PWS_for_IDIQ_(July_30 _2014).docx

PWS for ED-VAE-14-R-0058 Version Date: July 30, 2014 Performance Work Statement for the

“Challenge, Simulations, and Innovation” Indefinite-Delivery Indefinite-Quantity Contract

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

A. Overview

The purpose of this procurement is to provide technical support to the U.S. Department of Education (Department) and the Office of Career, Technical, and Adult Education (OCTAE) in the administration of public competitions, challenges, and exploration of emerging technology through an indefinite-delivery indefinite-quantity (ID/IQ) contract with all work being issued through task orders. The technical support activities are intended to provide OCTAE subject matter expertise and thought partnership in advancing the use and development of emerging technologies to expand the capacity of Career and Technical Education (CTE). Task orders may range from brief, urgent requests to multi-year strategic technology development projects. Work may be required to be performed under tight deadlines. The ordering period of this contract shall be sixty months.

The tasks under this contract may involve logistical and administrative support for competitions involving software development, exploration of education technology, development and implementation of national communication strategies, review and scans of industries and labor markets, collection of new data and information, and data and policy analyses. In addition, the contract may involve all aspects of logistical and related support for conferences and meetings.

This contract shall provide technical support to the Department across a wide range of subject areas related to key issues in:

· Challenges, competitions, and prizes

· Mobile software application development

· Two- and three- dimensional simulations

· Development and deployment of websites and web-based applications

· Software programming and interoperability standards

· Badges, credentials and skill certification

· Communication and outreach.

Specific and immediate areas of interest to the Department include:

· Management of challenges to identify innovative simulations and mobile applications

· Development of software applications to assist with career exploration

· Exploration and analysis of interoperability standards for educational simulations

· Analysis of the education simulation, gaming, software, and hardware markets.

To accomplish this work, the contractor shall be skilled in conducting and managing multiple, simultaneous, national competitions, conducting outreach, evaluating submissions, and awarding prizes. The contractor shall have expertise in understanding Federal data collection and competition policies. The contractor shall possess expertise in information technology, online communications, social media, and using crowdsourcing as a means to solve complex problems. The contractor shall be skilled at conducting all aspects of logistical planning as it relates to conferences, workshops, and media events. The contractor shall have expertise in providing technical assistance to software developers, educators, and employers on a broad range of education topics. The contractor shall have expertise related to developing and designing web-related materials.

B. Background

OCTAE is responsible for administering funds appropriated under the Carl D. Perkins Career and Technical Education Act of 2006 (Perkins IV). Specifically, under Title I, Section 114 of Perkins IV, the Secretary of Education, through OCTAE, is authorized to conduct research, development, dissemination, evaluation, and assessment activities that are related to the purposes of the Perkins Act.

OCTAE has recognized the need for increased capacity in, and access to, career and technical education, and the promise simulations and digital learning technology brings to helping meet that need. OCTAE also recognizes that academic and commercial software developers are better positioned to immediately respond to local and industry needs than the federal government. To foster the rapid development of technological solutions, the Department wishes to conduct competitive “challenges” to the public to create and highlight examples of applications designed to increase capacity, improve student outcomes, and reduce costs.

OCTAE provides capacity building assistance to State and local CTE programs by conducting and publishing research, leading workshops at national conferences, and through web-based interaction. The purpose of this contract is to explore and develop innovative approaches to developing, procuring, and inspiring education technology. The strategies in this contract are expected to be a significant departure from previous Department and OCTAE efforts.

To complete this range of activities, OCTAE requires technical support in the areas of prize and challenge administration, innovative technology, next generation learning models, outreach and communications, remote engagement and distance learning, immersive simulations, extensible data structures, agile and universal design principles, and system interoperability. These areas represent a few of the types of tasks that are encompassed under the comprehensive headings of Challenges, Simulations and Innovation.

C. Types of Task Order Activities/Requirements

All task orders issued and activities conducted under this task order are focused on CTE and for the benefit of the programs and stakeholders authorized under the Carl D. Perkins Act of 2006.

Task order Performance Work Statements (PWS) issued by the Department shall contain the following sections: Background; Purpose of task; Activities; and a Schedule of Required Deliverables.

