SEAC_FY24_PWS_ DRAFT.docx

Table of Contents

SECTION I: CONTRACT BACKGROUND

Background The Department of Education’s (the Department) mission is to ensure equal access to education and to promote educational excellence throughout the nation. The Office of Program and Grantee Support Services within the Office of Elementary and Secondary Education coordinates the Student Engagement and Attendance Center (SEAC), which is one of several technical assistance (TA) initiatives that support the Department’s mission.

The SEAC supports state educational agencies (SEAs), referred to in this document as “states” and local educational agencies (LEAs), referred to here as “districts”, in their efforts to reduce chronic absenteeism and increase student engagement through identifying and disseminating evidence-based, promising practices and research; by providing targeted and intensive technical assistance services to State and district clients to apply those practices; by establishing peer learning communities guided by subject matter experts to learn, identify, and explore together strategies to promote attendance and engagement; and developing tools, products, and resources on chronic absence interventions and improving student engagement in learning that local and state practitioners can use directly in their work to promote regular attendance.

Chronic absenteeism rates increased significantly during the COVID-19 pandemic as compared to years prior. While rates of chronic absence increased in every state, these rates have generally increased most for certain student groups, including students from low-income backgrounds and students of color. Research demonstrates that students who are chronically absent have substantially lower academic outcomes on key college readiness indicators. Failure to attend school regularly, especially in the early grades, can impact a child’s ability to participate in a rigorous curriculum.

In response to these challenges, the Student Engagement and Attendance Center has provided direct supports to over 41 States on topics such as multi-tiered systems of support, evidenced-based practices to address chronic absenteeism and engagement, school climate, youth and family engagement, chronic absenteeism in the early grades, supporting historically underserved populations, and the use of high-quality data systems to address chronic absenteeism.

The SEAC has established peer learning communities for State and local leaders; facilitated webinars to share information on evidence-based and promising practices to larger audiences featuring nationally recognized subject matter experts; and developed and disseminated tools and resources such as an Equity Discussion Guide, and family and youth engagement guides.

This contract seeks to establish a new Student Engagement and Attendance Center and expand the Department’s previous technical assistance efforts to build capacity at the State and local levels to significantly decrease chronic absenteeism in the nation’s public schools and increase student and family engagement, particularly in schools serving large numbers of low-income students and in districts experiencing high rates of chronic absenteeism.

Previous iterations of this technical assistance contract included a focus on building systemic supports for better attendance from 2019 - 2024 and, from 2016 – 2018, focused on expanding the use of early warning systems as an evidence-based intervention to address chronic absenteeism (through the National Student Attendance, Engagement, and Success Center).

Legislation The Student Engagement and Attendance Center is a technical assistance initiative authorized under section 4103(a) of Title IV, Part A, Subpart 3, of the Elementary and Secondary Education Act of 1965 (ESEA), as amended.

Purpose and Scope The purpose of this contract is to establish a new Student Engagement and Attendance Center and build upon the Department’s previous technical assistance to increase the capacity of States, local educational agencies, schools, and local communities to employ evidence-based strategies to combat chronic absenteeism and promote regular school attendance and student engagement using systemic and comprehensive approaches.

Technical assistance services will be designed in response to specific identified needs and priorities and should demonstrate efforts to build the capacity of state and local systems to identify, adopt, and address issues related to student attendance and engagement, including and especially schools implementing comprehensive support and improvement or targeted or additional targeted support and improvement activities under section 1111(d) of the Elementary and Secondary Education Act of 1965, as amended (ESEA), and states and districts using chronic absence as a measure within their State accountability systems consistent with Title I, Part A of the ESEA (ESEA section 1111(c)-(d)). In order to leverage effective technical assistance activities to support capacity building at the State and local levels, the technical assistance described in this contract will include activities implemented across multiple service tiers (universal, targeted, and intensive) and with varied audiences, such as States, districts, other technical assistance providers, and community partners.

Technical assistance activities will be designed using modalities that best meet the needs and intended outcomes of this contract and will include universal webinars, communities of practice or other forms of learning communities for state and local practitioners, targeted and intensive technical assistance to States and districts, and the development and dissemination of tools and resources. Additionally, contract activities will include stakeholder engagement meetings, virtually or in-person with varied audiences such as state and local educational administrators, educators, community members, students, and subject matter experts to ensure that technical assistance activities described in this contract are informed by and designed with the practitioners and stakeholders who will benefit from them.

