ProjectGOLTC_Amd_1.pdf

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 1449 - CONTINUATION SHEET

SOLICITATION/CONTRACT FORM

The required response date/time has changed from 16-Dec-2022 12:00 PM to 06-Jan-2023 12:00 AM.

The following have been modified:

ADDENDUM TO FAR 52.212-1

ADDENDUM to FAR 52.212-1 Instructions to Offerors – Commercial Items

The following provisions are incorporated into 52.212-1 as an addendum to this solicitation. To assure timely and equitable evaluation of proposals, Offerors must follow the instructions contained herein. Failure to follow these instructions may result in immediate elimination of an Offeror’s proposal from contract award consideration.

Proposals must be complete, self-sufficient, and respond directly to the requirements of this solicitation. Any required items missing from the solicitation, may result in the offer being considered non-responsive and not be considered for award. The proposal should not simply rephrase or restate the Government's requirements, but rather shall provide convincing rationale to address how the Offeror intends to meet these requirements. Offerors should note the following important information regarding proposal submission:

1. SAM: Any Offeror that submits a proposal in response to this solicitation must be registered in the System for Award Management (SAM) in accordance with FAR Clause 52.232-33 and DFARS Clauses 252.201-

7000 and 252.204-7004 Alt A, prior to contract award. Registration information can be found at https://www.sam.gov.

2. Communication: Solicitation information and amendments will be posted to SAM website at https://www.sam.gov. Offerors may email written questions requesting clarification of the RFP to the

Contract Specialist, Mr. Joel Auer at Joel.D.Auer.civ@mail.mil and the Contracting Officer, Nathan

Shumway at James.N.Shumway.civ@mail.mil. No information concerning this RFP or requests for clarification will be provided in response to telephone calls. Questions will be received up to 12:00 PM

Eastern Standard Time (EST) on November 30, 2022.

3. Proposal Submissions: All proposal submissions in response to this solicitation must be received no later than 3:00 PM Eastern Standard Time (EST) on January 06, 2023.

Proposals shall be submitted electronically to the following:

Joel Auer, Contract Specialist

Joel.D.Auer.civ@mail.mil

Nathan Shumway, Contracting Officer

James.n.shumway.civ@mail.mil

(i) Volume 1: BUSINESS AND PRICE (FACTOR 3). At a minimum, include:

(1) The solicitation number;

(2) The time specified in the solicitation for receipt of offers;

(3) The name, address, and telephone number of the offeror;

(4) Terms of any express warranty;

https://www.sam.gov/ https://www.sam.gov/ mailto:Joel.D.Auer.civ@mail.mil mailto:James.n.shumway.civ@mail.mil

(5) Price and any discount terms;

(6) “Remit to” address, if different than mailing address;

(7) A completed copy of the representations and certifications at FAR 52.212-3 (see FAR

52.212-3(b) for those representations and certifications that the offeror shall complete electronically);

(8) Acknowledgment of Solicitation Amendments;

(9) If the offer is not submitted on the SF 1449, include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representations or information, or reject the terms and conditions of the solicitation may be excluded from consideration.

(10)Price Proposal: The Offeror shall review the detailed requirements of the solicitation and propose prices based upon the provided information. Provide a completed Schedule that includes a Unit Price and Total

Amount for each CLIN (except for all NTE Travel CLINs). The Offeror shall submit supporting documentation to the prices proposed in the Schedule in a contractor format pricing sheet. The pricing sheet shall include proposed labor categories with a description of each labor category to include experience and skill level of proposed personnel, the proposed number of labor hours, and fully burdened labor rates for the base and all options. Additionally, the offeror is reminded that FAR Clause 52.216-31 is in use for T&M

CLINs and must specify whether fixed hourly rates for each labor category apply to labor performed by thhe offeror, subcontractors, and/or divisions, subsidiaries, or affiliates of the offeror under a common control. A breakdown of Other Direct Costs (ODCs) shall also be provided.

Optional six (6) month period of performance utilizing FAR 52.217-8: The Government may require continued performance of any services within the limits and at the rates specified in the contract. The optional six (6) month period of performance utilizing FAR 52.217-8 shall be evaluated by DHRA. For evaluation purposes this optional six month period shall be priced at the forth option year of the Offeror’s proposed price. Offeror

SHALL NOT submit a price for the potential six month extension of services against this solicitation.

(ii) Volume 2: TECHNICAL (FACTOR 1) - The total page count for this volume shall not exceed 45 single-sided pages, inclusive of any table of contents, appendices, attachments, etc. The Government will only review up to the 45th page of this volume, therefore, any pages beyond will not be evaluated. The Subcontracting plan is excluded from the Technical approach 45-page count. This volume shall include:

Subfactor 1: Technical Approach and Methodology. The Offeror must describe and demonstrate the offeror's understanding of the requirement by explaining the offeror’s assessment of the objectives to be accomplished and presenting the offeror’s methodology for accomplishing the required contract performance, which must include how the offeror proposes to satisfy the performance requirements involved under the PWS, the need for the government to develop a national capacity in critical foreign language skills, the planned execution of the project and the offeror’s solutions for any assessed performance challenges.

