Amendment 5 HE125421R3000 DoDEA LMS.PDF

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as p rovid ed herein, all terms and cond itions o f th e document referenced in Item 9A o r 10 A, as hereto fore chang ed , remains un ch an ged and in full force and effect.

15A. NAME AND T IT LE OF SIGNER (T ype or print )

30-105-04EXCEP TION T O SF 30

AP PROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83) P rescribed by GSA

FAR (48 CFR) 53.243

Amendment 5

1) The purpose of this amendment is to update Technical Exhibit #1 - Proposed LMS Migration Plan.

2) Of ferors are instructed to review the updated Technical Exhibit 1 and submit a revised LMS Migration Plan.

3) Updated LMS Migration Plans in accordance w ith the Government's revised requirement are due to the Contracting Off icer

(Georgette.Hendricksen@DODEA.EDU) and Contract Specialist (Michael Ridley@DODEA.EDU) by 3:00 PM Eastern Standard Time on 30 December 2020. In addition, off erors must sign and return A mendment 5 in accordance w ith the instructions herein.

4) All other terms and conditions remain the same.

See Summary of Changes.

1. CONTRACT ID CODE PAGE OF PAGES

J 1 19

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 28-Dec-2020

16B. UNITED STAT ES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signa ture of Cont ract ing Officer)(Signat ure of person aut horized t o sign)

8. NAME AND ADDRESS OF CONT RACT OR (No., St reet , County, Sta te and Zip Code) X HE125421R3000

X 9B. DATED (SEE IT EM 11)

20-Oct-2020

10B. DATED (SEE IT EM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS IT EM ONLY AP PLIES TO AMENDMENT S OF SOLICITAT IONS

X Th e ab ove n umbered solicitation is amend ed as set forth in Item 1 4. Th e hou r and date sp ecified for receipt o f Offer is extend ed , X is not extended.

Offer mu st ackn owled ge receipt of this amen dment p rior to the h our an d d ate specified in the solicitation or as amen ded b y o ne of the following method s:

(a) By completing Items 8 and 15 , and returnin g 1 co pies of the amen dment; (b ) By ackn owled ging receipt of this amen dment o n each copy of the o ffer sub mitted ;

o r (c) By separate letter o r teleg ram wh ich includ es a reference to th e so licitation and amend men t nu mbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN

REJECTION OF YOUR OFFER. If by virtu e of this amen dment y ou desire to change an offer already su bmitted, su ch change may be made by teleg ram or letter, p rovid ed each telegram o r letter mak es reference to th e so licitation and this amen dment, an d is receiv ed prio r to the op en ing hou r and date sp ecified.

12. ACCOUNTING AND AP PROP RIATION DATA (If required)

13. THIS ITEM AP PLIES ONLY T O MODIFICATIONS OF CONT RACT S/ORDERS.

IT MODIFIES T HE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED P URSUANT T O: (Specify aut horit y) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN T HE

CONT RACT ORDER NO. IN ITEM 10A.

B. T HE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office , appropria tion dat e, et c.) SET FORT H IN ITEM 14, P URSUANT TO T HE AUT HORITY OF FAR 43.103(B).

C. T HIS SUPP LEMENTAL AGREEMENT IS ENT ERED INTO PURSUANT TO AUT HORITY OF:

D. OT HER (Specify type of modificat ion and aut horit y)

E. IMP ORTANT: Contrac tor is not, is required t o sign this document and re turn copies to t he issuing office.

14. DESCRIP TION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, inc luding solic ita tion/contrac t subject mat t er where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If app licable)

6. ISSUED BY

3. EFFECTIVE DATE

28-Dec-2020

CODE

DOD EDUCATION ACT IVITY

AT TN: PROCUREMENT DIVISION

4800 M ARK CENTER DRIVE

SUITE 05F09-02

ALEXANDRIA VA 22350-1400

HE1254 7 . ADMINISTERED BY (If o ther than item 6)

4 . REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

HE125421R3000

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 1449 - CONTINUATION SHEET

The following have been modified:

ATTACHMENT 1

DoDEA PK-12 Learning Management System (LMS) Performance Work Statement

1 GENERAL INFORMATION

1.1 Agency:

For school year (SY) 2020-21, the Department of Defense Education Activity (DoDEA) will provide PK-12 instruction to approximately 68,500 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. In addition, DoDEA operates fully accredited Virtual High School with teaching hubs in each DoDEA region: Americas, Europe, and Pacific.

