PWS Postsecondary Analysis AEW Oct 29 (3).docx

Attachment A November, 2024

Performance Work Statement Office of Postsecondary Education (November 2024)

Postsecondary Analysis

I. OVERVIEW

The Policy, Planning, and Innovation Staff (PPI) within the Office of Postsecondary Education (OPE) performs studies, analyses, and research in support of the U.S. Department of Education’s (Department) mission, strategic goals, initiatives. This task order primarily supports PPI who regularly collaborates with other offices and staffs in the Department. Therefore, vendors supporting PPI may be asked to work on tasks that are within scope but delivered through their COR to other offices within the Department and potentially with those offices’ contractors.

PPI’s main areas of analysis include the Title II teacher preparation programs, teacher shortage areas, college accreditation, Campus Safety and Security, Equity in Athletics, and distance education. PPI uses many data sources for its analyses, including the Integrated Postsecondary Education Data System (IPEDS), Accreditation database, e-Recognition database, and College Navigator.

PPI uses data to produce routine published data reports, analyses for Department of Education management, responses to Congressional inquiries, and data extracts and reports that support OPE analyses of its policy and grant programs. Technical assistance is needed to extract data, integrate data sources, conduct annual production data work, analyze data, produce data reports, write analysis computer programs, produce analysis reports, and other data science tasks.

In addition, PPI writes computer codes in SAS to automate routine, production processes. All routine processes are documented with programming specifications, and manual production processes are documented with Standard Operating Procedures (SOPs). Occasionally, processes are documented with both.

OPE is seeking support from an external contractor to:

· Analyze postsecondary data, including but not necessarily limited to, data about Institutions of Higher Education (IHEs), college students preparing to be teachers, teacher shortages, Federal Student Aid, and Accreditation.

· Conduct production data work on existing processes and data transfer protocols.

· Integrate data streams from discrete data systems and automate matching of these data, if not already done.

· Produce cross-stream data analyses to perform first-ever research in the field.

· Prepare reports for Congress, other external users, internal decision-makers, and others.

· Publish data, findings, and reports in peer-reviewed and other public venues.

The Department’s reports are intended to inform Congress, prospective teachers, the education community, IHEs, researchers, and policymakers about postsecondary education in the United States. Data, reports, and analyses may be published on ed.gov, regulations.gov, or data.gov.

II. SCOPE OF WORK

The vendor shall complete tasks described below. All deliverables that are created for public consumption shall meet the requirements for posting content stated in the ED.gov Management and Publishing Policies at wwwstds.doc, Required Notices | U.S. Department of Education, and Website Policies | U.S. Department of Education. All reports shall comply with the U.S. Department of Education Information Quality Guidelines available at Information Quality Guidelines | U.S. Department of Education. All statistics and statistical products shall comply with the Office of Management and Budget Statistical Programs & Standards available at https://www.whitehouse.gov/omb/information-regulatory-affairs/statistical-programs-standards/, the Evidence Act available at Pub. L. No. 115-435, 132 Stat. 5529, and any existing or future laws, regulations, directives, or guidance issued pertaining to statistics, evidence, data, or information. The vendor will collaborate with other ED contractors and ED staff from other offices, to ensure deliverables meet the needs of OPE and the Department.

TASK 1: Project Management

· Post Award Kick-Off Meeting

Within seven calendar days after the task order is awarded, the vendor’s project director and other key project staff shall meet with the Contracting Officer (CO), the Contract Specialist (CS), the Contracting Officer’s Representative (COR), and other appropriate Department staff to review the overall tasks, to identify potential problems and possible solutions, and to discuss areas of concern related to the proposed project staffing plan and other management requirements. The primary purpose of this meeting is to refine the management, staffing, and scheduling plans. These refinements are not to alter the specifications of the task order, but to provide management information for use by both the contractor and the government in monitoring the work to be performed. This meeting is also to help the vendor to make use of the experience that Department staff has gained over the years.

· Weekly Reports

The vendor shall submit weekly reports including what work was completed, status of ongoing work, and what work is planned for the coming week.

