25QE074_Attachment 1_Factor I_PWS.pdf

PERFORMANCE WORK STATEMENT

Department of Defense Education Activity 4800 Mark Center Drive

Alexandria, VA 22350

PERFORMANCE WORK STATEMENT

FOR

Student Activity Fund Accounting Solution

1. General Information and Scope of Work

1.1 Agency: For school year (SY) 2025-26, the Department of Defense Education Activity (DoDEA) will provide PK-

12 instruction in 164 schools to over 67,000 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 England, Netherlands, Belgium, Germany, Spain, Italy, Turkey, and Bahrain. In the Pacific, DoDEA operates 46 schools located in Korea, Japan (mainland and Okinawa), and Guam. DoDEA also operates a fully accredited virtual high school with teaching hubs in the Americas, Europe, and Pacific.

1.2 Background: DoDEA allows middle schools and high schools to establish and manage student activity funds (SAF) to support student extracurricular activities. These funds are currently managed according to DoDEA regulations and guidance. The current solution is user-friendly, authorizes 2-3 people access to the system at the school level, and permits selected, above-school-level staff, view-only access and the ability to generate reports. Each of the 24-middle school SAF accounts manage up to $10,000 each year, and each of the 40 high school SAF accounts manage up to $100,000 each year.

1.3 Scope of Work: DoDEA requires a cloud-based, vendor-hosted SAF solution for the 62 schools that currently have SAF accounts. For our schools in Europe and the Pacific, the proposed solution must manage both the US and local foreign currency (i.e., Euro, Yen, Won, or Pound).

2 Requirements (Objectives)

Student Activity Fund Accounts: DoDEA requires a cloud-based, vendor-hosted SAF solution for the schools that currently have SAF accounts. The tasks below are to help the Contractor gain a better understanding of the requirements to successfully meet the objective. They are not all inclusive, so the Contractor is expected to develop the total solution to meet all the requirements in accordance with a performance-based approach.

2.1 Objective 1: SAF Accounting Solution

2.1.1 Task 1, Licenses—The proposed solution shall, at a minimum:

2.1.1.1 Be cloud-based and/or web-based vendor-hosted.

2.1.1.2 Be updated periodically –minimally once per year - and be 508-compliant.

2.1.1.3 Provide sequential lists of accounts payable, activity transfers, vendor transactions, receipts, and journal adjustments.

2.1.1.4 Allow users to print and email donation receipts.

2.1.1.5 Produce the following reports: reconciliation reports, bank reconciliation reports, activity ledgers, outstanding check reports, extended codes to identify types of funding received (e.g., donations, grants), and audit reviews, including any missing receipts reports.

2.1.1.6 Backup all files at least daily.

2.1.1.7 Provide users with audit reports (e.g., missing receipts, check for duplicates, open & closed months), with year-end closing reports, and with the ability to view the prior year accounts.

2.1.1.8 Allow users to receive electronic payments (US and non-US currency) and to send to identified financial accounts.

2.1.1.9 Allow users to send funds (US and non-US currency) electronically from the identified school’s account to vendors and print/email receipt of payments.

2.1.1.10 Allow users to record foreign currency and US currency independently, including a drop-down menu to select country currency (Euro, Yen, Won, and Pound) when entering data. For example, the school bank account has both US dollars and Euros. The end user shall have the ability to select the currency being used in the system, and the system shall calculate the total amount of US currency and the total Euros.

2.1.1.11 Provide all services above in the following countries: US, Cuba, UK, Germany, Belgium, Netherlands, Italy, Spain, Turkey, Bahrain, Japan, and South Korea.

2.1.2 Task 2, Professional Learning & Product Training: The Contractor shall:

2.1.2.1 Professional Learning: The Contractor shall, during the Base Year, provide live virtual training sessions via Microsoft Teams for DoDEA middle and high school SAF program staff in each of the following regions: Americas, Europe, and Pacific. Each region shall receive a dedicated session tailored to its needs. The Contractor shall determine the appropriate duration necessary to effectively deliver the training content, ensuring comprehensive understanding of the SAF system. A related documentation manual shall be provided to all participants. Note: The KO may request Professional Learning training for the following option years if required.

