CSP_Monitoring_-_PWS_06.30.15.doc

Draft Version Date 06.30.15

Charter Schools Program Monitoring and Data Collection Contract Performance Work Statement

U.S. Department of Education, Office of Innovation and Improvement

Acronyms

ATO

Agency Authorization to Operate

APR

Annual Performance Review

CCD

Common Core of Data

CMO

Charter Management Organization

CRDC

Civil Rights Data Collection

CSP

Charter Schools Program

ELLs English Language Learners

EMO

Education Management Organization

ESEA

Elementary and Secondary Educational Act

FMR

Final Monitoring Report

FPR

Final Performance Report

GAO

Government Accountability Office

GPRA

Government Performance Results Act

LEA

Local Educational Agency

NCSRC National Charter School Resource Center

OII

Office of Innovation and Improvement

SEA

State Educational Agency

I. INTRODUCTION

Purpose of Procurement

The U.S. Department of Education (Department), Office of Innovation and Improvement (OII), requires the services of a contractor to support the Charter Schools Program (CSP or program office) grantee monitoring and data collection. In addition, this contract will assist the program office with policy recommendations and guidance for quality grant administration and increasing the number of high-quality charter schools.

The purpose of the CSP Monitoring and Data Collection Project is to provide guidance for grant project implementation, support grantees that receive CSP funds during the implementation of their grant programs, and ensure accurate accounting of grantee and sub-grantee award data.

Monitoring is the regular and systematic examination of a grantee’s administration and implementation of a Federal grant, contract, or cooperative agreement awarded and administered by the Department. The monitoring services provided under this contract will specifically target the SEA and CMO program grantees. Monitoring includes the review of grantee performance reports, and communications and other documents submitted to Department program officers; as well as, onsite visits and remote monitoring contacts, to ensure grantee performance and compliance in implementing projects designed and approved during the competitive grant application and selection process. The contractor collects data from grantees through electronic and hard copy materials and documents submitted by the grantees. Interviews with select grantee stakeholders may be conducted as an integral part of the monitoring process.

The collection of CSP data is essential in monitoring grantee compliance and ensuring that programmatic performance requirements are met. A data “warehouse” system may assist with the collection, compilation, synthesis, and analysis of performance data and sub grantee award data, and make available in an organized manner the data necessary for the development of the CSP comprehensive monitoring and performance report.

Authorizing Legislation

The Charter Schools Program is authorized under Title V, Part B, Subpart 1, Sections 5201 through 5211 of the Elementary and Secondary Education Act of 1965, as amended.

Background

The CSP is authorized to increase national understanding of the charter school model and to expand the number of high-quality charter schools available to students across the Nation by providing financial assistance for the planning, program design, initial implementation, or expansion of charter schools, and to evaluate the effects of charter schools, including their effects on students, student academic achievement, staff, and parents. The CSP offers discretionary grants to SEA, non-SEA, CMO and National Leadership applicants.

The CSP provides grants to eligible SEAs to enable them to conduct charter school grant programs within their states. Awards can be from three to five years. SEAs receiving a grant under this program must use grant funds to award sub grants to one or more eligible applicants in the State. The subgrants enable eligible applicants to plan and implement a charter school, or use the funds for dissemination activities.

If an eligible SEA chooses not to apply, or an application from an eligible SEA is not approved, charter school developers (non-SEAs) may apply directly to the Department. Awards may be for no more than three years. Non-SEA eligible applicants may use grant funds to plan and implement a charter school, or they may apply for a dissemination grant.

Grants are also available to CMOs and other not-for-profit entities for the replication and expansion of high-quality charter schools. Awards may be for up to five years. Grantees may use grant funds to plan and implement the expansion of an existing charter school or to open one or more new charter schools that are based on the charter school model for which the eligible applicant presented evidence of success. The CMO competition first made grant awards during FY 2010.

The CSP is required by statute to conduct national activities. In addition to conducting the aforementioned grant programs, the CSP awards National Leadership grants. Under Title V, Part B, Section 5205 of the ESEA, the Secretary reserves CSP funds to carry out national activities to provide charter schools with information, to evaluate and study charter schools, and to provide other types of technical assistance.

Historically, the CSP has been mandated to collect accurate and reliable data to assess the expansion of charter schools and to evaluate the effects of charter schools, including their effects on students, student academic achievement, staff, and parents. As recommended in the GAO’s January 2005 report, “To Enhance Education’s Monitoring and Research, More Charter School-Level Performance Data Are Needed,” the Department needs to help CSP grant recipients, especially States, track Federal funds to charter schools and report the number of charters started with program funds. The Department also needs to augment its charter school performance data. As reported, “Education’s inability to disaggregate charter schools in its routine monitoring and analysis activities has limited its ability to provide policymakers information on the academic performance of charter schools.”

