Attachment_A__-_PWS_ED-OPE-15-R-0017.pdf

Attachment A - Version 2.25.15

ATTACHMENT A - PERFORMANCE WORK STATEMENT

SUPPORT FOR POSTSECONDARY EDUCATION DATA COLLECTION (PEDC)

I.INTRODUCTION

A. Purpose

The U.S. Department of Education’s (The Department) Office of Planning, Policy and Innovation (PPI) in the Office of Postsecondary Education (OPE) require support for postsecondary data collection and data analysis. The contractor shall support maintenance and updates of the College Affordability and Transparency Center (CATC) website, data collections for the Campus Crime Survey, the Equity in Athletics Disclosure Act (EADA) Survey, the Accreditation School List (ASL), and collection of information on and updates of the Gainful Employment disclosure template.

B. Background

PPI (http://www2.ed.gov/about/offices/list/ope/ppi.html) is responsible for developing postsecondary education policy and legislative proposals and for budget formulation and forecasting for programs administered by OPE. PPI leads OPE strategic planning efforts and is responsible for developing OPE program performance measures. PPI is also responsible for conducting a number of data collections, which are the focus of this PWS.

The surveys are hosted on the Institute of Education Science’s (IES’s) servers. The Administrative Data

Division of the National Center of Education Statistics (located in IES: http://nces.ed.gov/about) is responsible for postsecondary education data collection and analysis. The major data collection of the

Postsecondary Branch is the Integrated Postsecondary Education Data System (IPEDS)

(http://nces.ed.gov/ipeds/). IPEDS consists of a series of surveys of all Title IV postsecondary institutions on topics including enrollment, institutional characteristics, institutional finance, student financial aid, human resources, graduation rates, and degree completions.

The Administrative Data Division is part of the National Center of Education Statistics

(http://nces.ed.gov/about) and also disseminates data through their website College Navigator

(http://nces.ed.gov/collegenavigator/). Using College Navigator students can search for information on postsecondary Title IV institutions. The information which students can access comes from IPEDS

Surveys and OPE’s Campus Crime Survey, EADA Survey, and the Accredited Schools Data Base. The

Campus Crime Survey is mandated by the Jeanne Clery Disclosure of Campus Security Policy and

Campus Crime Statistics Act, which requires all colleges and universities that participate in federal financial aid programs to keep and disclose information about crime on and near their respective campuses and provide this data to the Department. The Campus Crime survey was authorized by Congress with the

1998 amendment to the Higher Education Act of 1965 (HEA) to help potential college students and their parents research criminal offenses on college campuses. It was reauthorized by the 2008 Higher Education

Opportunity Act (HEOA), Public Law 110-315.

The EADA Survey is mandated by Section 1092, Subchapter IV, Chapter 28 of Title 20 of the United

States Code, which requires co-educational institutions of postsecondary education that participate in a

Title IV, federal student financial assistance program, and have an intercollegiate athletic program, to annually report to the Department of Education statistics on athletic participation, staffing, and revenues and expenses, for men's and women's athletic teams.

IPEDS Data is used to populate the sections of College Navigator and the College Affordability and http://www2.ed.gov/about/offices/list/ope/ppi.html http://www2.ed.gov/about/offices/list/ope/policy.html http://www2.ed.gov/about/offices/list/ope/policy.html#data http://nces.ed.gov/about http://nces.ed.gov/ipeds http://nces.ed.gov/ipeds/ http://nces.ed.gov/about http://collegenavigator.ed.gov/ http://nces.ed.gov/collegenavigator/)

Transparency Center (CATC) (http://collegecost.ed.gov/catc/Default.aspx) that provide information on institutions such as admissions, completions, enrollment, financial aid, and student retention and graduation rates. The Equity in Athletics Disclosure Act (EADA) Survey provides information which populates the section of College Navigator that reports on what NCAA athletic teams each campus has including the number of men and women participating on each team. The Campus Crime Survey provides statistics on the number of arrests and criminal offenses that have taken place on campus and in on-campus residence halls. The Accredited School Database provides information on College

Navigator regarding what agencies provide accreditation to a postsecondary institution. In addition, information from the Accredited Schools database is used to create the collection universe for IPEDS and the sampling frame for the postsecondary sample surveys. This contract will provide support for

OPE’s three data collections which are used by Administrative Data Division to populate College

Navigator, to develop the sampling frame for Sample Surveys Division’s sample surveys and create the IPEDS Universe.

II. SCOPE OF WORK

The work to be performed under this contract shall support PPI’s role in collecting the data for the following collections: the Campus Crime Survey, Equity in Athletics Disclosure Act (EADA) Survey, the

Accredited Schools List (ASL), and the College Affordability and Transparency Center (CATC), and updating and collecting information on the Gainful Employment disclosure template.

