phase 5: Disseminate Tool

Phase 1: Content Development:

The contractor shall develop the software content based on:

· Federal agency / partner requirements

· Current Federal guidance

· State and Territorial requirements

· Current subject matter initiatives, lessons learned, standards (e.g., standards for assessment, revision), etc.

· Lessons learned from existing tools that are similar. For example, consultants have built such tools and there exist models. And, there is a similar “app” for one component that relates to response

· Feedback from discussions with stakeholders / school, district and state officials

The software must be useful to educational officials across the nation and allow for customization based on state and local requirements as well as the unique population (e.g., rural or urban, large or small) The contractor shall provide a summary report that also includes a detailed description of the tool to be developed; a process for developing th etool; and a timeline, including milestones for developing and launching the tool.

Phase 2: Mock Tool Snapshot:

The contractor shall develop “Wire Frames” –Visual depictions and guides of the tool to be developed that respond to and capture the information gathered in Phase 1 (e.g., State and territorial requirements).

Phase 3: Alpha and Beta Testing The contractor shall develop the software tool and conduct internal programming, coding, and testing efforts to ensure there are few, if any “bugs” prior to unveiling the software to “test users”. The development of an alpha tool and subsequently a beta tool will be accompanied by the development of a product description and a user manual. The Alpha test will thoroughly explore the functionality and the content while the Beta test will focus on the functionality of the tool. The Alpha Tool will be tested by a group of practitioners and the contractor will submit a report summarizing the issues identified, propose solutions, and update according to COR approval. This same process will be used for the Beta tool; the Beta tool will be tested by practitioners and the contractor will submit a report for COR approval before making final updates.

Phase 4: Update and Finalize Tool

Following the trial period, the contractor shall make updates to the software tool and ensure there are no “bugs” or incidences where the software does not respond in the intended manner. Additionally, the Contractor shall update the corresponding User Manual.

Phase 5: Disseminate Tool:

The contractor shall engage in ongoing marketing and dissemination efforts. This dissemination should be in line with the Department’s communication efforts. These efforts shall include one of the option below:

· Option 1: Mobile Device or Alternative Platform Training or Tool: The contractor shall develop, pilot, and finalize a new training or tool “app” designed for use with a mobile device; e.g., a tablet, smart phone. The platform shall complement the topic and the contractor shall propose possible ideas in which mobility of the tool would facilitate the critical processes for building preparedness or developing an EOP. For example, the tool might facilitate a walk-through site assessment.

Or

· Option 2: Develop Online Interactive Tool: The contractor shall produce on-line interactive tools that allow for customized training and technical assistance within an online or mobile platform. The content shall facilitate knowledge acquisition and application (e.g., implementation of current guidance) while taking into consideration each user’s perspective or needs.

TASK 4: Provide Technical Assistance, Trainings, and Support to OSHS Grantees and Other Clients The contractor shall provide high-quality, expert, customized technical assistance, trainings, and support in school safety, security, emergency management, and the preparedness missions (prevention, protection, mitigation, response, and recovery) for REMS TA Center users, educational entities, the Department’s grantees, OSHS staff, and its partners through a diverse set of delivery methods. The contractor shall provide intensive, customized training and technical assistance to the Department’s grant programs and the individual grantees. The expert assistance shall be provided virtually (e.g., online courses, webinars, virtual meetings), by telephone and email, as well as through in-person trainings and meetings related to IHE and school safety, security, emergency management, and preparedness, with particular attention to developing high-quality EOPs.

The contractor shall identify applicable audiences; set training agendas; and develop and provide subject-matter expertise when applicable. The contractor shall be responsible for providing all training, training materials, online and onsite support during in-person training and meetings, conduct an evaluation/feedback survey of each training session. The contractor should note that the REMS TA Center is encouraged to use state-of-the-art technology in the development and delivery of training.

All TA support initiatives and sessions shall be documented in the appropriate form. For example, notes shall be provided from site visits, annual Government Performance Reporting Act (GPRA) data will be analyzed, an agenda shall be provided for meetings or guest lectures, and TA requests and protocols shall be provided for customer-requested TA visits and resource sheets developed.

The contractor shall establish and maintain:

· a dedicated phone line and voice mailbox for telecommunicating REMS TA Center users;

· a dedicated technical assistance electronic REMS TA Center email address for all communications sent on behalf of REMS TA Center team members / staff;

· access to online submission of TA requests;

· a process for creating high-quality, informative and comprehensive responses that support implementation of federal guidance and the goals of OSHS grant programs; and

· A process for gaining OSHS approval as applicable.

