HE1254-22-Q-0001 Draft PWS.pdf

PERFORMANCE WORK STATEMENT

Department of Defense Education Activity 4800 Mark Center Drive

Alexandria, VA 22350

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PERFORMANCE WORK STATEMENT

Membership in a National Organization Focused on K-12 School Networking and K-12 Education Technology Leadership

1. General Information and Scope of Work

1.1 Agency

For school year (SY) 2021-22, the Department of Defense Education Activity (DoDEA) will provide PK-12 instruction to over 69,000 dependents of military and civilian employees. Student enrollment is based primarily on deployment of military troops worldwide. In the Americas, DoDEA operates 50 schools located in seven states, Puerto Rico, and Cuba. In Europe and the Middle East, DoDEA operates 64 schools located in Germany, England, Netherlands, Belgium, Spain, Turkey, Bahrain and Italy. In the Pacific, DoDEA operates 45 schools located in Korea, Japan (mainland and Okinawa), and Guam.

DoDEA's curriculum, resources and student achievement scores on standardized assessments compare favorably to those of high-performing US public school systems. DoDEA also operates a full time K- 12 virtual school option with teaching hubs in each DoDEA region: Americas, Europe, and Pacific.

Within that context, the virtual high school is fully accredited.

1.2 Background

DoDEA has a robust education technology program which includes a full-time education technologist (ET) at almost every school, supervised by above-school-level ETs at the district and headquarters levels. DoDEA has never procured a contract for membership in or partnership with an organization focused on school networking and the present and future needs of education technology leaders.

1.3 Scope of Work

DoDEA requires membership/partnership in a national organization that focuses on ET leaders, that provides related professional learning for ET leaders, that informs about emerging ET topics and issues, and that gives DoDEA a more powerful voice to advocate for ET-related policy changes. DoDEA expects to award one contract for a base year and four option years.

2. Requirement

2.1 Membership and Conferences: Provide membership in an organization focused on school learning and the needs of ET leaders. The knowledge gained through professional learning, cross-pollination opportunities, and the organization’s annual conferences will help improve ET instruction and related student learning and achievement

The tasks listed below are provided to help the contractor in gaining a better understanding of the requirements in order to successfully meet the objective. The tasks are not all inclusive as the contractor is expected to develop the total solution for meeting all the requirements of the objective in accordance with a performance-based approach.

Supporting Tasks

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Task 1, Membership—The Contractor shall provide DoDEA all the rights and privileges accorded to its other institutional members. DoDEA expects that there will be a minimum of nine above-school-level active ET leaders participating at any given time.

Task 2, Annual Conference Registration—The Contractor shall provide DoDEA’s choice of one of the following annual conference registrations: two in-person conference registrations or one in-person and three virtual conference registrations or five virtual conference registrations.

The contracting officer’s representative (COR) will inform the Contractor in writing of DoDEA’s choice 60 calendar days prior to the annual conference.

The Government covers all travel and per diem costs to include food, lodging, transfers, and incidentals.

Task 3, Meetings—The Contractor shall:

1) Medium and Minutes: Provide the medium through which each meeting occurs, record each meeting’s minutes, and submit them to the COR within two business days of the event.

2) Post-Award Conference: Participate in a video- or teleconference with the COR five business days after award IAW FAR Subpart 42.5.

3) Other Post-Award Meetings: Meet with the Contracting Officer (KO), COR, and/or other Agency personnel, as appropriate, to review Contractor performance, as required by DoDEA. The KO may discuss the Agency’s view of Contractor performance, and the Contractor shall apprise the Agency of any problems being experienced. The Contractor shall take appropriate action to resolve any outstanding issues the Agency raises.

4) Attendance: Attend virtual meetings at no additional cost to the Government. Note: Costs associated with attendance at face-to-face meetings, if any, shall be handled/paid for as stated in the contract.

Task 4, Technical Support)—The Contractor shall provide industry-standard technical support for its digital resources for the life of the contract via telephone or by email within one business day or less from the initial contact to include but not limited to assisting with service problems, product setup, upgrades, and troubleshooting.