NOTE: All tasks/activities identified as “Optional” may be exercised at the Department’s discretion.

Tasks/activities without the “Optional” identification are assumed to be required.

Task 1- Management

The contractor shall manage this contract in an efficient manner that fosters communications with staff, the COR, and potential users of the data.

Post Award Kick-Off Meeting

Within the seven calendar days after contract award, the contractor’s project director and other key project staff as identified in the proposal shall meet with the Contracting Officer (CO), the Contract Specialist

(CS), the Contracting Officer’s Representative (COR), and other appropriate Department staff to review the overall contract tasks, to identify potential problems and possible solutions, and to discuss areas of concern related to the proposed project staffing plan and other management requirements. The primary purpose of this meeting is to refine the management, staffing, and scheduling plans. These refinements are not to alter the specifications of the contract, but to provide management information for use by both the contractor and the government in monitoring the work to be performed. This meeting is also to help the contractor to make use of the experience that Department staff has gained over the years.

Deliverable(s) Due/Scheduled date Summary of post award kick-off meeting Seven days after post award meeting

Monthly Reports

The contractor shall submit monthly reports on the progress made in accomplishing each of the project tasks, problems encountered and solutions to the problems, and plans for the next month. The monthly report shall be due on the 15th day of each month. The monthly report, and supporting documentation shall cover the previous month’s activities, for both the contractor and subcontractor(s). The contractor shall http://collegecost.ed.gov/catc/Default.aspx submit the monthly report via IPP.

The invoice (submitted through the Invoice Processing Platform (IPP)) and documentation of expenses shall be submitted simultaneously with the monthly report.

Monthly Report The 15 th day of each month

Task 2- Web Data Collection Surveys (Campus Crime, EADA, and College Affordability and

Transparency Center (CATC)) and the Accredited Schools List (ASL) Software and Support

Note: The schedule for this task will be finalized at the post award kick-off meeting under Task 1.

Activity 1: Edit content for Campus Crime, CATC, and EADA Collections and Net Price

Calculator (NPC) and Gainful Employment (GE) Web Templates

The contractor shall:

Develop any new edits for all variables collected as determined by changes made to the existing system necessitated by new requirements specified by statute (the Higher Education Opportunity

Act (the HEOA)) or any future changes to the Higher Education Act of 1965, as amended (the

HEA) or OPE. These edits include range checks, computed comparisons, and comparisons with prior values, in addition to populating derived variables from the collected answers.

Deliverables(s) Due/Scheduled date

Updates and edits Monthly

Activity 2: Systems Maintenance, Updating, Testing and Documentation for the Web Data

Collection Surveys (Campus Crime, EADA, and College Affordability and Transparency Center

(CATC)) and Web Templates (NPC and GE)

Maintain current systems (websites to be found under appropriate tasks below).

Develop, test and document all functions including new programming and testing, such as screen entry, warnings, edit failure, file import, and data locking

Maintain, test and document that the website applications are capable of handling

1000 simultaneous users during peak usage times.

Document the system changes due to regulatory changes. Documentation shall include structure and content of all databases and program code completion with the calling relationship of code modules and function entry points. This documentation shall be delivered to the COR in an electronic format.

All software developed shall comply with the accessibility standards published by the U.S.

Access Board pursuant to section 508 of the Rehabilitation Act as amended by Congress in

1998. The Assistive Technology Team in the Office of the Chief Information Officer

(OCIO) will evaluate the system for compliance.

The contractor shall not exceed 900 hours per contract period on this activity.

Campus Crime and EADA System, ASL database, CATC, NPC, and GE template Design

Documentation

Annually, December 31

Activity 2.a: Additional EADA Collection Application Updates (Optional)

If regulatory changes or other mitigating factors result in the need for additional updates for the current systems, the COR may request and the Contracting Officer may approve additional labor hours providing the same scope of work under Activity 2. Additional labor hours may be exercised in increments of 100 total labor hours. Multiple increments of 100 labor hours may be exercised in a single modification, but the total number of additional labor hours for a single contract period may not exceed 500 additional labor hours.

Activity 3: Campus Crime Data Collection Application

Maintain existing and develop new screen content and edits due to regulatory changes. (see http://surveys.ope.ed.gov/security/) for the Campus Crime system.

Update the user guide for the data collection of the data application (see http://www2.ed.gov/admins/lead/safety/campus.html).

Provide all programming code and documentation in case of changes to the system due to regulatory changes to the COR.

The contractor shall not exceed 1100 hours per contract period on this activity.

Campus Crime Data Collection Application available for public submission

Annually, August 1

Document that includes all programming code and documentation in case of changes to the system due to regulatory changes.

