ED-VAE-14-R-0058_Task_Order_0002_PWS_-_20140728.docx

Task Order 0002 PWS – ED-VAE-14-R-0058 Version Date: July 28, 2014

Performance Work Statement for the

Task Order 0002 “Educational Simulations (EdSim) Challenge”

U.S. Department of Education (Department) Office of Career, Technical, and Adult Education (OCTAE) Division of Academic and Technical Education (DATE)

A. Background

Reductions in Federal, state, and local spending have decreased the number of Career and Technical Education (CTE) programs available in secondary and postsecondary schools resulting in students receiving less preparation for college and careers. This project seeks to improve the access to CTE instruction and reduce costs to schools while safely introducing CTE students to workplace environments.

The EdSim Challenge is intended to address an urgent need to dramatically scale up the use of technology in career and technical education programs in the face of CTE enrollments that are declining at the same time that research shows that the American workforce is performing below average in problem solving in technology-rich environments. While some areas have seen an increase in career and technical education participation over the last three years, the number of students in CTE programs has declined by almost 940,000 students to a low of 11,395,000, according to the most recent analysis conducted by OCTAE released on September 30, 2013. This trend is counter to the demands of employers who seek highly-skilled workers to fill current and future positions. This disparity was made more evident in a landmark report, entitled “Time for the U.S. to Reskill?” released in 2013 by the Organization for Economic Co-operation and Development (OECD) that showed less than one in three U.S. adults scored at the proficient level in problem solving in technology-rich environments, which was slightly below the average for the countries in the report, which included U.S.’s global competitors. In response to the existing need to improve the technological proficiency of U.S. workers highlighted by this report in order for the U.S. to remain competitive, OCTAE is issuing the EdSim Challenge.

The EdSim Challenge will leverage existing technologies to simulate workplace experiences in media already embraced by CTE students. EdSims help address the needs voiced by employers and CTE educators to improve employability skills and enhance the perception of technical careers through multi-participant digital learning experiences.

CTE programs have been slow to adopt digital learning approaches despite the natural fit for simulations within many of the learning goals. This challenge will demonstrate how career and technical education can be extended, through technology, to underserved learners in urban and rural communities, as well as schools where the demand for a CTE program may be lower than the enrollment necessary to justify its cost. While simulations do not replace the need for classroom instruction and lab work, they can increase the capacity of schools to offer additional career pathways and apply academic theory in an immersive virtual environment. Timing for this challenge is ideal as the ConnectED initiative will dramatically increase the potential for access to underserved populations if digital learning experiences are available.

The EdSim challenge will encourage the educational technology and CTE community to consider how approaches developed in the video game and entertainment software industry can be used to expand access to CTE programs. The next generation of content delivery is required to engage and retain the interest of the next generation of learners who have increased access to a variety of powerful electronic devices such as tablets, smart televisions, video game consoles, and mobile devices.

The EdSim Challenge is intended to inspire software developers and educators to consider new possibilities for delivering CTE learning experiences in digital environments. There is significant interest in this project from other offices within the Department and Federal agencies, who will be involved throughout the project, thereby expanding the reach. The Department, with support from the contractor, will conduct the challenge and subsequently collaborate with developers and educators to ensure that simulations deliver career and technical education to the widest possible audience. Following this challenge, other offices in the Department may participate in funding the development and evaluation of future educational simulations that employ the EdSim interoperability standards through other Federal investments. Subsequent Federal investments in EdSim will be dependent on variables including interest of philanthropic organizations, academic institutions, software developers, and fiscal conditions.

B. Purpose and Objectives

The purpose of this 18-month project is to build the capacity of CTE programs to deliver high-quality academic and technical skill content, and increase access to CTE programs, by spurring the development of interoperability standards for educational simulations and inspiring the development of CTE educational simulations using these interoperability standards.

Specific requirements for the EdSim Challenge will be developed as one of the first steps in the project, but the focus of the EdSim Challenge will be to create CTE simulations focused on high-skill high-wage career pathways such as advanced manufacturing, healthcare, STEM, or other CTE programs authorized under the Perkins Act. The EdSim Challenge will leverage open educational content and CTE technical skill standards to foster the creation of new methods of delivering integrated, competency-based, academic and technical instruction. The experiences of individual learners and assessment of their performance would be inherent in the programming of the simulation, which would gather real-time data on behavioral change to confirm a learner’s acquisition of CTE technical skills. While the data collected and exchanged between systems and simulations would be subject to local privacy policies and the Family Educational Rights and Privacy Act (FERPA), OCTAE will encourage EdSim Challenge participants to develop innovative solutions that push the bounds of current content delivery, interconnectivity, and assessment, methods.

