Draft_SOW.doc

ATTACHMENT A

Promise Neighborhood Training and Technical Assistance and Data and APR/GPRA Reporting Performance Work Statement United States Department of Education

Office of Innovation and Improvement

Introduction The Office of Innovation and Improvement (OII) 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. 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.

The purpose of the Promise Neighborhoods program is to significantly improve the educational and developmental outcomes of children and youth in our most distressed communities and to transform those communities. The vision of the Promise Neighborhoods program is that all children and youth living in our most distressed communities have access to great schools and strong systems of family and community support that will prepare them to attain an excellent education and successfully transition to college and a career.

A Promise Neighborhood is both a place and a strategy. A place eligible to become a Promise Neighborhood is a geographic area that is distressed, often facing inadequate access to high-quality early learning programs and services, with struggling schools, low high school and college graduation rates, high rates of unemployment, high rates of crime, and indicators of poor health. These conditions contribute to and intensify the negative outcomes associated with children and youth living in poverty.

Children and youth who are from low-income families and grow up in neighborhoods of concentrated poverty face educational and life challenges above and beyond the challenges faced by children who are from low-income families who grow up in neighborhoods without a high concentration of poverty. Furthermore, the effects of poverty and distressed neighborhoods are closely connected to children’s long-term economic and social mobility. Because of the great potential for Promise Neighborhoods to revitalize communities in need, it is closely linked to the White House Neighborhood Revitalization Initiative, which seeks to align federal housing, education, justice, and health programs with the overarching goal of transforming neighborhoods of concentrated poverty into neighborhoods of opportunity Purpose The contractor shall provide ongoing training and technical assistance to PN implementation grantees, aspiring grantees and the field, and ED. The Contract will focus on skill development, knowledge transfer, performance measurement and program evaluation. The Contract will provide the assistance in many ways, including one-on-one consultation, group sessions, classroom and on-line training, facilitation, in-person meetings and conferences, written products, and web-based products. Goals and objectives of PN training and training and technical assistance include:

· Increasing productivity and output by grantees;

· Enhancing staff skills and knowledge;

· Ensuring compliance with Federal regulations;

· Promoting adoption of best practices;

· Sharing information and resources;

· Reporting against GPRA measures;

· Preparation for program evaluation; and

· Improving quality of services.

Training and technical assistance for the PN program is defined as ongoing mentoring, training, and guidance that address the management, organization and project implementation needs of the PN grantees. The purpose of providing training and technical assistance is to ensure grantees successfully implement their projects, inform the broader field, and assist ED with developing relevant policy. At a minimum, the Contractor shall ensure that its training and technical assistance efforts are framed around supporting the development of each grantee’s strategy for building a continuum of solutions with strong schools at the center, and the grantee’s capacity to achieve results. The Contractor shall also collaborate with other organizations and Federal agencies, as ED deems necessary.

In addition, grantees are also required to complete an ad-hoc APR data collection instrument. The purpose of the ad-hoc data collection instrument is for grantees to submit data indicators that represent the full calendar year, as well as submit qualitative information describing the grantee’s progress on data collection and measurement. The contractor will need to analyze the data submitted in Sections A and C of the APR report and from the ad-hoc APR data collection instruments. In addition, the contractor will write a report summarizes these data sources for ED to use to report on the progress of the Promise Neighborhood initiative, as well as help inform ED about the status of data collection and progress of the individual grantees.

The summary report shall include the following:

a general description of the Promise Neighborhood program;

a summary of grantees’ continuum of solutions and their partnerships and organizational capacity from Section C;

a summary of the grantees’ data collection methods;

a discussion of any concerns about missing data and the validity and reliability of the data;

aggregated statistics on grantees’ performance on GPRA measures;

a discussion of the context of the GPRA outcomes; and a discussion of the successes and challenges of collecting and using data captured in Section C.

The second section of the report will also include brief individual memos on each grantee that ED can use to inform program budget planning. These report components are described in more detail below.