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 (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 K-12 courses and resource-related sites, which are currently hosted on its LMS platform, Schoology.

Table 1: Student Enrollment – SY 2020-21 (rounded to nearest 50 students)

Grade Students Grade Students Grade Students Grades Students

PK 3,750 3 6,350 7 4,950 11 3,000

K 6,750 4 5,800 8 4,350 12 2,750 1 6,700 5 5,600 9 3,650 K-12

Total 68,500

2 6,400 6 5,250 10 3,250

1.3 Scope of Work

DoDEA requires a secure contractor-hosted, scalable, cloud solution that can accommodate approximately 64,750 K-12 students and 12,500 employees. DoDEA requires an LMS with

(1) an intuitive interface for the creation, delivery and tracking of web-based curricular content and instructional/assessment activities and (2) collaboration tools to both replicate and extend modalities found in a traditional PK-12 classroom environment. With consideration to the wide range of cognitive and fine motor skills of the K-12 student population, DoDEA requires an LMS interface that is (1) easy to navigate and (2) efficient and judicious in its display of visual, contextually relevant information in order to avoid confusion and impede instructional flow. DoDEA expects to award one firm-fixed price contract for a 5-year base period and five option years—a total of ten years. Note: Shown in the table above, DoDEA’s estimated student population in SY20-21 totals 68,500. DoDEA, however, only expects to purchase licenses for students in grades K-12, an estimated 64,750.

2 REQUIREMENT (OBJECTIVES)

2.1 Objective 1, Comprehensive LMS Solution

Provide a comprehensive, cloud-based, commercial off-the-shelf (COTS) LMS solution providing access to DoDEA K-12 students, as well as additional access for school-level and above-school-level educators and administrators, and parents/sponsors systemwide.

The LMS solution shall include virtual product training, maintenance, updates, and technical support.

2.1.1 Task 1, LMS Access—The Contractor’s solution shall:

2.1.1.1 Include interaction design (IxD) and user-centered design (UCD) principles for its user interface (UX) to help streamline the adoption and extended use of the system by all DoDEA constituencies. The solution shall be intuitive with clear direction for navigation and common tasks performed by teachers, K-12 students, and parents. The LMS shall (1) support social learning in a K-12 environment and (2) include features and functions to allow users to perform specific tasks or consume relevant information at the appropriate levels within the system.

2.1.1.2 Possess the following system-level functions and features:

1) System notifications and alerts such as announcements and calendar notifications

2) Registration and enrollment

3) User authentication, single sign on, and account provisioning mechanisms

4) System integration, extensibility, and Representational State

Transfer (REST) Application Programming Interface (API) support (see 3.11.1.1 below for additional detail)

5) Course catalog

6) Internal social collaboration tools such as live chat, blog, wiki, discussions, and web conferencing

7) Reporting and tracking such as the number of users, number of courses and sections, user login/logout, account management, etc.

8) Section 508 compliance and multilingual support

9) Automated user transfer among districts, schools, and courses

10) Ensure offeror content accessible from the web is compatible with the following browser platforms: Internet Explorer 11, Google Chrome and Edge. Ensure that any applicable STIGs are implemented.

11) Ensure, per Section 2.1.3.1.3 (below), any software installed and/or accessed in or by a DoDEA system, network whether stand-alone or web-based, is compatible with standards cited herein.

12) 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.

13) Ensure all software is compatible with the following minimum baseline:

Specifications Minimum Memory 4 GB

Hard Drive 100 GB

Processor Intel® Core™ i5-8365U Processor 8th Generation (up to 4.1GHz, 6MB cache) equivalent or better (Must show benchmark/passmark scores)

Video Graphics Integrated Intel HD Graphics 620 (1920x1080) equivalent or better

Operating System Windows 10 Browser Environment Chrome; Edge; IE 11 or higher

14) Ensure that all software is completely functional on a standard DoDEA desktop without the need/requirement for administrative-level user rights and/or permissions or the requirement to use or insert external media to execute the software.

