PN_Scorecard_PWS_11-4-13.docx

United States Department of Education Office of Innovation and Improvement

Performance Work Statement

Promise Neighborhood Scorecard

I. Introduction The Office of Innovation and Improvement (OII) is a nimble, entrepreneurial arm of the U.S. Department of Education (ED). It makes strategic investments in innovative educational practices through more than 30 discretionary grant programs and coordinates the public school choice and supplemental educational services provisions of the Elementary and Secondary Education Act (ESEA). OII leads ED efforts to accelerate the development and broad adoption of new programs, processes, and strategies that will lead to significantly improved educational achievement for all American children. OII works to encourage innovation both externally and internally, through direct investment in high-need areas and by building ED’s internal capacity to support innovative solutions.

In 2010, OII launched Promise Neighborhoods (PN) as the first federal initiative to put education at the center of comprehensive efforts to fight poverty in urban and rural areas. The PN initiative is a federal place-based initiative intended to turn neighborhoods of concentrated poverty into neighborhoods of opportunity. The PN program has a strong commitment to and reliance on results-based planning and improvement using real-time data. To address the challenges faced by students living in communities of concentrated poverty, PN grantees and their partner organizations are required to provide services from early learning to college and career, including programs to improve the health, safety, and stability of neighborhoods, and boost family engagement in student learning. To date, OII has awarded 12 five year implementation grants and 35 one year planning grants. In FY 2011 the first cohort of five grantees were awarded implementation grants and in FY 2012 the second cohort of seven grantees were awarded implementation grants. These funds went directly to nonprofit organizations, institutions of higher education and communities—including major metropolitan areas, small and medium-size cities, rural areas, and Indian reservations—to support cradle-to-career services designed to improve educational outcomes for students in distressed neighborhoods.

II. Purpose Under the Government Performance and Results Act (GPRA), Federal agencies must establish performance goals and performance indicators for their programs. Accordingly, PN grantees are required to collect and report data on 15 distinct performance measures which were created by the Department. In an effort to demonstrate value and impact, the Department is then responsible for aggregating and analyzing this data across sites for reporting to Congress. This is done on an annual basis.

Additionally, a core expectation for the PN grantees is that each community will see a substantial increase in the number of youth and families served over time. In collecting the required data for the 15 performance measures, PN grantees will need to collect a wide variety of data at different levels of observation (e.g., individual-, school-, and neighborhood-level data) and from different sources for GPRA reporting. PN grantees are expected to collect and track key program and outcome data for their participating and targeted children, youth, and families. PN grantees are also expected to use data to guide their own internal performance management and evaluation. This includes strategic thinking around defining results, performance measures and strategies; connecting with numerous partner agencies, sharing data, and learning from similar organizations; and, tracking performance in real and over time, using data along the way to make decisions, drive strategies and create impact.

In order to meet its Congressional reporting requirements established under the GPRA; as well as hold accountable the multiple lead organizations and several hundred partner-agencies and organizations responsible for the large-scale, long-term coordinated set of services and programing mandated by the PN initiative, it is critical that the Department provide the PN grantees with the tools and resources needed to be successful. To assist in this effort the Department has identified the need for a data platform which will create real-time, interactive data dashboards to monitor progress against the 10 results and 15 indicators addressed by each grantee as part of their proposed implementation strategy. Additionally, this platform would connect all the partner organizations; hold their data; and share and track performance achievements.

Under this contract, the contractor shall provide a software, data platform (Promise Scorecard) that uses a results based framework to capture short and long term performance measures, including the 15 GPRA measures established by the Department. This contractor will also provide training and technical assistance (TTA) using the results based accountability framework to PN grantees. The results based accountability TTA will focus on skill development, knowledge transfer, and performance measurement. The Contractor will provide assistance in many ways, including one-on-one consultation, group sessions, on-line training, in-person meetings and during conferences through written and web-based products. The primary focus of the TTA is to use the platform (Promise Scorecard) to collect data that drives results at the local level and assists in holding partners and staff accountable for those results. The goals of the platform (Promise Scorecard) and associated technical assistance include:

· Increasing productivity and output by grantees;

· Enhancing staff and partner skills and knowledge;

· Ensuring data input particularly for GPRA measures;

· Promoting adoption of best practices;

· Sharing information and resources; and

· Assessing the level of knowledge and skill in Results Based Accountability

III. Authorizing Legislation The PN initiative is authorized under Title V, Part D, Sub-part 1-Fund for the Improvement of Education of the Elementary and Secondary Education Act of 1965, as amended.

IV. Tasks

TASK 1: MEET AND COMMUNICATE WITH ED

The contractor's Project Director/Manager and the leadership team from the contractor's staff or subcontractor/consultants and partners shall attend a one-day meeting in Washington, DC, with the Contracting Officer’s Representative (COR), EDs Contracting Officer (CO) or duly authorized representative and ED program staff within ten (10) business days after the contract is awarded (or Option Year is exercised). During the Base Year, the purpose of the meeting is to clarify work requirements, procedures, and to review the Contractor's activities and plans. For each Option Year, the purpose of this meeting is clarify work requirements and procedures for the new year; discuss what worked and didn’t work during the previous year; and review the contractor’s activities and plans for the upcoming year. Within (5) business days after each meeting, the contractor shall submit a summary of the meeting to the COR. The summary shall include clarifications and understandings of the information discussed during the meeting. In addition, the contractor shall communicate by phone with ED staff bi-weekly to discuss work requirements, activities, and plans.