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. On December 10, 2015, the President signed into law the Every Student Succeeds Act (ESSA), Public Law 114–95, which reauthorized the ESEA. Beginning in FY 2017, the ESEA, as amended by the ESSA, will serve as the statutory authority for future Promise Neighborhoods competitions.

Period of Performance

The period of performance is a 12-month base period plus four 12-month option periods.

Statement of Work The Contractor shall provide continuous, dedicated strategies and quality resources to build the capacity of the implementation PN grantees, the field, and ED to implement successful programs that improve outcomes for the children and families living in the PN.

Background and Definitions The term “needs assessment” in this Statement of Work refers to an assessment of the Training and Technical Assistance (TTA) needs of the PN grantee.

As defined in the PN NIA, Community of Practice means a group of grantees that agrees to interact regularly to solve a persistent problem or improve practice in an area that is important to them and the success of their projects. Establishment of communities of practice under Promise Neighborhoods will enable grantees to meet, discuss, and collaborate with each other regarding grantee projects.

BASE PERIOD

I. Program Implementation and Skill Development

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 business days after contract award and the beginning of each option period awarded. The purpose of the meeting is to clarify work requirements and procedures and to review the Contractor's activities and plans. .

TASK 1 – DELIVERABLES

1a.

Summary of meeting with ED. The Contractor shall, within five business days after each meeting with OII staff, submit to the CO and COR, clarifications and understandings of the initial meeting. The Contractor shall also compile and disseminate meeting minutes and/or notes within five business days of each meeting.

Task 2: ASSESS GRANTEE TTA NEEDS AND CONDUCT TTA The Contractor shall develop a plan for determining the TTA needs of the PN grantees. At a minimum, the Contractor shall ensure that the plan assesses the PN grantee needs related to creating a strategy to build a continuum of solutions and expanding the grantee’s capacity to achieve optimal results.

The plan to assess the TTA needs of PN grantees shall include the Contractor’s conceptual framework for assessing grantee needs related to strategy and capacity. At a minimum, a the Contractor shall provide a description of the methodology or approach to collect accurate and reliable data for the initial and ongoing TTA needs assessments of the PN grantees; identification of measurable outcomes for TTA; any proposed modifications to the areas of the TTA needs assessment; a schedule for conducting the TTA needs assessment; a plan for evaluating the effectiveness of TTA; and quarterly discussions with the Department on progress against the baseline needs assessment over time.

The assessment of grantee TTA needs will include, at a minimum, a review and analysis of the strengths and weaknesses of the grant proposal and telephone interviews with key informants. The Contractor shall create the appropriate needs assessment protocols and/or data collection instruments to review the grant applications and conduct the telephone interviews.

The Contractor shall develop this plan assessing the TTA needs of the PN grantees in the context of the requirements set forth in the FY 2016 Implementation NIA published in the Federal Register in July 2016 and the following areas:

1. Strategy

a. Building the continuum of solutions, including

i. Education programs (early learning, K-12 education reform, and college and career readiness)

ii. Family and community supports (health, safety, community stability, family and community engagement, and learning technology)

b. Any other components recommended by the Contractor

2. Capacity

a. Organizational development

i. Project management strategies

ii. Hiring and retaining qualified staff

iii. Resident and community engagement

iv. Board development and management

b. Leveraging resources and sustainability

i. Commitment and sustainability of the PN initiative

ii. Capacity to manage resources, to include the braiding of public funds, and leverage investments

iii. Scaling up what works

c. Managing partnerships particularly with the school district

d. Communications and marketing

e. Any other components recommended by the Contractor

f. Improving systems, such as changes in policies, environments, or organizations that affect children and youth in the neighborhood

These areas and components shall form the structure of the training and technical assistance plan described in Task 4.

In completing this task, the contractor may also be required to obtain OMB clearance for some of the deliverables associated with this section. The contractor shall prepare the necessary forms required for OMB clearance to collect data under procedures of the Paperwork Reduction Act and 5 CFR 1320. The clearance package must justify the necessity for collecting the data and comprehensively respond to each required item in the instructions for submitting OMB package. The COR will provide guidelines and other information on completing a package to the contractor, as necessary. In general, the package shall include: 1) the IC Data Forms (Parts I and 2); 2) a supporting statement with Parts A and B in separate file documents; 3) a copy of the statute that authorizes the collection of information; and 4) regulations applicable to the collection.

