SOW READING AND SPELLING.pdf

FEDERAL BUREAU OF PRISONS

REENTRY SERVICES DIVISION

EDUCATION BRANCH

STATEMENT OF WORK (SOW)

READING AND SPELLING SYSTEM

JULY 2021

TABLE OF CONTENTS

CHAPTER ONE: INTRODUCTION

1.1 Identification…………………………........………………………………………

1.2 Mission…………………………………………………………………………………….1

1.3 Purpose…………………………………………………………………………………….1

1.4 Scope………………………………………………………………………………………1

CHAPTER TWO: BUREAU INFORMATION

2.1 Bureau Commitment.....................................................................................................…...2

2.2 Compliance…………………………………………………………………………….….2

2.3 Inspections………………………………………………………………………………...2

2.4 Modifications……………………………………………………………………………...2

CHAPTER THREE: GUIDING PRINCIPLES OF THE SYSTEM

3.1 Methodology………………………………………………………………………………3

3.2 Multi-Sensory……………………………………………………………………………..3

3.3 Implementer……………………………………………………………………………….3

3.4 Specific Task Functions…………………………………………………………………...3

3.4.1 Requirements……………………………………………………………………………...3

3.4.2 Teaching Strategies………………………………………………………………………..4

3.4.3 Teaching Methods…………………………………………………………………………4

CHAPTER FOUR: STAFF TRAINING

4.1 Staff Training Requirements………………………………………………………………5

4.1.1 Post-Award Introduction

4.1.2 Topics of Discussion………………………………………………………………………5

4.1.3 Initial Staff Training………………………………………………………………………5

4.1.4 Training Components……………………………………………………………………..6

4.1.5 Additional Training……………………………………………………………………….6

4,2 Training Record…………………………………………………………………………...6

CHAPTER FIVE: SECURITY

5.1 Security Overview………………………………………………………………………...7

5.1.1 Data Security………………………………………………………………………………7

CHAPTER SIX: CONTRACT AND CONTRACT MONITORING

6.1 Period of Performance…………………………………………………………………….8

6,2 Quality Assurance…………………………………………………………………………8

6.3 Confidentiality and Non-Disclosure………………………………………………………8

6.4 Personnel Requirements…………………………………………………………………..8

6.5 Project Coordination…………………………………………………………………...….8

6.6 Contracting and Administrative Authority………………………………………………..9

6.7 Payment and Invoicing……………………………………………………………………9

6.8 Travel…………………………………………………………………………………...…9

6.9 Deliverables……………………………………………………………………………

6.9.1 Requirements..................................................................................................................9-10

CHAPTER ONE: INTRODUCTION

1.1 IDENTIFICATION

The Federal Bureau of Prisons (Bureau) was established in 1930 to provide more progressive and humane care for U.S. Federal Inmates, to professionalize the prison services, and to ensure consistent and centralized administration of the 11 Federal Prisons in operation at that time.

Today, the Bureau consists of approximately 38,000 employees working at 122 institutions, 6 regional offices, a Central Office (Headquarters), two staff training centers, and 26 Residential Reentry Management offices (previously known as community corrections offices).

1.2 MISSION

It is the mission of the Bureau to protect society by confining offenders in the controlled environments of prisons and community-based facilities that are safe, humane, cost-efficient, and appropriately secure, and that provide work, education, and other self-improvement opportunities to assist offenders in becoming law-abiding citizens.

1.3 PURPOSE

The purpose of this Statement of Work (SOW) is to outline the government’s technical requirements for acquiring a reading and spelling system for adults that will be utilized to teach Federal offenders who have been identified as low-level readers in the Education Branch. The system is required as a first step in remediating reading and spelling deficiencies noted as characteristics of the condition of dyslexia in Federal offenders.

1.4 SCOPE

In accordance with Congressional H.R. 5682, the First Step Act (FSA) of 2018, the Bureau is to “incorporate programs designed to treat dyslexia into the evidence-based recidivism reduction programs or productive activities required to be implemented” by the statute. The FSA provides Evidence-Based Recidivism Reduction Programs and Productive Activities (EBRR/PA), and eligible inmates may earn Federal Time Credits (FTC) for successful completion of these programs. FTCs apply to inmates convicted in Federal District Court.

The Bureau provides educational services to assess the foundational skills of inmates and offers additional opportunities to potentially lead to nationally- and internationally-recognized high school equivalency credentials for all Federal prisons who participate in the literacy program. As a supportive program, the reading and spelling system will be administered in all institution classrooms, either individually or in small group format, by Education department staff. Its utility consists of pre-academic and academic interventions to assist offenders in acquiring the most basic reading and spelling skills.

CHAPTER TWO: BUREAU INFORMATION

2.1 BUREAU COMMITMENT

The Bureau is committed to providing a high-quality, evidence-based system of targeted academic supports to address the considerable basic reading and spelling deficiencies that have been identified as characteristics of the condition of dyslexia in Federal offenders. These deficiencies impede the ability of offenders to obtain skills necessary for career-technical education (CT), post-secondary, or certificate programs; remedial education; education as preparation for the acquisition of a High School Equivalency (HSE); and other self-improvement opportunities to assist them in becoming law-abiding citizens.