SECTION II: CONTRACT TASKS & DELIVERABLES

All timelines indicated are based on calendar days.

Task 1: Contract Administration The Contractor shall establish systems, routines, and processes to effectively manage the work of this contract in collaboration with the Government; maintain consistent and high-quality standards for all deliverables; regularly track and report of progress to outcomes; ensure adequate and timely communication with the Government; and manage multiple contract deliverables and activities simultaneously. The COR and the Contractor will work closely with the designated OESE program team on all program-related contract activities. The Contractor shall deploy sound project management processes that enable the management of multiple tasks and activities simultaneously.

1.1 Planning Meetings

1.1.1 Annual Kick-off Meeting

Within five days of the contract award, of all contract periods, the Contractor shall conduct a virtual or in-person kickoff meeting with the Government, as directed by the COR, to discuss contract objectives and timelines. The Contractor shall provide the meeting agenda, any meeting artifacts (including the meeting objectives, materials, project plan and timeline, and subsequent meeting minutes).

1.1.2 Strategy Meetings

The Contractor shall plan and attend not less than annually, as directed, in-person and/or virtual meetings to conduct joint planning activities with the Government. This may include an extended kick-off meeting and meetings associated with other tasks of this contract, including at a minimum Tasks 2.2 and 2.3.

1.2 Phase-In and Phase-Out Periods

The Contractor shall develop comprehensive procedures for phasing in and phasing out Contractor performance to the level prescribed and within the time allowed under the terms of this contract. The Contractor's phase-in and phase-out procedures will not disrupt or adversely impact the day-to-day conduct of Government business.

1.2.1 Phase-In (Base Year Only)

During the phase-in period of Task Order 1, the Contractor shall prepare to assume full responsibility for all areas of operation in accordance with the terms and conditions of this contract. The Contractor shall submit a Phase-In Plan to the COR for review and approval no later than 15 calendar days after contract award date. The Plan will finalize the Contractor’s efforts to affect a smooth and orderly implementation of contract responsibility.

During the phase-in period, the Contractor shall at a minimum:

· Establish the project management office

· Obtain all required certifications, licenses, permits, and clearances, including personnel security clearances if applicable

· Ensure the smooth transition or coordination of the existing resources, webpages, contact lists, and databases.

· Continue to develop and submit required deliverables

· Establish contract documents and routines with the Government, including:

· Quality Control Plan

· Standard Operating Procedures for the following:

· Communication Routines

· The submission, review, and tracking of all deliverables

· Collection and review of contract evaluation data

· Attend post-award meetings as required

· Schedule and plan a Strategy Meeting to support execution of Task 2.2

· Execute Task 2.1 Needs Assessment

1.2.2 Prepare and Update Phase-Out Plan

A Phase-Out Plan shall be submitted ninety (90) days prior to the completion of the base period. A revised Phase-Out Plan shall be submitted annually sixty (60) days prior to the end of each option period. The purpose of the Phase-Out Plan is to ensure that the Contractor is always prepared during the life of the contract to facilitate a smooth and orderly transfer of contract responsibility to a successor Contractor or to the Government. The contractor shall include at a minimum the following elements: identify key transition and phase-out activities; establish timelines and days necessary for execution; identify individuals responsible; maintain an inventory of all contract artifacts, updated regularly; maintain up-to-date documentation, including files relevant to OMB survey approval and, if applicable, software usage licenses for survey dissemination; and other relevant details associated with the completion of an orderly contract transfer. The COR will review the submitted Phase-Out Plan and request changes as needed. The Contractor will update the Phase-Out Plan in accordance with the COR’s requested changes.

1.2.3 Execute Phase-Out Plan (OPTIONAL)

If exercised, the Contractor shall execute the phase-out plan. The COR will notify the Contractor whether the artifacts are being transferred to a successor Contractor or whether the artifacts are being transferred to the Government.