The contractor shall submit at least two drafts of the OMB package for ED review and comment, a draft for the 60-day public comment period, plus a final version that OMB approves. If the first draft submitted is incomplete, or if any of the drafts are not of sufficiently high quality to meet PPSS standards, additional drafts will be required in order to provide an acceptable final deliverable. The contractor shall submit the first draft of the OMB package (Deliverable 3.3) within 32 weeks of the effective date of the contract. ED’s PRIMS office and/or OMB may determine that revisions must be made to the package prior to OMB approval. The contractor shall make the required revisions to the OMB package and also respond to questions from OMB and the public upon request. The contractor shall, upon The COR’s request, meet with ED and/or OMB staff to discuss OMB package revisions and to provide other support for the clearance process. The contractor shall attain OMB clearance within 61 weeks of the effective date of the contract.

TASK 2 – DELIVERABLES

2a.

Needs Assessment Plan. Within five weeks after the TTA contract has been awarded, the Contractor shall submit to ED for review and comment, a plan to assess the TTA needs of PN grantees. This plan should describe in detail the framework, methodologies and timeline that will guide the implementation of the needs assessment activities. ED will comment on the TTA Needs Assessment Plan within 10 business days. The Contractor shall then incorporate required changes and begin implementing the needs assessment plan within 5 days of receiving the final approval from ED (if grants have been awarded) or within three weeks of making grant awards (if awards have not been made).

2b.

Needs Assessment Protocol Documents. The Contractor shall, within five weeks of the effective date of award, create and submit to ED for review and comment, a draft of the data collection instruments to be utilized for the TTA needs assessment. ED will comment on the TTA Needs Assessment Protocol Documents within 10 business days. The Contractor shall finalize these documents 3 weeks after the awards have been made for the FY 16implementation grants.

Protocol documents should address the following, as appropriate:

· Overall structure for conducting an online survey, key informant phone interviews, and review of the PN applications;

· A list of questions for the survey, interviews and a description of information collected from the applications; and,

· A list of individuals to be interviewed by phone and identified as survey respondents (i.e. project director, partners, governing or advisory board members, evaluator, personnel, parents, students, etc.).

2c.

Needs Assessment Report. Six months after the awards have been made for the FY17 Implementation grants, the Contractor shall submit a draft of the TTA report and delivery plan to ED for review and comments. ED will comment on this draft report within 10 business days of receipt.

Within 10 days of receipt of ED’s comments, the Contractor shall make final edits or revisions and re-submit the final report to ED for approval. The Contractor shall provide to ED a report aggregating all the PN grantee TTA needs assessment data. The report should include recommendations for program TTA, mode for delivering TTA, and examples of successful practices. The Contractor shall consider best practices to provide the grantees with relevant content and technical support. Best practices may include strategies such as coaching, focused newsletters, literature reviews, white papers, policy briefs, in person and virtual convenings, informational videos, web-based professional trainings, and access to content specialist and experts.

The Contractor shall also summarize the findings from the TTA needs assessment by grantee, and prepare individual reports for each grantee and ED. This report should include at a minimum:

· An analysis of the strengths and weaknesses of the funded grant proposal;

· A summary of the grantee’s response to the protocol questions and/or data requests;

· An overall assessment of the grantee needs based on approved conceptual framework; and

· Any other information deemed necessary to assist the grantee in successfully implementing the project outlined in the original application.

In addition to the analysis of grantee TTA needs, the individual grantee report shall include the TTA plan being recommended by the Contractor, including mode, timeline for delivery, and audience.

The Contractor shall not exceed five TTA requests, per year, per PN grantee. ED must approve all requests from PN grantees to the Contractor.

Consultants may receive up to $1,000 per day. In an effort to prepare for webinars, Consultants may receive payment in the previously mentioned amount for up to 5 days (3 preparation and 2 presenting).