2.1.2.2 Virtual Product Training: The Contractor shall develop and deliver asynchronous training content that provides step-by-step instruction on how to use the SAF solution. This may include webinars, instructional videos, and/or interactive digital modules with video links.

The training shall be recorded and uploaded to DoDEA’s learning management system (LMS, Schoology). A digital documentation manual shall accompany the training materials.

Note: The KO may request Virtual Product training for the following option years if required.

2.1.3 Task 3, Transition Plan and Support—In the event a new vendor is awarded the SAF contract in 2030, a seamless transition to the new system is required. To that end, the Contractor shall:

2.1.3.1 Plan: Provide a draft transition training plan that includes at a minimum (1) integrating data from the current system to the new solution and (2) the steps required to ramp up to the new solution. Finalize the plan based on written feedback from DoDEA.

2.1.3.2 Support: Provide—if necessary, in 2030—the training and support to the key staff of the new system that will result in a seamless transition to the new system.

2.2 Objective 2: General Requirements—The Contractor shall:

2.2.1 Task 1: Technical Support: Provide industry-standard technical support for its digital resources for the life of the contract, via telephone or email, within one business day from the initial contact to include, but not limited to, assisting with service problems, product setup, upgrades, and troubleshooting.

2.2.2 Task 2, Technical Requirements for Digital Resources (if applicable): Ensure its own and its subcontractors’ (third-party) programs, software, and applications meet—at a minimum—the same technical requirements as the Contractor must meet, such as single sign on (SSO) and Federal Risk and Authorization Management Program (FedRAMP) Level 2, etc. On a case-by-case basis, DoDEA may honor requests to waive the FedRAMP Level 2 requirement. For more information, see Technical Exhibit #1, 1.1.5.

2.2.3 Meetings: Attend virtual meetings at no additional cost to the Government, provide the medium through which each meeting occurs, and summary of the meeting. Submit the draft summary to the COR within two business days of the event and finalize the summary of the meeting two business days after receiving written feedback from the COR.

2.3 Performance Standards and Acceptable Quality Levels (Objectives 1 and 2)

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

2.3.2 Acceptable Quality Level: See PWS 7, Performance Requirement Summary (PRS).

3 Constraints

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

3.2 Privacy—The Contractor shall:

3.2.1 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.

3.2.2 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.

All Contractor personnel that have access or may potentially have access to DoDEA data in any form shall be US citizens, including any third-party penetration (PEN)/security testers.

3.2.3 Privacy Training: Ensure Contractor staff who have access to DoDEA’s student, teacher and/or staff personally identifiable information successfully complete 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.

3.2.4 Privacy Verification: Provide the COR written verification of compliance to the Privacy requirements (listed above) 120 calendar days prior to the expiration of each year’s contract option period or annually, as required. Note: After reviewing the Contractor’s verification, DoDEA reserves the right to ask for further verification data in order for DoDEA to comply with DoD’s evolving privacy mandates.

3.3 Contract Manager (CM) and Alternate CM (ACM)The Contractor shall:

3.3.1 Provide a CM and alternate CM responsible for the performance of work. A written designation letter for each position shall be provided to the Contracting Officer and the Contracting Officer’s Representative (COR). The CM/ACM shall have full authority to act on behalf of the Contractor on all contractual matters relating to the daily operation of this contract. The Contracting Officer and COR shall be notified immediately, in writing regarding any change in either the CM or alternate CM’s role.

3.4 Holidays and Hours of Operation: The CM ACM shall be available during the hours of 9AM to 5PM Eastern Time except for Federal holidays and Federal Government closures/shutdowns. The following are recognized Federal holidays: New Year’s Day, Martin Luther King Jr.’s Birthday, Presidents Day, Memorial Day, Juneteenth National Independence Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day.

3.5 Availability: The contractor shall make all resources required for the fulfillment of this contract available to the Government for the life of the contract.