If the artifacts are being transferred to a successor Contractor or the Government, during this time, management personnel of the incoming workforce or Government may observe operations and performance methods of the incumbent Contractor. This will allow for the orderly turnover of artifacts and will ensure continuity of service. The Contractor shall not defer any requirements for the purpose of avoiding responsibility or of transferring such responsibility to the succeeding Contractor or Government. The Contractor shall fully cooperate with the successor Contractor and the Government to accomplish this task.

1.3 Monthly Progress Reports

The Contractor shall provide monthly progress reports (MPRs) documenting an overview of all completed activities for the prior month, along with an invoice to the Invoice Processing Platform (IPP) system. The MPRs will be based on a report template determined at the Kick-off meeting, and must include the following:

· Summaries of work performed;

· Progress on executing tasks;

· Review of upcoming task goals;

· Schedule updates;

· Potential challenges and solutions to completing deliverables;

· Progress on achieving project outcomes as described in the TA Plan, including available data, including data visualizations, disaggregated data, and evaluation and other performance data; and

· Other data, as instructed by the Government.

1.4 Weekly Virtual Contractor Progress Meetings

On a weekly basis during all contract periods of performance, a virtual meeting shall be conducted between the Contractor and the Government to discuss progress towards the completion of tasks, gather program office input for deliverable development, determine the best course of action for processes, and review/address any contractual concerns/topics. The Contractor shall provide the meeting agenda no later than one (1) business day before the meeting. At a minimum, the agenda shall include dedicated time for managing performance of the contract activities, including progress monitoring related to outcomes of tasks, milestones, delays, and challenges; review of evaluation data for technical assistance activities; discussion of key decision points and action steps; and other information as instructed by the Government. The Contractor shall capture during these progress meetings discussions and Government feedback, identify action steps, and share a post-meeting summary of each weekly meeting, including identified action steps, no later than two (2) business days after each progress meeting.

1.5 Project Library

In collaboration with the COR and Program Office, the contractor shall establish a shared electronic project library. As part of this library, the contractor shall maintain, update, and create (where necessary) the following:

· Contract Management

· Kick-off materials

· Weekly check-in agendas & post-meeting summaries

· Monthly Progress Reports

· Phase-in Plan

· Phase-Out Plan

· User manuals

· Quality Control Plan

· TA Plans for all proposed activities.

· TA Evaluation

· Evaluation data for universal, targeted, and intensive technical assistance activities

· Standard Operating Procedures for the following:

· Communication Routines

· The submission, review, and tracking of all deliverables

· Collection and review of contract evaluation data

· Client intake process

· Style guides

· Deliverables organized by task and type (e.g., Universal webinars, Targeted, Intensive TA, Tools, Products and Publications)

· All other contract deliverables

Task 1 Deliverables

· Option Years: Within 60 days prior to the completion of each option year

· Meeting agendas 1 day before agenda

· Meeting notes 2 days after each meeting

Task 2: Technical Assistance Planning Activities Technical assistance requires thoughtful planning, administration, evaluation, and continuous improvement. Accordingly, the Contractor shall coordinate with the Government to conduct technical assistance planning activities that outline both the long-term trajectory of contract TA activities (Strategic Technical Assistance Plan) as well as the development and execution of annual contract activities (Annual Technical Assistance Plan).

2.1 Needs Assessment Report

The Contractor shall conduct a needs assessment and provide a written report within 45 days of contract award. The needs assessment shall:

· Include an analysis of relevant data to include quantitative and qualitative data and research that highlights national trends in chronic absenteeism; and

· Identify the technical assistance needs of States, schools, and districts;

· This must include—but is not limited to— the identification of high priority issues related to chronic absenteeism, regular student attendance and student engagement; any gaps in resources in the field; and the need for specific resources, publications, training for States and districts, and/or communities of practice.

· This must include the perspectives of state and district stakeholders.

· Identify promising, effective, and evidence-based practices to reduce chronic absenteeism, including the identification of States and/or districts making significant progress in reducing chronic absence with the implementation of these strategies;

· Identify relevant stakeholder groups, including partners;

· Identify effective strategies for disseminating materials and technical assistance training events; and

· Inform other activities of this contract.

The Contractor shall be prepared to update the needs assessment on a yearly basis, if directed.