1 month after collection completion

Activity 3.a: Additional Campus Crime Data Collection Application Updates (Optional)

Campus Crime System, the COR may request and the Contracting Officer may approve additional labor hours providing the same scope of work under Activity 3. Additional labor hours may be exercised in increments of 100 total labor hours. Multiple increments of 100 labor hours may be contract period may not exceed 500 labor hours.

Activity 4: EADA Collection Application http://surveys.ope.ed.gov/security/

Maintain existing and develop new screen content and edits due to regulatory changes (see http://surveys.ope.ed.gov/athletics/) for the EADA system.

Prepare and update the user guide for the data collection of the data application (see https://surveys.ope.ed.gov/athletics/images/Instructions/2014_EADA_user_s_Guide.pdf)

Provide all programming code and documentation in case of changes to the system due to regulatory changes to the COR.

The contractor shall not exceed 900 hours per contract period on this activity.

EADA Data Collection Application available for public submission

Annually, September 1

First Draft, User Guide for Campus Crime EADA

Web-based Download Data Analysis Tool

Annually, June 1

Final Draft Guide for Campus Crime EADA

Web-based Download Data Analysis Tool Annually, August 1

Document that includes all programming code and documentation in case of changes to the system due to regulatory changes

Activity 4.a: Additional EADA Collection Application Updates (Optional)

EADA system, the COR may request and the Contracting Officer may approve additional labor hours providing the same scope of work under Activity 4. Additional labor hours may be exercised in increments of 100 total labor hours. Multiple increments of 100 labor hours may be contract period may not exceed 500 additional labor hours.

Activity 5: CATC Collection Application

Maintain and develop new screen content and edits, due to regulatory changes for the College

Affordability and Transparency Center system (see http://www.collegecost.ed.gov/catc/).Provide all programming code and documentation in case of changes to the system due to regulatory changes to the COR.

Maintain existing and develop new content for the College Affordability and Transparency

Explanation Form (CATEF) collection. Institutions placed on the CATC highest tuition or net price list are required by the Higher Education Act of 1965 to complete the CATEF to explain why costs have gone up at their school and how the rising costs could be addressed.

The CATEF form collects follow-up information from institutions that are in the five percent of institutions in their institutional sector that have the highest increases, expressed as a percentage change, over the three-year time period for which the most recent data are available (see http://www.collegecost.ed.gov/catc/#).

The contractor shall not exceed 250 hours per contract period on this activity.

http://surveys.ope.ed.gov/athletics/ https://surveys.ope.ed.gov/athletics/images/Instructions/2014_EADA_user_s_Guide.pdf

CATC: Software systems installed and related system design documentation provided to ED Within 30 days of award of contract

CATC Data Application April 1

CATC Documentation 1 month after collection completion

CATEF handbook and application

Annually, January

CATEF collection Annually, February

Document that includes all programming code and documentation in case of changes to the system due to regulatory changes.

1 month after collection completion

Activity 5.a: Additional CATC Collection Application Updates (Optional)

CATC system, the COR may request and the Contracting Officer may approve additional labor hours providing the same scope of work under Activity 5. Additional labor hours may be exercised in increments of 50 total labor hours. Multiple increments of 50 labor hours may be contract period may not exceed 250 additional labor hours.

Activity 6: Net Price Calculator Template

Maintain existing and develop new screen content and edits for the NPC template.

Maintain bulk data file upload option for the template.

Include data tags using common data standards, when available, in the output file to allow page to be open and searchable (e.g., by a bot or spider).

Provide the source code and documentation in case of changes to the system due to regulatory changes to the COR.

Update the user guide.

The contractor shall not exceed 100 hours per contract period on this activity.

Deliverable Due/Scheduled date

NPC Data Application Annually, January 1

Update the user guide Annually, November 1

Document that includes all programming code and documentation in case of changes to the system due to regulatory changes.

Activity 6.a: Additional NPC Template Updates (Optional)

NPC template, the COR may request and the Contracting Officer may approve additional labor hours providing the same scope of work under Activity 6. Additional labor hours may be exercised in increments of 50 total labor hours. Multiple increments of 50 labor hours may be contract period may not exceed 250 additional labor hours.

Activity 7: Gainful Employment Disclosure Template

Maintain and develop screen content and edits for the GE template. The template will available for institutions to collect data, but the data from the GE template will not be saved on the Department’s servers.

Update website quarterly (see http://www2.ed.gov/policy/highered/reg/hearulemaking/2009/negreg-summerfall.html).

Maintain a bulk data file upload option for the template.

Include data tags using common data standards, when available, in the output file to allow page to be open and searchable (e.g., by a bot or spider).

