Whiteboards-Specifications-22Nov.pdf

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ATTACHMENT 1

Specifications Document

Master Schedule Whiteboards for Selected DoDEA High Schools

1. General Information

1.1 Agency

The Department of Defense Education Activity (DoDEA) serves the educational needs of the dependents of military and civilian employees by providing PK-12 instruction to approximately 71,000 students in 160 brick-and-mortar schools. Student enrollment varies based primarily on deployment of military troops worldwide. In North America DoDEA operates 51 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, Italy, Spain, Turkey and Bahrain. In the Pacific, DoDEA operates 45 schools located in Korea, Japan (mainland and Okinawa), and Guam. DoDEA also operates a fully accredited Virtual High School with hubs in each region: Americas, Europe, and Pacific.

DoDEA's curriculum, resources, and student achievement scores on standardized assessments compare favorably to those of high-performing US public school systems.

1.2 Background

DoDEA has identified five goals: Student Excellence, School Excellence, Talent Excellence, Organizational Excellence, and Outreach Excellence in support of our Blueprint for Continuous Improvement, which may be found at https://www.dodea.edu/Blueprint/. To support primarily Goal 1, Student Excellence, DoDEA requires a learning management system (LMS) related to instructional content development and delivery, alignment to our College and Career Ready Standards (CRRS), and facilitating social interactions within the PK-12 classroom, virtual school environment and professional learning opportunities for educators.

DoDEA has amassed a large volume of PK-12 courses and resource-related sites, which are currently hosted on its LMS platform, Schoology.

Table 1: Student Enrollment – SY 2019-20 (rounded to nearest 50 students)

Grade Students Grade Students Grade Students Grades Students

PK 4,100 3 6,350 7 4,800 11 3,100

K 6,900 4 6,150 8 4,450 12 2,600 1 7,000 5 5,850 9 3,750 K-12

Total 71,050

2 6,850 6 5,750 10 3,400

1.3 Scope of Work

DoDEA requires master schedule whiteboards for approximately 26 schools in the base year and 3-5 per year in the option years. A variety of whiteboards will be required due to the fact that there are a wide number of teachers and the different types of schedules used, as detailed below. DoDEA expects to award one contract for a 60-month base period.

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2 Requirement

2.1 Specifications - The Contractor shall:

2.1.1 Provide master schedule whiteboards to meet the following requirements for the first 12-month base period:

# Region Teachers Schedule Type

1 Americas 30 Alternate-Day 4-Block A-B Teacher 2 Americas 40 Alternate-Day 4-Block A-B Teacher 3 Americas 18 Alternate-Day 4-Block A-B Teacher 4 Europe 90 9-Period Day 5 Europe 50 Alternate-Day 4-Block A-B Teacher 6 Europe 30 7-Period Day 7 Europe 35 7-Period Day 8 Europe 40 Alternate-Day 4-Block A-B Teacher 9 Europe 44 Alternate-Day 4-Block A-B Teacher

16 Pacific 53 Alternate-Day 4-Block A-B Teacher 17 Pacific 45 Alternate-Day 4-Block A-B Teacher 18 Pacific 33 Alternate-Day 4-Block A-B Teacher 19 Pacific 35 7-Period Day 20 Pacific 55 Alternate-Day 4-Block A-B Teacher 21 Pacific 75 7-Period Day 22 Pacific 45 Alternate-Day 4-Block A-B Teacher 23 Pacific 34 Alternate-Day 4-Block A-B Teacher 24 Pacific 75 Alternate-Day 4-Block A-B Teacher 25 Pacific 60 7-Period Day 26 Pacific 37 Alternate-Day 4-Block A-B Teacher

2.1.2 Provide whiteboards that include magnets and dry-erase tools. The whiteboards shall come in a variety of sizes to meet DoDEA’s needs, per the table above. Note:

DoDEA expects the smallest whiteboards to be approximately 3’ x 4’ and the largest ones to be 4’ x 12’.

2.1.3 Provide master schedule whiteboards with the following characteristics:

Durable frame that is warp-resistant, able to last at least 20 years Wall-mounted whiteboard system.

Lacquered steel writing surfaces or equivalent Magnetics to attach teacher names, course locations, etc. with at least four different colors for coding.