In the June, 2012 GAO Report, “Charter Schools, Additional Federal Attention Needed to Help Protect Access for Students with Disabilities,” GAO recommended that the Secretary of Education take measures to help charter schools recognize practices that may affect enrollment of students with disabilities by updating existing guidance and conducting additional fact finding and research to identify factors affecting enrollment levels of these students in charter schools.

In an August 15, 2013 GAO Report, “Education Needs to Further Examine Data Collection on English Language Learners in Charter Schools,” GAO found that, based on 2010-11 data, it was unable to compare English Language Learner (ELL) enrollment in charter schools to ELL enrollment in traditional public schools because Education’s only available data on school level ELL enrollment were unreliable and incomplete. GAO recommended that the Department systematically evaluate the extent of charter school non-reporting across other data sets and explore whether collection of the poorly defined ELL data can be phased out at the LEA and state levels, if the data quality problems are not addressed.

To address its data collection needs, and based in part on these recommendations beginning in 2005, the Department has contracted to monitor SEAs and CMOs and to collect performance data on these programs. In addition, the Department has collected data through SEA and CMO data collection forms/templates submitted directly by the grantees and subgrantees, primarily used to track federal expenditures, monitor grantee fiscal management, and collect data to conduct analyses on GPRA performance measures. The CSP has compiled, synthesized, and analyzed charter school directory data and created state profiles and conducted other analyses using available Department data collection sources identified under data collection tasks presented in this PWS.

Procurement Overview

The Department is interested in the development of a new monitoring structure and system to continue the implementation of the CSP monitoring and data collection activities; develop new monitoring materials and tools; and enhance, build on or design new web-based data collection platforms. Monitoring planning and report development are essential components of the procurement.

Period of Performance

The period of performance for this requirement is 12 months from the date of award, with four 12-month option periods.

II. SCOPE OF WORK

Task 1: Meet and Communicate with OII

Subtask 1.1: Kickoff Meeting and Communications (Base Period and Option Periods 1-4)

The Contractor’s Project Director/Co-Director and up to three other key people from the contractor’s staff or subcontractors/consultants shall participate in a one-day meeting in Washington, DC with CSP staff within five business days after the award of the contract. The purpose of the meeting is to clarify work requirements, procedures, and to review the contractor’s activities and plans. The COR and Project Director shall collaborate on agenda and time of the meeting.

The contractor shall communicate by phone with COR each week during project implementation. The contractor shall communicate with the COR in all aspects of the procurement by making telephone calls to discuss project progress, hindrances, anticipated problems and resolutions of outstanding concerns.

Subtask 1.2: Monthly Progress Reports (Base Period and Option Periods 1-4)

The contractor shall participate in a conference call with CSP staff each month to discuss work requirements, activities, and plans. The contractor shall provide an agenda and supporting material as necessary for meetings and discussions.

Written reporting requirements will include monthly progress reports. In the progress report, 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. The contractor’s reporting format shall be consistent from month to month. The contractor shall submit monthly progress reports to the COR within five (5) business days at the end of each month.

Subtask 1.3: Kickoff Meeting and Communications (Option Periods 1-4)

During each Option Period, the contractor shall participate in either a phone or in-person meeting within five business days after the award of each option period. The contractor shall provide an agenda and supporting material for meetings and discussions. Within five business days after each meeting with CSP staff, the contractor shall submit clarifications and understandings of the meeting.

Task 2: Develop a Monitoring and Data Collection Framework (Base Period)

The contractor shall develop a CSP monitoring and data collection framework for both SEA and CMO programs in the Base Period and refine the frameworks during the option periods. The framework shall include two separate major components: Part I for Monitoring and Part II for Data Collection. This framework shall include: 1) a process to guide the monitoring of SEA and CMO grantees’ grant project administration and performance; and; 2) a process to guide SEA and CMO grant award data collections, Department and National data collections, as specified under Task 11, and reporting.

Mechanisms and instruments identified in the framework for monitoring grants and collecting data for the SEA and CMO programs may be similar to one another, but also shall address the unique program characteristics, and different statutory, regulatory, and program requirements. The contractor shall separately address the SEA and CMO business processes for both programs.

At a minimum, both frameworks should focus on the following areas:

· The process for the development of SEA and CMO monitoring protocols, handbooks, monitoring instruments and tools, and other data-gathering materials and documents;

· Address all SEA and CMO grant business processes;

· Identify the process for SEA and CMO grantee selection for monitoring;

· Specify structure for securing monitors and determining monitoring teams;

· Methodological approach for state-by-state grantee performance data collection;

· Number and description of tools used to monitor SEA and CMO grantees;

· Number and description of tools used to track and monitor sub grant recipients;

· Identify performance areas needing technical assistance; and

· Follow-up for grantees identified as needing intervention and risk management.