2.2 Technical Assistance Strategic Plan (SEAC TASP)

The Contractor shall develop in the base year within 120 days of contract award a technical assistance strategic plan (SEAC TASP) that details the Contractors approach to providing technical assistance across all years of the contract. This shall include the following:

· A logic model to guide contract activities and resources across all years of the contract that is clearly aligned to the needs assessment report described in Task 2.1;

· Proposed technical assistance modalities for universal, targeted, and intensive technical assistance that utilize industry best practices in adult learning and professional development, coaching, implementation and improvement science, change management, and other relevant approaches;

· A rationale for the proposed technical assistance activities aligned to a logic model and the needs assessment described in Task 2.1;

· Overall contract objectives, including desired improvements in state and local capacity to reduce chronic absence and improve regular student attendance and engagement, and supporting the capacity of States and districts to raise public awareness about the need to lower student absenteeism;

· Available subject matter expertise, as noted in Task 5;

· Communication and recruitment strategies to leverage participation in TA activities;

· A description of how contract activities and resources will raise public awareness about the need to lower student absenteeism; and

· Continuous improvement methodologies including TA evaluation data collection, analysis and reflection.

The SEAC TASP shall serve as a guide to contract activities across all years of the contract and will inform the annual work plan in Task 2.3. The SEAC TASP shall be updated within 60 days of the award of each contract option year. The contractor shall align planning activities to Task 1.1.1 and 1.1.2.

2.3 Annual Technical Assistance Plan (SEAC ATAP)

Aligned with other tasks in this contract, including tasks 1.1.1 and 1.1.2, and the creation and provision of technical assistance opportunities under Task 3, the contractor shall prepare and submit for feedback and approval a draft annual technical assistance plan (ATAP) within 60 days of contract award in the base year and within 30 days of the award of each respective option year. The ATAP shall include at a minimum the following details:

· A description of activities

· A description of needs sensing activities

· Logic models

· Base Year: Include a logic model with the SEAC ATAP

· Option Years: A description of how the SEAC ATAP connects to the logic model described in the Strategic Plan in Task 2.1

· Proposed technical assistance objectives and outcomes for the year.

· A mix of universal, intensive, and targeted activities, as well as the development of tools and resources, that include evidence-based interventions to improve student attendance and engagement to achieve desired objectives.

· Intended and possible audiences (internal and external)

· Identification of TA modality, such as virtual, in-person, and/or hybrid and the appropriateness for SEA vs. LEA audiences

· Key timelines, milestones, and deadlines

· Quality control procedures

· Recruitment, dissemination, and communication strategies to States, districts, and other stakeholders and possible participants

· Collaboration and coordination opportunities with other Department technical assistance providers or parties

· Strategies for TA activity evaluation, including evaluation data collection, data analysis and reflection, and continuous improvement opportunities.

· Evaluation data must be collected, analyzed, and shared with the program office for all universal, targeted, and intensive TA activities

· Possible outputs, such as tools and/or resources.

Preparation of the ATAP shall include consultation with the COR, the program office, and other relevant stakeholders, as identified, and be aligned to other tasks in this contract, including Tasks 1.1.1 and 1.1.2. The contractor shall finalize the work plan within 15 days of receipt of Department feedback. Implementation may begin at the discretion of the COR.

At the discretion of the COR, the contractor may submit a revised payment schedule after approval of the work plan by the Department to ensure that contract payment and contract activities align.

2.4 Annual Project Effectiveness Plan and Evaluation

The contractor shall create a Project Effectiveness Plan within 60 days of contract award that identifies expected project outcomes; assesses the extent to which these outcomes are achieved; identifies recommended action steps; and provides evidence of improvement based on analysis.

No later than 30 days before the end of each contract year, the contractor shall submit a comprehensive evaluation and analysis on the effectiveness of the activities and tasks performed during the previous contract year and a description of how that evaluation and analysis has informed the work proposed.