Prepare and update the user guide for the application (see http://www2.ed.gov/policy/highered/reg/hearulemaking/2009/negreg-summerfall.html).

Prepare OMB clearance packages.

Provide the source code and documentation in case of changes to the system due to regulatory changes to the COR.

The contractor shall spend up to 900 hours per contract period on this activity.

GE Template: Software systems installed and related system design documentation provided to

ED

No later than 30 days after award

GE Application on Production Annually, June 1 OMB clearance package documents 15 days after approval given by COR on proposed changes

Updates to template, to include but not limited to;

institutional OPEID number, a n d other corrections to the document as needed.

Quarterly, starting May 15

Document that includes all programming code and documentation items developed for this collection application.

Annually, December 31

Update user guides Annually, March 1

Activity 7.a: Additional GE Template Updates (Optional)

If regulatory changes or other mitigating factors result in the need for additional updates for the GE template, the COR may request and the Contracting may approve additional labor hours providing the same scope of work under Activity 7. Additional labor hours may be exercised in increments of 100 total labor hours. Multiple increments of 100 labor hours may be exercised in a single modification, but the total number of additional labor hours for a single contract period may not exceed 500 additional labor hours.

Activity 8: Data Conversion and Migration

Complete the data collection process for all institutional data collected during the 2015-2019

Campus Crime and EADA collection periods, by processing all the data collected and migrating the data to the appropriate public display websites (http://ope.ed.gov/security/) and

(http://ope.ed.gov/athletics/Search.asp).

Deliver a complete data set with documentation for each survey on separate CDs in Excel, SPSS, and SQL formats to the COR.

Process and migrate all the data collected to the appropriate Campus Crime and EADA websites (http://ope.ed.gov/security/) ,(http://ope.ed.gov/athletics/Search.asp) and

(http://collegecost.ed.gov/).

Completion of data collection process See schedule for each collection

Data processed and migrated to public display sites Within 30 days of completion of survey

Data set with documentation to the COR Annually, December 31

Activity 9: Campus Crime and EADA Data Download Analysis Tool

Provide support for the existing web-based data download analysis tool

(http://ope.ed.gov/athletics/) for the Campus Crime and EADA systems.

Make a weekly assessment of the Campus Crime and EADA data download analysis tool and make any changes or additions necessitated by the HEOA or any future changes to the HEA to the web-based analysis tool for use on the public web sites for both Campus Crime and EADA data.

Ensure that the data archival procedure prevents data from being lost for both Campus Crime and EADA over multiple collection years and maintain a user’s guide related to these data download analysis tools.

Updates and Edits Weekly

Update/Create User Guide Annually, December 31

Activity 10: ASL Maintain/Edit Database & Electronic Transmission of Data http://ope.ed.gov/security/ http://ope.ed.gov/athletics/Search.asp http://ope.ed.gov/security/ http://ope.ed.gov/athletics/Search.asp http://collegecost.ed.gov/) http://ope.ed.gov/athletics/

Maintain the ASL database by verifying existing data and resolving discrepancies to the greatest extent possible by a variety of methods (see http://ope.ed.gov/accreditation/).

Add historical data to the ASL database as it becomes available.

Maintain and test mechanisms and procedures for the electronic transmission of accreditation data from the accrediting agencies to the Department.

Maintain and test program that enables accrediting agencies to easily upload updates to the ASL databases for accrediting decisions and changes to select data (i.e., name changes, address changes, substantive changes, etc.).

Transfer the uploaded data to the Accredited Schools List database.

Maintenance of ASL Database Weekly

Transfer of data, including Historical

Data added to ASL Database

Weekly

Activity 11: Update ASL User Guide

Update user guide that contains instructions for providing information to update the Accredited

Schools List for use by and distribution to accrediting agencies. This user guide shall include instructions on items of information to provide, how to navigate the public site and an electronic data definition section. This guide will be made available to the public on the ASL website

(http://ope.ed.gov/accreditation/)

Create a user guide for Department staff to use. This user guide shall include instructions regarding how Department staff can navigate the website.

User Guide Materials for the

Accredited Schools List for accrediting agencies and

Department Staff

16 weeks post award

User Guide Materials for the

Accredited Schools List for

Department Staff

16 weeks post award

Activity 12: Technical Help Desk Support

Maintain a trained help desk staff to provide telephone and electronic correspondence support year round to institutions and agencies that require assistance in completing the Campus Crime, EADA, and CATC surveys; accessing data related to the Accredited Schools List task; and using the Net Price Calculator and Gainful Employment Disclosure web templates.

http://ope.ed.gov/accreditation/

Maintain the electronic call record for both technical and policy related questions directed to the

Help Desk related to Campus Crime, EADA, CATC, NPC, GE Disclosure template, and the

Accredited Schools List. The electronic call record shall provide the COR with information for data analysis purposes.