Subfactor 2: Staffing Plan. The Offeror will provide its staffing plan and demonstrate how it will support their technical approach by providing labor categories, experience and skill level of proposed personnel, labor hours, and a crosswalk to the PWS requirements. The staffing plan shall identify the relevant experience/ qualifications that each personnel proposed to perform under the contract possess in addition to their responsibilities and authority.

Subfactor 3: Grant Administration process. The Offeror shall provide a detailed outline on its Grant administration process. The Offeror shall describe its process for running complex Grant competitions and monitoring and tracking the distribution of Grant funding to Institutes of Higher Education (IHE) in accordance with PWS section 4.0. Specifically, the Offeror shall address:

i. How it will administer Reserve Officers

ii. Training Corps (ROTC) Project Global Officer (GO) and Language Training

Center (LTC) programs, including developing and updating plans to award institutional grants as subawards to selected institutions of higher education that oversee the development and implementation of the ROTC Project GO and LTC programs.

iii. How it will award and support grant subawards for the ROTC Project GO and LTC Program in accordance with the Defense Grant and Agreement regulations, DoD Directive 3210.6-R.

iv. Its process for overseeing ROTC Project GO language assessments of

ROTC students.

v. Its plan for outreach to potential institutions of higher education and other partners for ROTC Project GO and LTC programming.

Subfactor 4: Small Business Subcontracting Plan (The Subcontracting plan is excluded from the overall page count). The Small Business Subcontracting Plan shall adhere to the format outlined in FAR 52.219-9. The

Government will review and evaluate the subcontracting plan proposed to ensure that it reflects robust goals and efforts. Small business utilization is vital and expected, and vendors should strive to provide maximum practicable opportunities (the DoD subcontracting goal is 32.2%).

The plan should include detailed explanation of the complexity of the work small businesses will perform, the nature of current and future plans your company has for developing subcontracting opportunities for small business concerns during the contract performance, plans that target opportunities to vendors in small business sub-categories in all tiers (small and disadvantaged, HUBZone, Woman-Owned, Service Disabled Veteran-Owned).

(iii) Volume 3: FACTOR 2 - Past Performance (limited to 3-4 pages per past performance reference 20 pages total). At a minimum, include:

Offerors shall submit no more than three relevant, recent, past performance references with their offer. All references shall address current projects or those completed within the last five years. Past performance of the

Prime, Subcontractors, and as a prime under a cooperative agreement will be considered Multiple task orders on a single contract will NOT be considered as multiple past performance references rather they will be considered one past performance reference. Past performance references can include commercial and/or Government work. For each reference, the offeror shall complete and submit a Past Performance Relevancy Questionnaire (PPRQ) in enclosure 3:

Name, email, and telephone numbers for points of contact

Project Name

Date of Contract

Type of Contract

Dollar Value of Contract

Period of Performance

Description of services/supplies provided

Description of the relevance to the current requirement being solicited

Copies of eSRS reporting (when a Small Business Subcontracting Plan was required by the contract) to demonstrate past commitment and success with small business participation

Offerors are advised that the Government may use all data provided by the Offeror in this proposal and data obtained from other sources, including, but not limited to, other DHRA contracts and information from

Government repositories (e.g., CPARS, PPIRS, etc.). Past Performance information on contracts not listed by the offeror, or that of planned subcontractors, may also be evaluated. The Government may contact references provided by the offeror, as well as any other source it identifies, and information received may be used in the evaluation of the Offeror’s Past Performance. While the Government may elect to consider data obtained from other sources, the burden of providing current, accurate, and complete Past Performance information rests with the offeror.

The offeror must indicate if it has no past performance. In this case, the offeror will not be evaluated favorably or unfavorably on past performance and will be assigned a rating of Neutral Confidence.

Past Performance Questionnaire (PPQ): The offeror must send a Past/Present Performance Questionnaire

(Enclosure 3) to their references. It is the responsibility of the offeror to ensure questionnaires are submitted and received by the proposal submission due date. Offerors will not receive copies of the questionnaires, they are submitted directly to the Contracting Office, as outlined on the PPQ.

(c) Period of acceptance of offers.The offeror agrees to hold the prices in its offer firm for 120 days from the date specified for receipt of offers.

The following paragraphs are added:

(m) Offerors are cautioned that “parroting” of the PWS with a statement of intent to perform does not reflect understanding of the requirement or capability to perform. The Government will evaluate the offeror’s proposal for typographical and grammatical errors to determine the offeror’s understanding of the importance and ability to provide error-free documents that reflect well on a communication services provider’s creative and outreach materials.

(END OF INSTRUCTIONS TO OFFERORS)

ADDENDUM TO FAR 52.212-2

Enclosure 1: Addendum to FAR 52.212-2, Evaluation-Commercial Items

1.0 Basis of Award

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors, in descending order of importance, shall be used to evaluate offers:

• Technical

• Past Performance

• Price

Technical and Past Performance, when combined, are significantly more important than Price.