· Monthly Reports

The vendor shall submit monthly reports on the progress made in accomplishing each of the project tasks, problems encountered and solutions to the problems, and plans for the next month. The monthly report shall be due on the 15th of each month. The monthly report and supporting documentation shall cover the previous month’s activities, for both the contractor and subcontractor(s). The contractor shall submit the monthly report via the Invoice Processing Platform (IPP). The invoice and documentation of expenses shall be submitted simultaneously with the monthly report.

The vendor will meet with PPI either virtually, or in person, as needed. The vendor will arrange to meet in person when meeting attendees include upper management or representatives from offices outside OPE, like Under Secretary, Budget Service, Institute for Education Sciences, Federal Student Aid. For all meetings, the vendor will record meeting minutes, including attendees, summary of discussion, and action items. Contractor will deliver minutes within 5 business days (brief, bulleted email will suffice).

Task 1 quality assurance acceptable performance standard:

· 95% of monthly reports submitted on time.

· 95% of monthly reports are accurate.

· 95% of weekly reports submitted on time.

· 95% of weekly reports are accurate.

TASK 2: Documentation

All production data work shall be documented with Standard Operating Procedures (SOPs) and Specifications. These documents shall be evaluated and updated at least annually for each process or production project. The vendor shall create and maintain a schedule of all production data work, person assigned, level of effort, assigned dates, due dates, and approval status. The vendor shall develop and maintain these documents using standard software tools available to all ED employees.

Task 2 quality assurance acceptable performance standard:

· 95% of Standard Operating Procedures and Specifications submitted on time.

· 95% of Standard Operating Procedures and Specifications are accurate and easy to understand.

TASK 3: Title II Secretary’s Annual Report to Congress

This report is of national interest. This task will involve working with multiple Department offices, representatives from other federal offices, and the Title II data collection and publication contractors.

Subtask 3.1: Title II Data Analysis Report

Prior to starting analysis, the vendor shall identify, in collaboration with the COR and program manager, the appropriate analyses to be conducted for each type of data collected. The vendor shall produce a preliminary analysis of the data collected for every data element in the survey showing data totals, trends, and comparisons with previous years’ data. The analysis shall include for each element the type of data collected, any identified data quality issues including missing data and outliers, and a set of analyses consistent with the data type. By collaborating with the Title II data collection contractor, the vendor shall update the report to include findings from quality control and collection follow-up procedures, changes made based upon these procedures, and associated documentation. The report shall be updated, if needed, after states verify their data. The vendor shall then deliver the final report to the COR and program manager. If required by law, regulation, directive, or guidance, the vendor will work with the COR and program manager to produce a shorter version appropriate for public release and sufficient to satisfy the legal obligations for documentation of publicly released Federal data and statistics.

Subtask 3.2: Planning and Designing the Annual Report to Congress

The vendor shall develop a design and implement a plan for preparing the mandated national report from the Secretary of Education to Congress and the American public.

The design of the report shall be developed in collaboration with the COR and program manager and may include timely policy information, state requirements for initial teacher certification or licensure and assessments, teacher preparation program information and data, data analyses from the Data Analysis Report, and additional analyses to be conducted. The design will ensure a balanced and complete report aligned with the requirements of HEA and include data displays that communicate the data graphically in informative ways.

The plan will specify work to be performed and a schedule that allows the Department to submit the report for publication 4 weeks prior to the date agreed upon. The plan will include a clear definition of all activities, deliverables, and responsibilities. Further, it shall document format specifications for electronic, print, and Web versions, including Section 508 of the Rehabilitation Act (Section 508) compliance requirements.

The plan will include submission dates that allow about two to three months for COR and Departmental review and revision of written materials. All official clearance processes must be incorporated into the plan. Tight time frames are anticipated; however, the report must be of the highest quality, suitable for public, press, and Congressional scrutiny.

Subtask 3.3: Annual Report

The vendor shall provide a draft version of this publication (which shall meet the Department's publishing guidelines) to the COR, and a final version that reflects comments and revisions from the COR. The COR will forward all comments from the Department, including the Office of Communications and Outreach (OCO) and the Office of the Secretary, to the contractor to prepare a final version. The final version of the publication shall be error free. The vendor shall furnish, a PDF Web-ready version, and a Microsoft Word Web-ready version of the publication in compliance with Department requirements (See “Compliance with the Department IT Security Policy” section).