2.1.4 Provide boards/whiteboards in the option years to meet similar requirements for approximately schools in the second through fifth 12-month base periods. The exact specification will be determined post-award, but will fall into the same categories as shown above.

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2.2 General - The Contractor shall:

2.2.1 Availability: Make resources available throughout the period of performance.

2.2.2 Compliance: Contractor resources shall meet the following requirements, if applicable:

IT Requirement: All electronic hardware and software procured under this contract/ purchase order must comply with Section 508 of the Rehabilitation Act of 1973, as amended, (29 U.S.C. 794d) and Architectural and Transportation Barriers Compliance Board Electronic Information Technology (EIT) Accessibility Standards (36 CFR part 1194). Further information is available at the following URL: http://www.section508.gov.

Section 508 Deliverable Requirements: The activity to be performed relates to or requires the use of EIT. Section 508 must be considered a requirement under this acquisition for the outputs/deliverables including functional performance, information, documentation, and support requirements to ensure that it considers specific Section 508 accessibility requirements. Further, the outputs/deliverables should not adversely affect accessibility features of existing EIT technologies.

Standards from 36 CFR part 1194 Subpart B, C, and D have been determined to apply to this acquisition.

2.3.3 Technical Support and Maintenance: The Contractor shall provide industry-standard technical support via phone, email, helpdesk service portal, or combination of the three, for regular system maintenance and upgrades, if applicable. Contractor shall provide responses to all issues within one business day.

2.3.4 Post-Award Conferences

1) Participate in a video- or teleconference with the COR five business days after award

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

2.3.5 Other Post-Award Meetings

1) Meet with the Contracting Officer, COR, and/or other Agency personnel, as appropriate to review Contractor performance, as required by DoDEA. At these meetings the Contracting Officer may discuss the Government’s view of Contractor performance, and the Contractor shall apprise the Government of problems, if any, being experienced. The Contractor shall take appropriate action to resolve any outstanding issues raised by the Government.

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

3 Constraints

3.1 SCORM Compliance: The Contractor shall ensure, where applicable, that all online content for publishing and reusability is SCORM®-compliant. Department of Defense Instruction (DoDI) 1322.26 mandates electronic courseware shall be developed in compliance with the latest possible version of the SCORM® packages, per the following URL:

www.dtic.mil/whs/directives/corres/pdf/132226p.pdf.

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3.2 Program Management—The Contractor shall:

3.2.1 Provide a point of contact and an alternate to liaise with the COR and HQ subject-matter experts. The names of this person and an alternate—who shall act for the Contractor when the program manager is absent—shall be designated in writing to the Contracting Officer. The program manager or alternate shall have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract. The program manager and alternate shall have at least one year of experience in this role.

3.2.2 Provide after contract award, if required, replacements that meet or exceed the qualifications and experience of those provided upon award of the contract. Notify the COR in writing regarding all personnel changes ten business days in advance of the change.

DELIVERABLES

TECHNCIAL EXHIBITS

Technical Exhibit 1 - Acronyms & Definitions Technical Exhibit 2 - Technical Requirements

Deliverable Frequency # of Copies Medium / Format

Submit To

Post-Award Conferences, SD 2.3.4

Five business days after award

Meeting minutes

– 1 copy to COR

Word/Excel or PDF

COR

Project Management, SD 3.2 Ongoing beginning at post-award conference.

Contact information

Email COR

Delivery of Whiteboards, SD 2.1.4

CONUS – 30 calendar days after receipt of delivery order OCOUS – 45 days after receipt of delivery order.

Email COR Word/Excel or PDF

COR/IT

review

Technical Support and Maintenance, SD 2.3.3

Ongoing after receipt of initial delivery order

N/A N/A

COR/IT

review

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Technical Exhibit 1 - Acronyms & Definitions.

Acceptance of Services – Acceptance” means the act of an authorized representative of the Government by which the Government for itself or as agent of another (1) assumes ownership of existing identified supplies tendered or (2) approves specific services rendered as partial or complete performance of the contract. The term, conditional acceptance, means acceptance of supplies or services that do not conform to contract quality requirements or are otherwise incomplete, that the contractor is required to correct or otherwise complete by a specified date.