(b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the

Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

(d) The Government intends to evaluate proposals and make award without discussions. However, the Government reserves the right to hold discussions, at the sole discretion of the Source Selection

Authority (SSA). The Government will evaluate all proposals in accordance with FAR 15.305(a), and, if discussions are to be conducted, establish the competitive range comprised of all the most highly rated proposals, unless the range is further reduced for purposes of efficiency.

2.0 TECHNICAL EVALUATION (FACTOR 1).

2.1 The purpose of the technical factor is to assess the offeror’s proposed approach, as detailed in its proposal, to satisfy the Government’s requirements. There are many aspects which may affect an offeror’s ability to meet the solicitation requirements to include technical approach, risk, management approach, personnel qualifications, facilities, small business subcontracting and others. The evaluation of risk is related to the technical assessment.

2.2 Risk assesses the degree to which the offeror’s proposed technical approach for the requirements of the solicitation may cause disruption of schedule, increased costs, degradation of performance, the need for increased

Government oversight, or the likelihood of unsuccessful contract performance. Risk will be assessed as part of the technical factor rating.

2.3 Any proposal receiving a rating of “Unacceptable” is deemed to have a risk that is so high that award cannot be made against the proposal and the proposal will not be further evaluated.

2.4. A color and adjectival rating will be assigned, in accordance with DoD Source Selection Procedures paragraph

3.1.2.2, Table 1, to evaluate the offeror’s proposed approach and the degree to which it demonstrates an understanding of the requirements through an assessment of the proposal’s strengths, deficiencies, weaknesses, significant weaknesses, and risk. Technical will be rated at the Factor Level, subfactors will be separately evaluated but will not be separately rated.

TECHNICAL RATINGS

Color Rating Rating Definition

Blue Outstanding Proposal demonstrates an exceptional approach and understanding of the requirements, contains multiple strengths and/ or at least one significant strength, and risk of unsuccessful performance is low.

Purple Good Proposal demonstrates a thorough approach and understanding of the requirements and contains at least one strength or significant strength, and risk or unsuccessful performance is low to moderate.

Green Acceptable Proposal meets requirements and indicates an adequate approach and understanding of the requirements, and risk of unsuccessful performance is no worse than moderate.

Yellow Marginal Proposal has not demonstrated an adequate approach and understanding of the requirements, and/ or risk or unsuccessful performance is high.

Red Unacceptable Proposal does not meet requirements of the solicitation and, thus, contains one or more deficiencies and is unawardable, and/ or risk of performance is unacceptably high. Any proposal receiving this rating will not be further evaluated.

2.4.1. Subfactor 1: Technical Approach and Methodology. The Government will evaluate the offeror’s proposed technical approach and methodology for completeness, and to determine the offeror’s understanding of, and ability to successfully accomplish, the requirements of the PWS.

2.4.2 Subfactor 2: Staffing Plan. The Government will evaluate how the offeror’s staffing plan supports their technical approach by reviewing labor categories, experience and skill level of proposed personnel, labor hours, and the crosswalk to the PWS requirements.

2.4.3 Subfactor 3: Grant Administration process. The Government will evaluate Offeror’s Grant administration process. The Government will evaluate the Offerors ability to run complex Grant competitions while monitoring and tracking the distribution of Grant funding to Institutes of Higher Education (IHE).

2.4.4 Subfactor 4: Small Business Subcontracting Plan. The Government will evaluate the Offeror’s subcontracting plan to ensure that it reflects robust goals and efforts. Small business utilization is vital and expected, and vendors should strive to provide maximum practicable opportunities (the DoD subcontracting goal is 32.2%). The Small Business

Subcontracting Plan shall adhere to the format outlined in FAR 52.219-9.

3.0. PAST PERFORMANCE (FACTOR 2). The Government will evaluate the Offeror’s past performance information to assess the relevance and quality of past performance in order to assess the probability of the offeror successfully meeting the total requirements as described in the RFP and its attachments. The Government will evaluate past performance that is recent and relevant to the acquisition requirements. Past Performance references that are not determined to be recent (within the last five (5) years of the published date of the solicitation) will not be evaluated. Past performance is an indicator of future performance. The assessment will include performance history of the entire contractor team and will focus on the overall quality of the product/service, adherence to required schedules, conduct of business relations, effectiveness of financial and resource management, and any other additional information pertaining to the performance history.

3.1. Potential sources of performance data are Government sources such as the Past Performance Information Retrieval

System (PPIRS), SAM.gov, Federal Awardee Performance and Integrity Information System (FAPIIS), questionnaires, and/or non-Government sources, such as commercial past performance references submitted by an offeror.

3.2. References will first be evaluated for recency. Recency refers to the state or quality of being current. The more recent the contract, the greater the likelihood that the offeror has the capacity to perform in a like manner. Recent is defined as performance that has occurred within 5 years from the date of RFP. Past performance that is not determined recent, will not be considered.