Task 3: DELIVER TTA TO THE pn GRANTEES AND EVALUATE RESULTS Training and technical assistance for the PN program is defined as ongoing mentoring, training, and guidance that address the management, organization and project implementation needs of the PN grantees. The purpose of providing training and technical assistance is to ensure grantees successfully implement their projects, inform the broader field, and assist ED with developing relevant policy. At a minimum, the Contractor shall ensure that its training and technical assistance efforts are framed around supporting the development of each grantee’s strategy for building a continuum of solutions with strong schools at the center, and the grantee’s capacity to achieve results. The Contractor shall also collaborate with other organizations and Federal agencies, as ED deems necessary.

The Contractor shall use a combination of best practices to provide the PN grantees with relevant content and technical support. Best practices may include focused newsletters, literature reviews, information videos, web-based professional trainings, policy briefs, and access to content specialists and experts in the field. Expected outcomes of providing ongoing training and technical assistance to grantees include quantifiable evidence that programs are effectively utilizing resources to implement, promote and sustain their PN projects.

TASK 3 – DELIVERABLES

3a.

Annual project director’s meetings for the PN grantees in Washington, DC. In November 2018, the Contractor shall plan and facilitate the annual projector director’s conference for the PN program. The Contractor shall plan for no more than 250 participants at this conference, with the PN grantees covering their own travel and the Contractor covering travel related expenses for 30 experts in the field to serve as presenters.

3b.

Products. Within 30 days of award, the Contractor shall provide ED with a timeline for creating and implementing products such as promising practice guides, updating the data Guidance Document according to ESSA requirements, a PN website, grantee profiles, stories, newsletters, webinars, etc using multimedia strategies. The Contractor, in consultation with ED around the content, shall create a PN, federal government owned website and go live by fall 2018. Additionally, the Contractor shall produce the Neighborhood Watch, a monthly electronic PN newsletter that will be distributed to the network of grantees and interested parties and will be posted to ED’s website. The Contractor shall assume responsibility for the development of the monthly newsletter and post it to the Contractor-developed website.

3c.

Provide TA on Case Management Systems, Data Collection Efforts, and evaluation.

I. The contractor shall provide technical assistance to Promise Neighborhoods Implementation grantees on building a case management system to record and report individual-level and program-level indicator and implementation data. The case management system shall enable the contractor to collect individual-level data files that do not contain personal identifying information (e.g., name, address, social security number, school ID). The contractor should plan for the storage of this information.

The contractor shall provide technical assistance to the grantees in creating a link file that allows for the conversion of personal identifying information to unique records numbers. If, in the course of implementing the project design, the contractor believes that the project design needs to be revised, the contractor shall submit changes to the COR for approval. The contractor shall submit documentation that all grantees have functioning databases to the COR by December 1, 2018. The contractor shall submit to the COR copies of any TA materials they provide to grantees.

In completing this task, as directed by ED, the contractor shall work collaboratively with organizations providing technical assistance on program implementation to Promise

Neighborhoods Implementation grantees.

The contractor shall provide one-on-one technical assistance to the grantees so they can develop their case management systems and will report to ED on the status of each grantee.

II. Over the course of the 5-year grants, the contractor shall provide sufficient technical assistance to Promise Neighborhoods Implementation grantees on collecting the data, including individual-level indicator and implementation data, to maximize success in collecting complete and high-quality data. Technical assistance may include the preparation of guidance briefs, training sessions at grantee meetings, and webinars. The contractor shall submit drafts of all briefs and presentations to the COR for approval.

Additionally, the contractor shall work with each grantee independently to address individual data needs including establishing realistic targets, obtaining consent from local educational agencies (LEAs) to collect student-level achievement data and establishing

Institutional Review Boards (IRBs). This individualized technical assistance shall include phone calls and site visits to each Promise Neighborhoods Implementation grantee. ED expects that individualized technical assistance needs would diminish over the course of the grant.

The Contractor shall work with each new grantee to establish data plans to include baseline data, realistic targets and a confirmation of evidence based strategies. This will commence on May 1, 2018 and is expected to end no later than December 31, 2018.