Load call sheets, edit them and make the entire record available to the help desk staff and the COR in an electronic format.

Trained Help Desk Support Monday – Friday 8am – 6pm, EST.

Monday – Friday 8am – 9pm, EST during the last two weeks of the Campus Crime and EADA collection period.

8am – 12am (midnight), EST the last evening before both the Campus Crime and EADA collection periods close.

Electronic Call Records Quarterly, starting July 15

Activity 13: Update the Handbook and On-line Training for Campus Crime and CATC

Reporting; the Guide for the NPC; and Develop/Update Guide for the GE Template

Update the on-line Campus Crime Reporting Training (videos) located on the ED website http://www.ed.gov/admins/lead/safety/campus.html, and the NPC Quick Start Guides.

Update the Handbook for Campus Crime Reporting every other year of the contract, starting with the base year. This consists of reviewing information from negotiated rulemaking sessions, feedback from Department staff, and review of the help desk questions to determine

Handbook updates needed.

Campus Crime Reporting Handbook and Training Video Update August 1, 2015

August 1, 2017, August 1, 2019

Activity 14: Conduct Training Presentations for Campus Crime and Collection Memos

Develop/update training materials (videos) and conduct up to two training sessions as requested by OPE to support the Handbook for Campus Crime Reporting and the on-line

Campus Crime Training. The contractor will only be presenting at these meetings, not conducting or organizing the overall sessions. These training sessions will consist of presentations to be conducted at national and regional meetings of campus security official to provide guidance on the CC handbook and provide technical assistance. Webinars shall also be provided by the contractor.

Expedite the revisions to be made to regulations, training and materials both written and audio/visual that result from rule changes to the HEOA.

Prepare and disseminate both pre and post-collection “reminder” data collection memos http://www.ed.gov/admins/lead/safety/campus.html for Campus Crime, CATEF, and EADA as well as up to two other “reminder” memos tied to activities institutions should be doing in preparation for upcoming data collection.

The post-collection memo shall discuss the most common problems found during collection with suggestions for avoiding them in the future. The pre-collection memo shall contain key collection dates and reminders for preparing and assembling data required for submission in the collections.

Due/Scheduled date Due/Scheduled date Training No later than 30 days after requested by the COR Revisions Due to Regulation Changes As needed, no later than 45 days after final regulations published.

Post-Collection Memo 30 days after collection closes

Activity 15: Campus Crime, EADA, and CATEF Registration and Data Collection Letters

Produce the Campus Crime and EADA Registration and Data Collection letters and mailing envelopes using the Integrated Postsecondary Education Data System (IPEDS) database to generate the institutional mailing addresses.

Campus Crime letter submitted to COR Annually, June 1

Campus Crime letter mailed Annually, July EADA letter submitted to COR Annually, July 1 EADA letter mailed Annually, August - October

SCHEDULE FOR CAMPUS CRIME, EADA AND CATC COLLECTIONS

Schedule for Campus Crime

CEO/Registration Letters for mailing July

Registration August

Collection August – October (3 months)

Migration November

File completion December

Schedule for Equity in Athletics Disclosure

CEO/Registration Letters for mailing August

Registration September

Collection September – October (1.5 months)

Migration November

File completion December

Schedule for CATEF (Beginning 2016-2017 collection year)

Notifications sent 30 days after OMB approval

Collection Approx February

Migration Approx April 1

File completion Approx April 30

Summary Report Approx May 30

TASK 3: Gainful Employment Disclosure Template Focus Groups

Conduct two focus groups, one consisting of students, one of school representatives, and obtain feedback from stakeholders on the GE template and student warning language. This activity will take place in the base year (2015) and option year 1 (2016) only.

The student group should be representative of students enrolled in GE programs at both for-profit institutions and community colleges, with attention given to ethnic diversity.

The school group should be representative of those types of institutions that generally have GE programs, i.e., for-profit institutions and community colleges. Participants should comprise a mixture of financial aid and institutional research staff.

The contractor shall conduct two in-person focus groups (1 student group, 1 school representative group as mentioned above) prior to publically launching the gainful employment template to test the presentation of information provided on the template, and the usability of the website. The contractor shall recruit participants from each of the identified higher education stakeholder groups to participate in each focus group. The focus groups may be held in Washington, DC, at the contractor’s location, or if the contractor is based in another state, at the contractor’s location. The contractor shall choose local participants as participant’s travel is not covered under this task and cannot be paid for through contract funds. Additionally, no appropriated funds may be used to purchase food/beverage for the focus groups.

