FBO_-_PWS_-_EHLS_2015_-_9_July_2015.pdf

PERFORMANCE WORK STATEMENT (PWS)

ENGLISH FOR HERITAGE LANGUAGE SPEAKERS (EHLS) PROGRAM

1.0 INTRODUCTION

1.1 The Defense Language and National Security Education Office (DLNSEO) requires contractor services to perform all critical functions in administering the English for Heritage

Language Speakers Program within its portfolio of National Security Education Program

(NSEP) initiatives.

2.0 BACKGROUND

2.1 Increasingly, the U.S. federal national security community is recognizing the need for professionals with higher levels of proficiencies in critical foreign languages. A great deal of effort has focused on addressing this need by assisting English speakers willing to develop foreign language skills. Nevertheless, there are numerous naturalized U.S. citizens who are native speakers of critical foreign languages, interested in working for the U.S. Federal

Government, and are simply in need of English language skill development.

2.2 The purpose of this contract is to administer the English for Heritage Language Speakers

Program (EHLS) Program under the David L. Boren National Security Education Act of

1991, as amended (Section 1901 et seq, Title 50, United States Code) (Boren Act).

2.3 The EHLS Program establishes and improves opportunities for U.S. citizens who are highly skilled native speakers of languages critical to national security to develop professional level

English skills (ILR Level 3). These individuals are required to seek and find employment in positions throughout the U.S. federal national security community as described in the Boren

Act.

2.4 Since 2005, the EHLS Program has developed the groundwork for such an initiative, and implemented the mechanisms necessary to insure programmatic success.

3.0 SCOPE The contractor shall provide the personnel, management and materials necessary to:

3.1 Administer, maintain, update, and implement the English for Heritage Language Speakers

Program.

4.0 REQUIREMENTS. The contractor shall :

4.1 Update Implementation Plans for the EHLS Program

4.1.1 Update a set of plans for the EHLS Program as well as qualifications and criteria necessary to achieve the goals. Assuming up to 20 EHLS scholars per year, these goals specifically will relate to the primary purposes of the program:

Enable professional-level speakers of a critical language to develop professional-level English skills, achieving Interagency Language Roundtable

(ILR) level 3 in reading, writing, speaking and listening

Prepare EHLS scholars to successfully fulfill the NSEP service requirement

4.1.2 Implement an overall program plan to work with one or more selected institutions of higher education and other organizations to fulfill program goals and objectives

4.1.3 Update a curricular plan that will meet the program goals and objectives along with two-year planning calendar

4.1.4 Confirm with NSEP which heritage languages are to be prioritized for recruiting scholarship applicants

4.1.5 Assess long term program goals, objectives, qualifications, and criteria, and revise as needed

4.2 Identify Institutions of Higher Education

4.2.1 In cooperation with DLNSEO, Identify qualified institution(s) of higher education to assist with the instruction and other activities of the EHLS Program as needed

4.3 Update and Conduct a National Recruiting Campaign

4.3.1 Update a plan that outlines the best ways to reach the respective language communities with information about the EHLS Program based on 4.1.4 with the goal of seating a class of 20 EHLS Scholars

4.3.2 Place advertisements for the EHLS Program in heritage community print and web-based publications, and heritage community web sites soliciting individuals to submit applications

4.3.3 Meet with heritage community members throughout the country to discuss the program and the application procedures

4.3.4 Maintain and update a central EHLS website, and a social media presence.

4.3.5 All EHLS related material must maintain consistent a message and appearance, and clearly acknowledge that it is a NSEP initiative

4.4 Administer Individual National Portable Scholarship Programs

4.4.1 Manage a scholarship application process:

Host and support an online system used to receive and process EHLS scholarship applications

Maintain a scholarship application database

4.4.2 Manage and maintain scholarship award documents until the scholarships are completed at which time digitized versions of the records are forwarded to

DLNSEO

4.4.3 Administer the scholarship selection process and award paperwork

4.4.4 Disburse monthly living stipend checks to no more than 20 scholars

4.4.5 Transfer digitized official records of EHLS scholars, including testing data, to

DLNSEO after the graduation of each year’s class, and destroy any remaining paper records. The contractor may retain student testing data and other information that is necessary to conduct historic and annual analysis for program planning.