2.1.1.3 Include the following course-level functions and features:

1) Inline content creation

2) Course role and group management

3) Surveys and polling

4) Reporting and tracking such as date/time stamp content created/deleted/inserted/copied; grade changes such as entries/deletions

5) Course notifications and alerts such as forums, announcements, updates, messages, due date notifications, calendar notifications

6) Internal social interactions such as live chat, blog, wiki, discussions and web conferencing

7) Grade book

2.1.1.4 Include the following content- and assessment-level functions and features:

1) Standards support including question and test interoperability (QTI), learning tools interoperability (LTI), instructional management systems common cartridge (IMSCC) and shareable content object reference model (SCORM) compliance

2) Contextually relevant content import, creation and configuration

3) Learning object management and reusability

4) Media and rich content support

5) Metadata support—more specifically, documentation covering available data attributes and the usage of available fields in the system

2.1.1.5 Possess the following user-level functions and features:

1) User profile management

2) User notifications and alerts such as announcements, updates, messages, due date notifications, calendar notifications

3) Internal social collaboration tools, such as live chat, blog, wiki, discussions and web conferencing

4) Reporting and tracking such as user level date/time last login/logout of the

LMS, course access, date/time content access, assignment/quiz/test access/submissions/attempts/duration

2.1.1.6 Include the following administrator-level functions, features and resources for at least three high-level administrative and three mid-level “super users”:

1) Administrator-level controls for system and lower level features, allowing configuration of security, form fields, and dropdown options.

2) Manual batch and automated processing of users, courses, content, and enrollments between DoDEA’s student information system (SIS, currently Aspen).

3) Native customizable data import and export mappings with our SIS

4) Interface customization and branding, e.g., customize url, branding on the front page, logo, colors, fonts, images, login and subsequent web pages.

Note: The Government specifically requires a COTS product with common features/components so that customization is minimal or unnecessary.

5) Provide relevant documentation covering the administrative functions for overseeing and using the LMS.

2.1.1.7 Incorporate a native curriculum management repository and inline content creation functionalities to search for and align instructor-generated learning content and standards.

2.1.1.8 Support plagiarism prevention by allowing a third-party anti-plagiarism plug-in tool that can operate in DoDEA’s secure IT environment.

2.1.1.9 Support multi-platform educational resource access to perform both student and instructor activities efficiently, including native mobile and tablet applications developed for such platforms as Apple iOS, Google Android, and Amazon Kindle.

2.1.1.10 Include a secured sockets layer (SSL) certificate to ensure all data communication between the client and server systems remain secure.

2.1.1.11 To ensure the educational technology tools provide a plug-and-play ecosystem, DoDEA requires all products to be certified with the IMS Global Consortium. This will support interoperability with the DoDEA Student Information System (SIS) and ClassLink (OneSync and Roster Server), by meeting the following One Roster version 1.1 Specifications:

1) Multiple transfer options - transmission through spreadsheet-style

CSV templates or through system to system data exchange (REST

API).

2) Secure provisioning of Students, teachers and other authorized system users.

3) Courses and sections data (classes).

4) Optional demographic information.

5) Academic session, semester and term information.

6) School organization information.

7) Privacy and security via well recognized security protocol, OAUTH

2.0. (The earlier support for OAUTH 1.0a is continued in this version.)

8) Transmission of formative and summative score information (results).

9) Association and transmission of learning resources for course and course sections (classes)

10) Certification separately for Resources and Results

11) Sort, filter and field selection support

2.1.1.12 The following URL is provided as reference for the architecture required to support: https://www.imsglobal.org/oneroster-v11-final-best-practice-and-implementation-guide#Architecture.

2.1.2 Task 2, Virtual Professional and Administrator Learning—The Contractor shall:

2.1.2.1 Product Training: Provide a self-help feature to allow users to locate written documentation on the functional administration and use of the LMS, and resources to train and learn how to use the virtual learning environment.

This feature shall be available on a 24/7/365 basis throughout the period of performance and may use chat, online tutorials, online video tutorials, FAQs, written documentation, live and recorded webinars, etc.

2.1.2.2 System Administrators: Provide one approximately 3-hour synchronous webinars for 5-7 administrators per region in the base year and each year thereafter determined by the Contracting Officer’s Representative (COR) post-award (in consultation with the Contractor). The Contractor shall record these sessions for use by DoDEA. The synchronous webinars shall be delivered to US, Europe, and Pacific audiences in their respective time zones—a total of 3 sessions per year.