The contractor shall prepare the OMB clearance package needed to conduct focus groups. The contractor shall deliver a focus group plan to the COR that describes the focus group in detail and includes a full list of confirmed participants.

The contractor shall provide the Department with both a written report, and detailed, in-person briefing of the focus group results within three weeks of concluding the focus group, which will also include any recommendations for changes to the website based on the results of the focus group. The Department will make the final decision on any changes to the gainful employment template, based on the independent feedback gathered from the convened focus group.

Focus group plan June 1, 2015 and 2016 (base and option year 1)

Full list of participants 2 weeks prior to each focus group

Submission of OMB clearance package information to Department July 1

Hold Focus groups 1 month after OMB approval

In-person briefing with the Department 1 month after completion of focus groups Written summary of key findings from focus group and recommended changes 2 business days prior to the in-person briefing with the Department

TASK 4 (Optional): Transition Plan – will be exercised no later than September 2019

Provide a transition plan of maintenance and support activities, specifically including turnover activities at the end of the contract, or whichever option year is not exercised.

Provide a long-term transition of PEDC maintenance and support activities. During the last three months of this task order, the contractor and PEDC team shall provide for a smooth transition to a successor contractor for long-term operations.

Transition for the new PEDC contract will include a series of formal meetings with staff from PPI, the COR, the current contractor, and the new contractor. The contractor shall propose a list of anticipated meetings over a period of four weeks. The contractor shall provide an agenda for up to four transition meetings. The current contractor shall provide documentation of all system requirements and databases.

Transition Plan March 1, 2020 (or 3 months before end of contract) Documentation March 1, 2020 (or 3 months before end of contract) Meeting Agendas March 1, 2020 (or 3 months before end of contract)

III. Deliverable Specifications

The specifications for all deliverables to be generated by the tasks described in Section II are presented below. Unless otherwise specified, deliverables shall be submitted electronically to the COR.

A. Post Award Meeting Summary Notes

Within seven days of the post award meeting, submit summary notes from the post award meeting.

The summary notes shall document all that was discussed during the meeting and include a schedule for the PPI data collection activities.

B. Management Monthly Reports & Invoices

By the 15th of every month, submit an invoice and monthly report that summarizes the major activities performed on each task, a summary of problems encountered, any remaining issues that need to be addressed and activities planned for the next month, including work performed by small businesses. The report and invoices shall be submitted through IPP.

C. NPEC Website CD

Annually, by March 15th, submit to the COR, a CD archive that contains all the files from the NPEC website.

D. System Design Documentation

For the EADA Data Collection, Campus Crime Data Collection, CATC Data Collection, NPC

Template, GE Template and Accredited Schools List, provide to the COR, a report that documents design documentation to include structure and content of all databases and program code completion with the calling relationship of code modules, function entry points, design specifications and a data dictionary.

E. Systems Architecture and Delivery Schedule

Develop a report that documents the systems architecture and delivery schedule for the Data

Collection, Campus Crime Data Collection, CATC Data Collection, NPC Template, GE Template and Accredited Schools. Documentation shall include structure and content of all databases and program code completion with the calling relationship of code modules and function entry points.

This documentation shall be delivered in an electronic format as a Word or Excel file.

F. Campus Crime Data Collection Application

Prepare a document that includes programming code and documentation items developed for the

Campus Crime Data Collection Application due to changes in the regulations. To be submitted to the COR.

L. EADA Data Collection Application

EADA Data Collection Application due to changes in the regulations.. To be submitted to the COR.

M. CATC Data Collection Application

CATC Data Collection Application due to changes in the regulations. To be submitted to the COR.

N. NPC Web Template Application

NPC Application due to changes in the regulations. To be submitted to the COR.

O. GE Disclosure Web Template Application and Focus Groups

Prepare a document that includes programming code and documentation items developed for the GE

Disclosure Web Template Application. Hold Focus Groups to obtain information on possible disclosure items and student warning language. To be submitted to the COR.

P. Campus Crime, CATC, and EADA Data File Delivery to the Department

Migrate the Campus Crime and EADA data to the Department of Education websites

(http://ope.ed.gov/security) and http://ope.ed.gov/athletics/ and submit to the COR, the Campus

Crime and EADA data files on separate CDs in Excel, SQL, and SPSS formats.

Q. User Guide for Web Based Data Download Analysis Tool for Campus Crime and EADA.

Update the user guide for the online data analysis tool for both the Campus Crime and EADA data websites in Word format. To be submitted to the COR.