The EdSim Challenge project lifecycle will be led by OCTAE and supported by a contractor through the following interrelated steps:

1. The contractor shall conduct a Specifications (“Spec”) Challenge to develop criteria for the demonstration prototype and open source interoperability standards in collaboration with OCTAE, OET, and the White House Office of Science and Technology Policy. The submissions will be evaluated by experts in simulations, gaming environments, and CTE curricula.

2. Based on the interoperability standards derived from the Spec Challenge and in collaboration with OCTAE, the contractor shall design the EdSim Challenge.

3. The contractor shall conduct outreach to increase awareness of the competition, administer the competition, and provide appropriate technical assistance to participants of the competition. All technical assistance content will be made available to all interested participants.

4. The contractor shall disburse prizes to competition winner(s) after evaluation of the challenge entries by a panel of judges. Evaluators will be precluded from competing and will be required to confirm the absence of personal and organizational conflicts of interest.

5. The contractor shall conduct national outreach efforts to highlight the best submissions and encourage schools and community organizations to leverage and design next generation digital CTE learning experiences based on the EdSim interoperability standards.

6. The contractor shall provide technical assistance to developers interested in learning more about producing simulations comparable to the prototypes using the open source EdSim interoperability standards.

C. Legislative Authority

The goals, purposes, and activities to be accomplished under this Performance Work Statement (PWS) are authorized by Public Law 109-270, the Carl D. Perkins Career and Technical Education Act of 2006, Section 114 (c) (1) of the Carl D. Perkins Career and Technical Education Act of 2006 (Act). Under this section, the Secretary of Education is authorized to carry out research, development, dissemination, evaluation and assessment, capacity building, and technical assistance with regard to career and technical education programs under the Act.

D. Scope of Work and Period of Performance

The contractor shall be responsible for carrying out all phases of work associated with the major activities under this fixed price task order. The period of performance shall be 18 months. All time periods in this statement are provided in calendar days. The number of days included in the task descriptions represents the maximum length of time to complete the tasks. The contractor is encouraged to develop a plan that expedites the objectives of the project while maintaining quality and integrity of the processes. In its work plan, the contractor is also encouraged to propose alternative approaches to conducting the project tasks if it believes the alternative would improve the outcomes and responses to the Challenges, reduce the duration of tasks, or improve the quality of deliverables.

The contractor is required to provide a work plan that details its approach to provide the services described in Section E. Tasks (see below) of this Performance Work Statement (PWS). All tasks are to be interpreted with reference to the information provided in the Background and Purpose and Objectives sections, above. The contractor shall coordinate its work with OCTAE, especially during the development phase of all tasks, and OCTAE will review all deliverables.

E. Tasks

The contractor, working closely with the Department’s staff and its leadership, shall carry out the following tasks:

Task 1: Project Management and Administration

Sub-task 1.1: Initial Project Meeting

The contractor shall conduct an initial meeting with Department staff within the timeframes specified in the Schedule of Deliverables at the end of this performance work statement (PWS). Department staff will include the Contracting Officer (CO), the Contract Specialist (CS), the Contracting Officer’s Representative (COR), and other project staff identified by the COR. The COR will identify the time and place for the meeting and will assume responsibility for inviting relevant OCTAE staff. The contractor’s staff shall have the opportunity to ask questions and clarify potential issues related to implementation of the tasks.

The purpose of the meeting will be to review the objectives of the contract and the contractor’s work plan that was included in the contractor’s technical proposal, ensure the plan meets the needs of the project, and identify areas for revision if necessary. The contractor shall submit an updated work plan and timeline that incorporates feedback from OCTAE staff, and any other items and decisions and agreements made during the meeting.

The COR will review the updated work plan and timeline and provide feedback within the timeframe specified in the Schedule of Deliverables at the end of this PWS. The contractor shall incorporate any revisions resulting from the COR review and provide an updated work plan and project timeline, which establish the project baselines, to the COR.