3.3 Recent references will be evaluated to determine relevancy. Relevance is defined in the following table:

PAST PERFORMANCE RELEVANCY RATINGS

Rating Definition

Very Relevant Present/ past performance effort involved essentially the same scope and magnitude of effort and complexities this solicitation requires. Magnitude is defined as Present/Past performance effort for Grant Management, demonstrating experience managing grants with a total value of $20M per year in accordance with PWS Section 4.0.

Relevant Present/ past performance effort involved similar scope and magnitude of effort and complexities this solicitation requires. Magnitude is defined as Present/Past performance effort for Grant Management, demonstrating experience managing grants with a total value of $10M-$20M per year in accordance with PWS

Section 4.0.

Somewhat

Relevant

Present/ past performance effort involved some of the scope and magnitude of effort and complexities this solicitation requires.

Magnitude is defined as Present/Past performance effort for Grant Management, demonstrates experience managing grants with a total value of $1M-$10M per year in accordance with PWS Section 4.0.

Not Relevant Present/ past performance effort involved essentially the same scope and magnitude of effort and complexities this solicitation requires. Magnitude is defined as Present/Past performance effort for Grant Management, demonstrates no experiencing managing grant programs, demonstrates experience managing grants with a total value under $1M per year in accordance with PWS Section 4.0.

3.5 Recent and Relevant past performance will be evaluated and assigned a Confidence Assessment Rating. The Past

Performance Evaluation results in an assessment of the offeror’s probability of meeting the solicitation requirements, based on past performance information of the prime contractor and proposed subcontractors. The Performance Confidence

Assessment rating is assessed as an overall factor after evaluating aspects of the offeror’s recent past performance, focusing on performance that is relevant to the technical factors and cost or price.

One of the following ratings will be assigned at the Past Performance Factor level.

PERFORMANCE CONFIDENCE ASSESSMENTS RATINGS

Rating Description

Substantial Confidence Based on the offeror’s recent/relevant performance record, the Government has a high expectation that the offeror will successfully perform the required effort.

Satisfactory Confidence Based on the offeror’s recent/relevant performance record, the Government has a reasonable expectation that the offeror will successfully perform the required effort.

H9821023R0007

Neutral Confidence No recent/relevant performance record is available or the offeror’s performance record is so sparse that no meaningful confidence assessment rating can be reasonably assigned.

The offeror may not be evaluated favorably or unfavorably on the factor of past performance.

Limited Confidence Based on the offeror’s recent/relevant performance record, the Government has a low expectation that the offeror will successfully perform the required effort.

No Confidence Based on the offeror’s recent/relevant performance record, the Government has no expectation that the offeror will be able to successfully perform the required effort.

3.6. Price Evaluation. (FACTOR 3) Price factor will not be assigned an adjectival rating however they will be reviewed to determine whether they are fair and reasonable. An Optional six (6) month period of performance utilizing FAR 52.217-8 will be calculated using half of the option four contract pricing. The Government will utilize this pricing for evaluation purposes only and will be utilized to determine if the total pricing is fair and reasonable.

(END OF ADDENDUM TO 52.212-2)

PERFORMANCE WORK STATEMENT

PROJECT GLOBAL OFFICER-LANGUAGE TRAINING CENTER PROGRAM

2023-2028 Performance Work Statement

Defense Language and National Security Education Office

1.0 INTRODUCTION

1.1 The Defense Language and National Security Education Office (DLNSEO) requires management and administrative services to support DLNSEO’s Reserve Officers’ Training

Corps (ROTC) Project Global Officer (GO) and Language Training Center (LTC) programs.

These two grant programs represent an important cornerstone in building a comprehensive, integrated approach toward increasing and sustaining language skills, regional expertise, and cultural capabilities within DoD. Additionally, the National Defense Strategy (NDS) published in January 2018 emphasized the need to strengthen alliances and attract new partners. Having language and cultural skills in the federal workforce to support allied and partner interoperability supports one of the pillars of the defense strategy and these two programs provides that capability within DoD.

2.0 BACKGROUND

2.1 The purpose of this requirement is to administer and provide management for the

ROTC Project GO and LTC Programs, as required by the National Defense Authorization Act

(NDAA) of 2006, P.L. 109-163, Section 535 to promote foreign language skills among members of the ROTC and NDAA 2010, Section 529 to establish language training centers for members of the Armed Forces and civilian employees of the Department of Defense.

2.2 Since 2004, the Department of Defense (DoD) has led a national effort to address serious national shortfalls in foreign language expertise. The DoD Language Transformation

Roadmap (DLTR) published in 2005 outlines an important series of steps to ensure that foreign language capability and regional area expertise are developed and maintained as strategic assets. The publication of the DoD Strategic Plan for Language Skills, Regional

Expertise, and Cultural Capability in 2011 reinforced the importance of language, culture, and regional expertise as essential to mission readiness in today’s dynamic global environment.