The contractor shall pilot test all new training modules, assess them to determine whether the new modules meet the needs of the intended audience; and make revision based on feedback from the pilot audience and the COR.

Subtask 4A: Provide Technical Assistance

The contractor shall provide a venue for REMS TA Center clients to communicate with the Center (e.g., phone, email) and seek customized information and assistance on any relevant IHE and school safety, security, emergency management, and preparedness issues. The service shall be made routinely and widely available to REMS TA Center clients and the public. The contractor shall fulfill technical assistance requests received from its Web page, email, in-person requests, mail, and telephone. The contractor shall be responsible for securing an Internet service provider, computers, cabling, maintenance, and other associated costs. The contractor shall establish and maintain:

· a dedicated phone line and voice mailbox for telecommunicating REMS TA Center users;

· a dedicated technical assistance electronic REMS TA Center email address for all communications sent on behalf of REMS TA Center team members / staff;

· access to online submission of TA requests;

· a process for creating high-quality informative and comprehensive responses that impart knowledge and support implementation of federal guidance that includes gathering relevant information and resources; developing informative and customized responses; and gaining the Department’s approval; and

· a process for providing customized and intensive training and technical assistance in IHE and school safety, security, emergency management, and preparedness for grantees and their cohort in collaboration with OSHS; and

· A process for gaining OSHS approval as applicable.

The contractor shall ensure a response time for general electronic mail messages and phone requests for TA no more than one business day. The contractor shall provide intensive and customized training and technical assistance to the Department’s and OSHS’ grantees to determine a consistent and effective effort that benefits the collective grant program and the individual needs of the grantees.

The contractor shall maintain and provide records of their outgoing electronic mail messages and provide a summary in the bi-monthly management reports to COR. Although both are considered technical assistance, summarize technical assistance provided to OSHS grantees separately, in the bi-monthly report and as needed on a weekly basis.

Task 4B: Provide Trainings to Educational Entities and their Community Partners by Request

The contractor shall provide on-site training opportunities and resources by request to educational entities (IHEs, schools (public and nonpublic), local educational agencies, state education agencies). Topics may include but are not limited to existing trainings: Developing EOPs, Adult Sexual Misconduct, School Threat Assessment, and Resilience Strategies for Educators). The contractor shall be responsible for trainer costs, marginal AV costs when needed, materials provision, advance registration, on site-training management, and customer satisfaction surveys of each training. The training requestor is responsible for securing the training site and for managing training logistics and related costs. The contractor shall facilitate marketing for the individual sites as needed; provide one, on-site staff member to facilitate logistics and registration at each session; and manage the implementation and collection OMB approved customer satisfaction survey completed for all training participants that attend each training. The Contractor shall analyze all feedback and propose and implement necessary changes as needed throughout the task order.

In order to maintain an adequate cadre of approved trainers, the contractor shall provide training to prospective trainers and also provide them, as approved by the COR. The training for prospective trainers shall address the process, roles and responsibilities before during and after the training as it relates to contracts, travel, working with the co-trainer( if applicable) , working with the site, adhering to federal requirements, receiving feedback post-training, and guidance for ensuring the key components of the each training are delivered. With approval, on-site shadowing with approved trainers may be included.

The contractor shall include in its management plan a proposed process for managing the task, processing, and providing on-site trainings by request. The contractor shall address this task in its outreach, awareness, and dissemination plan. Additionally, the plan shall address how the contractor will facilitate, support, and participate in the marketing process at the local level to help ensure a minimum number of participants receive each training. The contractor shall summarize trainings completed, evaluation results, and future approved trainings to be delivered in its bi-monthly report. The contractor shall summarize technical assistance provided to OSHS grantees separately, in the bi-monthly report and as needed on a weekly basis.

Subtask 4C: Conduct Training Webinars

The contractor shall conduct Training Webinars. The contractor shall propose and conduct training topics. The Webinars topics shall reflect the needs of the REMS TA Center users and OSHS and shall reflect current federal guidance. Topics, subject matter experts (SMEs), and content shall be approved by the COR.

The contractor shall provide all logistical arrangements for the Webinar (e.g., outreach / awareness efforts, hosting, registration, online archive, record of participants, OMB evaluation data ), power point presentations, training materials, and resources sheets). A tentative timeline and protocol for the Webinar shall be submitted to COR prior to the Webinar. The contractor shall finalize all webinar materials using REMS TA Center master materials (e.g., PPT template with logo). When applicable, the contractor shall provide an appropriate honorarium for developing the materials and presenting the materials during the webinar. Following the webinar, the contractor shall provide participation information and evaluation summaries (if applicable) to the COR as well as make live the archive version on the REMS TA Center web site.

