REDACTED...Limited Source Justification DAQASII Title III.PB.pdf

United States Department of Education Office of Finance and Operations Contracts and Acquisitions Management

LIMITED SOURCE JUSTIFICATION

1) IDENTIFICATION:

Agency: U. S. Department of Education Contracting Activity: Contracts and Acquisitions Management

2) NATURE AND/OR DESCRIPTION OF THE ACTION BEING APPROVED:

The Office of the Chief Data Officer (OCDO) supports education policy development and implementation by bringing the best available evidence to bear through data-based analysis, including conducting new data collection and analyses, conducting secondary analyses of existing datasets, and reviewing previous research. OCDO also supports program management and improvement by advising on the collection, quality, and use of data, analyzing data in collaboration with program offices and other relevant stakeholders, and developing performance metrics.

This task order assists OCDO in carrying out its work by providing technical support for OCDO internal and external analyses and reports pertaining to PK-12 and postsecondary education. Under this task order, the contractor conducts data assembly and analyses, design and conduct data analyses and research reviews, inform OCDO’s work in supporting data quality efforts throughout the U.S. Department of Education (Department), prepare research summaries, and review the technical quality of draft, analysis plans, and reports. The contractor follows OCDO and National Center for Education Statistics (NCES) guidelines to ensure that analytic products are of consistently high quality.

On September 24, 2021, the above referenced call order was awarded under a multiple award Blanket Purchasing Agreement (BPA) after a competitive process to AIR. The BPA was procured under General Services Administration NAICS code 541611.

3) DESCRIPTION OF SUPPLIES OR SERVICES REQUIRED TO MEET THE AGENCY'S

NEEDS:

Project Title: Data Analysis and Quality Assurance Support (DAQAS II) Call Order

Description of supplies or services:

This contractor assists OPEPD/OCDO, as well as program offices (e.g., Office of Elementary and Secondary and Education—OESE, and Office of Postsecondary Education—OPE) in carrying out their work by providing technical support for internal and external data-related analyses and reports pertaining to PK-12 and postsecondary education. Under this call order, the contractor conducts data assembly and analyses, design and conduct data analyses and research reviews, informs data quality efforts throughout the U.S. Department of Education (Department), prepares research summaries, and reviews the technical quality of draft, analysis plans, and reports. The Base Year plans and activities have been moving along as proposed and are of high quality.

The ESEA Title III program in OESE needs support to improve data quality and address the administrative impact on grantees, and the work has planned 8601 evaluation study funding. This work involves collecting data on and analysis of state guidance, mapping Title III data files, completing the Title III Data Guide, and activities to improve Title III data quality. This work began in the base year of the DAQAS II contract support is needed to complete these activities in the option year.

The Title III funding for the option year is needed to make sufficient progress in the identified challenges with Title III data quality, a significant, persistent challenge for the Department as documented annually in the OIG Management Challenges Report. Accurate data is essential to inform decision makers at the school, state, and Department levels and is key to accountability for the public investment in education. This data quality work begun during the base year of the DAQAS II contract and reflects an initial investment. The work planned for the option year, including completion of a Title III coordinators data guide and an analysis of qualitative state data collection processes, is important and needed to improve administration of and outcomes from the Title III grant program.

Given the importance of ensuring continuity in work underway, and an increased demand for related services, OCDO requests approval to expand the number of products/deliverables under the following optional tasks:

Under Optional Task 4: Contract Management, the call order adds additional task planning meetings and progress reports to ensure that the DAQAS activities are managed and monitored as effectively as possible. OCDO estimates that the revised task will support 4 additional planning sessions and documents for the additional data reviews and analyses under tasks 5 and 6.

The estimated price for work under Optional Task 4 is: $20,973 which will support and additional 22 deliverables

Under Optional Task 5: Additional Data Collection, Review, Analytics, and Reports, which includes Data Quality Reviews, and Data Assembly and Analysis the contractor will provide additional support to the OCDO, as well as OESE, regarding data quality reviews, notable increases in the scope of work under this task, result from increased demand from program offices regarding the need for systemic reviews regarding the quality and uses of data investments.

For example, upon review of Title III data and initiation of state data coordinator meetings, the Title III office determined that additional contract supports are needed to review and analyze the state processes for data collection and technical assistance needed to address root challenges to data quality. Title III expects that the contractor will continue providing support on the Title III data guide and crosswalk of the relationship between the English Learner/Title III-related EDFacts file specifications, and a review of States’ Title III Reporting Guidance to Districts that involves qualitative data collection and analysis, Common Education Data Standards (CEDS) mapping support, and reports on these findings.

The revised task will support six additional deliverables including the Title III data guide and crosswalk, review of state guidance, CEDS mapping, and related activities.

The estimated price for work under Optional Task 5 is: $138,932 which will support an additional 6 deliverables.

Under the Optional Task 6: Additional Research Reviews, Visualization/Data Storytelling, Report Production, Technical Quality and Editorial Reviews, which includes reviews of existing research and additional quality reviews to assure the high technical quality and editorial reviews of additional products and reports by conducting technical reviews of draft study designs, data collection instruments, analysis plans, and final report. Work includes the planned completion of Title III training materials, coordination, and expert guidance in the operation of support to SEA Title III and EDFacts coordinators in improving the quality of Title III-related data that states submit through EDFacts and their CSPR, and to increase their coordination and the sharing of challenges and best practices through the facilitation of a community of practice (COP).

The revised task will support seven additional deliverables including the Title III data guide and crosswalk, review of state guidance, CEDS mapping, and related activities.