Deliverables for Sub-task 1.1:

a) Updated Work Plan and Timeline

b) Baseline Work Plan and Timeline

Sub-task 1.2: Progress Reports and Timeline Updates

The contractor shall update the project timeline and work plan, as needed, for the duration of the contract period as stated in the Schedule of Deliverables at the end of this PWS. The contractor shall maintain an electronic timeline of tasks, deliverables and critical milestones that is password protected and accessible to the COR.

The monthly progress reports shall consist of updates to the baseline version of the work plan and timeline submitted under Sub-task 1.1 showing progress on each task. The contractor may provide a real-time project monitoring system in lieu of the monthly progress reports.

If problems are encountered or discovered that impact the timeline or work plan, the contractor shall provide a description of the problem and how it was addressed to the COR within the timeframes specified in the Schedule of Deliverables at the end of this PWS. Should a significant problem arise, the contractor shall notify the COR via email not later than three days of discovering the issue.

Deliverables for Sub-task 1.2:

a) Monthly timeline and work plan updates as necessary

Task 2: Conduct Literature and Industry Analysis

Task 2.1: Research Current Simulations Technology Industry

The contractor shall review available simulation technologies and assess hardware and software trends in the simulations and gaming industries. The contractor shall propose their approach for conducting their analysis. The purpose of the analysis is to identify the platforms, rendering engines, and other development considerations as the contractor develops the Spec Challenge and EdSim Challenge. The contractor shall also consult with stakeholder groups and subject matter experts in CTE, academic simulation, animation, and gaming programs, and industry experts to determine effective simulation design elements. The contractor shall research similar simulation challenges and competitions, including specifications for submissions, and evaluation criteria used.

The contractor shall submit a draft report of their. The report shall include the sources and references used in the review, areas of need, and a problem statement, or statements, and recommendations for the Spec Challenge.

The COR will review the report and provide feedback to the contractor within the timeframe specified in the Schedule of Deliverables at the end of this PWS. The contractor shall incorporate any revisions resulting from the COR review and provide a final version to the COR.

Deliverables for Task 2.1:

a) Draft Report

b) Final Report Task 3: Conduct Outreach and Technical Assistance

Sub-task 3.1: Develop Communications Plans

The contractor shall prepare a communications strategy to maximize the quantity and quality of submissions for both challenges. If necessary, the contractor may engage a subcontractor that specializes in creative and effective national communication strategies, and who is experienced with producing communications designed to target audiences in specific sectors such as gaming, software development, and education. The Communications Plans shall include a detailed list of activities, strategies, and treatments to be used during the challenges. The contractor shall include its recommendations for events in which the Department should participate, and deadlines or registration costs required for participation.

The contractor shall deliver a draft Communications Plan and present their proposed strategy in an in-person meeting to be held at the Department of Education in Washington D.C. The COR will review the Communications Plans and provide feedback to the contractor within the timeframe specified in the Schedule of Deliverables at the end of this PWS. The contractor shall incorporate revisions resulting from the COR review and provide a Final Communications Plan to the COR.

Deliverables for Sub-task 3.1:

a) Draft Spec Challenge Communications Plan

b) In-person Spec Challenge Communications Strategy Presentation

c) Final Spec Challenge Communications Plan

d) Draft EdSim Challenge Communications Plan

e) In-person EdSim Challenge Communications Strategy Presentation

f) Final EdSim Challenge Communications Plan

Sub-task 3.2: Conduct Collaboration Event

The contractor shall organize and conduct at least one public online event for each Challenge in which the Department will present the specifications of each Challenge and provide interested participants an opportunity to ask questions and exchange ideas. . The contractor shall the broadcast the event online and record, transcribe, and summarize the event. The contractor shall deliver all event recordings, transcriptions, and summary materials according to Department publishing guidelines. All materials shall be approved by the Department prior to release. The contractor shall work closely with the Department to schedule the event at a date and location to maximize attendance.

Deliverables for Sub-task 3.2:

a) Spec Challenge Collaboration Event - Audio and video recording, transcript and event summary

b) EdSim Challenge Collaboration Event - Audio and video recording, transcript and event summary

Task 4: Design and Manage Challenges and Competitions

Task 4.1: Design Specifications (Spec) Challenge

The contractor shall submit a Draft Competition Design for the Spec Challenge. The competition design shall be based on the Literature and Industry Analysis conducted in Task 2 and include a problem statement, or statements, for the challenge, the minimum specifications for submissions, the criteria by which submissions will be judged, and a detailed plan for conducting the competition.

