Attachment_C_Task_Order_0002_Juvenile_Justice_Performance_Work_Statement__Schedule_of_Deliverables.pdf

Attachment C

United States Department of Education

Office of Innovation and Improvement

Performance Work Statement

ED-OII-15-R-0009, Task Order 0002

Career and Technical Education (CTE) in Juvenile Justice Education

A. Background

In the United States over the past 25 years, juveniles on average were involved in one-quarter of all serious violent victimizations (not including murder) committed annually.

Although juvenile violent crime is at its lowest level since 1987, studies show that as many as 70 to 80 percent of young people released from residential correctional facilities will return to jail after two or three years . Effective education in the juvenile justice system helps to reduce recidivism and cuts spending on the building and maintaining of juvenile justice facilities (which are more expensive than keeping teenagers in school)

Unfortunately, youth involved with the juvenile delinquency system too often do not receive the education services to which they are entitled. As a consequence, they are less likely to achieve education milestones, earn diplomas, and experience the health and well-being associated with higher income and stable employment as adults. With quality services and support, children involved with the delinquency system would be able to develop age-appropriate academic and social skills and make successful transitions from elementary to middle school and middle school to high school. All of these children and adolescents are capable of graduating from high school and enrolling in post-secondary education or specialized training or entering the workforce.

The U.S. Department of Education (ED) and the Department of Justice (DOJ) have partnered to provide technical assistance and grants to eligible entities under the Second

Chance Act and Perkins Act for the purpose of improving the academic and vocational education programs (including technology career training) available to juvenile offenders in juvenile detention and long-term secure placement facilities. The intended outcome of this effort is to create multiple but equally rigorous, and meaningful, rewarding career pathways to education and employment for youth offenders.

B. Overview

The purpose of this task order is to assist ED and DOJ in conducting a grant competition for the purposes of awarding four projects up to $350,000 to $400,000 each for three years to state and local entities. Successful recipients of these grants will work to increase rates of high school credential attainment and successful transition to employment and/or post-secondary education for a challenging population of young people disconnected from traditional educational institutions, with limited employment prospects, and with a high probability of future criminal justice system involvement.

1 http://ojjdp.ncjrs.org/ojstatbb/qa136.html 2 http://www.southerneducation.org/getattachment/cf39e156-5992-4050-bd03-fb34cc5bf7e3/Just-Learning.aspx 3 http://www.edweek.org/ew/articles/2014/04/17/29justice.h33.html http://ojjdp.ncjrs.org/ojstatbb/qa136.html http://www.southerneducation.org/getattachment/cf39e156-5992-4050-bd03-fb34cc5bf7e3/Just-Learning.aspx http://www.edweek.org/ew/articles/2014/04/17/29justice.h33.html

To accomplish this work, the grantees will implement or enhance career pathways and technology education programs in juvenile justice facilities articulated with community based career pathways and technology education programs in secondary and/or post-secondary educational institutions. The grantees will also create or enhance a system of related and follow up services to facilitate enrollment and success in the CTE program in the institution and to support successful transitions from institutional based participation to community based CTE program participation, CTE program completion, and successful transitions from CTE programs to employment or post-secondary education.

For the purposes of the grant competition, the contractor shall contact and secure the services of peer reviewers, be familiar with grants.gov and the G5 e-Reader component, provide all the necessary training materials, facilitate teleconference and online panel reviews, assist with the tracking of final scores, facilitate the evaluation of the peer review process and reimburse peer reviewers and reviewer attendees for expenses and honoraria in a timely manner. Additionally, the contractor shall have the ability to identify and recommend to the Department subject matter experts on a wide range of issues related to the topics listed above and all aspects of logistical planning as it relates to grant competitions.