Task orders may have tasks that are similar to one or more of the following sample tasks:

Task 1: Project Management and Administration

The contractor shall perform all administrative activities necessary to manage the contract and task orders, and communicate with the Department during the performance of this contract. Such tasks shall include, but are not limited to, conducting and attending meetings, producing progress reports, expenditure reports, timelines, and project summary reports. Each task order shall describe the project administration activities and schedule necessary for that task order. The contractor shall maintain an electronic schedule of all task orders and subordinate tasks on a master calendar accessible to OCTAE.

Typical deliverables for this activity may include meeting summaries, reports, presentations, and electronic timeline files.

Task 2: Design and Manage Challenges and Competitions.

The contractor shall design competitions in collaboration with OCTAE to meet specific objectives that include identifying innovative applications that build the capacity of CTE programs. This design shall include all the necessary components to conduct a successful competition including, but not limited to, competition rules, specifications of submissions, schedule, evaluation plan, and disbursement of prizes and awards. Ancillary tasks to accomplish successful competitions may include deploying outreach and communications plans to increase awareness, coordinating with associations, Federal agencies, and stakeholder groups.

Typical deliverables for this activity shall be competition, evaluation, and communication plans, progress reports, and multimedia outreach products.

Task 3: Conduct Literature and Industry Analysis

The contractor shall scan literature and industries relevant to the objectives of a task order. Activities include developing criteria to use when conducting scans, collecting information, reviewing documents for relevant information, and analyzing and synthesizing findings.

A typical deliverable for this activity shall be an annotated summary of documents and products that provide an overview of a particular market or issue.

Task 4: Conduct Outreach and Technical Assistance

The contractor shall develop outreach and communication products to provide technical assistance on a wide range of issues including education, software development, and federal policy related to data collection, privacy and cybersecurity, and interoperability standards. These activities are intended to support the challenges but may also include other related technical assistance needs.

Typical activities may include one or more of the following: (1) graphic design, (2) copy writing and editing, (3) multimedia production, (4) web-content development, (5) development and production of collateral materials, (6) convening workshops and seminars, (7) evaluating the effectiveness and summarizing outcomes of outreach efforts, and (8) media relations.

All outreach and communications shall meet the technical standards for accessibility in 36 CFR 1194 as established by Section 508 of the Americans with Disabilities Act Section 508. Data collection activities will be conducted and approved in accordance with the requirements of the Paperwork Reduction Act and 5 CFR 1320. All products should be compatible with Department system architecture and comply with Department standards for system development and administration.

Typical deliverables may include printed materials, web site content, online communications, webinars, or audio and video recordings.

Task 5: Secure Subject Matter Experts

The contractor may be required to secure experts in education, technology, or other fields related to the topics and activities in the task orders. Depending on the manner of engagement this may include paying an honorarium, or an hourly rate or daily rate. Each task order will indicate if a subject matter expert is needed. If the contractor believes that the tasks may performed by a member of its staff, the contractor may propose their internal staff expert as an alternative. OCTAE shall approve all subject matter experts prior to the Contractor entering into agreements with experts for work to be conducted under a task order.

Typical deliverables may include a summary of work performed by the subject matter expert and deliverables from the activities performed. Some deliverables may require multiple revisions depending on the topic and content.

Task 6: Program Management Support

The contractor may be asked to design and implement processes that enable OCTAE to adopt new technologies and build internal capacity. The contractor shall, in consultation with OCTAE, identify technical assistance needs that may include, but are not limited to: training on new applications identified during the challenges; briefings on technological innovations; mapping internal processes to identify areas where technological innovations can be explored; and, assisting OCTAE with the development of strategic plans related to technology.

Typical deliverables may include presentations, demonstrations, briefings, process maps and analysis reports, training sessions, and training materials.

Task 7: Report Results and Findings

The contractor shall submit reports and findings in draft and final form. Both the draft and final reports shall typically include an executive summary, an introduction that provides an overview of the issues, and the topics being addressed; tables and graphs, as needed; interpretations of results; and implications for CTE and educational policy. Complex or politically sensitive reports may require more than one draft. Narrative reports shall be concise. In most cases, reports must be written in non-technical language suitable for a public audience of high-level policy-makers and educational administrators.