2.2 COMPLIANCE

All services and programs will comply with the SOW; all applicable federal, state, and local laws and regulations; applicable Presidential Executive Orders (E.O.); all applicable case law; and court orders. Should a conflict exist between any of the aforementioned standards, the most stringent will apply. When a conflict exists, and a conclusion cannot be made as to which standard is more stringent, the Bureau will determine the appropriate standard. The Bureau reserves the right to issue interim guidance that supersedes policy and/or aforementioned standards. The Vendor will comply with and implement any applicable changes to Bureau policy, Department of Justice (DOJ) regulation, Congressional mandate, federal law, or Presidential Executive Orders.

2.3 INSPECTIONS

The Bureau reserves the right to conduct announced and unannounced inspections by various staff of any part of the Vendor’s services at any time and method deemed reasonable by the Bureau to assess contract performance and compliance. The Bureau, or other appropriate agency, may investigate any incident pertaining to the performance of this contract. The Vendor must comply and cooperate with the Bureau, or other appropriate agency, on all investigations, inspections, and inquiries.

2.4 MODIFICATIONS

The Vendor will submit any request for contract modifications through the Contracting Officer’s Representative (COR) for evaluation. Only the Bureau’s Contract Officer (CO) may approve contract modifications. Contract modifications must be in the best interest of the Government.

CHAPTER THREE: GUIDING PRINCIPLES OF THE SYSTEM

3.1 METHODOLOGY

To meet the purpose of this SOW, the required dyslexia-focused reading and spelling intervention program for adults shall be a sequential system that builds learning within a three-dimensional method, teaching how sounds and letters are related to one another and how words create the possibility of reading. The system is styled so that the learner is able to break down words into manageable, smaller pieces or phonemes.

3.2 MULTI-SENSORY

The system must include visual, auditory, kinesthetic, and tactile approaches to teaching adult students for the purpose of targeting language processing deficiencies in a multi-sensory manner.

This type of intervention program needs to be adjustable for adult students at all reading levels, and designed to be administered during individual and small group instruction.

3.3 IMPLEMENTER

The system is designed to be implemented by reading teachers or resource specialists or their aides, as well as by both professional and system-trained, certified volunteer tutors.

3.4 SPECIFIC TASK FUNCTIONS

3.4.1 Requirements

The reading and spelling system shall:

• Be dyslexia-focused, adult-based reading and spelling intervention system.

• Be flexible in its approach to tutoring through individual, small group, or whole group instruction.

• Consist of visual, auditory, kinesthetic, and tactile approaches to assisting adult students with dyslexia.

• Incorporate the following targeted areas of intervention:

o Sound-symbol association o Syllable instruction o Morphology o Syntax o Semantics

• Be based on the belief that incorporating the following skills in the educational process has a positive impact on the adult student’s ability to learn how to read, write, and spell:

o Studying sounds and how they work within the environment.

o Learning the sounds of the English language and their correspondence to letters that represent those sounds.

o Understanding morphemes (smallest units of meaning in language).

o Studying base words, roots, prefixes, and suffices.

o Understanding the principles that dictate the sequence and function of words to convey meaning (grammar, sentence variation, and mechanics of language).

o Studying the aspects of language concerned with meaning.

• Provide multiple levels of learning.

• Be designed for delivery at an individual pace of learning and flexible regarding instructional time.

• Include scripted lessons to provide evidence-based results in comparison to other students.

• Include non-scripted lessons as an ancillary support option, allowing for teacher creativity in tutoring methods and adult student reading interest.

• Offer sight words throughout instruction.

• Be designed so that average use of practice and drill sessions should be part of the tutoring system.

• Allow for intervention to be delivered within a simultaneously and multisensory manner, following a logical order of language progression.

• Offer an approach that is systematic and cumulative.

• Deliver a method of instruction that incorporates:

o Direct tutoring o Diagnostic teaching o Both synthetic and analytic tutoring o A holistic approach to learning o An initial introduction to early phonemic awareness; as levels progress, greater reading comprehension and sentence structure emerge.

o Components of Response to Intervention (RtI) and Multi-Tiered System of

Supports (MTSS) are incorporated.

3.4.2 Teaching Strategies

The teaching strategies shall incorporate all of the following:

• Phonemic Awareness.

• Phoneme/Grapheme Correspondence.

• The Six Types of Syllables that compose English words.

• Probabilities and Rules that provide several different ways to spell the same sounds.

• Roots and Affixes, as well as Morphology, which expand a student’s vocabulary and ability to comprehend and spell unfamiliar words.

3.4.3 Teaching Methods

The teaching methods shall consist of all of the following:

• Simultaneous Multisensory Instruction.

• Intense Instruction with Ample Practice.

• Direct, Explicit Instruction.