Subtask 2.1: SEA and CMO Frameworks (Base Period)

The contractor shall develop a draft monitoring and data collection frameworks and submit to COR for CSP review and comment within thirty (30) days after the contract award.

The contractor shall incorporate revisions and develop a final Monitoring and Data Collections Framework and submit to COR within five (5) days after changes are provided to the contractor.

Subtask 2.2: SEA Business Processes (Base Period)

During the Base Period, the SEA business processes for monitoring and data collection shall be identified and included in the monitoring and data collections framework. The framework shall also include the process for the development of SEA monitoring handbook, monitoring protocols, monitoring tools, and other document-gathering materials and documents. A field test shall be conducted with seven (7) selected SEA representatives who will make up an grantee review group created under Task 5.

Subtask 2.2.1 (Option Periods 1-4): Present at SEA Project Director’s Meeting

During the option periods, the monitoring processes and the accompanying instruments for the SEA grantees should be refined based on discussions with the Department and grantees. In order to obtain feedback from grantees, the contractor shall recommend areas and types of technical assistance and conduct discussions at the SEA Project Director (PD) meeting and host one special session designed to test the new monitoring and data collections system and instruments. The SEA PD meeting is organized under a different contract. The contract should expect 20 SEA representatives at each annual meeting for planning purposes. The contractor is not requird to provide logistical support for the PD meeting or grantee travel.

Subtask 2.3: CMO Business Processes (Base Period)

During the Base Period, the CMO business processes for monitoring and data collection shall be identified and included in the monitoring and data collections framework. The framework shall incorporate the process for the development of CMO handbooks, monitoring protocols, monitoring tools, and other document-gathering materials and documents. A field test shall be conducted with selected CMO representatives who will make up a grantee review group under Task 5.

Subtask 2.3.1 (Option Periods 1-4): Present at CMO Project Director’s Meeting

During the Option Periods, the CMO monitoring and data collection process and the accompanying instruments for the CMO grantees will be refined based on discussions with the COR and grantees. In order to obtain feedback from grantees, the contractor shall recommend areas and types of technical assistance and conduct discussions at the CMO Project Director (PD) meeting and host one special session designed to test the new monitoring and data collections system and instruments. The CMO PD meeting is organized under a different contract. The contract should expect 41 CMO representatives at each annual meeting for planning purposes. The contractor is not requird to provide logistical support for the PD meeting or grantee travel.

Task 3: Develop a SEA and CMO Monitoring Protocol and Handbook (Base Period)

The CSP uses a Handbook to guide onsite monitoring visits for each selected grantee. The Handbook describes the process of the monitoring visit and serves as a descriptive companion for the monitoring and data collection protocol. The protocol instrument is the mechanism used to monitor grant administration and grantee performance. The protocol is detailed and specifically addresses grant compliance, regulatory, and statutory requirements in the form of standard indicators.

Subtask 3.1: SEA Monitoring and Data Collection Protocol (Base Period)

During the Base Period, the contractor shall design and develop a new SEA monitoring protocol for grantees incorporating current charter school statutory and regulatory requirements and a plan to modify the protocol based on any statutory reauthorization of the program. The monitoring protocol shall include quantitative and qualitative measures for determining implementation levels and fulfillment of grant objectives and program requirements and shall include sections for monitoring both the grantee and subgrantees where appropriate. The qualitative and quantitative measures are provided in the current protocol document. The contractor shall also include a schedule for submitting collected performance data to the Department. The contractor shall also develop a system for synthesizing and analyzing collected performance data from the protocol.

The contractor shall submit a draft detailed protocol for monitoring SEA grant administration and performance data reporting to the COR within sixty (60) days of the effective date of the contract award for review by the Department. The draft protocol shall be field tested with the seven (7) Grantee Review Group members created under Task 5 requirements. The contractor shall submit a second revised draft protocol to COR within five (5) days after Grantee Review Group meetings for COR review and comment. The contractor shall submit a revised final detailed protocol submitted to the COR within five (5) days after the COR submits revisions to the contractor.

Subtask 3.2: SEA Monitoring and Data Collection Handbook (Base Period)

After the completion of the SEA protocol, the contractor shall develop a draft Handbook as a companion product that describes the process of the monitoring visit and serves to provide descriptive information and technical assistance to facilitate grantees’ understanding of how to respond to the monitoring and data collection protocol.

The draft Handbook shall be submitted to COR within thirty (30) days after the completion of the protocol for Department review and revisions. The contractor shall submit a second draft based on revisions to the Handbook within five days of the COR input. The Draft handbook shall be field tested with the SEA Grantee Review Group created under Task 5 and submitted to the COR within seven (7) days. The contractor shall develop the revised final SEA Handbook. The final Handbook shall be submitted to COR within five (5) days after revisions for COR approval.