To complete this range of activities, the contractor will often need to work and coordinate directly with various interagency federal and non-federal partners, supply additional technical support in the areas of data assembly and collection, data processing, and logistical support. The contractor will heavily utilize the government’s Grants.gov and the G5 systems. Grants.gov serves as the government’s point of entry for both grant solicitations and the receipt of grant applications. The G5 website contains an evaluation component known as “e-Reader” in which grant application reviewers must log in and review the assigned grant applications.

C. Authority

This project is authorized under section 114(c)(1) of the Carl D. Perkins Career and

Technical Education Act of 2006 which allows the Secretary to directly or through grants, contracts, or cooperative agreements, carry out research, development, dissemination, evaluation and assessment, capacity building, and technical assistance with regard to the career and technical education programs under this Act.

D. Scope of Work and Period of Performance

The contractor shall be responsible for carrying out all phases of work under this fixed price task order. The period of performance for the base period shall be 12 months; there are no option periods. All time periods in this PWS are provided in calendar days unless otherwise specified. The number of days included in the task descriptions represents the maximum length of time to complete the tasks. The contractor is encouraged to develop a plan that expedites the objectives of the project while maintaining quality and integrity of the processes.

The contractor is required to provide a work plan that details its approach to provide the services described in Section E. Tasks (see below) of this Performance Work Statement

(PWS). All tasks are to be interpreted with reference to the information provided in the

Background and Purpose and Objectives sections, above. The contractor shall be responsible for performing all phases of work associated with the tasks under this task order including:

Logistical support for conducting a grant competition;

Procurement, payment and management of appropriate subject matter experts

(SMEs);

Writing of reports, copy editing, graphic and layout design;

Coordination and execution of meetings, webinars and conference calls;

Data assembly and collection, and data processing;

Registration with and use of the Grants.gov and G5 system.

This task order will be fixed price. It is anticipated that the Department will receive a total of 60 applications, requiring 15 reviewers and 5 alternate reviewers. Should the number of applications received or the number of reviewers required increase or decrease by 10% or more an equitable adjustment will be made to the task order to either increase

(if the number increases) or decrease (if the number decreases) the amount of funding on the task order.

E. Tasks

The contractor, working closely with the Department’s staff and its leadership, shall perform the activities described in this section. All deliverables for this task order will be delivered within the timeframes indicated in the Schedule of Deliverables that follows the

Tasks section.

Task 1: Project Management Support

The contractor shall perform all necessary activities to ensure the effective management of the following tasks:

Task 1.1: Meet and Communicate with the Department

The contractor shall conduct an initial meeting with the Contracting Officer’s

Representative (COR) within fourteen (14) days of the award. The purpose of the meeting is to review the goals and objectives of the task order and the contractor’s approach to tasks as specified in this PWS. Additionally, timelines and deliverables will be verified. The meeting will also enable the contractor’s staff to ask questions and seek to clarify any potential issues related to implementation of the tasks. The COR will also clarify work requirements, activities, and plans. The contractor shall provide the COR a memorandum summarizing the meeting.

Deliverable:

Meeting Summary Memorandum

Task 1.2: Status Reporting

The contractor shall prepare a monthly progress report due to the COR not later than seven (7) days after the end of each calendar month during the task order period of performance. These monthly progress reports shall summarize the major activities and accomplishments for the reporting period. The monthly progress reports shall specify the extent to which the project is on schedule, briefly highlight the activities planned for the next month, and identify and discuss significant deviations or problems that were encountered and how they were addressed. The monthly progress reports shall note the types of activities that were delivered to the COR, the dates and duration of the activities, who conducted the activities, the purpose, and the results of the activities. Monthly progress reports also shall include any challenges that arose and how the contractor attempted to resolve those challenges.

Should a significant problem arise, the contractor shall immediately notify the COR, the

CS and the CO. Furthermore, the monthly progress reports shall also identify and discuss any guidance that may be needed from the COR. If no problems exist or guidance needed, the report shall state that there are none. If there are problems with the schedule of activities or deliverables, the contractor shall describe the plan for resolving the problems.