Typical deliverables shall include draft and final narrative reports, tables, charts/graphs, and oral briefings accompanied by appropriate summary materials.

Task 8: Planning and Facilitating Conferences and Events

The contractor shall, in consultation with OCTAE staff, plan and implement workshops, conferences, webinars and webcasts for the purpose of providing technical assistance. Conference support includes, but is not limited to: site selection; identification of facilitators/trainers; travel planning; design and production of graphics and signage; formatting and reproduction of collateral materials; shipping and drayage; coordination of on-site logistics; managing registration; production of registration packets; nametags and name tents; coordination and planning of audio/visual needs; assisting speakers and presenters with travel and preparation of materials; distribution and collection of evaluation forms; post-event follow-up and reporting; transcription of notes; and, event proceedings.

The contractor’s internal staff may serve as facilitators and/or content experts in addition to external subject matter experts that may be engaged for conferences or events, depending on topic. The contractor shall compile and maintain, information, and data on events and conferences, and strategic planning instruments used to accomplish the various goals of both events and conferences.

Typical deliverables shall include completing products and services listed above for a specific conference or event, including evaluations and summative reports.

D. Deliverables

Task orders may have deliverables that are similar to some of the following sample deliverables:

1. Briefings. The project director or key staff member shall provide briefings to the Contracting Officer’s Representative (COR) and other Department staff on the status of work under each task order. Briefings may be conducted by telephone, but some task orders may require on-site briefings at the Department of Education. Each task order shall specify the number and types of briefings required. Appropriate materials shall be provided for the briefing.

2. Draft Reports. All work performed under each task order shall usually be summarized in a draft report. The draft report shall be reviewed by the COR and by and other reviewers that the COR may designate to review the report. In all cases, the COR will provide comments to the contractor within 30 calendar days of receipt of the draft report. For less complex task orders, the COR may provide the comments more quickly. Delivery schedules shall be specified in each task order. More than one draft may be required depending on the information in the report.

3. Final Reports. The contractor shall revise draft reports to incorporate the comments supplied by the COR. The contractor shall submit the final report no later than 30 days after the contractor receives comments from the COR. Delivery schedules may be less than 30 days based on the content and project.

4. Graphics. In some task orders, the contractor shall be required to design illustrations, imagery, and presentations. The need for graphics will be specified in each task order.

5. Web-based materials. Under some task orders, the contractor shall be required to develop materials that will be made available on the Internet. Deliverables, where indicated, should be submitted in accordance with Department system architecture standards. Web applications will use software compatible with Department's Web site to facilitate migration to www.ed.gov if necessary; the Department may waive the compatibility requirement by request on a case-by-case basis.

6. Produce multimedia content on topical areas of interest. Under some tasks, the contractor shall produce audio and video content for public dissemination. All content will be produced in compliance with ADA Section 508 and Department publishing guidelines.

7. Strategic and logistical plans. The contractor shall develop and produce plans related to the performance of the activities and events contained in the task order. Plans may be delivered in draft and final formats as described in deliverables 2 and 3 of this section.

E. Staff Qualifications

Unless otherwise stated at the task order level, for each task order the Project Director, Senior Developers, and Senior Designers are considered key project staff. Key project staff other than the Project Director may be subcontractors. Project staff shall have training and experience in the following areas:

Project Director. The Project Director (PD) shall be responsible for the overall direction and management of contractor activities. In order to ensure successful performance of the contract, the PD shall have at least five years of experience in leading and managing multiple concurrent projects in areas of national or global technology innovation. That experience shall include monitoring the budget of a large contract, coordinating multiple tasks, adhering to project schedules, ensuring the quality and timeliness of contract deliverables, and routinely communicating with Federal, State, and local government agencies. The PD’s resume shall describe specific experiences and roles with similar technology or innovation projects.

Based on the requirements of task orders issued under this contract, the contractor may need to include additional key staff. Each task order will provide a list of key staff positions which may include, but are not limited to, the following positions:

Senior Developer. The Senior Developer shall have comprehensive understanding and experience designing, coding, testing and deploying applications. The Senior Developer will be responsible for working with programmers to develop applications and products to meet the objectives included in task orders. The Senior Developer shall have experience developing applications and systems in compliance with applicable Federal accessibility and cybersecurity standards.