Applicable Program Interface (API)

Automatic Data Processing (ADP)

College and Career Ready Standards (CCRS)

Commercial Off-The-Shelf (COTS)

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 authority delegated via a Contracting Officer’s warrant.

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.

Contract Specialist (CS) – Contracting career field professionals without the authority (i.e. not warranted) to enter into contracts on behalf 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.

Defense Federal Acquisition Regulation (DFAR)

Defense Federal Acquisition Regulation Supplement (DFARS)

Department of Defense (DoD/DOD)

Defective Service - Service output that does not meet the standard of performance associated with the SD.

Deliverable - Anything that can be physically delivered but may include non-physical things such as digital reports.

Eastern Standard Time (EST)

Federal Acquisition Regulation (FAR)

Instructional Management Systems Common Cartridge (IMSCC)

In Accordance With (IAW)

Specification Document (SD) - Formal response to the objectives. It describes all external user and programming interfaces that the product must support.

Requiring Activity (or Agency) (RA) – Office, agency, or activity that has the mission requirement for an interagency acquisition.

Shareable Content Object Reference Model (SCORM)

Single Sign On (SSO)

Subcontractor - One that enters into a contract with a prime contractor. Note: The Government is not privy to the contract(s) with the subcontractor.

Technical Exhibit (TE)

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TECHNICAL EXHIBIT #2 - Technical Requirements

Note to Offerors:

The requirements (below) are generic, and some clauses may not be applicable.

1.0 Software and Cloud Security Requirements – The Contractor shall:

1.1 Ensure all online resources, cloud-based services and instructional software meet the Department of Defense (DoD) and DoDEA Information Assurance requirements as defined below. Note:

Software, cloud services and associated websites will be rigorously tested to ensure that they pose no security risk to the DoDEA infrastructure.

1.2 Comply with the Cloud Services questionnaire that was submitted as part of proposal submission and provide copies of or access to any software in the proposed solution.

1.3 Ensure on-premises software resources support post-installation integration of the DoD Application, System and Database Security Technical Implementation Guides (STIGs) for applicable systems and applications, including Microsoft Windows Server 2016, Microsoft Windows 10, Microsoft SQL Server 2014 Database, Microsoft SQL Server 2014 Instance, and Microsoft IIS 8.5 Server, and Microsoft IIS 8.5 Site. SQL Server 2015 and IIS 8.5 guides are used for SQL 2016 and IIS 10, respectively, as outlined in section 1.1.1. STIGs may be downloaded from the following URL:

http://iase.disa.mil/stigs/Pages/a-z.aspx. The STIGs may also be viewed at the following URL:

http://iasecontent.disa.mil/stigs/zip/U_STIGViewer-2.6.1.zip.

1.4 Ensure the on-premises software—which will be subject to static and dynamic analysis testing— poses no risk to DoDEA systems and users. Note: This testing may include reverse engineering analysis. Also, software products will be assessed for compatibility with existing system configurations and software.

1.5 Submit a completed copy of the Cloud Services Questionnaire, which includes details of the proposed cloud service environment and addresses the following seven areas:

1. Vendor Data Collection and Distribution Controls

2. Vendor System Management and Security Controls

3. Vendor Data Storage and Data Access Controls

4. Vendor Data and Metadata Retention Controls

5. Vendor Development and Change Management Processes

6. Vendor Test and Development Environment Security Controls

7. Vendor Data Breach, Incident Investigation and Response Mechanisms

Note: Per DoD policy, cloud-based services shall undergo a supplemental series of validations, which closely mirror the Federal Risk and Authorization Management Program (FedRAMP) Internet Cloud vetting processes and include interviews and deep system architecture inspections with the Contractor.

2.0 System Requirements: – The Contractor shall:

2.1 Ensure software installed and/or accessed in a DoDEA system—network, stand-alone or web-based—is compatible with the standards cited herein.

2.2 Ensure, per 2.1 (above), any software installed and/or accessed in a DoDEA system—network, stand-alone or web-based—is compatible with standards cited herein. All software shall be completely functional on a standard DoDEA desktop without the need/requirement for administrative-level user rights or a requirement to insert media (CD/DVD) to execute the software. Software shall not require modifications to folder permissions while executing.