Telephone calls and email communications may be needed throughout the life of the task order to address problems or discuss guidance and to ensure the successful completion of activities.

Deliverables:

Monthly progress reports.

Task 1.3: Hold a Planning Meeting for the Grant Competition and Peer Review

The contractor shall arrange a planning meeting with the COR and the Competition

Manager (CM) for the peer review. The planning meeting shall be held at the ED facility located at the Potomac Center Plaza (PCP), 550 12 th

Street SW, Washington, DC 20202.

The COR shall assume responsibility of scheduling the room and inviting the relevant ED employees. During this meeting, information regarding the applications, reviewers and panels shall be discussed.

The purpose of the meeting shall be to review a draft work plan for the competition review, discuss the details of subtasks to be completed, adjustments to the work plan, and completion dates. The contractor shall deliver a draft work plan and agenda to the COR and CM prior to the planning meeting. The draft work plan shall include the contractor’s, COR’s and CM’s activities and their completion dates. The work plan shall include the completion dates of tasks and deliverables and any other milestones and decisions necessary to conduct the review.

The contractor shall provide the COR a detailed summary of the meeting. The contractor shall update the draft work plan and submit a final work plan. Once the COR has approved the work plan, the work plan shall be used by the contractor to plan work, by the COR to track work, and by OCTAE staff and management to monitor activities.

The contractor shall discuss the progress of the competition with the COR and

Department staff during weekly teleconference status meetings.

a) Planning meeting agenda

b) Draft Work plan

c) Planning meeting summary report

d) Final Work Plan

Task 2: Processing and Pre-Screening Grant Applications

The contractor shall download all electronic applications from the Department’s G5 system after the closing date. The contractor shall pick up applications submitted in hard copy to the Application Control Center (ACC), located at Potomac Center Plaza, 550

12th St., SW., Washington, DC 20202 and make copies of the hard copy applications to complete the peer review process.

The contractor shall print all applications double sided, including any attachments or electronic submissions that are not compatible with the Department’s software and shall make copies according to the program’s instructions. One copy shall be retained with the contractor. All applications shall be downloaded and copied not later than fourteen (14) days after the application closing date.

The contractor shall check the master list of applications generated from the G5 system or by ACC (if applications are not submitted electronically) to ensure that each application has a PR Award number, DUNS, and Tax Identification number. The contractor shall inform the COR and CM of any discrepancies so that they may be resolved promptly, including identifying applications that may be duplicates, incomplete, or otherwise incorrectly submitted. The contractor shall screen all applications to ensure that the applications meet eligibility criteria specified by the Department. The contractor shall inform the COR and CM of any applications believed to be ineligible, including the potential reason for ineligibility, for final consideration by the CM and Department staff.

The contractor shall provide the COR and CM with a draft screening form to review.

The COR shall review the form within two days of receipt, and the contractor shall develop the final screening form. The contractor shall organize the applications according to the work plan and deliver a copy of each application to the COR and an inventory list in hardcopy and electronic format.

Once given the approval by ED program staff, the contractor shall assign to reviewers the applications deemed eligible by the CM, making sure that Conflict of Interest mitigation rules are followed. No more than twelve (12) applications shall be assigned to each panel. ED anticipates that approximately 60 eligible applications will be received for the grant competition for a total of five (5) peer review panels.

If a reviewer finds a Conflict of Interest once they receive the application, he/she shall notify the contractor immediately. If a reviewer needs to be replaced for any reason, the contractor shall notify the COR and CM immediately. Upon the COR’s instruction, the contractor shall contact alternate reviewers for availability. The contractor with the approval of the COR shall determine all panel replacements.

a) Draft Screening Form

b) Final Screening Form

c) Organized Hardcopy Applications

d) Inventory List of Applications in hardcopy and electronic format

Task 3: Peer Reviewer Support

Task 3.1: Secure Panel Reviewers

The contractor shall solicit reviewers with assistance of OCTAE staff and obtain reviewer résumés. The grant program competition requires three (3) reviewers per panel.