Senior Designer. The Senior Designer shall have comprehensive understanding and experience producing original designs and layouts for print and electronic media. The Senior Designer will serve as the creative director for tasks requiring design and development of multimedia content. The Senior Designer will coordinate and manage multimedia developers and producers to create graphics, original illustrations, and audio and video content. The Senior Designer may also be required to assess the user interfaces and user experiences (UI/UX) of applications.

Senior Communications Strategist. The Senior Communications Strategist (SCS) shall have experience managing and directing national communications strategies using traditional and social media channels. The SCS will be responsible for developing communications plans to support the task order objectives and work closely with project staff to ensure consistent messaging.

During the performance of this contract, qualifications of personnel being replaced shall equal or exceed the qualifications stated for each labor category.

The resumes of all replacement or additional personnel shall be submitted to the COR for approval. The approval/disapproval of additional personnel shall be based upon the personnel qualifications and experience requirements of the contract.

NOTES:

(1) All major products and deliverables will need explicit clearance by Office of the Assistant Secretary, ED/OCTAE, prior to public release. All public reports shall conform to the guidelines stated in ED’s Guide to Publishing at the U.S. Department of Education at http://www2.ed.gov/internal/PubGuide.pdf.

(2) The Department of Education recommends the following sources for editing: for spelling – Merriam-Webster’s Collegiate Dictionary, for abbreviations, capitalization, dates, numerals, usage and titles – Associated Press Stylebook and Libel Manual, and for bibliographies and footnotes – Chicago Style Manual.

(3) The contractor shall provide all deliverables (all products and web materials) intended for posting on the Department’s website in accordance with the following:

· ED.gov Management and Publishing Policies at http://www.ed.gov/internal/wwwstds.html.

· Americans with Disabilities Act Section 508. (All on-line materials developed under this work statement will meet the standards for accessibility established by the Section 508 technical standards for Internet applications at 36 CFR 1194.22, see http://www.section508.gov. Although all social media and open education resources may not be 508 compliant, the contractor shall ensure that the same information is available in a 508 compliant format.)

· ED.gov Style Guide http://www.ed.gov/internal/styleguide/index.html specifications for Adobe Acrobat Portable Document Format (PDF), with the same layout and pagination as the printed version;

Note: Large documents for which the PDF file exceeds five megabytes in size shall also be provided in multiple PDF files that subdivide the document into logical units each smaller than one megabyte.

· ED website’s list of acceptable electronic formats (a current list is maintained at http://www.ed.gov/internal/styleguide/index.html) including any embedded links and objects (e.g., an Excel spreadsheet table embedded in a Word document), in editable form suitable for (a) conversion to HTML and web graphic formats or (b) posting as-is (e.g., accessible Word or PDF documents);

(4) If a website is deployed as part of this contract, the contractor shall, in consultation with ED, develop and maintain a Web site to use throughout the life of the project. The Web site shall be hosted by the vendor, and will be compatible with ED's Web site, www.ed.gov, and follow applicable sections of the ED.gov Management and Publishing Policies (http://www.ed.gov/internal/wwwstds.html) and the ED.gov Style Guide (http://www.ed.gov/internal/styleguide/index.html). The Web site shall feature any appropriate deliverables associated with the project. Therefore deliverables, where indicated, should be submitted in such a way so that they can be hosted on the vendor's or ED's Web site. Web applications will use software compatible with ED's Web site (i.e., Macromedia ColdFusion, Microsoft SQL Server, IBM WebSphere) to facilitate migration to www.ed.gov for hosting at the end of the contract; ED may waive the compatibility requirement on request on a case-by-case basis.

(5) Deliverables submitted electronically shall be accompanied by a separate description of the contents of the submission that includes the following information:

· title and description of the product;

· file name and format for each file, including embedded charts, tables, and images;

· if multiple files, explanation of component pieces and how they fit together to form the complete product; and,

· contact information, including name, email address, and telephone number.

(6) Deliverables that are created specifically for the web and do not have published counterparts in print form shall follow the same guidelines. Deliverables shall meet the requirements for posting on ED.gov stated in the ―ED.gov Management and Publishing Policies: http://www2.ed.gov/internal/wwwstds.html.