Task 2 Deliverables

· Option Years: As needed

· Option Years: Within 60 days of award of each option year

· Option Years: Within 30 days of award of each option year

· Base and all Option Periods: Project Evaluation no later than 30 days prior to the end of each contract period

Task 3: Technical Assistance Technical assistance activities shall be responsive to the identified and emerging needs of States and school districts; data-driven, incorporating best practices and evidence-based interventions; designed to build the capacity and awareness of practitioners; and leverage opportunities for peer-learning and sharing. The mode of delivery (e.g., universal, targeted, and intensive activities) must align to the proposed objectives and intended scope of work to balance use of project resources for maximum reach as well as maximum impact. All technical assistance tasks shall be aligned to specific objectives identified in the strategic technical assistance plan and detailed in the annual work plan, as outlined and approved in Task 2.

3.1.1 Universal Technical Assistance Activities

Universal webinars, technical assistance activities, are virtual and/or in-person events intended for universal audiences and designed to share information on evidence-based research, interventions and strategies with a broad audience. Aligned to Task 2, the Contractor shall facilitate a minimum of three (3) universal webinars activities in the Base Year and four (4) universal webinars activities in each contract Option Year. The Contractor shall support content creation applicable to varied audiences; identification, recruitment, and collaboration with nationally recognized subject-matter experts in topics related to student attendance and engagement; communication strategies that ensure maximum participation; and webinar virtual facilitation, such as audience engagement and participation activities, such as polls, discussions, and breakout rooms. Quarterly webinars activities shall be aligned to the content in other contract activities and include evidence-based interventions to promote student attendance and engagement.

The minimum numbers may be adjusted at the discretion of the Government based on the annual work plan as recommended by the Contractor.

3.1.2 Targeted Technical Assistance

The Contractor shall execute not less than six (6) targeted technical assistance activities for States and districts in the base year and not less than nine (9) in all option years. Since targeted technical assistance projects may vary based on the number of requests received, the number each year shall be specified in the ATAP in Task 2. Targeted technical assistance shall focus on opportunities to bring practitioners and subject matter experts together to address common issues and will include designing and facilitating virtual communities of practice, working groups, learning communities, or peer-to-peer exchanges. The purpose of targeted technical assistance will be to facilitate peer learning and engagement to support participants in identifying, adopting, and implementing evidence-based strategies to address chronic absenteeism or promote regular student attendance and engagement. Targeted activities may also include the facilitation of organizational collaboration, strategic partnerships, and other strategic engagement opportunities of selected participants. Targeted activities shall include designing appropriate and effective technical assistance activities aligned to adult learning needs and expected client outcomes, tracking project progress, and establishing short, medium, and long-term project outcomes, as appropriate. Targeted activities shall be proposed in the ATAP and developed through facilitating needs sensing and client intake processes that align resources to requests. Plans for targeted technical assistance shall include proposals for how information shared during the assistance will include research, evidence, and examples from the field and address how lessons learned from these activities will be shared beyond the immediate audience receiving support.

The minimum numbers may be adjusted at the discretion of the Government based on the annual work plan as recommended by the Contractor.

3.1.3 Intensive Technical Assistance

The Contractor shall facilitate not less than eight (8) intensive technical assistance supports to States and districts in the base year and not less than fifteen (15) in all option years. Since intensive projects may vary based on the number of requests received, the number each year shall be specified in the Annual Work Plan in Task 2. Intensive technical assistance activities shall include the facilitation of needs sensing and client intake; the alignment of resources to the request; designing appropriate and effective technical assistance activities aligned to adult learning needs, expected client outcomes, and evidence-based interventions; tracking project progress; and the establishment of short, medium, and long-term project outcomes, as appropriate. Examples include short-term technical assistance on specific requests from clients. Plans for intensive technical assistance shall include proposals for how information shared, examples, and lessons learned from these activities will be shared beyond participants in the individualized support to reach a broader audience.

The minimum numbers may be adjusted at the discretion of the Government based on the annual work plan as recommended by the Contractor.