III. Following the COR-approved technical assistance plan, the contractor shall provide technical assistance to PN grantees’ on the design, methodologies, and implementation of their evaluations. The contractor shall submit monthly reports on the technical assistance to the COR within ten workdays after the end of each calendar month of the contract. In the monthly reports, the contractor shall summarize the amount and types of technical assistance provided in the previous month and shall include drafts of any materials to be shared with evaluators and grantees for review and approval by the COR.

IV. The contractor shall develop a results focused leadership training for grantee program staff and their core partners around adaptive leadership challenges that accompany large-scale reform and execution, including: using data to make decisions and ensure accountability; tracking progress over time and making mid-course corrections when targets are not being met; managing the competing interests among diverse partners; building the organizational and community capacity needed for success and sustainability; implementing a comprehensive, longitudinal data system; and addressing bureaucratic barriers and turf protection issues. This training may be a combination of in-person and virtual support. Any in person meeting may be subject to formal ED approval.

3d.

Targeted TTA for PN grantees focused on strategy and organizational capacity, and sustainability. The Contractor shall implement the TTA plan for each grantee (up to 6 implementation grantees). The Contractor shall take into account the individual strategy, organizational capacity, and sustainability each grantee as they develop targeted technical assistance.

3e.

Community of practice. Using the on-line technology as well as regional meetings at the sites of PN implementation grantees, the Contractor shall propose ideas for facilitating a Community of Practice to include, but not limited to, the components of strategy and capacity described in Task 3, leading meetings and facilitating a process to create a community of practice.

3f.

Data platform and data dashboard. The contractor shall provide a platform for grantees to submit their Annual Progress Report and AdHoc Annual Progress Report. This platform will include all necessary forms that comply with Federal Reporting and will allow the Contractor to collect and aggregate data from the reports. In addition, the Contractor shall create and maintain a publicly accessible data dashboard for the implementation sites. The Contractor shall showcase data collection to track data collection efforts.

1. 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 (see below).

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 2014, 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 the most current version of 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 the most current versions of 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:

1. Their IT product/system is monitored during all hours of operations using entrusted detective/preventive systems;

2. Their IT product/system has current antiviral products installed and operational;

3. Their IT product/system is scanned on a reoccurring basis;

4. Vulnerabilities are remediated in a timely manner on their IT product/system; and

5. Access/view for cyber security situational awareness on their IT product/system is made available to the Department CIRC (cyber incident response capability).

In accord with OMB Memorandums M-17-06 and M-15-13, and M-08-23, and with the NIST SP 800-44, all Federal websites and web services must be accessible through a secure connection (HTTPS only, with HSTS), and email applications must have SMTP enabled. The use of HTTPS is encouraged on intranets, but not explicitly required.

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. The contractor 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 COR.

Collection of Personally Identifiable Information

The contractor shall be responsible for safeguarding any PII that is collected for the purposes of this contract. The contractor must also comply with any relevant requirements of the Privacy Act, 5 U.S.C. 552a; the E-Government Act of 2002, 44 U.S.C. §208; as well as relevant OMB directives, such as OMB M-06-16 and OMB M-17-12. The Contractor shall abide by and follow all Departmental privacy policies, procedures, processes, and standards. All electronically stored sensitive data shall be encrypted at rest and in motion.

Task 4: Progress Reports

The Contractor shall communicate and work closely with the COR in all aspects of the procurement by making frequent telephone calls to discuss project progress, hindrances, anticipated problems and resolutions of outstanding concerns.

All reports shall show the project title and contract number on the cover or first page. The reports shall state the ED (ED), Office of Innovation and Improvement – Promise Neighborhood Initiative is funding the project.

TASK 4 – DELIVERABLES

4a.

Monthly Progress Reports-The Contractor shall submit via email, monthly progress reports to the COR and CO for the duration of the task order. 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. The Contractor shall submit the monthly progress report no later than the 15th of each month for the life of the Task Order. The Contractor’s reporting format shall be consistent from month to month.