The COR will review the Draft Competition Design and provide feedback to the contractor within the timeframe specified in the Schedule of Deliverables at the end of this PWS. The contractor shall incorporate any revisions resulting from the COR review and provide a Final Competition Design to the COR.

Deliverables for Sub-task 4.1:

a) Draft Competition Design

b) Final Competition Design

Sub-task 4.2: Launch the Spec Challenge

The contractor shall provide support to the Department to launch the Challenge according to the Competition Design and Communications Plan. The contractor shall prepare media releases, talking points and collateral material to support the launch. All outreach materials shall be approved by the Department prior to release. The contractor shall propose the exact date of the launch in the Competition Design, but the Department expects the Launch to occur within the timeframe specified in the Schedule of Deliverables at the end of this PWS.

Deliverables for Sub-task 4.2:

a) Outreach and Collateral Materials

Sub-task 4.3: Assemble Panel of Judges

The contractor shall identify subject matter experts to serve as judges for the Challenge, in addition to Federal staff from the Department of Education. The contractor shall deliver a list of judges for the COR to review. The contractor shall include bios/resumes for the candidates and a rationale for including each judge and ensure judges do not have direct or perceived conflicts of interest with the competitors in the challenge. The COR will respond to the contractor within the timeframe specified in the Schedule of Deliverables at the end of this PWS. The contractor shall confirm participation of each judge and deliver a final list of confirmed judges to the COR.

Deliverables for Sub-task 4.3:

a) Preliminary List of Judges

b) Final list of Confirmed Judges Sub-task 4.4: Screen Submissions for Compliance

The contractor shall provide all logistical support necessary to conduct a fair and objective evaluation of all submissions. The contractor shall screen all submissions for compliance with the rules of the competition and identify any submission not in compliance with the rules. The contractor shall provide a list of these noncompliant submissions and the reason(s) for their noncompliance to the COR. The COR and the panel of judges, will review the list and make final determinations of eligibility for each of the submissions on the list. The COR will return the list of the submissions with eligibility determinations for each of the submissions within the timeframe specified in the Schedule of Deliverables at the end of this PWS.

Deliverables for Sub-task 4.4:

a) List of potentially ineligible submissions

Sub-task 4.5: Coordinate and Monitor Evaluation Process

The contractor shall ensure all eligible submissions are evaluated and rated according to the judging process established in the Competition Design and provide weekly progress updates to the COR each Monday during the judging process. The contractor may provide a real-time monitoring system in lieu of the weekly reports. The judging process is expected to be executed within the timeframes specified in the Schedule of Deliverables at the end of this PWS.

Deliverables for Sub-task 4.5:

a) Weekly progress updates or real-time monitor

Sub-task 4.6: Provide Recommended Winning Submission

Following the completion of the judging process the contractor shall produce a Recommended Award Report that includes, but is not limited to, the submission recommended to receive a prize, the outcomes of the judging process, and the specifications of the submission. The contractor shall deliver the Recommended Award Report to the COR The COR shall review the Report provide feedback to the contractor within the timeframe specified in the Schedule of Deliverables at the end of this PWS.

Deliverables for Sub-task 4.6:

a) Recommended Award Report

Sub-task 4.7: Disburse Prizes

Upon approval of the winning submission from the COR, the contractor shall disburse funds to the winner. The contractor shall provide the COR evidence of disbursement and receipt after the prize is disbursed.

Deliverables for Sub-task 4.7:

a) List of Disbursements

b) Confirmation of receipt from the winner

Task 4.8: Design (EdSim) Challenge

The contractor shall submit a Draft Competition Design for the EdSim Challenge not later than 21 days after approval of the Spec Challenge Recommended Award Report in Task 4.6. The competition design shall be based on the Literature and Industry Analysis conducted in Task 2 and outcomes of the Spec Challenge. The Design shall include a problem statement, or statements, for the challenge, the minimum specifications for submissions, the criteria by which submissions will be judged, and a detailed plan for conducting the competition.