2.1.2.3 Staff: Provide up to 12 sessions per region of approximately three hours each of synchronous webinars for education technologists, instructional designers, teachers, and other staff in the base year per year starting with the base year, as well as additional training each year thereafter. The Contractor shall record these sessions for use by DoDEA. The synchronous webinars shall be delivered to US, Europe, and Pacific audiences in their respective time zones—a total of 36 sessions per year for a total of 180 sessions over the 5 year base period. The determination will be made by the Contracting Officer’s Representative (COR) post-award (in consultation with the Contractor). DoDEA shall determine the topics of each year’s webinars in consultation with the Contractor.

Provide a draft evaluation questionnaire with multiple-choice and short- answer questions to evaluate the synchronous sessions.

Finalize it, based on written feedback from the COR.

Place the evaluation questionnaire on the LMS, which shall tabulate the results automatically.

2.1.2.4 Provide all professional learning in English only.

2.1.3 Task 3, System Migration—The Contractor shall provide a system migration plan that incorporates the proposed migration plan (Technical Exhibit #1, Proposed LMS Migration Plan) and implement the final DoDEA-approved plan.

2.1.3.1 Plan: Provide a detailed draft data migration plan with instructions to include validation and regression testing for all required migrated content and courses, and the ability for DoDEA to import and export course content packages.

Note: The storage environment for the current LMS is cloud-based and Contractor-hosted. The types of databases currently in use include Cloud solutions, Oracle, and SQL servers. Ensure the plan adequately accounts for the challenges inherent in each of the migration plan phases, per Technical Exhibit #1, Proposed LMS Migration Plan.

2.1.3.1.1 Interoperability Capability (IOC): The Contractor will conduct industry- standard IOC with minimal Government support and will provide results according to scheduled milestones, per the final migration plan.

1) User Acceptance Testing (UAT) #1 & #2: The Contractor in collaboration with the COR and DoDEA staff will develop a UAT plan aligned to industry-standard UAT to include showing testing results to the COR for review and feedback.

2) Full Operational Capability: Based on the completion of all migration plan milestones, as confirmed in writing by the COR, full operational capability will be given to DoDEA on or about July 1, 2021.

2.1.3.1.2 In collaboration with DoDEA staff, the Contractor will ensure that all identified content from the current Contractor-hosted cloud-based LMS are effectively migrated into the Contractor’s LMS. The number of courses to be migrated from the current LMS are approximately 500.

2.1.3.1.3 Software and Cloud Security Requirements: The contractor shall:

1) Ensure all online resources, cloud-based services and instructional software meet the Department of Defense (DoD) and DoDEA Cybersecurity requirements as defined below.

Note: Software, cloud services and associated websites will be rigorously tested to ensure no security risks are posed to DoDEA infrastructure and its users.

2) Complete the Cloud Services questionnaire at Attachment 4 that was submitted as part of the proposal submission and provide copies of and/or access to any software in the proposed solution. If applicable.

3) Ensure on-premises software support post-installation integration of the necessary Security Technical Implementation Guides (STIG) for applicable systems and applications, including Microsoft Windows 10, Microsoft Windows Server 2016, Windows Server 2019, Microsoft Windows IIS, Apache, Oracle databases, and Microsoft SQL Server databases. Note:

They may be downloaded from https://public.cyber.mil/stigs/downloads/. The application to view all of the STIGs may be found at the following URL:

https://dl.dod.cyber.mil/wp-content/uploads/stigs/zip/unclass- STIGViewer_2-9.zip.

4) Ensure on-premises software which will be subject to static and dynamic analysis testing imposes no risk to DoDEA systems, users and/or data. DoDEA will assess software products to ensure compatibility with existing system configurations and software, testing may also include reverse engineering analysis.

The offeror shall provide a plan of actions & milestones (POA&M) to mitigate any cybersecurity findings resulting from non-compliant and/or vulnerable components within 30 calendar days of notification from DoDEA.

5) Per DoD policy for cloud-based services, DoDEA will conduct a supplemental series of validations, which closely mirror the Federal Risk and Authorization Management Program (FedRAMP) Internet Cloud vetting processes. As part of this process, the Contractor shall participate, as needed, in interviews and deep system architecture inspections.

6) Provide software that does not require modifications to folder permissions while executing.

7) Ensure, if applicable, that 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). Any, older 16-bit software will be automatically denied.

2.1.3.1.4 Provide a final data migration plan based on written feedback from

DoDEA, and execute/implement accordingly.