2.3 ROTC Project GO was established in 2007 to promote strategic, foreign language education, study abroad, and intercultural exposure among ROTC students. The program’s goal is to develop future military officers for all the Services who possess the necessary linguistic and cross-cultural communication skills required for effective leadership in the 21st century operational environment. After the publication of the DLTR, Project GO was mandated in the Program Decision Memo (PDM) dated December 20, 2005, “to award three-year grants at 50 select ROTC schools to promote the development of language programs in immediate investment and strategic stronghold languages.” ROTC Project GO functions by providing grants to U.S. institutions of higher education with large ROTC enrollments, including the Senior Military Colleges. In turn, these institutions provide language and culture training for ROTC students across the Services, funding domestic and overseas ROTC language programs and scholarships.

2.4 The LTC Program was established in 2011 to increase the number of Active Component, National Guard, Reserve Component, ROTC students, and DoD civilians with language skills, regional expertise, and cultural capabilities. All LTCs provide beginning to advanced language and cultural programming necessary to accommodate the various needs of the members of the Armed Forces, including Reservists, National Guardsmen, ROTC students, and DoD civilian employees. As in the ROTC Project GO Program, all LTC participants will be enrolled as students of the host higher education institution, and will register for and may earn college credits as participants in the courses provided by the LTC.

3.0 SCOPE

3.1 The Contractor shall provide the management and administrative services to support

DLNSEO’s ROTC Project Global Officer (GO) and Language Training Center (LTC) grant programs.

3.2 ROTC Project GO is an opportunity for Army, Naval and Air Force ROTC students to study strategic languages domestically or study abroad during the summer. Selected institutions of higher education receive a ROTC Project GO grant to implement the program. Grant funding supports direct student scholarships, language instruction, program coordinators, language instructors, curriculum development, and outreach initiatives to support existing language programs. It is anticipated that Project Go will issue 35 grants per year with an estimated value not to exceed $15,000,000 per contract year.

3.3 LTCs are U.S. institutions of higher education that have taken on the challenge to help meet the operational training needs of DoD. Selected institutions of higher education receive a LTC grant to implement the program. Each LTC has an institutional capacity to deliver specific and specialized language, regional expertise and culture training through various traditional and non-traditional delivery methods. The LTCs develop and maintain relationships with DoD organizations or agencies to determine and serve training needs. The training they receive through this program will develop and sustain a critical skill set that will support national security objectives. It is anticipated that 15 LTC grants will be issued per year with an estimated value not to exceed $20,000,000 per contract year.

3.4. DLNSEO utilizes a business model that includes substantial government oversight of program activities associated with this requirement, including the following:

• Provides guidance in the execution of major program components including contingency measures in the case of regional or global crises, and provides concurrence as necessary.

• Reviews all recruitment and publicity materials prior to publication, including the program website, and brochures.

• Reviews and approves all institutional subaward documentation, subaward terms and conditions, operational guidelines, and other key program documents.

• Collaborates on publicizing the ROTC Project GO and LTC Program in coordination with other DLNSEO sponsored programs, as appropriate.

• Reviews and approves recruitment strategy and selection process. Advises on outreach and programming for ROTC students. Provides specific eligibility guidelines for use in the Project GO application process.

• Drafts solicitations and approves funding guidelines of subaward partners. Observes institutional grant selection panels.

• Provides consultation and approval for Project GO and LTC Program technical assistance meetings, including agenda, topics, and content.

• Reviews implementing organizations' program descriptions and program plans/schedules including plans for language instruction, cultural enrichment activities, and co-curricular activities if needed.

• Monitors and evaluates the grant sub-awardees with the Contractor by conducting virtual and in-person site visits.

• Reviews and concurs on general program location, and host language institution or school.

• Approves all final grant competition funding decisions.

• Provides guidance for the students’ pre- and post-program standardized testing of participants' language proficiency.

• Liaises with appropriate DoD components on behalf of Project GO and LTC Program.

• Consults on participant support issues and concur on all participant early returns from the program.

• Reviews and approves modifications to program locations, placement numbers, or program structure.

• Facilitates cooperation with other federally-supported programs aimed at critical language learning and studying abroad.

• Collaborates on and participates in the annual Project GO and LTC technical assistance meeting.

• Consult on alumni activities and follow-up events.

4.0 REQUIREMENTS

The contractor shall: Support the ROTC Project GO and LTC Program.

4.1 Administer ROTC Project GO and LTC Programs

4.1.1 The Contractor shall develop and annually update plans to award institutional grants as subawards to selected institutions of higher education that oversee the development and implementation of the ROTC Project GO and LTC Programs. The current grant year for

ROTC Project GO is 1 September – 30 August and LTC Program is 1 June – 31 May. The

Contractor will facilitate and finalize subaward renewals with DLNSEO on the anniversary date of each grant’s original award within the confines of Code of Federal Regulations (CFR)

Title 2 / Part 200 (Grants and Agreements). The plan shall ensure that all grants are officially awarded within 60 days of the DLNSEO Director’s funding approval for the grant. The

Contractor shall track and plan for the annual grant awarding and renewal cycle.