In addition, for requirements of Section 508, the vendor shall furnish a PDF and word version of the publication to the COR. All tables shall either be developed in Excel and imported into a Word file or in a Word table format. To as great a degree as possible, charts and graphs shall be developed in Excel and imported into a Word file. A description shall be provided for each graph in either Word or in a Word table format.

The vendor shall maintain the reporting system used to generate tables, displays, graphs and data reports that the Department uses (https://title2.ed.gov/Public/Home.aspx). The contractor must have the capability to produce text, graphs, tables, charts, and other graphics quickly and accurately. Production work and editing may require no more than a 24 hour turn around period once the COR submits the request for changes to the contractor. The COR shall submit comments back to the vendor within one week after consolidating comments from other Department staff or offices.

Task 3 quality assurance acceptable performance standard:

· Data reports (i.e., data analyses, charts, and tables) are understandable, adequately documented (i.e., include all footnotes and sources), and graphics are readable and concise, requiring minimal revisions.

· Data reports prepared by the vendor are complete, understandable, and delivered to the COR on time.

· Materials prepared by the vendor (i.e., draft and final publications) are of high quality, require no more than minimal revisions, and are consistent with ED’s guidance on content, formatting and publishing requirements.

· Materials prepared by the vendor are complete and delivered on time to the COR.

TASK 4: Accreditation Data Transfer

The Database of Accredited Postsecondary Institutions and Programs (DAPIP) contains information reported to the Department directly by recognized accrediting agencies and state approval agencies. A risk model that uses both DAPIP and FSA data runs on FSA’s data analysis platform (EDWA). The vendor may need to coordinate with the COR, OPE staff, OPE contractors, the Institute for Education Sciences (IES) staff, IES contractors, FSA staff, and FSA contractors.

The vendor will create an extract of the DAPIP database quarterly for upload into the Accreditation Risk Model. This will require the vendor to obtain access to the DAPIP SQL database, hosted on the IES Data Center. The first delivery will require reviewing, and if necessary, revising existing SAS code to extract from the new DAPIP database. SAS is installed on the IES data center. The vendor will coordinate with the DAPIP developers to verify the code accurately pulls the data. The vendor will coordinate with the Accreditation Group’s staff, within OPE, to ensure data are interpreted correctly. The vendor will coordinate with FSA contractors to ensure the output and format meets the needs of the risk model.

The vendor shall verify that the risk model has been updated after each quarterly file delivery. This will require the contractor to obtain access to the Accreditation Risk Model, hosted on the FSA EDWA system. Annually, the vendor will collaborate with all parties and make recommendations regarding model expansions or revisions based on DAPIP (or other) data.

4.1 Deliver final SAS code to create risk model extract

3 months after award

4.2 Deliver risk model extracts to COR

January 1, April 1, July 1, October 1, yearly

4.4 Deliver final SAS code to create list of institutions and programs by accreditors

June 1

4.5 Deliver white paper presenting data science research with recommendations for the risk model

12 months after award

Task 4 quality assurance acceptable performance standard:

· Quarterly updates complete, correct and completed on time.

· Annual list of institutions is complete, correct and on time.

TASK 5 (Optional): Additional mandated Reports, Statistics, or Analyses

The Department may at any time be required to produce analyses, statistics, or other types of data reporting based upon existing or future laws, regulations, directives, or guidance. The vendor will work with the COR to gain access to the data necessary to produce the required deliverable. The vendor will then prepare and deliver the required analytical product.

TASK 6 (Optional): Transition Out Plan

The vendor shall:

· Provide a transition plan of maintenance and support activities, specifically including turnover activities at the end of the task order, or whichever option year is not exercised.

· Provide a long-term transition of web data collection maintenance and support activities. During the last three months of this task order, the contractor shall provide for a smooth transition to a successor contractor for long-term operations.

· Transition for the new postsecondary task order will include a series of formal meetings with staff from PPI, the COR, the current contractor, and the new contractor. The vendor shall propose a list of anticipated meetings over a period of four weeks. The contractor shall provide an agenda for up to four transition meetings. The current vendor shall provide documentation of all system requirements and databases.

· The current vendor shall provide access to all database, web application, websites and computer codes.