The contractor shall be given a list of qualified reviewers by OCTAE. The contractor shall contact qualified reviewers from the list to determine their interest in participating in the peer review and maintain a list of interested reviewers in a secured, electronic format. The list shall include the name, email, telephone numbers, identified areas of expertise, and other information necessary to conduct the peer review. The contractor shall submit a list of available reviewers along with their respective résumés within the timeframe specified in the Schedule of Deliverables at the end of this PWS.

OCTAE staff shall then review the submitted résumés and identify which reviewers shall be used for the review and provide the contractor with a list of selected reviewers not later than seven (7) days after receipt of the list of available reviewers. The contractor shall contact individuals being considered as reviewers to confirm their commitment to serve on a panel, and inform those reviewers who were not selected. The contractor shall confirm that all reviewers selected to serve meet the following requirements:

Have unlimited access to a computer with Internet accessibility and a printer;

Be able to navigate an internet browser (e.g. Internet Explorer, Firefox);

Be able to complete and submit on-line forms;

Be able to send and receive e-mail;

Be able to participate in conference calls of greater than 30 minutes

Be able to commit to a performance based contract for services; and

Have read and signed a conflict of interest form.

Have registered and have access to both the Grants.gov and G5 e-Reader systems.

The contractor shall provide an initial list of confirmed reviewers within the timeframes specified in the Schedule of Deliverables at the end of this PWS, and provide ongoing updates to the list of reviewers to the COR and CM throughout the competition. The contractor shall deliver the final list of reviewers to the COR within the timeframes specified in the Schedule of Deliverables at the end of this PWS.

a) List of Available Reviewers

b) Reviewer résumés

c) Initial List of Confirmed Reviewers

d) Final List of Reviewers

Task 3.2: Arrange Peer Reviewer Orientation

The contractor shall make arrangements for a maximum of four (4) peer reviewer orientation webinars with telephone conference capabilities for the grant competition.

Each orientation shall last no more than two (2) hours. The contractor shall be responsible for producing an agenda and presentation for the orientation and making a recording of the webinar available for reviewers unable to attend one of the orientation sessions. The contractor shall submit to the COR and the CM a draft of the agenda and presentation. The contractor shall provide a list of webinar participants to the COR after the final orientation webinar.

a) Agenda for orientation webinars

b) Presentation for orientation webinars

c) List of orientation webinars participants

Task 3.3: Assign Peer Reviewers to Panels

The contractor shall assign reviewers to panels and enter the assignments into the

Department’s G5 system. The contractor will need to obtain access to the system which may require clearances and authorization from the G5 system administrators. The contractor shall complete all panel assignments not later than seven (7) calendar days prior to the start of the panel calls. Panels shall be composed of three (3) reviewers who:

Are from a different geographical area than the area where the applicants are located;

Have a background or expertise in the program content for which they are reviewing; and

Do not have a conflict of interest with any applications being reviewed.

If the contractor discovers that a reviewer may have a conflict of interest with an application, the contractor shall notify the COR and CM immediately. If for any reason a reviewer needs to be replaced for any reason, the contractor shall notify the COR and CM immediately. Upon the COR’s instruction, the contractor shall contact alternate reviewers for availability. The contractor shall provide the COR and CM a list of panel assignments in order by reviewer last name and a list of reviewers by panel in electronic format prior to the start of panel calls and provide updates to the lists if there is a change in reviewer assignments.

a) List of Reviewers by Panel

b) List of Reviewers by Last Name

Task 3.4: Prepare and Deliver Reviewer Packet

The contractor shall assign applications to panels and prepare and ship a package of background materials and a set of applications to each reviewer. The contractor shall choose the method of shipment but must ensure that shipments are able to be tracked and reviewers receive their packages not later than seven (7) calendar days prior to the first panel calls. The contractor shall provide a complete set of materials, excluding applications, to the COR prior to shipping the reviewer packets to reviewers.