Optional Subtask 3.3: SEA Monitoring and Data Collection Protocol and Handbook Refinement (May be exercised one or more times in any Option Period)

During the Option Periods, the contractor shall refine or update the SEA monitoring and data collection protocol for SEA grantees incorporating new statutory reauthorization, changes in regulatory or non-regulatory requirements of the program and submit to COR within ten (10) days after notification from the COR of changes. The updates to the monitoring protocol may be necessary during the contract period due to changes in the CSP’s authorizing legislation, program appropriation bill language, or Department needs and grantee feedback.

Subtask 3.4: CMO Monitoring and Data Collection Protocol (Base Period)

During the Base Period, the contractor shall design and develop a new CMO monitoring protocol for grantees incorporating charter school statutory and regulatory requirements and a plan to modify based on any new statutory reauthorization requirements of the program. The monitoring protocols shall include quantitative and qualitative measures for determining implementation levels and fulfillment of grant objectives and program requirements. The quantitative and qualitative measures are provided in the current CMO protocol. The contractor shall also develop a system for synthesizing and analyzing collected performance data compiled from the protocol.

The contractor shall submit a draft detailed protocol for monitoring CMO grant administration and performance data reporting to the COR within seventy (70) days of the effective date of the contract for review by the COR. The protocol shall also include a schedule for submitting collected performance data to the Department. The draft protocol shall be field tested with the CMO Grantee Review Group created under Task 5 requirements. The contractor shall submit a second revised draft protocol to COR within ten (10) after CSP review and comment. The contractor shall submit a revised final detailed protocol submitted to the COR within ten (10) days after revisions for acceptance.

Subtask 3.5: CMO Monitoring and Data Collection Handbook (Base Period)

After the completion of the CMO protocol, the contractor shall develop a draft Handbook as a companion product that describes the process of the monitoring visit and serves to provide descriptive information and technical assistance to facilitate grantees’ understanding of how to respond to the monitoring and data collection protocol.

The contractor shall submit a draft Handbook to the COR within thirty (30) days after completion of protocol for CSP staff comments and revisions. The contractor shall submit a second draft based on revisions to the handbook within seven (7) days after receipt of CSP changes.

The draft revised Handbook shall be field tested with the CMO Grantee Review Group created under Task 5 requirements. The contractor shall make revisions and develop the revised final CMO Handbook within seven (7) days after completion of the Grantee Review Group meetings. The final Handbook shall be submitted to the COR within seven (7) days after revisions for COR approval

Optional Task 3.6: CMO Monitoring and Data Collection Protocol and Handbook Refinement (May be exercised one or more times in the Base or any Option Period)

During the Option Periods, the contractor shall refine or update the CMO monitoring and data collection protocol for CMO grantees incorporating new statutory reauthorization or changes in regulatory or non-regulatory requirements of the program and submit revisions to the COR within twenty (20) days after notification from COR of changes. The updates to the monitoring protocol may be necessary during the contract period due to changes in the CSP’s authorizing legislation, program appropriation bill language, or Department needs and grantee feedback.

Optional Task 4: Digitized Monitoring and Data Tracking System Utilizing Web-based Technology and Methods

Optional Subtask 4.1: Online System Plan

The contractor shall draft a plan for the development and implementation of an online CSP monitoring and data collection system. The contractor shall design or select a pre-existing online monitoring and data tracking system to run on either virtual servers or dedicated hardware within existing federal government infrastructure and significantly in line with current Department procedures and policies. The contractor, at a minimum, shall provide the required configuration settings needed to make the system operational in compliance with FISMA requirements, host or choose a hosting provider that has Agency Authorization to Operate (ATO) or FedRAMP or other agency ATO, complete a Self-Assessment Plan containing 140 security control requirements, complete forms related to a software/hardware evaluation, and meet other system requirements.

The plan shall include, but is not limited to: online system management; system monitoring and troubleshooting; and ongoing user and grantee technical support. The contractor shall submit the draft online plan to the COR within twenty (20) days after contract award for CSP review and comment. The contractor shall develop a final plan for the development and implementation of an online CSP monitoring and data collection system and submit to the COR five (5) days after CSP review and comment.

If not currently an online system provider, a new online system may require up to twelve months to receive Department approval.

Optional Subtask 4.2: Develop Web-Based Monitoring and Data Tracking System

The contractor shall create a creative and digitized mechanism for monitoring and data collection, including the use of a web-based system for monitoring and tracking grantee administration as well as the collection, synthesis, and analysis of performance data. The contractor should consider an online system for the implementation of Task 2 as a major component of the monitoring and data collection framework and to meet the requirements under Task 3. In addition, to meet requirements under Task 10, the contractor may propose to develop a web-based, automated process in lieu of the current form/template approach to CSP Data Collection to collect, synthesize, and analyze federally-funded grantee and subgrantee performance data.

Optional Subtask 4.3: Online System Manual

The contractor shall develop a user-friendly manual that will include the necessary orientation and training information to all customers, including CSP staff, SEA and CMO grantees, and other online users for system implementation and data input. The manual shall include the process for collecting and tracking data from grantees.