2.3 Ensure all software is compatible with the following hardware baseline:

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Specifications Minimum Memory 4 GB

Hard Drive 100 GB Processor Intel-based 2.4 GHz

Operating System Windows 7 Enterprise; Windows 10 Browser Environment Chrome; Edge; IE 10 or higher

2.4 Provide the minimum desktop/server system technical specifications, available reference architectures, networking specifications and diagrams, and applicable systems configuration documentation for the proposed product solution.

2.5 Ensure all software is completely functional without requiring administrative-level user permissions or external media to execute the software.

2.6 Ensure all software packages support unattended installation methods used by enterprise software packaging and deployment systems. Note: Older 16-bit software will be automatically denied, per this requirement.

3.0 Data Management Requirements—The Contractor shall:

3.1 Provide a mechanism for batch administration and automation of routine data management tasks via flat file import, or representational state transfer (REST) based web service application programming interfaces (APIs). The mechanism shall provision and manage data objects within the Contractor’s system, including but not limited to organizational structures, student accounts, staff accounts, courses, and class rosters.

3.2 Provide all necessary documentation and assets to facilitate batch administration and automation of routine data management tasks, including but not limited to roster template files (i.e., comma separated value templates); data element/field definitions documentation; data interchange formats and schemas (XML/JSON); and/or data dictionaries for the purpose of mapping organizational Student Information System (SIS) data to the Contractor’s required input formats.

3.3 Provide a single point of contact to support DoDEA in performing the required data integration activities within the Contractor’s system.

3.4 Configure DoDEA enterprise within its system and/or databases as the appropriate organizational entity (i.e., state, district, school) upon a request in writing from the Contracting Officer’s Representative (COR). Note: DoDEA’s organization hierarchy consists of the following: one system, three regions, eight districts, 62 communities, and 164 schools, which includes the Virtual High School.

3.5 Participate in a technical meeting with DoDEA within ten business days after award for the purposes of preparing for onboarding of new services and initial configuration of administrator-level accounts.

4.0 DoDEA Software License Keys—The Contractor shall:

4.1 Provide license keys and electronic downloads for software required under this Contract to the

COR.

4.2 Provide software directly to DoDEA schools, districts, or regions only if explicitly required to do so in the contract or in writing by the COR.

5.0 DoDEA Information Assurance Supporting Elements / Requirements—The Contractor shall:

5.1 Comply with the same Federal law and DoD policy and guidance to which DoDEA is subject. These requirements include but are not limited to the information assurance requirements defined in:

DoD Directive (DoDD) 8500.01E, Information Assurance, which may be found at http://dodcio.defense.gov/Portals/0/Documents/DIEA/850001p.pdf

DoD Security Technical Implementation Guidance (STIG), which may be found at http://iase.disa.mil/stigs/Pages/index.aspx

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DoD Risk Management Framework (DODRMF) per DoD Instruction 8510.01 at http://www.dtic.mil/whs/directives/corres/pdf/851001_2014.pdf

5.2 Provide security patches/upgrades to include third-party applications in response to public-released security vulnerabilities associated with its software solution. Software upgrades/ patches shall be included in the licensing cost and be performed at the least disruptive times as determined by DoDEA. Note: Any exception to this requirement must be approved in advance and in writing by DoDEA’s Chief Technology Officer.

5.3 Ensure software packages support unattended installation methods used by enterprise software packaging and deployment systems. Note: DoDEA currently distributes software packages via Microsoft System Center Configuration Manager (SCCM). Also, older 16-bit software will be automatically denied per this requirement.

5.4 Ensure any portion of the Contractor's solution that involves Internet access by DoDEA students complies with the relevant requirements of the Children's Internet Protection Act, Pub.L. 106-554, § 1(a)(4) [Div. B, Title XVII, § 1701], Dec. 21, 2000, 114 Stat. 2763, 2763A-335.

5.5 Ensure that its solution shall be robust enough to serve the needs of a large community of learners dispersed across the world using a variety of bandwidths and scalable to meet future growth, both in terms of instruction and the number of users.

5.6 Ensure Contractor staff who have access to DoDEA student and/or teacher personally identifiable information take the DoD Privacy Act/ Personally Identifiable Information (PA and PPI/PII) training before gaining access to the data and yearly thereafter.

6.0 Scalability: The Contractor’s solution shall be scalable to meet future growth requirements, both in terms of instruction and the number of users.