TASK 2: PRE-POPULATE AND ENTER PERFORMANCE DATA PREVIOUSLY SUBMITTED TO ED FOR THE 2011 AND 2012 PN IMPLEMENTATION GRANTEES

During the Base Year, the contractor shall fully populate the Promise Scorecards with performance data for years one and two of the 2011 Promise Neighborhoods implementation grantees, and populate the Promise Scorecards for year one of the 2012 Promise Neighborhoods implementation grantees. The contractor shall pre-populate and enter both demographic and performance data that was previously approved by ED.

*Please Note: Task 2 will be completed during the Base Year of the contract.

TASK 3: PROVIDE PROMISE SCORECARD SOFTWARE ACCESS TO PN IMPLEMENTATION SITES

The contractor shall provide each PN implementation site (a minimum of 12 sites) access to the Promise Scorecard software annually. Each implementation site shall be provided access for 25 users. At a minimum the features should include the following:

· Website embed

· Auto Import Gateway

· RS network map and Shared Practices Library

· Results-Based Accountability tutorials and learning tools

*Please note: Annually, the contractor will provide software access to 12 PN implementation sites. In the event that software access is needed for additional sites, it will be provided in accordance with Optional Task 1.

TASK 4: SITE VISITS TO PN IMPLEMENTATION SITES.

During the Base Year only, the contractor shall conduct one (1), two (2) day site visit to each of the 12 implementation sites which received grants during the 2011 and 2012 cohorts. During each site visit, the contractor shall provide onsite facilitation and conduct strategic discussions with key grantee partners on the 15 GPRA performance measures around turning the curve (i.e., improving performance), tracking progress and performance, and defining results, performance measures and strategies. This also includes soliciting feedback from the implementation sites; and providing advanced results-based accountability training and support as needed.

*Please note: Task 4 will be completed during the Base year. If site visits are needed for additional implementation grantees, they will be conducted in accordance with Optional Task 2.

TASK 5: PROVIDE TRAINING, STRATEGIC COACHING AND PLANNING TO PN IMPLEMENTATION SITES

Annually, the contractor shall provide a total of48 hours of on-going training, strategic coaching and planning to the implementation sites and all partners receiving access to the software. The content of this training must be pre-approved by ED, and shall occur via conference calls and webinars; and would serve as follow-up to the site visits covering a range of topics from results-based accountability, to defining results and performance measures—including data collection and data entry for the 15 GPRA measures.

TASK 6: PROVIDE TRAINING AND STRATEGIC COACHING TO ED STAFF ON THE USE OF THE SCORECARD.

The contractor shall provide a total of 30 hours of strategic coaching on implementation planning and training on the use and maintenance of the Promise Scorecard to ED staff, annually. This training shall take place on site, at ED facilities.

TASK 7: REPORTING TO ED

The Contractor shall communicate and work closely with the COR on all aspects of the procurement by making frequent telephone calls to discuss project progress, hindrances, anticipated problems and resolutions of outstanding concerns. Written reporting requirements will include monthly progress reports. The contractor shall submit one (1) copy of each deliverable to the Contract Specialist (CS) and the COR. Any late or missing reports will be included in and affect the contractor’s past performance rating.

Each report shall include the following information on the cover or first page:

· Project Title- Promise Neighborhood Scorecard

· Contract Number: To Be Determined

· Program Office: U.S. Department of Education, Office of Innovation and Improvement (OII)

· Funding: Promise Neighborhood Initiative

Monthly Progress Reports-The contractor shall submit monthly progress reports to the COR and CS for the duration of the contract. The contractor shall summarize the major activities and accomplishments during the reporting period and provide information for each project task regarding significant findings and events, problems encountered, suggested solutions, and staff utilized. The contractor shall specify in the reports the extent to which the project is on schedule. Monthly progress report shall be submitted no later than the 15th of each month. The Contractor’s reporting format shall be consistent from month to month.

Other Reporting Requirements - The contractor shall report all problems encountered while carrying out the work of the contract to ED via telephone, fax and/or electronic mail.

V. Optional Tasks

OPTIONAL TASK 1- PROVIDE PROMISE SCORECARD SOFTWARE ACCESS TO ADDITIONAL PROMISE NEIGHBORHOOD IMPLEMENTATION SITE

The contractor shall provide the PN Implementation site (per site for each additional site added beyond the 12 sites supported at contract award) access to the Promise Scorecard software. Access shall be provided to 25 users and at a minimum include the following features:

· Website embed

· Auto Import Gateway

· RS network map and Shared Practices Library

· Results-Based Accountability tutorials and learning tools

OPTIONAL TASK 2- CONDUCT ONE (1), TWO (2) DAY SITE VISIT TO PN IMPLEMENTATION SITE

The contractor shall conduct one (1), two (2) day site visit to the PN Implementation site. During the site visit, the contractor shall provide onsite facilitation and complete strategic discussions with key grantee partners on the 15 GPRA performance measures around turning the curve (i.e. improving performance), tracking progress and performance, and defining results, performance measures and strategies. This also includes soliciting feedback from the implementation sites; and providing advanced results-based accountability training and support as needed.