The manual shall be submitted to the COR within ten (10) days after the COR’s acceptance of the online system. The manual shall serve as a companion document to the proposed training schedule prior to launching a new approach to grantee monitoring and data collection.

Subtask 4.4: Online System Maintenance (Option Periods 1-4)

The contractor shall ensure that the system is maintained on an annual basis.

Task 5: Establish a SEA and CMO Grantee Review Group (Base Period)

The contractor shall develop a plan to create a SEA and a CMO Grantee Review Group for field review of the CSP monitoring and data collection mechanism, including instruments to be used such as the monitoring protocol and handbook. The draft plan shall include the proposed framework for organizing and conducting monitoring activities and will explain how feedback will be obtained from the Grantee Review Group in the aforementioned areas provided under Task 2. The contractor shall propose the composition of the Grantee Reveiew Group and how the Grantee Review Group members will be selected to review and provide comments for the monitoring and data collection framework and monitoring implementation process.

Subtask 5.1: Develop SEA and CMO Grantee Review Group Plan (Base Period)

The contractor shall submit the draft plan to create the SEA and the CMO grantee review group to the COR forty-five (45) days after the award of the contract. The contractor shall submit the final plan for the creation of the SEA and CMO grantee review groups seven (7) days after review and comment of the COR. These grantee review groups will serve to advise the contractor on the CSP protocols and handbooks for monitoring and data collection.

Subtask 5.2: Create SEA and CMO Grantee Review Group (Base period)

The contractor shall create a SEA Grantee Review Group and a CMO Grantee Review Group according to the approved SEA and CMO Grantee Review Group Plan. The contractor shall implement the plan to utilize the services of the grantee review groups to review the monitoring and data collection mechanism and tools.

Subtask 5.2.1: Host SEA and CMO Grantee Review Group Meeting at Annual SEA/CMO Project Director’s Conference

The contractor will host, facilitate, provide agendas, and all materials to implement the SEA and CMO grantee review group review. The contractor will use CSP’s annual SEA PD or CMO PD meeting to host the Grantee Review Group. The contractor is responsible for making travel arrangements for the review members and providing all logistical support for their travel. . These meetings will be held during the SEA PD or CMO PD meeting.

Task 6: Prepare a SEA and CMO Onsite Monitoring and Data Collection Schedule (Base Period and Option Periods 1-4)

Scheduling a visit is an essential action component of preparing and conducting the onsite monitoring and data collection for selected grantees. The onsite visit preparation, dates of visits, meeting agendas, and scheduled interviews are dependent on grantee availability and must be developed in collaboration with each grantee. Monitors assigned to each visit play an integral role in the scheduling and implementation of the visit.

The contractor shall prepare a schedule that includes the following:

· Recruitment strategy for monitors.

· Plan for contacting grant recipients.

· Chart of grantee monitoring for each year.

· Justification for order in which grantees are monitored.

· Selection process for SEA subgrantee recipients and CMO replication and expansion schools that will be visited.

· Contingency plans for revisiting grantees in the same year or in the same grant period due to findings or unforeseen circumstances.

· Weekly monitoring status reports to CSP

Subtask 6.1: SEA Onsite Visit Schedule (Base Period and Option Periods 1-4)

The contractor shall prepare an annual monitoring and data collection schedule in preparation for SEA onsite visit implementation as presented under Task 6 and Task 9 to evaluate each selected SEA grantee’s performance and progress in administering the CSP grant. The designation of the term data collection, in this instance, encompasses data compiled as a result of implementing the monitoring process. The contractor shall provide timelines and other preparation plans, including interview and data-gathering sessions during the visit and timelines for each phase throughout the implementation of the grantee monitoring process. The site visit schedules shall be updated as changes occur.

The contractor shall submit an annual SEA monitoring and data collection onsite visit schedule to the COR thirty (30) days after the grantees are selected for monitoring and are notified of the visit. The contractor shall submit initial and updated schedules to the COR for dissemination to the Department. The CSP staff may participate in the onsite visits, but the contractor is not required to pay for travel or any other costs associated with CSP’s participation. Onsite monitoring visit dates, interview schedules, and agendas are required from the selected grantees a minimum of thirty (30) days before the scheduled visit.

Subtask 6.2: CMO Onsite Visit Schedule (Base Period and Option Periods 1-4) The contractor shall prepare an annual monitoring and data collection schedule in preparation for CMO onsite visit implementation as presented under Task 6 and Task 9 to evaluate each selected CMO grantee’s performance and progress in administering the CSP grant. The designation of the term data collection, in this instance, encompasses data collected and compiled as a result of implementing the monitoring process. The contractor shall provide timelines and other preparation plans, including interview schedules and agendas and data-gathering discussions with grantee and affiliates to collect documents and information before the onsite visits and the discussions about documents and materials that need to be collected during the visit, and for other pertinent information for every phase of the monitoring process. The site visit schedules shall be updated as changes occur. The contractor shall submit initial and updated schedules to the COR for dissemination to the Department. The CSP staff may participate in the onsite visits, but the contractor is not required to pay for travel or any other costs associated with CSP’s participation.