R. User Guide Materials for the Accredited Schools List for accrediting agencies and Department

Staff

Provide user both external and internal (Department staff) user guide materials for the Accredited

Schools List in Word format. To be submitted to the COR.

http://ope.ed.gov/security http://ope.ed.gov/athletics/

Summary and Timeline of Deliverables

Task Deliverable Due Date

1 Notes from Post Award Meeting Seven days after post-award meeting 1 Monthly Progress Report and Invoice 15th every month

2.1 Edits for existing Campus Crime, CATC, EADA, NPC

Systems and GE Template

Monthly

2.2 Campus Crime and EADA System, ASL database, CATC, NPC, and GE Template Design Documentation

Annually, December 31

2.3 Campus Crime Data Collection Application Annually, August 1

2.3 Campus Crime Documentation 1 month after collection

completion 2.4 EADA Data Collection Application Annually, September 1

2.4 First draft, user guide, Campus Crime, EADA download

data analysis tool

Annually, June 1

2.4 Final draft, user guide Campus Crime and EADA

download data analysis tool

Annually, July 1

2.4 EADA Documentation 1 month after collection

completion 2.5 CATC: Software systems installed and related system design documentation provided to Department

Within 30 days of award of contract

2.5 CATC Data Application April 1

2.5 CATC Documentation 1 month after collection

completion 2.5 CATC Data Collection Annually, Approx. April 1-30

2.5 CATEF handbook and application

Annually, January

2.5 CATEF collection Annually, February

2.6 NPC Documentation and test site 1 month after collection

2.6 Update User Guide Annually, November

2.6 NPC Data Application Annually, January 1

2.7 GE Application Documentation/Testing Site No later than 30 days after award

2.7 User Guide for GE Template Annually, March1

2.7 GE Application on Production Annually, June 1

2.7 GE Update to Website Quarterly, May 15

2.7 GE Documentation Annually, December 31

2.8 Campus Crime and EADA Data Processed and Migrated

to Public Site See complete schedule of collections

2.8 Documentation to ED Annually, December 31

2.9 Campus Crime and EADA Analysis Tool Updates and

Edits

Weekly

2.9 Create/Update User Guide Annually, December 31

2.10 Maintenance of ASL database Weekly

2.10 Historical ASL data added to database Weekly

2.10 Maintenance of Mechanisms and Procedures for

Electronic Transmission of ASL data Weekly

2.10 Transfer of ASL data Weekly

2.11 Update ASL User Guide for Both Internal and External

Use 16 weeks post award

2.12 Maintain Help Desk Support On-going

2.12 Electronic Call Records Quarterly, Starting July 15

2.13 Campus Crime Reporting Handbook and Training Video

Updates August 1, 2015 August 1, 2017, August 1, 2019

2.14 Campus Crime Collection Training No later than 30 days after requested by the COR

2.14 Revisions Due to Regulations No later than 45 days after final regulations published

2.14 Post-Collection Memo 30 days after collection closes

2.15 Campus Crime Letter Submitted to COR Annually, June 1

2.15 Campus Crime Letter Mailed Annually, July

2.15 Campus Crime Collection Annually, August – October

2.15 EADA Letter Submitted to ED Annually, July 1

2.15 EADA Letter Mailed Annually, August 1

2.15 EADA Collection Annually, September – October

3 GE Disclosure Template Focus Group Plan June 1

3 Full List of Participants 2 weeks prior to each focus group

3 Submission of OMB Clearance Package GE Focus Group

Questions

No later than July 1

3 GE Focus Groups 1 month after OMB approval

3 In-person Briefing with the Department 1 month after completion of focus groups 3 Report from GE Focus Groups 2 business days prior to in- person briefing

4 (OPT) Transition Plan March 1, 2020 (or 3 months before end of contract)

4 (OPT) Documentation March 1, 2020 (or 3 months before end of contract)

4 (OPT) Meeting Agendas March 1, 2020 (or 3 months before end of contract)

IV. Inspection and Acceptance Procedures

The contractor shall consult with the COR regarding any questions on major decisions regarding the development of deliverables. This process will include monthly phone calls to the Department and biannual visits to the Department to discuss potential project problems and progress. Preliminary drafts of all deliverables shall be provided at the earliest possible time to assure the final products will meet expectations with minimal revision.

Each deliverable shall include two revisions based on feedback from PPI. All materials shall be approved before release. No deliverables or data shall be released to anyone without the COR’s approval.

For each of the deliverables as indicated, the COR will provide feedback on them or provide written notice within 14 days from receipt. The one exception to this will be the final GE template based on focus group feedback, which may take longer.