VI. Schedule of Deliverables

1b. Summary of meeting with ED

1c. Calls Ten business days after the effective date of award

Five business days after initial meeting

Bi-weekly

On-going

Task 7: Reporting to ED

7a. Monthly Progress Report

7b. Report problems encountered No later than the 15th of each month

As needed

VII. Security Requirements Compliance with ED IT Security Policy

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.

These security requirements include, but are not limited to, the successful Security Authorization (SA) of the system (includes commercially owned and operated systems managed by the commercial vendor and its sub-contractors, supporting Department programs, contracts, and projects); obtaining a full Authority to Operate (ATO) before being granted operational status; performance of annual self-assessments of security controls; annual Contingency Plan testing; performance of periodic vulnerability scans; updating all information system security documentation as changes occur; and other continuous monitoring activities, which may include, mapping, penetration and other intrusive scanning. Full and unfettered access for the Department’s third party Managed Security Services Provider (MSSP) must be granted to access all computers and networks used for this system. Additionally, when there is a significant change to the system’s security posture, the system (Federal and commercial prime- and sub- contractors included) must have a new SA, with all required activities to obtain a new ATO, signed by the Authorizing Official (AO).

System security controls shall be designed and implemented consistent with NIST SP 800-53 Rev 3, ‘Recommended Security Controls for Federal Information Systems and Organizations.’ All NIST SP 800-53 controls must be tested / assessed no less than every 3 years, according to federal and Department policy. The risk impact level of the system will be determined via the completion of the Department's inventory form 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 record and support the implementation of the security controls for the system. This documentation shall be maintained for the life of the system. The contractor, and all sub-contractors, shall review and update the system security documentation at least annually and after significant changes to the system, to ensure the relevance and accurate depiction of the implemented system controls and to reflect changes to the system and its environment of operation. Security documentation must be developed in accordance with the NIST 800 series and Department of Education policy and guidance.

The contractor, and all sub-contractors, shall allow Department employees (or Department designated third party contractors) access to the hosting facility to conduct SA activities to include control reviews in accordance with NIST SP 800-53, Rev. 3 and NIST SP 800-53A. The contractor, and all sub-contractors, shall be available for interviews and demonstrations of security control compliance to support the SA process and continuous monitoring of system security. In addition, if the system is rated as ‘Moderate’ or ‘High’ for FIPS 199 risk impact, vulnerability scanning and penetration testing shall be performed on the hosting facility and application as part of the SA process. Appropriate access agreements will be reviewed and signed before any scanning or testing occurs.

Identified deficiencies between required NIST SP 800-53 Rev. 3 controls and the contractor’s, and all sub-contractor’s implementation, as documented in the Risk Assessment Report, System Security Plan (SSP) and Security Assessment Report (SAR), shall be tracked for mitigation through the development of a Plan of Action and Milestones (POA&M) in accordance with the ‘Handbook for Information Assurance Security Policy (OCIO-01).’ Depending on the severity of the deficiencies, the Department may require remediation before an ATO is issued.

All awarded contracts shall ensure that:

Internet Protocol version 6 (IPv6) For IPv6, the contractor shall provide COTS solutions that are IPv6 capable. An IPv6 capable system or product shall be capable of receiving, processing, transmitting and forwarding IPv6 packets and/or interfacing with other systems and protocols in a manner similar to that of IPv4. Specific criteria to be deemed IPv6 capable are:

· An IPv6 capable system that meets the IPv6 base requirements defined by the USGv6 Profile (http://www.antd.nist.gov/usgv6/profile.html).

· Systems being developed, procured or acquired shall maintain interoperability with IPv4 systems/capabilities.

· Systems shall implement IPv4/IPv6 dual-stack and shall also be built to determine which protocol layer to use depending on the destination host it is attempting to communicate with or establish a socket with. If either protocol is possible, systems shall employ IPv6.

The contractor shall provide IPv6 technical support for system development, implementation and management.

Reporting of Data Security Breaches If there is a suspected or known breach/disclosure of PII due to lost, theft, intercepted transfer, or other, the contractor must ensure that this breach is reported to the agency as soon as the contractor has knowledge of it. Per Office of Management and Budget Memorandum M-06-19, Federal agencies have a requirement to report breaches of PII security to a Federal incident response center. (PO) must notify the department within 30 minutes of discovering the incident (and the agency should not distinguish between suspected or confirmed breaches). The data security plan must be written to reflect this requirement, and the contractor must provide sufficient notification and documentation of the suspected loss, as it is understood at the time of notification to the agency for this requirement to be met. Follow-up reports of the final status of loss events will also be prepared by the contractor within a reasonable period of time as advised by the (PO) COR.

System Development Standards: Information systems shall be developed in accordance with the ED Lifecycle Management Framework (LCM), ACS-OCIO 1-106.