6.3 Meeting Agendas

3 months before end of task order

III. AUTHORITY

The Higher Education Act (HEA) requires the Department to report on the following. See HEA_2008_Sections 205_208.pdf .

· The Secretary’s Report on Teacher Preparation and State Initial Certification or Licensure, annually. See: https://title2.ed.gov/Public/SecReport.aspx

· Equity in Athletics. See http://surveys.ope.ed.gov/athletics/ (collection) and https://ope.ed.gov/athletics/#/ (dissemination).

· College Affordability and Transparency Explanation Form. See https://surveys.ope.ed.gov/catef/#/ (collection) and https://collegecost.ed.gov/affordability (dissemination).

IV. SCHEDULE OF DELIVERABLES

Postsecondary Analysis Schedule of Deliverables

TASK 1: Project Management

TASK 2: Documentation

Task 3: Secretary’s Annual Report to Congress

Task 4: Accreditation Data Transfer

The vendor shall deliver white paper presenting data science research with recommendations for the risk model

12 months after award

Task 5: (OPTIONAL)Additional mandated reports, statistic, or analysis

TASK 6: (Optional): Transition Out Plan

*Days refer to business days.

VI. Inspection and Acceptance Procedures

I. Inspection and Acceptance Procedures

The contractor shall consult with the COR regarding any questions on major decisions regarding the development of deliverables. This process will include monthly phone calls to the Department and biannual visits to the Department to discuss potential project problems and progress.

Each deliverable shall include two revisions based on feedback from PPI. All materials shall be approved before release. No deliverables or data shall be released to anyone without the COR’s approval.

Annual data collections shall only be published after receiving approval from the Dissemination Review Board.

For each of the deliverables as indicated, the COR will provide feedback on them or provide written notice within 14 days from receipt.

All work performed by the contractor shall conform to all National Center for Education Statistics Statistical Standards, Style Standards and Web Standards. These standards can be found on the NCES website using the following links:

NCES Statistical Standards https://nces.ed.gov/statprog/standards.asp NCES Style Standards - http://nces.ed.gov/statprog/style.asp

Summary of Abbreviations

DAPIP -Database of Postsecondary Institutions and Programs CATEF – College Affordability and Transparency Explanation Form CO- Contracting Officer COR – Contracting Officer’s Representative EADA – Equity in Athletics Disclosure Form ED/The Department- U.S. Department of Education HEOA- Higher Education Opportunity Act IPEDS- Integrated Postsecondary Education Data System IPP – Invoice Processing Platform IT- Internet Technology NCES- National Center for Education Statistics OCIO- Office of the Chief Information Officer OPE- Office of Postsecondary Education PPI – Planning, Policy and Innovation

II. Security Information and Privacy Requirements

The contractor, and all sub-contractors, shall comply with the Department of Education's IT security policy requirements, specifically those set forth in the Security Requirements for Contractors Doing Business with the Department of Education (https://www2.ed.gov/fund/contract/about/bsp.html). Additionally, the contractor, and all sub-contractors, shall develop and implement management, operational and technical security controls to assure required levels of protection for information systems. Furthermore, the contractor, and all sub-contractors, shall further comply with all applicable Federal IT security requirements including, but not limited to:

• Most recent applicable National Institute of Standards and Technology (NIST) special publications, standards, and guidance

• Federal Risk and Authorization Management Program (FedRAMP) requirements and guidance

• Appendix III to Office of Management and Budget (OMB) Circular A-130"

Records Management Requirements:

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. The Department of Education (ED) and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Agency] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to ED. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to ED control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and ED guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with ED policy.

8. The Contractor shall not create or maintain any records containing any non-public ED information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The ED owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for ED shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take ED-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

Flowdown of requirements to subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

IT PROJECT MANAGEMENT LANGUAGE

Implement IT project management practices, techniques, methodologies, and standards to facilitate the efficient and effective lifecycle management of IT projects, leveraging the Department’s Enterprise Program Management Review Framework

INFORMATION MANAGEMENT REQUIREMENTS

The purpose of this document is to impart requirements for managing and ensuring accessibility to Federal records (on any medium such as paper, systems, applications, etc.) that is made or received in connection with the transaction of Department business as part of a contract. The following requirements are divided into two sections, which are mandatory: (1) Records and CUI, (2) Accessibility requirements related to Section 508 of the Rehabilitation Act.