3.2 Products, Tools and Resources

Aligned to the other tasks of this contract, and as outlined in the annual work plan, the Contractor shall develop and disseminate in the base year not less than five (5) high-quality products, tools and resources and not less than eight (8) in the contract option years. Products, tools, or resources shall be developed with specific audiences in mind and will address the needs of a broad range of audiences, including state, local, or school-level practitioners. Tools and resources must be based in research and evidence, showcase best practices, and content should be designed to be engaging, practical and user-friendly, including practical examples of strategies that could be implemented at the State, district, or school level. The Contractor shall propose the types of products, tools, or resources that would most effectively meet identified stakeholder needs in the ATAP. Examples include practical tools for use by practitioners on a particular problem of practice; discussion guides; research reports and briefs; communication tools for States and districts to raise public awareness about the need to lower student absenteeism; and/or other informative and engaging materials. Tools and resources shall be aligned to and informed by other technical assistance activities as a method to share lessons learned and promising practices with a broader audience. All Products, Tools, and Resources must be proposed in the ATAP, and plans for each project must include a description of the audience for the product, tool, or resource as well as a plan for disseminating the product, tool or resource to the desired audience in a manner that will result in its likely use. All products, tools, and resources shall comply with Open Licensing Requirements (2 C.F.R. 3474.20).

The minimum numbers of products, tools, and resources proposed annually may be adjusted at the discretion of the Government based on demonstrated needs and objectives in the ATAP in Task 2 as recommended by the Contractor.

Task 3 Deliverables

· Option Years: Schedule TBD with a minimum of 4 universal webinars

· Option Years: Schedule TBD with a minimum of 9 targeted technical assistance events

· Option Years: Schedule TBD with a minimum of 15 intensive technical assistance events

· Option Years: Schedule TBD with a minimum of 8 products, tools and or resources

Task 4: Subject Matter Expertise Each year the Contractor shall provide subject-matter expertise appropriate to the work proposed in Task 2. The following are examples of tasks that may be expected of the SMEs:

· Provide topic-specific technical assistance to States, districts, schools, communities, experts, technical assistance providers, and other stakeholders;

· Provide coaching to individual states or districts, or to groups of states or districts;

· Facilitate universal, targeted, or intensive technical assistance activities;

· Conduct needs assessments;

· Assist in planning and designing intensive, targeted, and universal technical assistance activities, including participating in Strategy Meetings with the Government;

· Assist in the identification of resource gaps in the field to align contract TA activities and resources and avoid duplication of effort;

· Identify evidence-based strategies and interventions to promote regular school attendance and engagement;

· Assist in content creation for technical assistance activities;

· Develop case studies, tools, or other resources and publications on specific topic areas;

· Conduct research and produce white papers on specific topic areas;

· Develop logic models;

· Present to various internal and external audiences;

· Develop tools and strategies to increase public awareness of issues related to student attendance and engagement;

· And other activities that may fulfill the purposes of this contract.

The Contractor shall provide the direction and management of such experts and ensure the delivery of high-quality services and/or products. The contractor shall have sound processes for, and experience with, assembling and managing a team of technical assistance and subject matter experts to deliver the services described in this contract.

4.1 Subject Matter Expert Directory

In alignment with Task 2, the Contractor shall establish and maintain within 60 days of contract award a directory of not less than 10 subject matter experts available for contract activities and with demonstrable and recognized expertise in student attendance, engagement, and related fields. This directory shall include:

· Name;

· Business (if applicable);

· Education & Professional Credentials;

· Relevant Experience, Expertise, & Skills;

· Availability;

· Alignment of expertise to contract activities; and

· Additional criteria, as identified by the Government Proposed individuals must have subject matter expertise in addressing chronic absence and promoting student attendance and engagement, to include, for example, the following topics: using multi-tiered systems of support, evidenced-based practices to address chronic absenteeism and engagement, school climate, youth and family engagement, chronic absenteeism in the early grades, supporting historically underserved populations, school improvement, school accountability, and high-quality data systems to address chronic absenteeism.

Subject matter expert must represent a variety of backgrounds and expertise that could benefit the work of the government, should be geographically representative, and must draw from a variety of sources to enable the Contractor and the Government to select and engage expertise best suited to meet the needs of particular tasks, clients, and objectives. The Government may ask the contractor to procure additional expertise that is not represented in the directory to meet the needs of new projects. The directory shall be maintained and updated not less than every six (6) months.

4.2 Subject Matter Expert Selection

The Contractor shall make written recommendations of subject matter experts to engage in proposed technical assistance activities to the Department within 60 days of each award year. Recommendations shall be from the directory found in Task 4.1 and not less than two subject matter experts shall be recommended for each project in the ATAP. Upon selection, the Contractor shall make the subject matter experts available for contract activities within 14 days.