2.1.3.2 Migration: Perform the system migration, as defined in the final LMS Migration Plan., per 2.1.3.1 (above). Note the following time-constraint windows:

Most teachers are not in the classroom or available to perform any LMS-related work during the months of June and July.

Summer school of 2021 will require use of the existing system (Schoology) to allow for migration and system testing.

2.1.4 Task 4, Onboarding—The Contractor shall perform onboarding tasks to ensure that all K‐12 students, school‐level and above‐school‐level educators, and parents/ sponsors can access the appropriate LMS features/functions.

2.1.5 Task 5, Customization (Remote)—The Contractor shall perform remote customization tasks, as required. Note: Although DoDEA requires a COTS solution, past experience has shown that minor customization requirements arise post‐ award.

2.1.6 Task 6, Technical Support and Maintenance: Provide global technical support via phone, email, helpdesk service portal, or combination of the three 24/7/365, for

LMS errors, regular system maintenance, upgrades, and troubleshooting. Technical support services shall operate under Service Level Agreements (SLA) and include provisions for issue prioritization and appropriate issue escalation procedures.

Provide synchronous responses to all issues within one business day.

2.1.7 Task 7, Meetings—The Contractor shall:

2.1.7.1 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.

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

2.1.7.3 IT Meeting: Convene a video- or teleconference with DoDEA Information

Technology staff ten business days after award for the purposes of preparing for onboarding of new services and initial configuration of administrator-level accounts. (See Technical Exhibit #1.)

2.1.7.4 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 raised by the Agency.

2.1.7.5 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.

2.8. Task 8, Liaison/Alternate Liaison—The Contractor shall:

2.8.1 Provide a liaison and an alternate to work with DoDEA’s COR and 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.

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

2.8.3 Provide replacements, if required, 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.

3.1 Task 9,Privacy—The Contractor shall:

3.1.1 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.

3.1.2 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 personally identifiable information in accordance with the relevant requirements of the Privacy Act, 5 U.S.C— http://www.archives.gov/about/laws/privacy-act-1974.html.

3.1.3 Ensure Contractor staff who have access to DoDEA’s student, teacher and/or staff personally identifiable information complete DoD Privacy Act/ Personally Identifiable Information (PA and PPI/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 CISO or his/her designee.

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

3.2.1 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). Additional information may be found at the following URL: http://www.section508.gov.

3.2.2 Deliverable Requirement: Ensure the following occur:

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

2) EIT related to the requirements are accessible to people with disabilities, per 29 U.S.C

794(d).

3) Applicable functional performance, information documentation, and support requirements are properly addressed. Standards from 36 CFR Part 1194 Subpart B, C and D apply to this acquisition.

3.3 Task 10, 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

3.4 Task 11, Data: All Technical data developed as a result of any work awarded under this contract is and shall remain the property of the Government per DFARS 252.227-7015.

3.4.1 Data Management Requirements: The contractor shall:

3.4.1.1 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.

3.4.1.2 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.

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

3.4.1.4 Configure DoDEA enterprise within its system and/or databases as the appropriate organizational entity (i.e., region, 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 160 schools, which includes the DoDEA Virtual High School.

3.4.1.5 Ensure the transfer of any Sensitive, Confidential data including but not limited to PII data be transferred in a secure means meeting any requirements set by DoDEA’s Chief Information Security Officer (CISO).

3.5 Cybersecurity Supporting Elements/Requirements and Scalability: The Contractor shall:

3.5.1 Comply with the cybersecurity requirements defined in the following documentation. These requirements are:

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

DoD Risk Management Framework (DODRMF) per DoD Instruction

8510.01 at http://www.dtic.mil/whs/directives/corres/pdf/851001_2014.pdf

3.5.2 Provide security patches/upgrades to include third-party applications in response to public-released security vulnerabilities associated with its software solution. Provide a POA&M for any security vulnerabilities within five business days of discovery. Software upgrades/patches shall be included in the licensing cost and be performed at the least disruptive times as determined by DoDEA in writing. Note: Any exception to this requirement must be approved in advance and in writing by DoDEA’s Chief Information Officer (CIO).

3.5.3 Ensure that any portion of its 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.

3.5.4 Ensure its solution is 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.

3.5.5 Ensure the solution is scalable to meet future growth requirements in terms of instruction and number of users.

3.6 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.