3.6 Anti-Bias, Diversity, and Inclusion—The Contractor shall provide resources free of bias regarding race, color, religion, sex, national origin, or disability .

3.7 Section 508 Compliance—The Contractor shall:

3.7.1 Background: Section 508 of the Rehabilitation Act, as amended by the Workforce Investment Act of 1998 (P.L. 105-220), requires Federal agencies that develop, procure, maintain, or use information and communication technology (ICT) to ensure they are accessible to people with disabilities. Federal employees and members of the public who have disabilities must have access to and use information/data that is comparable to people without disabilities.

3.7.2 Requirement: Ensure that products, platforms, and services delivered as part of this work statement that are ICT or contain ICT conform to the Revised 508 Standards, 36 C.F.R. § 1194.1 & Apps.

A, C & D which are located at the following URL: https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines.

3.7.3 ARS: See the attached ICT Accessibility Requirements Statement (ARS). All functional performance criteria apply when using an alternative design or technology that achieves substantially equivalent or greater accessibility and usability by individuals with disabilities, than would be provided by conformance to one or more of the requirements in Chapters 4-6 of the Revised 508 Standards or when Chapters 4-6 do not address one or more functions of ICT. Note the guidance in the table below:

Applicable Requirements Directions

Software Features and Components

Applies to all WCAG Level AA Success Criteria, 502 Interoperability with Assistive Technology, and 503 Applications.

Hardware Features and Components All requirements apply.

Support Services and Documentation All requirements apply.

Outputs/Deliverables Ensures that outputs/deliverables do not adversely affect accessibility features of the existing EIT technologies.

3.8 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 Information / Resources

4.1 Registration: The Government will provide the names of the participating schools and other registration data required by the SAF solution.

5 Contract Deliverables

Milestone/Deliverable Word/ Excel

Digital Copies PWS Planned

Frequency Objective 1, SAF Accounting Solution

Licenses Yes Yes 2.1.1 Ongoing, beginning three business days after receipt of the initial task order

Professional Learning (PL) Yes Yes 2.1.2.1 PL date scheduled at the post-award conference

Product Training Yes Yes 2.1.2.2 Ongoing, beginning three business days after receipt of the initial task order

Transition Plan Yes Yes 2.1.3.1

Twenty (20) business days after notification of a new Contractor in option year 4, provide a draft transition plan to the COR/KO. Final plans shall be ready 20 days prior to the contract end.

Transition Support Yes Yes 2.1.3.2

Provide—if necessary, in 2030—approximately twenty (20) business days prior to contract expiration, the required transition support to the new system.

Objective 2, General Requirements

Technical Support Yes Yes 2.2.1 Ongoing, beginning three business days after receipt of the initial task order

Technical Requirements for Digital Resources Yes Yes 2.2.2 Ongoing

Meetings Yes Yes 2.2.3 Constraints

User Accounts Yes Yes 3.2.1 Ongoing after receipt of initial task order Privacy Training Yes Yes 3.2.3 Three days after receipt of a written request

Privacy Verification Yes Yes 3.2.4 120 calendar days prior to end of each contract year

6 Acronyms and Definitions

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): Only individuals 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 KO’s warrant.

Contracting Officer’s Representative (COR): A contracting officer’s representative (COR) assists the KO in the technical monitoring or administration of a contract The COR no authority to make any commitments or changes that affect price, quality, quantity, delivery, or other terms and conditions of the contract nor in any way direct the contractor or its subcontractors to operate in conflict with the contract terms and conditions;

Contractor: Supplier or vendor contracted to provide specific supplies or services to the Government. The term herein refers to the prime.

Deliverable: Specific, tangible or intangible products, services, or results that a contractor is obligated to provide to the government under the terms of a contract.

Performance Requirements Summary (PRS): Tabular listing of performance objectives and standards.

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

SLIN: breakdown of a Contract Line-Item Number (CLIN). It provides additional detail and structure within a CLIN, often used to track specific components, deliverables, or costs associated with a larger contract item.