The contractor shall submit an annual CMO monitoring and data collection onsite visit schedule to the COR thirty (30) days after the grantees selected for monitoring are notified of the visit. The contractor shall submit initial and updated schedules to the COR for dissemination to the Department. The CSP staff may participate in the onsite visits. Onsite monitoring visit dates, interview schedules, and agendas are required from the selected grantees a minimum of thirty (30) days before the scheduled visit.

Task 7: Recruit and Train SEA and CMO Monitors (Base Period and Option Periods 1-4)

Subtask 7.1: Develop Monitor Recruitment and Training Plan for SEA and CMO Visits (Base Period and Option Periods 1-4)

The contractor shall develop a monitor recruitment and training plan for onsite SEA and CMO visits. Monitor training shall include a background of the purpose and statutory requirements of the CSP; regulations and guidance; use of monitoring tools and instruments; performance data collection methods; monitoring techniques; how the training will be implemented, and methods of reporting after onsite visit implementation. The plan may include the identification and services of a subcontractor or a pool of qualified candidates for the monitoring of grantees. The Department may submit additional names of potential candidates who are qualified to serve as a monitor.

Subtask 7.2: Monitor Recruitment (Base Period and Option Periods 1-4)

The contractor shall submit a recommended list of monitor resumes to the COR for Department review and comment forty (40) days after the award of the contract and SEA and CMO grantee approval.

The contractor shall submit a final list of monitors to COR within five (5) days after the review and comment period.

A SEA Monitoring Team Lead and selected monitors shall be identified and a separate CMO Monitoring Team Lead and selected monitors shall be identified. The contractor shall determine the team composition with the COR’s final approval. Teams should range from 3-4 monitors, based on the size of the grantee to be monitored. The contractor shall select monitors with expertise in the following areas:

· SEA grant administration

· CMO knowledge

· Federal grant administration

· Charter school planning, program design, and implementation

· Charter school dissemination

· Charter school assessment and evaluation

· Charter school policy and research

· Charter school authorizing

· Charter school technical assistance and resources

· Charter school administration and operation

· Charter school governance

· Charter management organization administration

Subtask 7.3: Monitor Training & Training Module Development (Base Period)

The contractor shall develop a comprehensive training module for monitors and the contractor shall be responsible for all activities related to the training of expert monitors including the development of a training schedule. The contractor shall provide the facilities to host the monitor training

During the Base Period, the contractor shall host the training for the CSP staff and selected expert monitorsat the Department.

Subtask 7.4: Monitoring Training (Option Periods 1-4)

During the Option Periods, monitor training shall be conducted in a webinar format. The contractor shall be responsible for all activities related to the training of expert monitors, including a training schedule. The contractor shall implement training within twenty (20) days after the contractor selects and notifies the monitors.

Task 8: Recruit and Select a Team of Expert Evaluation Consultants (Base Period and Option Periods 1-4)

Expert evaluation services provided under this contract will assist the Department with information essential in developing CSP guidance as well as provide information on quality grant administration and the expansion of high-quality charter schools. Using logic model designs and other types of evaluative models and strategies, the SEA and CMO grantees provide local project evaluation descriptions in their approved applications. Grantee project evaluation data are invaluable in determining successful grant implementation by accomplishing approved goals and objectives, identifying best practices, and determining high-quality status.

Subtask 8.1: Grantee Evaluation Review Plan (Base Period and Option Periods 1-4)

The contractor shall develop a CSP Grantee Evaluation Review Plan that will ensure guidance is provided for the SEA and CMO grantees. The CSP program officers will provide approved grantee applications with the proposed evaluation plans and research design models for review and assessment by the expert evaluators. The plan shall include strategies to interpret and strengthen grantee evaluations; track and monitor progress; and recommend data collection strategies to supplement data demonstrating progress toward GPRA performance measures, and project-specific performance measures. The plan shall include information on the quarterly meetings during the Base Period and the bi-annual evaluation consultant meetings during the option periods. At a minimum, the information shall include planned orientation sessions for expert evaluation consultants, proposed agendas, work-session structure, and the process for the review of grantee evaluations and technical assistance to grantees.

The contractor shall submit the draft CSP Grantee Evaluation Review Plan to the COR for CSP staff review and comment within ninety (90) days after the award of the contract. The contractor shall make revisions within ten (10) days after review and comment by the CSP team and submit the final CSP Grantee Evaluation Review Plan to the COR .