RECORDS AND CONTROLLED UNCLASSIFIED INFORMATION (CUI)

· "Federal record" as defined in 44 U.S.C. § 3301, includes all information, made or received by a Federal agency in connection with the transaction of public business. ED owns rights to all records produced as part of this contract. Any Contractor rights must be identified as required by FAR 52.227-11 through FAR 52.227-20.

· Federal records must be managed according to the applicable records management laws and regulations, to include the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), 36 CFR Chapter XII Subchapter B, and the Privacy Act of 1974 (5 U.S.C. 552a).

· Federal records which are CUI must additionally be managed in accordance with any applicable laws, regulations and government-wide policies (LRGWP) to include EO 13556, 32 CFR Part 2002, ED Directive OCIO 3-113, and NIST-800-171 Revision 2 (or current version).

· Applicability: This clause applies to all Contractors and sub-contractors (hereafter referred to as “Contractors”) and must be incorporated into all subcontracts.

· Training Requirements: All Contractors are required to take the annual Information Management Requirements training. If the contract includes CUI the CUI Identification and Marking Training is required. Additional Category or POC specific trainings may be assigned. Contractor will maintain completion certificates and provide upon request.

· Electronic Information System Requirements: Any electronic information system should address at minimum the following regulations in 36 CFR 1236.10. Agencies must incorporate controls into the system or integrate them into a recordkeeping system that is external to the information system itself (see 36 CFR 1236.20 for recordkeeping system functionalities). Information systems that process, store, or transmit CUI must fulfill the requirements outlined in 32 CFR 2002.14(g).

· Marking Requirements: The Contractor will mark CUI as outlined in Department training.

· Handling and Safeguarding Requirements: The Contractor will ensure that CUI is managed appropriately. The requirements include safeguarding, controlled environments, shipping and mailing or transporting protections, and reproduction protections (see 32 CFR 2002.14(a-e)).

· Contract Completion Requirements: Removal or destruction of records must be in accordance with assigned ED records schedule and must include written concurrence from the CO/COR. If records are removed or destroyed the Contractor must report the incident to ED immediately. Destruction or removal of records without the above requirements is subject to fines and penalties imposed by 18 U.S.C. 2701.

· Compliance with Information Protection Requirements: ED reserves the right to verify compliance with information security requirements established by this contract. The Contractor will fully comply with all ED-initiated inspections as permissible by law.

· Information Security Incidents (ISI) Requirements: Contractors must immediately report any and all suspected security incidents, breaches, and events involving ED information to ED’s Computer Incident Response Center (EDCIRC) email: edcirc@ed.gov, and ED’s Security Operations Center (EDSOC) email: edsoc@ed.gov; voice: 202-243-6550, regardless of whether the ISI is suspected, known, or determined to involve IT systems operated in support of this contract. In the event of an ISI, ED must be provided immediate access to all IT systems used in support of this contract for inspection and analysis.

IT ACCESSIBILITY REQUIREMENTS (SECTION 508 OF THE REHABILITATION ACT)

· Section 508 of the Rehabilitation Act, as amended by P.L. 105-220, requires that when Federal agencies develop, procure, maintain, or use information and communication technology (ICT), it shall be accessible to people with disabilities. Products, platforms and services delivered as part of this work statement that are or contain ICT, must conform to the Revised 508 Standards, at 36 C.F.R. § 1194.1 & Apps. A, C & D.

· Applicable Functional Performance Criteria: 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. – All requirements apply

· Applicable requirements for software features and components: All WCAG Level AA Success Criteria, 502 Interoperability with Assistive Technology, 503 Application – Applies if client server software (installed on a computer) is a part of the procurement.

· Applicable requirements to Webpage and Web Applications: All WCAG Level AA Success Criteria – Applies if websites or a web-based application (browser based) is part of the procurement.

· Applicable requirements for hardware features and components: Applies if hardware is part of the procurement. (e.g. copiers, fax machines, phones, scanner etc.)

· Applicable support services and documentation: All requirements apply.