Task 4 Deliverables

Task 5 Stakeholder Gatherings The Contractor shall provide support to various meetings and engagement activities necessary to collect feedback on TA activities; share best practices and resources; inform key stakeholders and partners; and incorporate input for future activities.

5.1 National, State or Regional Conference Support

To facilitate needs sensing and stakeholder engagement and disseminate promising practices and resources to States and districts, the Contractor shall attend and, where approved, present at conferences and other gatherings at which stakeholders will be in attendance. Correspondingly, the contractor shall identify in the Annual Technical Assistance Plan a list of potential conferences and/or other gatherings within 90 days of contract award for their proposed attendance from which the Department will select not less than two (2) events in the base year and four (4) events in all option years. As certain opportunities may arise during the contract year, the Contractor may also propose to allocate resources for future events to be identified after 90 days of contract award. If such meetings have not been identified by 90 days before the contract year expiration, the allocated resources must be reallocated to other technical assistance activities.

As part of this effort, the contractor shall fulfill the following activities:

· Collaborate with the COR to develop a conference planning document to identify events and dates; proposed contractor attendees; and intended goals and outcomes from event attendance;

· Coordinate review by the COR of any intended presentations or participant conversation facilitations; and

· Prepare a summary of each event within 10 days afterwards that includes key take-aways that will inform contract activities.

The minimum numbers may be adjusted at the discretion of the Government based on the annual work plan as recommended by the Contractor.

5.2 Meeting Support

As directed by the COR, the Contractor shall provide support for not less than six (6) virtual, in-person, and/or hybrid meetings annually to brief federal stakeholders, including senior federal leadership, TA partners, and others, as determined in Task 2.

The minimum numbers may be adjusted at the discretion of the Government based on the annual work plan as recommended by the Contractor.

5.3 Stakeholder Convening Support

The Contractor shall organize up to 8 stakeholder convenings each year. These convenings may be virtual or in-person with varied audiences such as state and local educational administrators, educators, community members, students, and subject matter experts. This may include workshops, trainings, focus groups, advisory committees, technical working groups, or other similar committees assembled to inform technical assistance. Convenings may also be integrated into proposed targeted or intensive technical assistance activities to support project outcomes. In collaboration with the Government, the Contractor shall define convening objectives, organize the meeting, procure appropriate subject matter expertise, develop an agenda with appropriate adult learning activities to meet desired objectives, identify and support presenters and speakers, coordinate meeting invitations, develop and facilitate meeting activities, design meeting evaluations, and collect meeting evaluation metrics.

Task 5 Deliverables

· Option Years: A minimum of 4 events in all option years

Task 6: Website Activities In alignment to the other tasks of the contract, the Contractor shall establish a website for this contract In the base year, the Contractor shall collaborate with the program office to leverage the existing website, or another website, as directed by the Government, to publish and disseminate resources developed under this contract. After building a website in the base year, the Contractor shall conduct regular operations and maintenance activities in the option years, including adherence to all information technology policies and guidelines, and the development of new content and resources. Website activities may include:

6.1 Website Collaboration Activities (BASE YEAR ONLY)

In alignment to the other tasks of the contract, the Contractor shall collaborate with the program office to leverage the existing or another website, as directed by the Government to publish and disseminate resources developed under this contract. This may include activities such as the following:

· Supporting with posting resources developed and/or identified under this contract, to include drafting web text and other content, communication and dissemination materials, and other content that may support broad use of posted products, tools and resources;

· Identifying and/or posting for further dissemination relevant resources available in the public domain;

· Making suggestions for and/or implementing recommendations for minor website changes;

· Supporting promotion of technical assistance opportunities identified and/or offered under this contract which may include the development and management of a subscribers list for Student Engagement and Attendance Center updates; and

· Collaboration with other technical assistance centers to further the goals of particular technical assistance activities or the goals of this contract.

The Contractor shall ensure that all resources developed under this contract intended for posting meet all federal accessibility requirements (e.g., requirements under Sections 504 and 508 of the Rehabilitation Act of 1973).