Subtask 8.1.1: Quarterly Expert Review Meeting

During the Base Period, the contractor shall host evaluation working meetings with the Department and the evaluation consultants. The meetings will be held quarterly and will consist of 12 CSP staff and the seven experts. The quarterly meetings will last two days. The contractor will provide travel arrangements for the seven experts. The contractor will also provide meeting supplies and logistical support for the on-site meeting. Three of the four quarterly meetings will occur independent of any other meeting at the Department. One of the quarterly meetings will occur during the annual SEA/CMO PD meeting and will involve the provision of technical assistance to SEA and CMO grantees during the meeting.

Subtask 8.1.2 (Option Periods 1-4): Expert Review Meeting

During the option periods, the contractor shall convene two 2-day working evaluation meetings with the Department to provide follow up information on grantee evaluations. The contractor will provide travel arrangements for the seven experts. The contractor will also provide meeting supplies and logistical support for the on-site meeting.

Subtask 8.2: Evaluation Team Recruitment and Selection (Base Period and Option Periods 1-4)

During the Base Period, the contractor shall review and assess SEA logic models and CMO grantee evaluations included in the approved grantee applications. The expectation is twelve (12) SEA and twenty-five (25) CMO grantee applications shall be reviewed and assessed by the Evaluation Team. The COR may submit names of potential evaluation consultant candidates and must approve all selected candidates. The contractor shall determine the team composition, and the COR must approve the composition of the final evaluation team. Seven (7) evaluation experts shall be selected as consultants. The expert consultants may be selected from a pool of colleges and universities around the country and shall be screened for conflict of interest. The contractor shall select consultants with expertise in the following areas:

· Evaluation designs and methods, including logic models

· Charter school assessment and evaluation

· Charter school policy and research

· Education Evaluation Research and Studies

The contractor shall submit a recommended list of evaluation consultants, including resumes to the COR ninety (90) days after the award of the contract for COR review and comment. The contractor shall submit a final list of evaluation consultants to COR five (5) days after comments/revisions, if required.

Task 9: Conduct Onsite SEA and CMO Grantee Monitoring Visits (Base Period and Option Periods 1-4)

The CSP implements an onsite monitoring process for gathering information and data to ensure project implementation and performance. The Department initially notifies selected grantees in writing that they were selected for an onsite visit and provides an introduction to the contractor and monitoring team. The contractor contacts the selected grantee for site visit preparation planning. The monitoring team reviews documents provided by the CSP and the grantee in preparation for an onsite grantee visit. The contractor reviews data provided by the grantee prior to each visit. This data includes performance reports, applications, and previous monitoring reports, as well as, other information provided by the Department’s program officer assigned to the grant. This review shall help develop and inform each monitoring visit.

After the review of pertinent documents, the monitors conduct the onsite visit, analyze each protocol indicator, and complete a full document review including onsite visit materials and compiles interview notes from key grantee representatives during the visit. A weekly status report is submitted to the COR to track critical monitoring steps, including monitoring onsite visit progress and the report development.

The contractor develops a draft monitoring report and sends it to the COR for Department review and comment. The contractor incorporates the comments or questions and sends a copy to the grantee. A Final Monitoring Report is completed from each selected grantee onsite visit. The contractor includes grantee comments in the final report. The contractor submits the final report to both the Department and the grantee. Monitoring reports, in the past, averaged between 50-100 pages for SEA grantees. Past SEA reports typically included up to 50 separate appendices. The monitoring process averages approximately 6 to 8 months from the beginning to end with the production of the individual SEA or CMO Final Monitoring Report.

Utilizing all monitoring reports from each year, the contractor develops a chart to synthesize results across grantees, showing scores for each indicator, and a report of collected information, including, but not limited to, grantee by grantee analyses and a summary of findings by grantees across program areas. Each year, after completing all monitoring visits, the contractor develops a comprehensive monitoring and data collection report with recommendations in writing for technical assistance and successful practices and models to support program goals based upon the grantee’s visits and monitoring reports.

Changes to Onsite Monitoring Report Development

The Department seeks to develop a new approach to increase efficiency by reducing time-consuming steps, the overall length of time entailed in producing the final grantee monitoring report, and to improve report clarity. The reports are beneficial to both the grantee and the CSP in identifying the mandatory corrective actions needed to maintain project integrity and improve grantee performance. Timeliness of reporting is critical to maximize the value and usefulness of the report.

During this Base Period, the Department anticipates that the development of a digitized monitoring and data tracking system utilizing web-based technology and methods may strengthen CSP monitoring. Grantees have expressed an interest in a more streamlined monitoring process in four areas: 1) receipt of monitoring handbook/protocol and other monitoring instruments immediately after the award of the grant; 2) conduct of a pre-conference with the monitoring team before the visit to define the purpose of the visit and for clarification and understanding of expectations during the visit; 3) receipt of immediate feedback during debriefing after the on-site visit to identify problem areas and address outstanding issues; and 4) receipt of a copy of the final monitoring report in a more timely manner.