3.7 Task 12, Software License Keys: The Contractor shall provide (1) license keys and electronic downloads for software required under this Contract to the COR and (2) software directly to DoDEA schools, districts, or regions only if explicitly required to do so in the contract or in writing by the COR. If applicable.

Requirements / Objectives The tasks listed above are to help the Contractor gain a better understanding of the requirements and are not all-inclusive. The Contractor is expected to develop a total solution in accordance with a performance-based approach.

4 CONSTRAINTS

4.1 Period and Place of Performance: Base period of one 5-year base period and five option periods, each 12 months long. Work performed at the Contractor’s facilities.

4.2 Holidays and Hours of Operation: Provide synchronous responses to all issues within one business day, except for Federal holidays and Federal government closures/shutdowns.

The following list shows all recognized Federal holidays:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day Presidents Day Veterans Day Memorial Day Thanksgiving Day Independence Day Christmas Day

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

4.4 SCORM Compliance: 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 www.dtic.mil/whs/directives/corres/pdf/132226p.pdf.

4.5 Storage Environment: As noted in 2.1.1 (above), the storage environment for the current LMS is cloud-based and Contractor-hosted. Note: The types of databases currently in use by DoDEA include Cloud solutions, Oracle, and SQL servers.

4.6 Covid 19 Use of Face Coverings: All individuals on DoD Property, installations, and facilities are required to wear a cloth face covering when they cannot maintain six feet of social distance in public areas or work centers.

5 GOVERNMENT-FURNISHED INFORMATION / RESOURCES

5.1 Regarding the migration plan, the Government will respond to questions and provide feedback.

5.2 Regarding implementation, the Government will support the Contractor’s efforts, as stated in the final migration plan.

6 DELIVERABLES

DELIVERABLES FREQUENCY MEDIUM/FORMAT

SUBMIT

TO

Task 7, Meetings, 2.1.7

Post-Award Conference: Participate in a post-award video- or teleconference within five business days after award. Provide minutes in writing in a format acceptable to the COR within two business days after the conference.

IT Meeting: Convene ten business days after award. Provide minutes and medium as stated above.

Other Meetings: As required by the COR.

Provide minutes and medium as stated above.

Email as MS Word/ Excel attachment

COR

Task 1, LMS Access, 2.1.1

Five business days after post-award conference

Email as MS Word/ Excel attachment

COR

Task 2, Virtual Professional Learning, 2.1.2

Present on dates and times determined post-award.

Email as MS Word/ Excel attachment

COR

Task 3, System Migration, 2.1.3

Plan: Draft plan provided to DoDEA ten business days after post-award conference.

Final plan completed five business days after receipt of DoDEA feedback.

Implementation: As specified in the plan.

Email as MS Word/ Excel attachment

COR

Task 4, Onboarding, 2.1.4

Conducted at dates and times agreed upon at the post-award conference.

COR

Task 5, Customization, 2.1.5

Performed in response to specific work orders approved by the Contracting Officer.

COR

Task 6, Technical Support and Maintenance, 2.1.6

Ongoing, beginning on the first day of system implementation

Email as MS Word/ Excel attachment

COR and those who requested assistance

Task 7, Meetings, 2.1.7

Ongoing, beginning with post-award meeting

COR

Task 8, Liaison/Alternate Liaison, 2.8

Ongoing, beginning at post-award COR

Task 9,Privacy, 3.1 Ongoing COR Task 10, Optical Character Resolution (OCR), 3.3

Upon request Digital OCR COR

Task 11, Technical Data, 3.4

Upon Request COR

Task 12, Software License Keys, 3.7

Upon request Electronic Download

COR

7 ACRONYMS & DEFINITIONS

College and Career Ready Standards (CCRS)

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.

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

Department of Defense (DoD / DOD)

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

Defense Federal Acquisition Regulation Supplement (DFARS)

Electronic Information Technology (EIT) – EIT Accessibility Standards (36 CFR part 1194)

Federal Acquisition Regulations (FAR)

Interaction Design (IxD)

In Accordance With (IAW)

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.

Quality Assessment Surveillance Plan (QASP)

Shareable Content Object Reference Model (SCORM)

Technical Exhibit (TE)

User-Centered Design (UCD)

User Interface (UX)

8 PERFORMANCE REQUIREMENTS SUMMARY & QUALITY ASSURANCE

SURVEILLANCE PLAN

7.1 Performance Requirements Summary (PRS)

Performance Standard and Related Task

Acceptable Quality Level Inspection Method Incentives*

* Unless specified otherwise, possible ratings are as follows: exceptional, very good, satisfactory, marginal, or unsatisfactory, per FAR 42.1503, Table 42-1, “Evaluation Ratings Definitions”.