6.2 Website Establishment (BASE YEAR ONLY)

The Contractor shall establish a website with a .GOV domain for this contract by the conclusion of the base year, as directed by the COR. The Contractor shall adhere to all information technology and information security requirements in the establishment of a website. The Contractor shall collaborate with the Government to identify navigation features, branding, layout, interactive features, announcement subscriptions, and other design elements and features. The Contractor shall prepare wireframes or other draft materials for review and approval by the Government for all website components. Additional website considerations include:

· Establishing a new domain name;

· Creating user-friendly site navigation features;

· Posting developed content on this website or in other ED-designated online or other spaces in an acceptable format;

· Collaborating with other TA centers in leveraging their online presence and resources with other partners, as directed by the COR;

· Ensuring compliance with ED IT policies (see attached);

· Ensuring compliance with ED security policies; and

· Ensuring content and content delivery meet 508 compliance standards; and

· Ensuring the website remains fully functional and stable (e.g., bug-fixes, security upgrades, software patches), and complete all required system, hardware and software upgrades in a timely manner;

· Maintaining the operations and maintenance of the website;

· Ensuring that contractor personnel with system access have the necessary permissions.

6.3 Website Operations, & Maintenance (All Option Years)

The Contractor shall maintain the established website in accordance with all information technology and information security requirements. The Contractor shall provide regular updates, as directed, on this task.

Task 6 Deliverables

Task 7: Enhancements Technical assistance and website operations are subject to program requirements and priorities. Correspondingly, these may result in modifications or enhancements to contract activities.

7.1 Enhancement Recommendations (OPTIONAL)

Within 90 days after the direction of the COR, the contractor shall develop a brief narrative of proposed enhancements or modifications, noting justification, as well as corresponding implementation plans. These may include but are not limited to:

· Additional technical assistance activities

· Additional meeting and meeting support activities

· Additional subject matter expertise Additional website functionality enhancements

7.2 Enhancements Implementation (OPTIONAL)

The contractor shall execute within 120 days or at the next deployment of the scheduled task, the enhancements indicated in Task 7.1, as instructed by the COR.

Schedule of Deliverables

Task 1: Contract Administration

Option Years: Within 60 days prior to the completion of each option year

· Meeting agendas 1 day before agenda

· Meeting notes 2 days after each meeting

Task 2: Technical Assistance Planning Activities

· Option Years: As needed.

· Option Years: Within 60 days of award of each option year

· Option Years: Within 30 days of award of each option year

· Base and all Option Periods: Project Evaluation no later than 30 days prior to the end of each contract period

Task 3: Technical Assistance Facilitation

· Option Years: Schedule TBD with a minimum of 4 universal activities

· Option Years: Schedule TBD with a minimum of 9 targeted technical assistance activities

· Option Years: Schedule TBD with a minimum of 15 intensive technical assistance activities

· Option Years: Schedule TBD with a minimum of 8 products, tools and resources

Task 4: Subject Matter Expertise

Task 5: Stakeholder Gatherings

· Option Years: A minimum of 4 events in all option years

Task 6: Website Activities

Task 7: Enhancements

SECTION III: OTHER ITEMS

508 Accessibility Standards This contract is subject to Section 508 of the Rehabilitation Act (the Act) of 1973 (39 U.S.C. 794d), as cited in FAR Subpart 39.2.

Accordingly, regardless of format, all web content or communications materials specifically produced for publication on, or delivery via Department websites, including text, audio, or video, under this contract shall conform to applicable Section 508 accessibility standards. Remediation of any materials that do not comply with the applicable accessibility standards of 36 CFR Part 1194 as set forth herein shall be the responsibility of the Contractor.

Place of Performance The place of performance is the contractor’s site. Meetings will primarily be conducted virtually on a platform accessible by Department staff. Occasional meetings in Washington, DC at the following address may be requested by the contractor to facilitate information-sharing, feedback and consultation:

U.S. Department of Education Office of Elementary and Secondary Education 400 Maryland Avenue, SW Washington, DC 20202

Requests for in-person meetings will be considered on an as-needed basis only when meeting virtually will not accomplish project objectives. Requests for in-person meetings should be made by the contractor no less than 15 days in advance.

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.