The package of background materials shall include, but not be limited to, the following materials:

A letter from the Department regarding the program’s grant competition;

A letter from the contractor regarding submission of required forms;

A technical review package, G5 instructions, and conflict of interest materials;

The PowerPoint for the orientation webinar; and

The Frequently Asked Questions document

Reviewer Survey

Assigned printed applications (no more than 12 applications per panel)

The contractor shall print materials double-sided. The contractor shall ensure that reviewers receive their materials not later than seven (7) calendar days prior to the start of the panel calls. The contractor shall ensure that each reviewer receives a shipping label to return the required honorarium forms and any other documents back to the contractor.

The contractor shall confirm receipt of each shipment by contacting reviewers individually not later than three (3) days after the packages have been sent, to ensure that the reviewers have received the documents. The contractor shall provide a list of shipments and tracking numbers to the COR and CM following the shipments.

a) Set of materials to be shipped to reviewers

b) List of Shipments to Reviewers

Task 4: Administrative Support for Grant Competitions and Peer Review

Task 4.1: Coordinate the Grant Competition Review

The COR and CM shall provide the contractor with a list of individuals who shall serve as panel monitors and the contractor shall assign them to panels. The contractor shall provide each panel monitor with a Panel Information Sheet that includes the contact information of the reviewers and the list of applications assigned to the panel. The contractor shall submit the Panel Information Sheets and a complete panel list that includes assigned reviewers and applications assigned prior to the first panel call.

The contractor shall be ready to reassign applications and reviewers to panels if an unforeseen circumstance arises, such as a conflict of interest, or illness of a reviewer, for example. The contractor shall establish a conference call line for each panel for the duration of the review.

a) Panel Information Sheets

b) Complete panel list

Task 4.2: Organize the Application Review Support Activities

The application evaluation panel calls are expected to occur over a seven (7) day period.

During this time frame, the contractor shall, as directed by the panel monitors, organize several teleconference calls with the reviewers for the purpose of discussing the applications and arriving at final scores for the applications. The contractor shall also assist OCTAE staff with the review of technical review forms for possible errors, and preparing and maintaining a master list of scores.

Task 4.3: Conduct Post-Application Review Support Activities

Once the COR notifies the contractor that the review has been completed and all comments and scores have been approved, the contractor shall verify that all reviewers have entered final scores in the G5 system and update the Panel Information Sheets with final scores.

The contractor shall draft a letter that informs applicants that their application was not selected for funding. The COR and CM shall provide the contractor with government letterhead and envelopes for the notification packages. Upon approval of the draft letter, the contractor shall produce the letters to unsuccessful applicants on Department letterhead and provide the letters to the COR for signature. The contractor shall compile a notification packet for unsuccessful applicants that includes the original signed letter and a copy of the reviewer’s comments that do not contain the names of reviewers. These copies shall be placed in government-franked envelopes and sent to the applicants not later than three (3) days after being directed by the COR. The contractor shall provide a list of the letters sent to unsuccessful applicants along with a copy of each letter, after the letters are mailed.

a) Draft Letter to Unsuccessful Applicants

b) List of Letters Sent to Unsuccessful Applicants

c) Copy of Letters Sent to Unsuccessful Applicants

Task 4.4: Prepare the Official Grant File

The Contractor shall prepare the official grant file in accordance with the Department of

Education Discretionary Grant Handbook and any additional instructions provided by the

COR. The COR and CM shall provide guidance to the Contractor to ensure that the grant files are done properly. The Contractor shall print all applications double sided so that they can be read continuously in the grants file folder. The Contractor shall deliver the official grant files to the COR prior to the public announcement of the grant awards.