4b. Other Reporting Requirements - The Contractor shall also report to ED by telephone, Fax and/ or electronic mail all problems encountered in carrying out the work of the task order.

4c.

Submission of Reports and Other Deliverables - All reports shall show the project title and task order number on the cover or first page. The reports shall state that ED, Office of Innovation and Improvement, Promise Neighborhood Program is funding the project. The final deliverable shall be submitted, via email, to ED’s Contract Specialist and one copy to OII’s COR and POI Director:

TASK 5: UPDATE INTERNAL PERFORMANCE MEASUREMENT SYSTEM

The contractor shall update the Internal Performance Measurement System (IPMS) with the capacity to:

· Identify problem areas by order of importance;

· Track task progress and identify anticipated schedule slippage; and

· Provide means of determining where project managers and resources are deployed to accomplish critical tasks.

The contractor shall include this information in monthly reports to be delivered to the COR by the 15th of the next calendar month. These monthly reports shall summarize the major activities and accomplishments for the reporting period. In addition, they shall provide information for each project task regarding significant findings and events and problems encountered. The reports shall also specify the extent to which the project is on schedule, briefly describe the activities planned for the next month, identify and discuss significant deviations from the substantive and time factors in the management plan (contained in the contractor’s technical quote), and identify and discuss any decisions that may be needed from the COR. If there are exceptions, the contractor shall describe the plan for resolving the problems.

The contractor shall submit to the COR an update of the monthly report by January 20, 2018. The COR will review this document and provide comments to the contractor within two weeks. The contractor shall incorporate the COR’s comments and suggested changes in future monthly reports it submits to the COR.

Task 5 Deliverables

The Contractor shall update the performance measurement system including the monthly report taking into account the needs and ability of both the new grantees and the old grantees.

Task 6: Analyze and Prepare Summary Report of ad Hoc APR Data

Under this task the Contractor will work with ED to update the Annual Performance Report (APR) and ad-hoc data collection instruments and analyze, summarize, and report on grantee data and data collection process.

In updating the APR, the Contractor will identify improvements to reduce grantee burden and improve data quality and usability. The Contractor will lend experience in APR design and the development and fine tuning of performance measures, including GPRA, such as completed for the Policy and Program Studies Service (PPSS) Data Quality Initiative (DQI) and many other ED contracts. They will also provide comprehensive expertise in the data collected by ED through EDFacts and other conduits, which could potentially be leveraged through GIS mapping for use by ED in lieu of some grantee reported administrative data, for example proficiency, and graduation data, or for data validation. In year 1, they will submit draft APR data collection instruments by October 19, 2018 and final instruments by November 17, 2018.

To ensure that the Contractor completes the first APR draft report within six weeks of receiving all complete and final APRs, report planning work will begin in advance of the APR due date. Even as they update the data collection instruments, they will begin to develop a data review and analysis plan. This work will include a review of past reports, plans for identifying data quality concerns, consideration of the underlying policy questions addressed by GPRA measures, conceptualizing plans for the compilation and analysis of both qualitative data and quantitative data, and drafting table shells and figure for summarizing the Part A and quantitative ad hoc data. Upon receipt of data, the team will divide the work by principal area of expertise (programmatic, qualitative, and quantitative experts), meeting regularly to discuss patterns and issues across grantees as well as data sources. Based on past experience with all types of grantees, they anticipate that data quality will be a major concern, not only as the result of incomplete data but also data validity including the representativeness of survey data. The year 1 report process will be critical for developing a scalable approach to future APR analyses.

Where the cross-cohort report and summary memo serve to provide ED with information about the overall program performance and progress, successes and challenges, the individual grantee reports inform ED of each grantee’s progress and implantation shortfalls. These grantee reports will also provide essential feedback to grantees and identify areas of need met through TTA products developed under Task 3. The final base year one reports (individual and cross cohorts) of all existing grantees (2016 Year 1, 2011/2012s) will be delivered by July 10, 2018. It is anticipated, that similar timelines for subsequent option periods will be used.