Task 5, Service Contract Reporting (SCR)—Not applicable.

2.2 Performance Standards and Acceptable Quality Levels

2.2.1 Performance Standard: Tasks shall be completed by the required completion date.

2.2.2 Acceptable Quality Level: Ninety-five percent of tasks will be completed by the required completion date. The remaining five percent shall be completed no later than ten business days after their due date.

3 Constraints

3.1 Place of Performance: Work shall be performed at the Contractor’s facilities.

3.2 Liaison—The Contractor shall:

1) Provide a person to be responsible for the performance of work. The liaison’s name shall be designated in writing to the Contracting Officer. The liaison shall have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract. S/He shall have at least one year of experience working in a similar role.

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2) Notify the COR in writing regarding any change n the liaison role ten business days in advance of the change If the liaison is changed post-award, the replacement shall meet or exceed the qualifications and experience of the person assigned upon contract award.

3.3 Holidays and Hours of Operation

1) The liaison shall be available during the hours of 9AM to 3PM Eastern Standard Time (EST), except for Federal holidays and Federal government closures/shutdowns. The following list shows recognized Federal holidays: New Year’s Day, Martin Luther King Jr.’s Birthday, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day.

2) Although there are different time zones within Europe and the Pacific and different hours for specific schools throughout DoDEA, the normal business hours for the regions roughly correspond to the following: Americas, 0700-1500 EST; Europe, 1300-2100 EST; and Pacific, 2000-0400 EST

3.4 Availability: The Contractor shall make all resources available for the life of the contract.

3.5 Anti-Bias, Diversity, and Inclusion—The Contractor shall provide resources free of age, racial, color, national origin, disabling conditions, sexual, gender, religious, and ethnic bias and present balanced coverage of multi-cultural contributions and representation, where appropriate.

3.6 Privacy—The Contractor shall:

1) User Accounts: Require, wherever applicable, that individual accounts possess unique usernames and passwords that do not require personally identifiable information (PII) to access online content, i.e., first & last name and any other unique personal information.

User Accounts: Ensure, if feasible, that individual accounts possess unique login credentials that do not require the use of personally identifiable information (PII), i.e., first & last name and any other unique personal identifiers, to access online content.

2) Contractor Personnel: Ensure personnel assigned to this contract take proper precautions to protect information from disclosure. Collect and/or store all agency-owned or agency-controlled PII in accordance with the relevant requirements of the Privacy Act, 5 U.S.C, which may be found at the following URL: http://www.archives.gov/about/laws/privacy-act-1974.html.

3) Privacy Training: Ensure Contractor staff who have access to DoDEA’s student, teacher and/or staff personally identifiable information take the DoD Privacy Act/Personally Identifiable Information (PA/PII) training before gaining access to the data and yearly thereafter. Provide copies of the certificates of completion to the COR which can be audited at any time by the Chief Information Security Officer (CISO) or his/her designee.

3.7 Section 508 Compliance—Ensure Contractor resources, wherever applicable, meet the following requirements:

1) IT Requirement: Ensure that all electronic hardware and software that is procured under this contract/purchase order comply with Section 508 of the Rehabilitation Act of 1973, as amended, (29 U.S.C. 794d) and the Architectural & Transportation Barriers Compliance Board Electronic Information Technology (EIT) Accessibility Standards (36 CFR part 1194). More information may be found at http://www.section508.gov.

2) Deliverable Requirement: Ensure the following occur:

Outputs/deliverables do not adversely affect accessibility features of existing EIT technologies.

EIT related to the requirements of the contract are accessible to people with disabilities, per 29

U.S.C 794(d).

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Outputs/deliverables including functional performance, information, documentation, and support requirements are considered. Standards from 36 CFR Part 1194 Subpart B, C and D apply to this acquisition.