Official Grant Files

Task 5: On-Site Reviews – Applications, Hotel Locations and Travel, and

Administrative Tasks

This task is not required in this task order.

Task 6: Disburse Reviewer Honoraria

The contractor shall disburse honoraria to each reviewer in the amount specified by the

COR. The contractor shall assume $2,000 per reviewer and $500 per alternate reviewer.

The amount of the honoraria paid per reviewer or application may be lowered depending on the ultimate number of applications, reviewers, and panels, but the total honorarium pool shall remain at $32,500 unless an overall equitable adjustment to the task order is required. Once the COR and CM has notified the contractor that a reviewer’s comments have been accepted and all work has been completed, the contractor shall disburse payments to the reviewer not later than 14 days after receiving approval from the COR.

The contractor shall ensure all requisite documentation and approvals are collected prior to disbursing payments. The contractor shall provide the COR a final ledger of all disbursements that includes the name of the reviewer, and the amount and date of each payment.

List of Disbursements

Task 7: Competition Website and Database Design, Development, and Maintenance

Support

This task is not exercised.

SCHEDULE OF DELIVERABLES

Deliverable Due not later than:

Task 1: Project Management Support

Task 1.1: Meet and Communicate with the Department

Meeting Summary Memorandum 5 days after initial meeting

Task 1.2: Status Reporting

Monthly Progress Reports 7 days after the end of each calendar month

Task 1.3: Hold a Planning Meeting for the Grant Competition and Peer Review

a) Planning Meeting Agenda 4 days prior to the meeting

b) Draft Work Plan 4 days prior to the meeting

c) Planning Meeting Summary 4 days after the meeting

d) Final Work Plan 7 days after the meeting

Task 2: Processing and Pre-Screening Grant Applications

a) Draft Screening Form

7 days prior to the application closing date

b) Final Screening Form

1 day after receipt of edits from the

COR

c) Organized Hardcopy Applications 14 days after the application closing date

d) Inventory List of Applications in hardcopy and electronic format

14 days after the application closing date

Task 3: Peer Reviewer Support

Task 3.1: Secure Panel Reviewers

a) List of Available Reviewers 14 days after receipt of the List of

Qualified Reviewers from OCTAE

b) Reviewer résumés 14 days after receipt of the List of

Qualified Reviewers from OCTAE

c) Initial List of Confirmed Reviewers 7 days after receipt of Selected

Reviewers with updates throughout the competition

d) Final List of Reviewers 7 days after the closing of the competition

Task 3.2: Arrange Peer Reviewer Orientation

a) Agenda for orientation webinars

3 days prior to the orientation webinar

b) Powerpoint for orientation webinars

3 days prior to the orientation

c) List of participants of the orientation webinars

2 days after the final orientation

Task 3.3: Assign Peer Reviewers to Panels

a) List of Reviewers by Panel 7 days prior to the start of the panel calls

b) List of Reviewers by Last Name 7 days prior to the start of the panel calls

Task 3.4: Prepare and Deliver Reviewer Packet

a) Set of materials to be shipped to reviewers 3 days prior to shipping packets to reviewers

b) List of Shipments to Reviewers 1 Day following shipments

Task 4: Administrative Support for Grant Competitions and Peer Review

Task 4.1: Coordinate the Grant Competition Review

a) Panel Information Sheets 14 days prior to the first panel call

b) Complete panel list

14 days prior to the first panel call

Task 4.3: Organize the Post-Application Review Support Activities

a) Draft Letter to Unsuccessful Applicants 3 days after final scores are entered

b) List of Letters Sent to Unsuccessful

Applicants

3 days after letters are mailed

c) Copy of Letters Sent to Unsuccessful

Applicants

3 days after letters are mailed

Task 4.6: Prepare the Official Grant File

Official Grant File

3 days prior to public announcement of grant awards

Task 6: Disburse Reviewer Honoraria

List of Disbursements 14 days following approval for payment by COR