An online system may facilitate not only streamlining the monitoring process, but also, facilitate an interactive approach to project monitoring and data collection through: 1) increased communication between grantees and monitors; and 2) decreased Department program officer response time in providing assistance to grantees, which may ultimately improve grantee performance and increase high-quality charter schools. The completion and timely submission of the final report to the grantee should be an inherent product of enhanced interaction and ongoing monitoring and tracking processes.

Subtask 9.1: SEA Onsite Visit

SEA onsite visits are extensive and are an essential component of monitoring. The CSP identifies grantees for this in-depth monitoring. Typically, the CSP selects grantees in the second year of their multi-year award; however, the CSP may also select grantees for monitoring based on perceived risk and Department concerns. The contractor shall use trained monitors to travel to SEA grantee sites for the purpose of collecting performance data using the monitoring protocol as approved under Task 3. Monitoring schedules are developed and approved under Task 6.

SEA monitoring, with some possible exceptions, shall be done onsite in the state. Depending on the size of the grantee to be monitored, each visit should be scheduled for 3-5 days and include 3-4 monitors for each visit. SEA grantee monitors may require travel to several offices, sites, and schools, as well as per diem, lodging and other associated costs in different locations.

During the Base Period, the contractor shall conduct one (1) onsite visit for an SEA grantee that is either in their second performance year or those that are assessed at risk of not meeting approved project performance goals, using approved onsite visit procedures.

Grantee Monitoring During Option Periods:

The CSP is unsure how many monitoring visits may be required in any of the option periods. The CSP may exercise any of the optional tasks below at the commencement of each option period or at any point during performance. Note: Optional Subtasks 9.1.1 – 9.1.4 may be exercised at any time. Each optional subtask will have the same period of performance as the base or option period in which the optional task is exercised.

Optional Subtask 9.1.1

The contractor must conduct two (2) onsite visits for SEA grantees that are either in their second performance year or those that are assessed at risk of not meeting approved project performance goals, using approved onsite visit procedures.

Optional Subtask 9.1.2

The contractor shall conduct four (4) onsite visits for SEA grantees that are either in their second performance year or those that are assessed at risk of not meeting approved project performance goals, using approved onsite visit procedures.

Optional Subtask 9.1.3 The contractor shall conduct five (5) onsite visits for SEA grantees that are either in their second performance year or those that are assessed at risk of not meeting approved project performance goals, using approved onsite visit procedures.

Optional Subtask 9.1.4 The contractor shall conduct seven (7) onsite visits for SEA grantees that are either in their second performance year or those that are assessed at risk of not meeting approved project performance goals, using approved onsite visit procedures.

Subtask 9.2: CMO Onsite Visits

The contractor shall use the trained CMO monitoring team to travel to CMO grantee sites for the purpose of collecting performance data using the monitoring protocol as outlined in Task 3. The contractor shall review performance data on grantees prior to each visit. This data includes performance reports, applications, and previous monitoring reports, as well as other information provided by the Department’s program officer assigned to the grant. This review shall help develop and inform each monitoring visit.

Performance data will serve to identify CSP grantees that have encountered implementation problems both in compliance and performance, as well as, those that have successfully implemented their CSP grant, resulting in the planning and implementation of highly successful charter schools.

Each year, the Department identifies grantees for in-depth monitoring. Typically, the CSP selects grantees in the second year of their multi-year award; however, the CSP may also select grantees for monitoring based on Department concerns.

Depending on the size of the grantee to be monitored, each visit should be scheduled for 3-5 days and include 3-4 CMO monitors for each visit. CMO grantee monitors require travel to several offices, sites, and schools, as well as per diem and lodging and other associated costs. The CMO visits should be configured for monitors to travel to several sites, including but not limited to, organization headquarters, organization offices, districts, and charter school sites.

During this Base Period, the contractor shall conduct six (6) CMO onsite monitoring visits according to the approved procedures under the aforementioned tasks. The Department will select CMO grantees that will be in their second performance year or are assessed to be at risk of not meeting approved project performance goals. Each SEA onsite visit cost shall be aligned with the number of visits provided under each Optional Subtask.

Grantee Monitoring During Option Periods:

The CSP is unsure how many monitoring visits may be required in any of the option periods. The CSP may exercise any of the optional tasks below at the commencement of each option period or at any point during performance. Note: Optional Subtasks 9.2.1 – 9.2.4 may be exercised at any time. Each optional subtask will have the same period of performance as the base or option period in which the optional task is exercised.

Optional Subtask 9.2.1

The contractor shall conduct one (1) onsite visit for CMO grantees that are either in their second performance year or those that are assessed at risk of not meeting approved project performance goals, using approved onsite visit procedures.

Optional Subtask 9.2.2

The…