3.8 Optical Character Resolution (OCR): The Contractor shall provide, upon request, two digital OCR copies of print materials in one or more of the following formats:

Digital Accessible Information System/National Instructional Materials Accessibility Standard (NIMAS) with cascading style sheet Hypertext Markup Language (HTML) Portable Document Format (PDF), (unlocked, embedded fonts, single page) Rich Text Format (RTF)/Word document

3.9 Organizational Conflict of Interest (OCI): The Contractor (including any subcontractor) personnel performing work under this contract may receive, have access to, or participate in the development of, proprietary or Privacy Act information (e.g., personal information, education, etc.) may create a current or subsequent OCI as defined in FAR Subpart 9.5. Whenever the Contractor becomes aware that such access or participation may result in actual or potential OCI, the Contractor shall (1) immediately notify the Contracting Officer (KO) in writing and (2) promptly submit a plan to the KO to avoid or mitigate any such OCI. Note: The KO will unilaterally determine if the Contractor’s plan is acceptable. If the KO determines the plan cannot satisfactorily avoid or mitigate an OCI, s/he may implement other remedies to include prohibiting the Contractor’s further participation in contracted requirements.

4 Government-Furnished Resources

None

5 Contract Deliverables

Milestone/Deliverable Word / Excel

Digital Copies

Task /

PWS

Planned Frequency

Membership Yes Yes Task 1 Three business days after receipt of delivery order

Annual Conference Registration Yes Yes Task 2 Annually Post-Award Conference Yes Yes Task 3 (2) Five business days after award Other Past-Award Meetings Yes Yes Task 3 (3) As scheduled post-award Technical Support Yes Yes Task 4 Ongoing after post-award conference

Liaison Yes Yes PWS 3.2 Post-award conference and ongoing thereafter

6 Acronyms and Definitions

AQL Acceptable Quality Level DoD/DOD Department of Defense DFARS Defense Federal Acquisition Regulation Supplement EIT Electronic Information Technology FAR Federal Acquisition Regulations PA/PII Privacy Act/Personally Identifiable Information

Contract Line Item Number (CLIN) – Basic structural element in a procurement instrument describing and organizing the required product or service for pricing, delivery, inspection, acceptance, invoicing, and payment.

The use of the term “line item” includes “subcontract line number”, (SLIN), as applicable.

Contracting Officer (KO) – The only individual with expressed authority to obligate (bind) the Government by means of entering, administering, and terminating contracts within the limits of the authority delegated via a Contracting Officer’s warrant.

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Contracting Officer’s Representative (COR) – Qualified and trained Government employee, nominated by the requiring activity (RA) and appointed in writing by a KO primarily to perform specific technical or administrative functions on a specific contract(s); serves as the ‘eyes and ears’ of a KO to assure the Government’s best interests are protected via the terms and conditions of the contract(s) appointed. COR’s do not have authority to obligate (i.e., bind) the Government.

Contractor - Supplier or vendor having a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

Deliverable – Usually physically delivered items but may include such items as digital documents/reports.

Performance Requirements Summary (PRS) – Tabular listing of performance objectives and standards that provides the basis for a meaningful QASP.

Performance Work Statement (PWS) - A statement of work for performance-based acquisitions describing the required results in clear, specific and objective terms with measurable outcomes.

7 Performance Requirement Summary (PRS)

Performance Objective Performance Standard AQL Inspection Method

Task 1, Membership All tasks completed within the required timeline

100% compliance with the PWS COR inspection

Task 2, Annual Conference Registration

All tasks completed within the required timeline

100% compliance with the PWS COR inspection

Task 3, Meetings All meetings conducted as required by DoDEA

No more than one meeting per year rescheduled

COR inspection

Task 4, Delivery of Print & Digital Resources

Tasks, if required, completed within the required time

100% compliance with the PWS

COR inspection and participant feedback

Task 5, Technical Support

All tasks completed within the required timeline

100% compliance with the PWS

COR inspection and participant feedback

Task 6, Service Contract Reporting (SCR) N/A N/A N/A