Objective 1, Comprehensive LMS Solution

Task 1, LMS Access, 2.1.1

Five business days after the post-award conference

100% compliance COR inspection and stakeholder feedback

Option year exercise

Task 2, Professional Learning, 2.1.2

As scheduled post-award

Satisfaction rates reported on the evaluations of the presentations shall not fall below 80%.

COR inspection and stakeholder feedback

Option year exercise

Task 3, System Migration, 2.1.3

Tasks performed as listed on the final migration plan

Plan: Draft shall be at least 80% complete. Final shall be 100% accurate except for minor errors in grammar, etc.

Implementation: 100% compliance

COR inspection and stakeholder feedback

Option year exercise

Task 4, Onboarding, 2.1.4

Completed ten business days after post-award conference

100% compliance COR inspection and stakeholder feedback

Option year exercise

Task 5, Customization

As determined post-award

100% compliance with task order created in consultation with the Contractor

COR inspection and stakeholder feedback

Option year exercise

Task 6, Technical Support and Maintenance, 2.1.6

Duration of the award

95% of requests shall be handled in the time limit specified in 2.16 (above).

COR inspection and stakeholder feedback

Option year exercise

Task 7, Meetings, 2.1.7

As stated in the PWS

No more than one meeting per year will need to be rescheduled

COR inspection and stakeholder feedback

Option year exercise

Task 8, Liaison/Alternate Liaison, 2.8 100% compliance COR inspection and stakeholder feedback

Option year exercise

Task 9,Privacy, 3.1 100% compliance COR inspection and stakeholder feedback

Option year exercise

Task 10, Optical Character Resolution (OCR), 3.3 100% compliance COR inspection and stakeholder feedback

Option year exercise

Task 11, Technical Data, 3.4 100% compliance COR inspection and stakeholder feedback

Option year exercise

Performance Standard and Related Task

Acceptable Quality Level Inspection Method Incentives*

Task 12, Software License Keys, 3.7

100% compliance COR inspection and stakeholder feedback

Option year exercise

7.2 Quality Assurance Surveillance Plan (QASP): The Government will utilize a QASP to monitor Contractor performance on the contract, which can change at any time during the life of the contract. As such, the Government reserves the right to unilaterally edit the QASP at its discretion. The QASP primarily (1) focuses on what the Government will do to ensure the Contractor has performed IAW the performance standards and (2) defines how the performance standards will be applied, frequency of surveillance, and minimum acceptable quality/performance.

Any supplies and services to be furnished under this contract shall be ordered by issuance of delivery orders or task orders by the individuals or activities designated in the Schedule.

Such orders may be issued from date of award through 30 June 2030. All delivery orders or task orders are subject to the terms and conditions of this contract. See clause 52.216-18 for ordering details.

TECHNICAL EXHIBITS

TECHNICAL EXHIBIT #1 - Proposed LMS Migration Plan

Categories Jan

Feb

Mar

Apr

May

Jun

Jul

Aug

Sep

Oct

Nov 21 thru

May 22

Award Phase1

IOC2

UAT3 #1

UAT #2

Training4 System Administrators and Instructional Designers (ID)

No Training during this period

Users, including

ET/ID

Teachers

FOC5

Notes

Award Phase1

Award on or about 16 JAN 2021. Followed by the post-award conference and the IT meeting within five days and ten days of award, respectively.

IOC2

Interoperability Capability: During this phase, as an iterative process, data migration and training will begin; develop user guides.

UAT3

User Acceptance Testing: There are two UAT phases, as shown above. During UAT, a pilot test will be done to confirm that all systems, and courses, are operational and functioning as required.

Training4 System administrators, 5-7 people. Educational technologists, 160-

175 people. Users, 12,500 – 14,000 people. See SD 2.1.2

FOC5

Full Operational Capability (FOC) is expected to be achieved on or about May 01, 2022.

LMS

Implementati on and Continued

Testing

The full implementation of the new LMS will begin with students/teachers using the new LMS system Summer Semester of 2022. DoDEA expects to run the current LMS in tandem with the new LMS during this period to perform any final testing, and ensure all data has been migrated.

(End of Summary of Changes)