4.1.2 The Contractor shall publish institutional grant solicitations to grants.gov after DLNSEO review, coordinate the independent merit-review process for proposals, and make recommendations for institutional grant awards. The proposal evaluation report will be submitted to DLNSEO two weeks after the merit review panel meeting. The open competitions for the ROTC Project GO and LTC Program are for multi-year grant periods up to three years. After the DLNSEO’s Director approves subawards, the Contractor shall facilitate the binding agreement within the confines of § 200.216. The Contractor shall also support and process renewal documents for ongoing multi-year grant awards approved under the prior cooperative agreement (list provided by a DLNSEO Program Manager).

4.1.3 The Contractor shall use electronic and social media to promote ROTC Project GO and the

LTC Program to potential students and to potential applicant institutions of higher education.

Specifically, the Contractor shall:

• Host, maintain and upgrade an online student application system for ROTC Project GO.

The application shall include all information necessary to conduct the program, including but not limited to applicant demographics on the applicant, academic standing records, ROTC status, and academic and ROTC commander recommendation requirements.

• Host all online student application processes for ROTC Project GO.

• Be responsible for preparing and making available all application materials online, including brochures and other print information for outreach purposes.

4.1.4 The Contractor shall support grant subawards for ROTC Project GO and LTC Program in accordance with the Defense Grant and Agreement Regulations, DoD Directive 3210.6-R, and the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for

Federal Awards, 2 CFR 200 (referred to as the Office of Management and Budget – OMB

Super Circular).

4.1.5 The Contractor shall review, edit, and deploy a safety and security briefing to all ROTC

Project GO students in advance of their overseas travel, and provide them with post program resources when students return to the United States upon completion of their overseas study.

The review shall be in coordination with DLNSEO and will be based on changes in overseas security environment.

4.1.6 The Contractor shall coordinate with all overseas program providers to monitor all ROTC

Project GO students while they are overseas and report to DLNSEO Program Manager on safety and security concerns, including travel requests and health and safety issues.

4.1.7 The Contractor shall update and implement a plan for overseeing ROTC Project GO language assessments of ROTC students. This includes assuring the ongoing maintenance of proficiency assessment instruments and assessment delivery mechanisms that support the

ROTC Project GO mission to measure foreign language proficiency. The Contractor’s plan shall address and include strategies for providing expertise in proficiency assessments, overseeing the development and administration of assessments, and capturing assessment results and analyzing them to meet legislative requirements for assessment outcome reporting.

The Contractor shall provide the analysis and findings of the Project GO proficiency data to

DLNSEO no later than 90 days after completion of a grant year.

4.1.8 The Contractor shall ensure data/information of all Project GO students are recorded and updated in the student certification database managed by DLNSEO. This shall include analysis of the data within the system to demonstrate program results and effectiveness. LTC participants’ information to include language proficiency scores will be tracked and recorded separately.

4.2. Conduct Program Outreach.

4.2.1 The Contractor shall develop and implement plans for outreach to potential institutions of higher education and other partners for ROTC Project GO and LTC programming, with contributions from DLNSEO Program Manager.

4.2.2 The Contractor shall develop and maintain lists of institutions of higher education contacts and potential partner contacts for grant opportunity and grant award announcements.

4.2.3 The Contractor shall develop and maintain a website exclusively to ROTC Project GO and a website for the LTC Program. The ROTC Project GO website will include a central application system where students can apply for domestic and overseas programs. Please refer to the ROTC Project GO website at https://www.rotcprojectgo.org/ and LTC website https://www.dodltc.org/ for website information.

4.2.4 The Contractor shall provide support in editing and printing of ROTC Project GO and LTC brochures and multi-media materials for promotional outreach and recruitment. Program brochures in paper for distribution to stakeholders, educators and students interested in ROTC

Project GO and LTC programs, and a soft-copy versions that can be distributed electronically by November 1 each year. Multi-media materials include developing and editing alumni video clips to be used for outreach.

4.2.5 The Contractor shall conduct quarterly webinars for grantees on technical assistance topics to be determined in consultation with the DLNSEO Program Manager.

4.3 Monitor and Assess Programs.

4.3.1 Together with DLNSEO Program Manager and in coordination with each grantee institution, the Contractor shall monitor and assess activities to ensure that institutional grantees are meeting program goals and implementing funded program activities. The Contractor shall also prepare grant program data reports by October 15 for the NSEP Annual Report to

Congress, and 30 days before the ROTC Project GO and LTC annual meetings and as requested by DLNSEO up to quarterly.

4.3.2 The Contractor shall coordinate up to 10 site visits to U.S. institutional grantees for ROTC

Project GO and LTC Program for monitoring per year together with DLNSEO staff and independent peer reviewers to observe the technical performance of these grant programs.