The COR will review the Draft Competition Design and provide feedback to the contractor within the timeframe specified in the Schedule of Deliverables at the end of this PWS. The contractor shall incorporate any revisions resulting from the COR review and provide a Final Competition Design to the.

Deliverables for Sub-task 4.8:

c) Draft Competition Design

d) Final Competition Design

Sub-task 4.9: Launch the EdSim Challenge

The contractor shall provide support to the Department to launch the Challenge according to the EdSim Competition Design and Communications Plan. The contractor shall prepare media releases, talking points and collateral material to support the launch. All outreach materials shall be approved by the Department prior to release. The exact date of the launch will be determined by the Department and is expected to occur within the timeframe specified in the Schedule of Deliverables at the end of this PWS.

Deliverables for Sub-task 4.9:

b) Outreach and Collateral Materials

Sub-task 4.10: Assemble Panel of Judges

The contractor shall identify subject matter experts to serve as judges for the EdSim Challenge, in addition to Federal staff from the Department of Education. The contractor shall deliver a list of judges for the COR to review. The contractor shall include bios for the candidates and a rationale for including each judge and ensure judges do not have direct or perceived conflicts of interest with the competitors in the challenge. The COR will respond to the contractor within the timeframe specified in the Schedule of Deliverables at the end of this PWS. The contractor shall confirm participation of each judge and deliver a final list of confirmed judges to the COR.

Deliverables for Sub-task 4.10:

a) Preliminary List of Judges

b) Final list of Confirmed Judges

Sub-task 4.11: Screen Submissions for Compliance

The contractor shall provide all logistical support necessary to conduct a fair and objective evaluation of all submissions. The contractor shall screen all submissions for compliance with the rules of the competition and identify any submission not in compliance with the rules. The contractor shall provide a list of these noncompliant submissions and the reason(s) for their noncompliance to the COR. The COR and the panel of judges, will review the list and make final determinations of eligibility for each of the submissions on the list. The COR will return the list of the submissions with eligibility determinations for each of the submissions within the timeframe specified in the Schedule of Deliverables at the end of this PWS.

Deliverables for Sub-task 4.11:

a) List of potentially ineligible submissions

Sub-task 4.12: Coordinate and Monitor Evaluation Process

The contractor shall ensure all eligible submissions are evaluated and rated according to the judging process established in the Competition Design and provide weekly progress updates to the COR each Monday during the judging process. The contractor may provide a real-time monitoring system in lieu of the weekly reports. The judging process is expected to occur within the timeframe specified in the Schedule of Deliverables at the end of this PWS.

Deliverables for Sub-task 4.12:

b) Weekly progress updates or real-time monitor

Sub-task 4.13: Provide Recommended Award Slate

Following the completion of the judging process the contractor shall produce a Recommended Award Slate that includes, but is not limited to, the submissions recommended to receive prizes, the outcomes of the judging process, and the specifications of the submission. The contractor shall deliver the Recommended Award Slate to the COR s. The COR shall review the Recommended Award Slate and provide feedback to the contractor within the timeframe specified in the Schedule of Deliverables at the end of this PWS.

Deliverables for Sub-task 4.13:

b) Recommended Award Slate

Sub-task 4.14: Disburse Prizes

Upon approval of the winning submissions on the Recommended Award Slate from the COR, the contractor shall disburse funds to the winner. The contractor shall provide the COR evidence of disbursement and receipt after the prizes are disbursed.

Deliverables for Sub-task 4.14:

c) List of Disbursements

d) Confirmation of receipt from the winners

SCHEDULE OF DELIVERABLES

The contractor shall follow the deliverable schedule as directed below. All days are indicated in calendar days. All materials shall be prepared in MS Word, using 12 point Times New Roman, Arial or similar font. The contractor shall submit one electronic copy of each draft and final deliverable to the COR, cc:’ing the Contract Specialist on email submission of deliverables.

Task 1: Project Management and Administration

Task 2: Conduct Literature and Industry Analysis

Task 3: Conduct Outreach and Technical Assistance

21 days after receipt of the Draft Competition Design

21 days after receipt of the Draft Competition Design

21 days after receipt of the Draft Competition Design

21 days after receipt of the Draft Competition Design

14 days after receipt of COR’s comments

Task 4: Design and Manage Challenges and Competitions