Subtask 4D: Provide Technical Assistance Support to OSHS

The contractor shall provide technical assistance support to OSHS in a variety of manners, including but not limited to

· Presentations, guest lecturing, meeting attendance, assistance with ED-sponsored events including grantee site visits, etc. All TA support sessions shall be documented in the appropriate form; for example, notes shall be provided from site visits, agenda shall be provided for meetings or guest lectures, and TA requests and protocols shall be provided for customer-requested TA visits and resource sheets developed.

· Any sub-contracted experts under this task shall be approved by the COR. The contractor shall provide for the travel, per diem and appropriate honoraria for all experts under this subtask and shall provide for logistical coordination with the sites. The contractor shall provide a new resource or brief summary (approximately one page) to the COR following each technical assistance activity.

Subtask 4E: Analyze Annual Reported GPRA Data and Reports

The contractor shall analyze the Government Performance and Results Act (GPRA) data and reports submitted by grantees. The contractor shall establish a protocol for collecting, documenting, and analyzing the data. The contractor shall track delivery of the documentation and provide a final delivery spreadsheet to the COR using an agreed upon template. The contractor shall submit a draft report to the COR within ten business days and a final copy of the report with five days of the COR’s review and comments. The contractor can provide technical assistance on GPRA data reporting.

Task 5: Develop and Maintain a Dynamic, Interactive Web Site The contractor shall develop, maintain, and continually update a dynamic and interactive Web site supported by multiple databases; designed to support and be optimized for traditional and mobile platforms; and support the Department’s and the federal government fast-paced environment. The Web site shall serve as a virtual hub providing access to the REMS TA Center services and products; the most recent guidance, resources and information in IHE and school emergency management; and access to interactive resources aimed at capacity-building.

The web site shall include the Department’s logo, REMS TA Center’s logo, contact information (e.g., phone, email), opportunities for users to submit questions, comments, and feedback.

The contractor shall make the Web site accessible without interruption and offer a wide range of interactive and non-interactive safety, security, emergency management, and preparedness resources, features, and functions, including but not limited to:

· Key guidance, resources, and links;

· A news and highlights section;

· Live and archived virtual meetings, Webinars, and videos;

· Site-wide search engine and portal search engines;

· Online courses portal;

· Portal or repository for sharing tools developed by practitioners;

· Online Community of Practice (CoP) for conversing and exchanging information between practitioners;

· Live web chats.

· Interactive Tools (e.g., EOP Assess, EOP Evaluate);

· Downloadable software, e.g., EOP Assist; and

· Links to REMS TA Center social media profiles (e.g., Twitter) Subtask 5A: Maintain and Update the REMS TA Center Web Site

The contractor shall maintain and continuously update the REMS TA Center web site in compliance with Federal requires described in section VII. The contractor shall provide for uninterrupted services.

Subtask 5B: Provide On-Line Training Services

The contractor shall continue to provide on REMS TA Center Web site a secure, on-line learning portal that offers interactive training modules (distance learning courses). The contractors all provide as part of the reports, a list of participants and the courses they completed. After completing the courses, all participants shall receive electronic certificates of completion. The contractor shall continue to make all courses available throughout the life of the contract.

Subtask 5C: Develop Communities of Practice Feature

The contractor shall maintain and enhance the online, interactive feature to the REMS TA Center website (Subtask 2B), called the Community of Practice (CoP). The CoP shall include, but not limited to the following features and functions:

· Discussion boards and places for the users to post comments, links, and tools;

· Web chats;

· Topical sections and organizational sections;

· Links or directs to resources within the main REMS TA Center website and the Resource Repository;

· Relevant news items;

· Calendars of events (e.g., REMS TA Center events, the Department events, and related events hosted by partners and associated organizations) as approved by COR;

· Web etiquette or code of conduct as well as a process to manage review (up to twice daily, business hours, ET, Monday through Friday, except for holidays) to ensure appropriateness of conduct by users; and

· Live, CoP-wide chat section or panel, facilitating web chats across communities.

Subtask 5D: Web, CoP, And Twitter Chats

The contractor shall host web chats. This activity will include scheduling, announcements, live participation, and summary of discussion. The contractor shall elicit web chat topics from CoP participants and needs assessment activities. These web chat topics will be reviewed and approved by the COR. The contractor shall use web chat advertising to recruit new participants to the CoP and to develop ideas for new resources and links for the CoP feature. The web chats can support other activities (e.g., webinars); help make personal connections with key audience groups; and facilitate sharing.