4.3.2.1 The Contractor shall also support additional domestic program site visits for additional monitoring or audit purposes, and support visits to each overseas site at least twice during the grant cycle. Overall, the Contractor shall participate in 10 annual domestic grant technical performance review trips (CONUS), and two overseas trips (OCUNUS) per year.

4.3.2.2 The Contractor shall provide DLNSEO with data on the program prior to each site visit which includes annual and semi-annual reports, financial data, and fact sheet and provide local transportation support for these site visits as needed.

4.3.2.3 The Contractor shall also host telephone and virtual meetings with individual grantees and the

DLNSEO Program Manager for program monitoring, technical assistance, and program policy guidance.

https://www.rotcprojectgo.org/ https://www.rotcprojectgo.org/ https://www.dodltc.org/ https://www.dodltc.org/

4.3.3 The Contractor shall support the requirement for ROTC Project GO students to comply with using the Student Certification System (SCS) provided by DLNSEO, and ensure that all records are current for student participants. This will include analysis of the data within the systems to demonstrate program results and effectiveness. The Contractor shall also provide staffing and assistance in the review and correction of data within SCS, and make recommendations to improve data transfer, storage, and retrieval. Finally, the Contractor shall conduct trend analysis of the data from these systems, and provide to DLNSEO for program planning.

4.3.4 The Contractor shall plan, coordinate and execute an annual ROTC Project GO and LTC

Program technical assistance meeting, and consult with DLNSEO on the agenda and logistics for a meeting of up to 100 personnel for ROTC Project GO and 50 personnel for LTC

Program. The Contractor shall cover travel expenses for its staff and consultants. Grantees will have support for attendance included in their awards. The Contractor shall ensure that all expenses are in conformance with 2 CFR Part 200, Subpart E -Cost Principles.

4.3.5 The Contractor shall conduct orientation seminars for new institutional grantees within 120 days after grant award date. Orientation seminar topics include program goal, timeline of activities, outreach and recruitment, student application and selection process, student eligibility requirements, pre-departure orientation, overseas program management, assessment policy, DLNSEO Student Certification System (SCS) database and participation in the annual meeting.

4.3.6 The Contractor shall annually develop and implement a plan 90 days before the start of a grant award, and report at least twice from May-August during the grant year on ROTC

Project GO overseas program activities that addresses the following:

• ROTC Project GO students’ language progress, personal and professional goals, safety and security concerns, and health and safety issues.

• Activating a crisis intervention protocols for ROTC students encountering difficulties overseas, including resources for issues involving mental health, physical health, safety and security, and sexual harassment or assault.

• Responding to a regional or global health emergency, if necessary.

• Delivering the DLNSEO safety and security briefing to all ROTC Project GO students before they travel abroad, and provide them with post-program resources when they return to the United States upon completion of their DLNSEO supported time abroad.

4.3.7 Reporting on ROTC Project GO and LTC Program Funds: Upon approval of final award recommendations by the DLNSEO Director, the Contractor shall provide DLNSEO with a preliminary schedule of award payments to grant partners. In accordance with 2 CFR 200.331 and 200.332, DLNSEO will provide pass-through funding to the Contractor each fiscal year to provide to the subrecipients. The Contractor shall also maintain a separate financial account to monitor invoicing of funds within the confines of the above-mentioned governing authorities.

4.4. Financial Reporting

4.4.1 The Contractor will hold quarterly meetings to present data analytics with all business related to the ROTC Project GO and LTC Program activities.

4.4.2 The Contractor shall prepare and deliver quarterly financial reports (Standard Form 425) in accordance with OMB Circular A-110 and 32 CFR 32.52, addressing invoicing of the ROTC

Project GO and LTC Program grants. Each report shall also include a Request for Advance or

Reimbursement (SF-270), SF-1035-A, updated Contractor financial and invoice reports, and on any related receipt of interest.

4.5 Provide Transition of Contract Services.

The Contractor shall provide a plan for transition in and out of services to ensure minimum disruption to vital Government business from previous cooperative agreement. This plan shall address how the Contractor will work with the incumbent and/or successor contractor and

Government personnel to ensure that there will be no service degradation during and after the transition-in period. In the case of transition out services, this plan shall address how the

Contractor will work and interact with the successor and Government personnel to ensure that there will be no service degradation during the transition period. The incumbent is fully responsible for transitioning all areas of effort covered by this contract during the phase out period, unless released by the Contracting Officer for such purposes of an incremental trantion, the incumbent shall provide sufficient experienced personnel during the transition out period to ensure that the services called for by this contract are maintained at the required level of proficiency. An updated transition out report will be due two weeks after the final option period has been exercised.

4.6 Participate in a Post Award Conference.

This meeting shall provide an introduction between the Contractor personnel and Government personnel who will be involved with the contract. The meeting shall provide the opportunity to discuss technical, management and security issues, and travel authorization and reporting procedures. The Post Award Conference will aid both the Government and Contractor in achieving a clear and mutual understanding of all requirements, and identify and resolve any potential issues. The Contractor shall be prepared to discuss any items requiring clarification and gather information as necessary to support each deliverable. The Contractor shall provide a written summary of the Post-Award Conference.