Task 6 Deliverables The Contractor shall submit to ED, individual reports on the grantees and cross-cohort reports on the FY 2011, 2012 and 2016 grantees. These reports will analyze how the grantees collect data and progresses against the project level indicators. The contractor shall submit at least one draft of the reports for ED review and comment plus a final version that addresses ED comments. If the first draft submitted is incomplete, or if any of the drafts are not of sufficiently high quality to meet PPSS standards, additional drafts will be required in order to provide an acceptable final deliverable. The contractor shall submit the first draft within six weeks of receipt of complete and final APRs from ED. The Contractor shall submit the final drafts of the individual reports and cross-cohort reports by July 10, 2018 and similar timelines for subsequent years.

Task 7: Supporting 2016 , 2017, and 2011/12 Extension grantees with a data platform ( Promise Scorecard) licenses and technical assistance

Under Task 7, the Contractor will provide a data platform (Promise Scorecard) for grantees to submit their GPRA Annual Progress Report and Ad Hoc Annual Progress Report. This platform will include all necessary forms that comply with federal reporting and will allow the Contractor to collect and aggregate data from the reports. The platform will also provide PN grantees the ability to track, communicate, and report their program performance measures.

Each current grantee will receive its own dedicated Scorecard Instance and 25 user licenses for the duration of its grant. Ffor the grantee staff and key community partners unique features of the Scorecard include:

· Website embed

· Data import functions

· Success Library and templates

· Results-Based Accountability (RBA) tutorials and learning tools

· Ability to embed a grantee’s Scorecards on its own website for real-time communication

In addition to providing each grantee a Promise Scorecard, the sub-contractor will provide the following training, consultation, and support to the grantees and their key partners to ensure the effective use of the system.

· Onsite Training and Consultation. One two-day site visit to each FY16/17 implementation site . One consultant from the sub-contractor will conduct each onsite. Topics they will cover include:

· Initial Scorecard training for the submission of the APR and Ad Hoc report

· Advanced RBA — performance improvement training for the development of effective strategies and program performance measures

· Facilitation of Turn the Curve discussions with partners on Academic and Family and Community Supports Indicators and performance measures

· Remote Consultation — training, strategic coaching and planning support. A consultant from the sub-contractor will provide virtual consulting and support via, telephone, email, or online meetings. Examples of support to be provided include:

· Promise Scorecard training and support

· RBA — consultation and coaching

· Performance measure selection support for partner organizations

· Turn the Curve planning support and feedback

· Webinars. For each grantee, the contractor will conduct a follow-up webinar 30 days after the onsite meeting to review the key concepts and answer any questions. The contractor will record the webinar and provide the recording to the sites for ongoing support for new staff or partners.

· Support Materials. The contractor will produce a user’s manual and training video for the current grantees on the use of the Scorecard and RBA.

Task 7 Deliverables The Contractor shall deliver 25 licenses and associated training to new grantees and the extension grantees. In addition, the Contractor shall conduct and onsite visit/training to each grantee to establish the Scorecard system and to train staff/key partners on the use of the system.

Task 8: Analyze and create mini reports on GPRA measures from Ad Hoc Data for the Visual Performance Suite (VPS) database

The Contractor will append and update the 15 VPS reports for each GPRA measure and the overall assessment VPS report. We will extract information from each grantee’s Ad Hoc reports and sort by GPRA indicator. The Contractor will then apply a selection methodology similar to the one used to generate previous reports to determine which grantee’s GPRA calculations should be included in the aggregate analysis. The Contractor will then update the supporting information provided in each report, such as survey response rates.

Once the 15 GPRA-level VPS reports are completed, the Contractor will summarize the quality and accuracy of information collected for each GPRA measure in the overall VPS report. All materials will be quality checked and professionally edited prior to submission to the Department.

Task 8 Deliverables

The Contractor shall provide mini-summary reports (Visual Performance Suite) with tables and descriptions of each GPRA measure associated with the program. The reports will cover each cohort of grantees, including the source of the data, frequency of data, data quality, and overall explanation of progress against the GPRA measures and the calculations/limitations of each measure. These reports will be due during the month of August each year of the contract.