Subtask 5E: Develop and Maintain Web-based, Searchable Data Repository of Tools on REMS TA Center Web Site for all Visitors

The contractor shall develop and maintain a dedicated section(s) of REMS TA Center Web site that shall serve as a repository for current strategies, tools, templates, resources, approaches, and forms developed by IHE and school preparedness practitioners, SEAs, LEAs, schools, and institutions of higher education. The contractor shall conduct outreach to relevant practitioners for permission to share meaningful tools and samples for posting in the repository.

Task 6: Virtual and In-Person Meetings, Trainings, and Conferences

The contractor shall develop, maintain, and use a database comprising subject-matter experts (SMEs) with experience and expertise in IHE and school emergency management and preparedness, as well as developing and delivering training and technical assistance. Depending on the manner of engagement (e.g., meeting, training, provision, and development of training and technical assistance) this may include paying an honorarium, or an hourly rate or daily rate, and travel, lodging, per diem and related expenses. If the contractor believes that the deliverable may be of higher quality if the task included the contributions of an SME, the contractor may propose applicable SME(s). The COR shall approve all SMEs and all occasions for using an SME prior to the contractor entering into agreements with experts for work to be conducted under a task order. The contractor shall arrange and pay for travel, lodging, per diem, honorarium, and related expenses as applicable and per Federal rules and regulations. The contractor shall manage the SME, their contributions, and the integration of work while providing for the continuity of REMS TA Center products and services.

The contractor shall plan, host, and provide all logistical support for virtual meetings, other distance-based discussions and meetings, and in-person meetings and trainings for REMS TA Center users, OSHS, and its partners, to discuss topics impacting school safety, security, emergency management, and preparedness. These discussions, meetings, and trainings may support collaborative initiatives and efforts between the contractor, the Department, SMEs, the Department’s grantees, and non-grantees in the provision and development of training and technical assistance.

The virtual events shall include the following functionalities: Allow for multiple users; have the ability for users to visually share desktop images; enable the “speaker” role to change among all participants during the virtual meeting; and can be archived and viewed after the fact as well as be disseminated as a web link.

Subtask 6A: Provide and Utilize an Expert Database

The database shall contain the names of subject-matter experts and practitioners in the field of IHE and school safety, security, emergency management, and preparedness who may be called upon to periodically review materials produced by grantees and/or the REMS TA Center; assist with the production and development of training and technical assistance by the contractor for the REMS TA Center; contribute and participate in the provision of trainings (virtual and in-person) or publications as needed; participate in working sessions and focus groups; and provide support to the Office of Safe and Healthy Students. The Contractor, COR, and OSHS may suggest participants for the resource pool and expert database. Entries for the expert database must be approved by the COR.

The contractor shall refine, update, and maintain the REMS TA Center “Expert Database” as appropriate. The contractor shall annually submit a complete list of experts contained in the database along with a description of their specialty and focus ( e.g., higher education or K-12, date of entry, subject matter expertise, previous work on related projects).

The contractor shall develop guidelines and a system for compensating the experts with an honorarium (based on time and effort required) for their assistance with contract services and activities. These items shall be included in the Project Management Plan.

As part of this PWS, the Contractor shall incorporate and comply with all of the guidance provided in section VIII. ADDITIONAL INFORMATION, pertaining to Web sites and Web site hosting.

Subtask 6B: Sponsor Virtual Meetings or other Distance-Based Discussions and Trainings

The contractor shall host virtual meetings or other distance-based discussions for clients, working groups, grantees as an opportunity to discuss topics impacting IHE and school safety, security, emergency management, and preparedness. This virtual venue may also support collaborative initiatives and efforts between the contractor, the Department, and SMEs in the development of resources. These virtual events shall include the following functionalities:

· Allow for multiple users to see the same screen;

· Have the ability for users to visually share desktop images;

· Enable the “speaker” role to change among all participants during the virtual meeting;

· Provide for in-meeting chat functions, polls, hand raising; and

· Can be archived and viewed after the fact as well as be disseminated as a web link.

Subtask 6C: Plan and Support Meetings

The contractor shall plan and provide all logistical support for special/focus groups/ working groups meetings. The one to two-day meeting shall be held at the Department, in Washington, DC or on-site of key participants. Topics for these meetings shall be determined by the Contractor and approved by the COR.