4.7 Develop and Deliver Reports

4.7.1 The Contractor shall provide an annual ROTC Project GO and LTC Program planning report based on the following PWS sections:

ROTC Project GO and LTC Program Annual Report

4.1.1 – ROTC Project GO and LTC Program Grant Award Plan

4.1.7 – ROTC Project GO Proficiency Data (90 days after completion of grant year)

4.3.1 – ROTC Project GO and LTC Program data report for NSEP Annual Report to Congress (by

October 15)

4.3.6 – ROTC Project GO overseas program activities

4.4 – Financial Report

4.7.2 The Contractor shall provide quarterly ROTC Project GO and LTC Program financial reporting updates in accordance with PWS section 4.4.

4.7.3 The Contractor shall provide Special Reports for events that occur between quarterly reports not to exceed four time per year that have a significant impact upon the contract including problems, delays, or adverse conditions which will materially impair the ability to meet the objectives of the contract or students or institutional awards, favorable developments that enable meeting time schedules and objectives sooner or at less cost than anticipated or producing more beneficial results than originally planned. Disclosures shall include a statement of actions taken, or contemplated, and assistance necessary to resolve the situation.

4.8 Key Personnel

4.8.1 The program manager is identified as a key personnel and shall have at least 10 years of experience, have no less than a bachelor’s degree in a relevant field, and be familiar with

DLNSEO suite of grant programs. The program manager will be supported by program officers with at least a bachelor’s degree in a relevant field.

4.8.2 The Contractor shall ensure there is no degradation of services to the Government as a result of personnel turnover, and shall provide written notification to the Government of impending personnel changes 30 days prior to departure, and notify the COR of the plan to transition the services to the new employee to ensure there is no loss of services.

5.0 DELIVERABLES

5.1 The Contractor shall provide deliverables in a format mutually agreed upon by the

Government and the Contractor. All deliverables will be reviewed for timeliness, accuracy and format. If a deliverable due date falls on a weekend or holiday, the Contractor shall submit the deliverable on the last work day prior to the due date. In fulfillment of this effort, the Contractor shall provide the following deliverables to the

COR.

Deliverables Ref. Delivery Date

ROTC Project GO and LTC Program

Institutional Grant Award Plan 4.1.1 75 days before start of grant year

Proposal Evaluation Report 4.1.2 2 weeks after merit review panel meeting

Language Proficiency Testing Report 4.1.7 90 days after completion of grant year

Outreach and Recruiting Plan 4.2.1 60 days before the start of a grant year

Schedule of Grant Award Payments 4.4 Each June 1

ROTC Project GO and LTC Annual

Reports

4.3.1 Quarterly

ROTC Project GO and LTC Program data report for NSEP Annual Report to Congress

4.3.1 October 15

Program Site Visit Data 4.3.2 14 days before each visit

Annual Technical Assistance Meeting 4.3.4 Annually

Quarterly Financial Reports 4.4 Four times per year

Quarterly Disbursement Schedule 4.4.2 Quarterly

Final Transition In and Out Plan 4.5

Transition-in plan is due within 2 weeks of contract award

Transition-out plan is due within 2 week of exercising the final option period

Post Award Conference Notes 4.6 5 working days after conference is held

Special Reports/Quarterly Program

Reports

4.7.3 Four times per year

List of Key Personnel 8.3.1 10 days of contract award

6.0 ANNUAL SERVICE CONTRACT REPORTING (SCR)

6.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via SCR which has replaced the legacy Enterprise Contractor Manpower Reporting Application (ECMRA). SCR is located in in the System for Award Management (SAM) (https://sam.gov). 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, the reporting period for contractors in SAM is generally open from mid-October to mid-December for reporting against the prior government fiscal year, all data shall be reported no later than October 31 of each calendar year, unless a later date is otherwise authorized by the Department of Defense.

6.2 The contractor shall submit an annual report in the contractor’s format to demonstrate the progress towards small business subcontracting stated in the Small Business Participation

Commitment Document (SBPCD) submitted with the contractor’s proposal. The report is due no later than 30 days after the end of each period of performance, and shall be submitted to the CO and COR. Additionally the contractor shall submit the report via email to the DHRA

Office of Small Business Programs at dodhra-small-business@mail.mil. Small businesses may include consultants who may support the Contractor in the requirements within Section

4.0 above including educational technology, culture, student recruitment, event planning and social media.

6.3 The goal for small business subcontracting at DHRA are 30% of total contract value. The contractor shall submit a copy of its plan to meet the subcontracting goals for this contract, within 30 days after award. The goals shall be submitted to the COR, CO and via email to the

DHRA Office of Small Business Programs at dodhra-smallbusiness@mail.mil. The contractor shall submit an annual report in the contractor’s format to demonstrate its small business subcontracting towards its goals. The report is due no later than 30 days after the end of each period of performance, and shall be submitted to the CO and COR.