All work performed by the contractor shall conform to all National Center for Education Statistics

Statistical Standards, NCES IT Standards, and Style Standards. These standards can be found on the

NCES website using the following links:

NCES Statistical Standards-http://nces.ed.gov/statprog

NCES Style Standards - http://nces.ed.gov/statprog/style.asp

NCES Web Standards- See Appendix A

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

V. Summary of Abbreviations

ASL – Accredited Schools List

CATC – College Affordability and Transparency Center

COR- Contracting Officer Representative

CO- Contracting Officer

EADA- Equity in Athletics Disclosure Act

ED- U.S. Department of Education

GE – Gainful Employment

HEOA- Higher Education Opportunity Act

IPEDS- Integrated Postsecondary Education Data System

IPP – Invoice Processing Platform

IT- Internet Technology

NCES- National Center for Education Statistics

NPC – Net Price Calculator

OCIO- Office of the Chief Information Officer

OPE- Office of Postsecondary Education

PPI – Planning, Policy and Innovation

The Department- U.S. Department of Education

VI. Security Clause http://nces.ed.gov/statprog http://nces.ed.gov/statprog/style.asp http://www2.ed.gov/internal/wwwstds.html#link http://www.whitehouse.gov/sites/default/files/omb/memoranda/fy2005/m05-04.pdf

Security Clause

Compliance with ED IT Security Policy

The contractor, and all sub-contractors, shall comply with the Department of Education’s IT security policy requirements, specifically those set forth in the ‘Handbook for Information

Assurance Security Policy (OCIO-01)’, and other applicable procedures and guidance. The contractor, and all sub-contractors, shall develop and implement management, operational and technical security controls to assure required levels of protection for information systems. The contractor, and all sub-contractors, shall further comply with all applicable Federal IT security requirements including, but not limited to, the Federal Information Security Management Act

(FISMA) of 2002, Office of Management and Budget (OMB) Circular A-130 Appendix III, Homeland Security Presidential Directives (HSPD), the National Institute of Standards and

Technology (NIST) standards and guidance, and the Federal Risk and Authorization

Management Program (FedRAMP) requirements and guidance.

These security requirements include, but are not limited to, the successful Security

Authorization (SA) of the system (includes commercially owned and operated systems managed by the commercial vendor and its sub-contractors, supporting Department programs, contracts, and projects); obtaining a full Authority to Operate (ATO) before being granted operational status; performance of annual self-assessments of security controls; annual

Contingency Plan testing; performance of periodic vulnerability scans; updating all information system security documentation as changes occur; and other continuous monitoring activities, which may include, mapping, penetration and other intrusive scanning. Full and unfettered access for the Department’s third party Managed Security Services Provider (MSSP) must be granted to access all computers and networks used for this system. Additionally, when there is a significant change to the system’s security posture, the system (Federal and commercial prime- and sub- contractors included) must have a new SA, with all required activities to obtain a new ATO, signed by the Authorizing Official (AO).

System security controls shall be designed and implemented consistent with NIST SP 800-53

Rev 3, ‘Recommended Security Controls for Federal Information Systems and Organizations.’

All NIST SP 800-53 controls must be tested / assessed no less than every 3 years, according to federal and Department policy. The risk impact level of the system will be determined via the completion of the Department's inventory form and shall meet the accurate depiction of security categorization as outlined in Federal Information Publishing Standards (FIPS) 199, ‘Standards for Security Categorization of Federal Information and Information Systems.’

System security documentation shall be developed to record and support the implementation of the security controls for the system. This documentation shall be maintained for the life of the system. The contractor, and all sub-contractors, shall review and update the system security documentation at least annually and after significant changes to the system, to ensure the relevance and accurate depiction of the implemented system controls and to reflect changes to the system and its environment of operation. Security documentation must be developed in accordance with the NIST 800 series and Department of Education policy and guidance.

The contractor, and all sub-contractors, shall allow Department employees (or Department designated third party contractors) access to the hosting facility to conduct SA activities to include control reviews in accordance with NIST SP 800-53, Rev. 3 and NIST SP 800-53A.

The contractor, and all sub-contractors, shall be available for interviews and demonstrations of security control compliance to support the SA process and continuous monitoring of system security. In addition, if the system is rated as ‘Moderate’ or ‘High’ for FIPS 199 risk impact, vulnerability scanning and penetration testing shall be performed on the hosting facility and application as part of the SA process. Appropriate access agreements will be reviewed and signed before any scanning or testing occurs.

Identified deficiencies between required NIST SP 800-53 Rev. 3 controls and the contractor’s, and all sub-contractor’s implementation, as documented in the Risk Assessment Report, System

Security Plan (SSP) and Security Assessment Report (SAR), shall be tracked for mitigation through the development of a Plan of Action and Milestones (POA&M) in accordance with the

‘Handbook for Information Assurance Security Policy (OCIO-01).’ Depending on the severity of the deficiencies, the Department may require remediation before an ATO is issued.

All awarded contracts shall ensure that:

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).

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.

http://www.antd.nist.gov/usgv6/profile.html