OPTION PERIODS 1 - 4

Please note that the implementation grantees have the potential to increase for each option period because grantees may have the availability of extension grants. In the event of funding for extension grants, an internal review of proposals would dictate the number of awardees. See the chart below for minimum/maximum grantees to be supported under this contract.

OPTION Year 1 (including Tasks-3-8): ANALYZE FY 2017, YEAR 1 AND FY 2016 YEAR 2 ANNUAL PERFORMANCE REPORTS (APRs ADHOCS) , FY 2011/12 EXTENSION GRANTS APRS ADHOCS AND WRITE SUMMARY REPORT

This optional line item includes the work explained in Task 6 concerning the second year APRs Adhocs for FY 2016 grantees and the first year APRs Adhocs for FY 2017 grantees. There may also be reports required by 2011/2012 grantees for final years. The first and final drafts of the summary report shall include data from all grantees, disaggregated by cohort year. The contractor shall submit the first draft within 6 weeks of receipt of complete and final APRs Adhocs from ED. The contractor shall submit the final draft by July 8, 2019.

OPTION Year 2 (including Tasks 3-8): ANALYZE FY 2017, YEAR 2 AND FY 2016, YEAR 3, ADHOC ANNUAL PERFORMANCE REPORTS, FY2011/12 EXTENSION GRANTS (APRs ADHOCS) AND WRITE SUMMARY REPORT

This optional line item includes the work explained in Task 6 concerning the third year APRs Adhocs for FY 2016 grantees and the second year APRs Adhocs for FY 2017 grantees. There may also be reports required by the 2011/12 grantees receiving extension grants. The first and final drafts of the summary report shall include data from all grantees, disaggregated by cohort year. The contractor shall submit the first draft within 6 weeks of receipt of complete and final APRs Adhocs from ED. The contractor shall submit the final draft by July 8, 2020.

Option Year 3 (including Tasks 3-8): ANALYZE FY2017 YEAR 3 and FY 2016 YEAR 4 ADHOC ANNUAL PERFORAMCE REPORTS, FY11/12 EXTENSION GRANTS APRS ADHOCS

The Contractor will use the processes described under Task 6 to analyze and prepare summary reports of the adhoc APR data for fourth year of the FY 2016 grantees and the third year of the FY 2017 grantees. There may also be reports for the FY 11/12 extension grants. The Contractor will produce individual reports for each FY 2016, FY 2017 and FY 11/12 grantees. They will also produce cross-cohort reports for the FY 2016, FY 2017 and FY11/12 grantees for the 2020 reporting year, respectively. They Contractor will submit the final cross-cohort drafts no later than July 8, 2021.

Option Year 4 (including Tasks 3-8 ): ANALYZE FY2016 YEAR 5 and FY 2017 YEAR 4 ADHOC ANNUAL PERFORAMCE REPORTS, and any remaining FY11/12 EXTENSION GRANTS APRS ADHOCS

The Contractor will use the processes described under Task 6 to analyze and prepare summary reports of the adhoc APR data for the fifth year FY 2016 grantees and the fourth year of the FY 2017 grantees and for any remaining FY 11/12 extension grants. The Contractor will produce individual reports for each FY 2016, FY 2017 and FY 11/12 grantees. They will also produce cross-cohort reports for the FY 2016, FY 2017 and FY11/12 grantees for the 2021 reporting year, respectively. The Contractor will submit the final cross-cohort drafts no later than July 8, 2022.

Optional Task (including Tasks 3 e,f & Task 6): Support transition of website and final reporting of FY16 and FY17 grantees.

The Contractor will use the processes described under Task 3 e.f. to support the transition the website to the new contractor by addressing security needs, web-edits/updates and server support. The contractor will also under Task 6 analyze the produce individual and cohort AdHoc reports for the FY16 and FY17 grantees. These reports will be consistent with previous reports produced by the contractor under Task 6. The Contractor will submit the final individual and cohort reports no later than July 8, 2023.