Summary: Accurate document of the proceedings of each meeting, including: 1) Date, time, and platform used,

2) Summary of discussions, 3) Decisions made, 4) Action items with assigned responsibilities and due dates.

7 Performance Requirement Summary

Performance Objective

Performance Standard Acceptable Quality Level Inspection Method

Objective 1, SAF Accounting Solution

Task 1, Licenses

PWS 2.1.1

PWS-

compliant

Available 24/7/365 except for scheduled downtimes and no more than one unscheduled downtime each semester.

COR inspection and stakeholder feedback

Task 2, Professional Learning, PWS, 2.1.2.1

PWS-

compliant

DoDEA staff rate the in-person training as good or excellent.

COR inspection and stakeholder feedback

Task 2, Product Training, PWS, 2.1.2.2

PWS-

compliant

Available 24/7/365 except for scheduled downtimes and no more than one unscheduled downtime each semester.

COR inspection and stakeholder feedback

Task 3, Transition Plan, PWS 2.1.3.1

PWS-

compliant

Draft plan: 80% correct.

Final plan: 100% correct. COR inspection

Task 3, Transition Support, PWS 2.1.3.2

PWS-

compliant

Implement the transition plan in 2030, if required, to affect a seamless transition to a new system.

COR inspection and stakeholder feedback

Objective 2, General Requirements

Tasks 1, Technical Support, PWS 2.2.1

PWS-

compliant

Acknowledge receipt of request within two hours. Resolve 90% of requests in one business day. Resolve the remaining 10% in five business days.

COR inspection and stakeholder feedback

Task 2, Technical Requirements for Digital Resources

PWS 2.2.2

PWS-

compliant 100% PWS-compliant COR inspection and stakeholder feedback

Constraints

Performance Objective

Performance Standard Acceptable Quality Level Inspection Method

Objective 1, SAF Accounting Solution

User Accounts, PWS 3.2.1

PWS-

compliant 100% PWS-compliant COR inspection and stakeholder feedback

Privacy Training

PWS 3.2.3

PWS-

compliant

No more than one certificate per year sent to the COR more than three business days from the date of the COR’s request for it.

COR inspection

Privacy Verification

PWS 3.2.4

PWS-

compliant

Submitted 120 calendar days prior to the end of each contract year. COR inspection

Technical Exhibit #1 - TECHNICAL REQUIREMENTS

8. Technical Requirements: The Contractor shall comply with the applicable technical requirements detailed below.

8.1 Software and Cloud Security Requirements—The Contractor shall:

8.1.1 Ensure all online resources, cloud-based services and instructional software meet Department of Defense

(DoD) and DoDEA cybersecurity requirements as defined below. Note: Software, cloud services and associated websites are rigorously tested to ensure no security risks are posed to DoDEA infrastructure and its users.

8.1.2 Complete the Cloud Services questionnaire that was submitted as part of the proposal submission and provide copies of and/or access to any software listed in the proposed solution.

8.1.3 Ensure its content accessible from the web is compatible with the following browser platforms: Google Chrome, and Edge. Ensure that any applicable STIGs are implemented.

8.1.4 Provide a plan of actions and milestones (POA&M) to mitigate any cybersecurity findings resulting from non-compliant and/or vulnerable components in 30 calendar days of written notification from DoDEA.

8.1.5 Be able to meet Federal Risk and Authorization Management Program (FedRAMP) Level 2 standards for all proposed software/digital resources and ensure that any third-party resources that are part of its proposed solution also meet the FedRAMP Level 2 standard. For more information on FedRAMP, see the following URL: www.fedramp.gov. Participate, if required, in interviews and deep system architecture inspections.

Per DoD policy for cloud-based services, DoDEA conducts a supplemental series of validations, which closely mirror the FedRAMP Internet Cloud vetting processes. Contractor participation/ cooperation is normally required to complete this process.

On a case-by-case basis, DoDEA may honor requests to waive the FedRAMP Level 2 requirement.

PERFORMANCE WORK STATEMENT