The contractor shall arrange and pay for travel, lodging, per diem, honorarium, and related expenses for up to 30 non-federal participants at each meeting. The contractor shall develop, reproduce, and distribute pre-meeting materials (e.g., invitation, registration) and meeting materials (e.g., agendas, Ppts, name badges, table tent cards, onsite registration, meeting materials) and post meeting materials. The contractor shall provide meeting summaries within two weeks of each meeting for the COR’s review and approval. The COR shall review the draft within two weeks of receipt and provide comments to the contractor. The contractor shall incorporate the COR’s comments into the draft meeting summary within one week and submit the final meeting summary to the COR for approval. The contractor shall distribute the meeting summaries to the special meeting participants within one week of receiving the COR’s approval.

Subtask 6D: Provide Presentation Collaterals for Training Sessions and Meetings

The contractor shall produce signage before the in-person training, special meeting, or trainings by request. The contractor shall present items for approval before final production.

VII. Compliance with ED IT and Cybersecurity Policy Requirements

The contractor shall comply with the Department’s general IT requirements:

1. The Contractor’s information systems shall be developed in accordance with the ED Lifecycle Management Framework (LCM), ACS-OCIO 1-106.

2. The Contractor shall ensure that the site complies with OMB Memorandum M-03-22 http://www.usa.gov/webcontent/regs_bestpractices/omb_policies/privacy.shtml which requires the posting of privacy policy.

3. A “.gov” hostname (typically hostname.ed.gov) is required for all government funded websites under OMB Memorandum M-05-04 (http://www.usa.gov/webcontent/regs_bestpractices/omb_policies/domains.shtml) and support HTTPS-Only Standard with HSTS; see https://https.cio.gov for more details.

4. The Contractor shall ensure that any “ED-Sponsored “ content must should be identified prominently with Department of Education, and the ED.gov logo should be displayed prominently and made a link to the ED.gov homepage. The compliance policy is described in the http://www2.ed.gov/internal/wwwstds.html#sponsor.

5. The Contractor shall ensure that any non-Federal sponsored websites or content (outside of .gov, .mil, etc.) that is linked to complies with “ED.gov” Management and Publishing Policies” at http://www2.ed.gov/internal/wwwstds.html#link and the OMB Memorandum http://www.whitehouse.gov/sites/default/files/omb/memoranda/fy2005/m05-04.pdf.

6. The Contractor shall not employ a new webhosting service provider. The Contractor shall host the website and its associated IT infrastructure within the boundaries and classification level of a pre-existing FISMA certified boundary that has received Authorized To Operate status by the U.S. Department of Education (ED) or the federal government’s FedRAMP program.

7. The Contractor shall support the agency’s Digital Analytics Program (DAP) in support the U.S. Digital Strategy. The COR will provide the Contractor the specific coding language when appropriate. The current code standard is:

<script language="javascript" id="_fed_an_ua_tag" src="http://www2.ed.gov/style/Universal-Federated-Analytics.1.0.js?ver=true&agency=ED"></script> <!-- START crazyegg --> <script type="text/javascript" src="http://cetrk.com/pages/scripts/0009/9201.js"> </script> <script type="text/javascript" src="http://s3.amazonaws.com/new.cetrk.com/pages/scripts/0009/9201.js"> </script> <!-- END crazyegg --> <!-- START Google Analytics Code--> <script> (function(i,s,o,g,r,a,m){i['GoogleAnalyticsObject']=r;i[r]=i[r]||function(){ (i[r].q=i[r].q||[]).push(arguments)},i[r].l=1*new Date();a=s.createElement(o), m=s.getElementsByTagName(o)[0];a.async=1;a.src=g;m.parentNode.insertBefore(a,m) })(window,document,'script','//www.google-analytics.com/analytics.js','ga');

ga('create', 'UA-10911895-25', 'auto');

ga('send', 'pageview');

</script> <!-- END Google Analytics Code--> The contractor, and all sub-contractors, shall comply with the Department of Education’s IT security policy requirements, specifically those set forth in the ‘Handbook for Information Assurance Security Policy (OCIO-01)’, and other applicable procedures and guidance. The contractor, and all sub-contractors, shall develop and implement management, operational and technical security controls to assure required levels of protection for information systems. The contractor, and all sub-contractors, shall further comply with all applicable Federal IT security requirements including, but not limited to, the Federal Information Security Management Act (FISMA) of 2002, Office of Management and Budget (OMB) Circular A-130 Appendix III, Homeland Security Presidential Directives (HSPD), the National Institute of Standards and Technology (NIST) standards and guidance, and the Federal Risk and Authorization Management Program (FedRAMP) requirements and guidance.

The contractor shall support the government's goal that would require the use of HTTPS on all publicly accessible Federal…