4.5 Perform Language Testing

4.5.1 Conduct an informal language proficiency assessment of each applicant before the applications are competitively reviewed

Assess no more than 350 applicants each year

4.5.2 For applicants provisionally selected as EHLS Scholars, conduct formal Oral

Proficiency Interviews (OPI) in their native language and English, along with proficiency tests in English in reading, writing, and listening

The target for entrance scores is ILR level 3 or above in the native language

OPI, and at least ILR level 2 in all modalities of English

Assess 80 provisionally selected scholars each year and up to 10 alternates, or all who are provisionally selected if the number is smaller

4.5.3 Provide an exit examination in all modalities of English for EHLS Scholars who successfully complete the program

The target for the exit score is ILR level 3 for the ELPT

4.5.4 Use results of exit examination results to inform recruitment and program planning for the following year

4.6 Administer EHLS Programs

4.6.1 Implement and adapt curriculum, materials, and interim evaluation procedures leading to superior level (ILR Level 3) competence in English and familiarity of the Federal government job search process assuming a class of 20 EHLS Scholars

4.6.2 Provide classrooms and instruction for students to interact with materials in an intensive and immersed environment with English

4.6.3 Conduct formative and summative program evaluation

4.6.4 Track job placement of scholarship recipients based on information provided by

NSEP

4.6.5 Update, maintain, and manage relationships with federal agencies and personnel contributing to instructional activities

4.6.6 Provide logistical support for the annual capstone project symposium, and an annual graduation ceremony

Reserve locations for the events to be held

Provide sound support and presentation equipment

Record the events via video (symposium) or photography (graduation)

4.7 Manage, Monitor, Disburse and Report on EHLS Program Funds

4.7.1 Manage the disbursement of funds to grant award recipients and to any subcontractor

4.7.2 Maintain a separate financial account to monitor disbursement of funds

4.8 Disseminate Results

The contractor shall work closely with the NSEP and the higher education community and related academic communities to insure national dissemination of EHLS Program results.

4.8.1 Update a dissemination plan

4.8.2 Attend two national conferences for, and produce related academic presentations and publications per funding period

Appropriate conferences to attend include the Teaching of English to Speakers of Other Languages (TESOL), the American Council on the Teaching of

Foreign Languages (ACTFL), the American Association of Applied Linguists

(AAAL) or others as approved by DLNSEO

4.8.4. Provide information and guidance to other federal agencies seeking to improve the English language proficiency of their personnel (no travel outside the DC area required)

4.8.5. Assist NSEP in fostering a partnership between the EHLS Program and the

Defense Language Institution English Language Center (DLIELC) where both organizations can glean best practices from the other by participating in quarterly conferences calls and providing existing EHLS Program materials as requested

4.8.6. All dissemination activities and materials must clearly acknowledge that the

EHLS Program is a NSEP initiative

4.9 Develop and Deliver Reports

4.9.1 Provide annual report

Develop an annual plan that outlines the program for the upcoming program year including the IHE partnership, recruiting, testing, program logistics, and dissemination outputs (Paragraph 4.1-4-8)

Provide comprehensive and comparative summary of Language Testing

(Paragraph 4.5)

Develop an annual EHLS Program instructional plan with higher education institutional partners along with a two-year calendar

Compare previous year results to program plans, and any related program changes

4.9.2 Provide quarterly reports

Develop a quarterly summary of the administration of the EHLS Program activities including a comparison of the goals and objectives outlined in

Paragraph 4.1 with actual results

Report quarterly update and EHLS scholars’ service results (Paragraph 4.6)

Report quarterly about how funding is being used to administer and implement the EHLS Program (Paragraph 4.7)

Report quarterly on the execution of dissemination plan (Paragraph 4.8)

Reports due on the same schedule may be combined.

5.0 DELIVERABLE SCHEDULE

Deliverable Delivery Date

Paragraph 4.4 – Scholarship

Applications Process

4.4.5. Transfer Official Records Transfer of EHLS Scholars’ official records no later than six month following graduation.

Paragraph 4.9 - Reports

4.9.1 Provide annual report First draft sent to NSEP no later than

01 Oct for the following program year, and after NSEP review, produce final product no later than 01 Jan

4.9.2. Provide quarterly report Quarterly updates starting on day 30 through to the end of each funding period

Paragraph 6.0 – Contractor

Manpower Reporting

NLT 31 Oct each calendar year

* Dates are specified in calendar days. When needed, the contractor will receive comments from NSEP within 10 – 15 business days.