The estimated price for work under Optional Task 6 is: $140,091 which will support an additional 7 deliverables.

4) THE AUTHORITY AND SUPPORTING RATIONALE:

The authority is 8.405-6 (a) (1) (C): In the interest of economy and efficiency, the additional work is a logical follow-on to the original Federal Supply Schedule order. As noted above, the current contract vehicle was awarded under the OCDO’s Multiple Award Blanket Purchase Agreement Data Analytics and Evaluation Support (DAES) which was awarded under U.S. General Services Administration (GSA) Multiple Award Schedule (MAS) for Professional Services, Business Administrative Services. This new work is a logical follow-on to the original call order since the purpose is to provide analytic support pertaining to the expanding analytic and data quality related work required of OCDO, and program offices.

The American Institutes for Research, AIR is the current contractor, and has produced high quality and timely working in responding to current analytic requirements. The work has not changed; OCDO just requires additional deliverables that fit within optional tasks 4, 5, and 6.

The current contractor has shown proven results over the base year; they have been providing analytic support to address a range of program, policy, and Department-wide data related infrastructure needs (e.g., Data Literacy Survey). It is critical that the additional analytic support be provided through the existing DAQAS call order. In addition to the procurement process, it would require additional time and resources for a new contractor to be trained on the content, established standards and approaches for supporting data quality reviews and analyses required under the optional tasks, and time to review the in-progress work by the current contractor. In addition, there is the risk, with a new vendor, that the technical quality required by the Department would not be met. The current contractor has been successfully completing this very work in the base year.

5) A DETERMINATION BY THE ORDERING ACTIVITY CONTRACTING OFFICER THAT

THE ORDER REPRESENTS THE BEST VALUE CONSISTENT WITH 8.404(d):

It is anticipated that this modification will be time and materials. Program Office supplied the Contracting Officer (CO) an Independent Government Cost Estimate (IGCE) to assist in determining whether the price is fair and reasonable. The CO and Contract Specialist will conduct a price analysis of the vendor’s proposal before award to determine whether the price is fair and reasonable and represents best value.

6) A DESCRIPTION OF THE MARKET RESEARCH CONDUCTED AMONG SCHEDULE

HOLDERS AND THE RESULTS OR A STATEMENT OF THE REASON MARKET

RESEARCH WAS NOT CONDUCTED:

Offers were not solicited since AIR was originally awarded this task order through a competitive process, and much of the planned work during the option year will build upon products completed and started in the base year. Additional offers were not solicited because in the interest of economy and efficiency, the new and continuing work is a logical follow-on to an original Federal Supply Schedule (FSS) order that was placed in accordance with the applicable FSS ordering procedures. The order was previously competed, competition was received, and award was made to the entity providing best value to the government.

7) ANY OTHER FACTS SUPPORTING THE JUSTIFICATION:

This DAQAS II call order assists OCDO in carrying out its work by providing technical support for internal and external analyses and reports pertaining to PK-12 (preschool through grade 12), postsecondary, and adult and career education. This work will support data quality, analysis, and technical review on work needed by the Department in support of the ESEA Title III program. The administration of the ESEA Title III program, English Language Acquisition, Language Enhancement, and Academic Achievement Act, works to ensure English learners across the nation and the schools that they attend receive grants and subgrants as outlined in its SEC. 3001. [20 U.S.C. 6801] Authorization. By improving the guidance and support for state Title III coordinators, who are responsible for collecting and reporting Title III data, this critical work will improve the quality of the Title III data received by the Department. Improved data quality impacts the Department’s policy and decision making for the students and schools supported by the Title III program... This work began in the base year, and with the data collection work done by state coordinators during the school year, this timely support is an opportunity to improve the Title III data quality in the next EDFacts data collection.

8) A STATEMENT OF THE ACTIONS, IF ANY, THE AGENCY MAY TAKE TO REMOVE OR

OVERCOME ANY BARRIERS THAT LED TO THE RESTRICTED CONSIDERATION

BEFORE ANY SUBSEQUENT ACQUISITION FOR THE SUPPLIES OR SERVICES IS

MADE:

As noted in the PWS, the DAQAS II Call Order is designed to provide timely and accurate evidence for data-driven decision making aligned with the Secretary’s priorities and the ED Data Strategy. Given the evolving substance and timelines associated with work conducted through the current and preceding relevant Call Orders, limited modifications of the contract are possible. OPEPD understand the serious nature of modifications and will work to limit their occurrence. This order is entering its final and only option period (the second year) and will be recompeted amongst all available firms under the BPA.

9) THE ORDERING ACTIVITY CONTRACTING OFFICER (CO) CERTIFICATION THAT

THE JUSTIFICATION IS ACCURATE AND COMPLETE TO THE BEST OF THE CO'S

KNOWLEDGE AND BELIEF:

The Contracting Officer (CO) certifies that the justification is accurate and complete to the best of the CO’s knowledge and belief.

Program Office Certification:

This is to certify that the data supporting this justification is the responsibility of the program office personnel, including verifying the Government's minimum needs or schedule requirements or other rationale for limited sources (pursuant to 8.405-6) or for other than full and open competition justification (pursuant to 6.303-2(b)) which form a basis for this justification, and that such data and rationale are accurate and complete.

Gregory Fortelny Date Program Manager

Sharon Boivin Date Project Manager

Pamela W. Bone Contracting Officer Date

Approved:

Genesis Griffin Chief of the Contracting Office Date

Project Title: Data Analysis and Quality Assurance Support (DAQAS II) Call Order