6.0 CONTRACTOR MANPOWER REPORTING

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the DLNSEO via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs

October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. Contractors may direct questions to the help desk at help desk at: http://www.ecmra.mil.

7.0 CONTRACTOR TRAVEL

The contractor shall annually attend two national conferences to disseminate EHLS Program results, conduct two site visits to DLIELC [not sure I want this here], and shall execute the national recruiting plan. Contractor costs for Government authorized travel are included in this contract. All travel shall be in accordance with FAR 31.205-46 and applicable travel regulations

(Joint, Federal or Standardized). Contractor payment claims shall include applicable documentation to support actual costs incurred (e.g. airfare and hotel/lodging receipts) as well as any receipts valued at or above $75.00. Failure to provide appropriate documentation may result in loss of reimbursement of travel expenses.

http://www.ecmra.mil/ http://www.ecmra.mil/

8.0 SECURITY

Establish appropriate administrative, technical, and physical safeguards to protect any and all nonpublic Government data to ensure the confidentiality, integrity, and availability of government data. The Contractor and all Contractor personnel with access to or responsibility for nonpublic Government data under this contract shall:

8.1.1 Comply with:

DoD Instruction (DoDI) 8500.1, Cybersecurity

The Privacy Act (5 U.S.C. 552a)

DoD 5400.11-R, and DoD Directive 5400.11, DoD Privacy Program

DoD 6025.18-R, DoD Health Information Privacy Regulation

DoD 5200.2-R, Personnel Security Program

HSPD-12, Homeland Security Presidential Directive.

9.0 GOVERNMENT FURNISHED PROPERTY/EQUIPMENT/INFORMATION

(GFP/GFE/GFI)

The Government will provide historical language proficiency and demographic data on each of the program graduates.

10.0 QUALITY CONTROL

The contractor shall implement and maintain a Quality Control Plan (QCP) to ensure work performed conforms to the scope of work and meets the requirements under this PWS. The QCP shall, at a minimum provide a method for performing inspections; identifying, correcting and preventing problems/defective service; addressing customer complaints, and improving the quality of services over the life of the contract.

11.0 QUALITY ASSURANCE

11.1 The Government reserves the right to perform inspections and surveillance to evaluate the Contractor’s compliance to the contract terms and performance of the requirements in the

PWS. The Government will make every effort to ensure that the surveillance methods described below are conducted in an objective, fair, and consistent manner.

11.1.1 Periodic Surveillance. This action occurs when the COR or other Government official observes a deficiency. Examples include evidence from accidents, incidents, or delays. Regardless of where in the line-of-duty the COR observes contractual procedures not being followed, he/she has an obligation to document and report the deficiency to the Contracting Officer.

11.1.2 Customer Complaint Surveillance. This action is instituted when the COR receives a complaint from a stakeholder regarding contractor service. The COR will obtain the complaint in writing and then conduct an investigation to determine its validity. If the complaint is deemed valid, the COR will immediately notify the contracting Officer for action. The COR will notify both the Contract

Manager and the complainant of the Government’s response to their complaint.

11.2 Contract Discrepancy Report (CDR). In the event of unsatisfactory contractor performance, the COR or CO will issue a CDR that will explain the circumstances and findings concerning the incomplete or unsatisfactory service. The contractor shall acknowledge receipt of the CDR and respond in writing as to how he/she shall correct the unacceptable performance and avoid a recurrence. The Government will review the contractor's corrective action response to determine acceptability and will use any completed

CDR as part of an overall evaluation of Contractor performance when determining present or future contractual actions.

12.0 APPLICABLE DOCUMENTS

Document Web link

DoDI 8582.01, Security of Unclassified

DoD Information on Non-DoD Information

Systems www.dtic.mil/whs/directives/corres/pdf/858201p.pdf

DoD 5200.2-R, Personnel Security

Program http://www.dtic.mil/whs/directives/corres/pdf/520002 r.pdf http://www.dtic.mil/whs/directives/corres/pdf/858201p.pdf http://www.dtic.mil/whs/directives/corres/pdf/520002r.pdf http://www.dtic.mil/whs/directives/corres/pdf/520002r.pdf