• Systematic and Cumulative.

• Synthetic and Analytic.

• Diagnostic Teaching.

CHAPTER FOUR: STAFF TRAINING

4.1 STAFF TRAINING REQUIREMENTS

The Bureau requires a reading and spelling system as well as services to guide the implementation and progress of said system. The specific task function in this SOW, in addition to acquisition of the system, includes training staff on various components of the system. The Vendor shall ensure all staff are adequately trained. The Vendor must provide initial training to all employees approved to implement this system with Bureau inmates.

4.1.1 Post-Award Introduction

Within ten (10) business days of the contract award, the COR and an authorized Negotiator will hold an orientation session. A key factor for successful contract performance is Communication.

It is required that the Vendor communicate in a timely and thorough manner with the Bureau, and it is the Bureau’s commitment to communicate in the same manner with the Vendor.

This orientation session may occur through electronic format, if in-person orientation is not feasible for either the Bureau or the Vendor. The COR and an authorized negotiator will then utilize an electronic format for the orientation session.

4.1.2 Topics of Discussion

Topics will include:

• Introduction of Bureau staff and Vendor key personnel;

• Roles and responsibilities;

• Overall scope of the contract and line items;

• Specifics of the reading and spelling system;

• General overview of technical and reporting requirements;

• Invoicing requirements and payment procedures;

• Identifying potential problems; and

• Answer any questions.

This introductory discussion may transition into the initial staff training. If so, the full review of SOW requirements will be addressed.

4.1.3 Initial Staff Training

The authorized negotiator must ensure that a comprehensive training on all topics (4.1.4 below) is written and submitted within thirty (30) business days of the contract effective date. New staff must complete initial staff training within ninety (90) business days after Bureau approval to implement this system.

This staff training session may occur through electronic format, if in-person orientation is not feasible for either the Bureau or the Vendor. The COR and an authorized negotiator will then utilize an electronic format for the staff training session.

Training should be interactive in nature, cover all elements of the SOW, be minimally two (2) hours in length, and resolve all questions and concerns of participants. This will not be delegated to a subordinate without permission from the COR. The Bureau reserves the right to be present during training sessions, if in person. The Vendor will notify the COR of training dates and obtain any additional topics deemed relevant by the Bureau based on current trends and/or changes in Bureau policy after publication of this SOW. The Vendor must submit verification to the COR, demonstrating that this training was conducted; and all staff must acknowledge that they understand the SOW and all additional topics were discussed. Documentation must include the name, signature, date, and topics covered.

4.1.4 Training Components

Staff training will include:

• Design and function of the reading and spelling system.

• Implementation of the system.

• Scoring, data analysis, and interpretation of the assessment results.

• Development and application of accommodation, interventions, and modifications to assist

Federal offenders in overcoming dyslexia deficiencies.

• Assessment of overall system progress and goal achievement.

4.1.5 Additional Training

The Vendor will provide any additional required training to all approved staff, should any changes be made to the reading and spelling system. The Vendor will notify the COR of any changes as well as training dates and obtain any additional topics deemed relevant by the Bureau based on current trends and/or changes in Bureau policy after publication of this SOW. Standard topics must include a review of all initial training and any specific areas of concern or noted deficiencies. The Bureau reserves the right to be present during training sessions if these are held in person. This training also requires verification of completion.

4.2 TRAINING RECORD

At least one key staff member must attend the Vendor training when conducted in person and by the Bureau. This will occur annually when new Bureau employees require training on the reading and spelling system, and may occur more than once per year. All costs associated with this requirement will be the responsibility of the Vendor, and should be factored into the contract costs. Bureau Learning University continuing education credits may be provided for attendees.

CHAPTER FIVE: SECURITY

5.1 SECURITY OVERVIEW

The work to be performed under this contract requires the handling of data that originated within the Bureau’s Education Department, data that the Vendor views, manages, and/or acquires for the Department, and/or data that are acquired to perform the contract for the Education Department and its programs or for its personnel. At all times, all information gathered and contained shall be the sole property of the Bureau and not of the Vendor.

For all systems handling such data, the Vendor shall comply with all security requirements applicable to Department of Justice Systems, including but not limited to all Executive Branch system security requirements (e.g., requirements imposed by the Office of Management and Budget [OMB]; and the National Institute of Standards and Technology [NIST]), DOJ IT Security Standards and DOJ Order 2640.2E. The Vendor shall provide DOJ access to and information regarding the Vendor’s systems when requested by the Department in connection with its efforts to ensure compliance with all such security requirements and shall otherwise cooperate with the Department in such efforts. DOJ access shall include independent validation testing of controls, system penetration testing by DOJ, FISMA data reviews, and access by the DJO Office of the Inspector General for its reviews.

5.1.1 Data Security

By acceptance of, or performance on, this contract, the Vendor agrees that, with respect to the data identified in 5.1 above, in the event of any actual or suspected breach of such data (i.e., loss of control, compromise, unauthorized disclosure, access for an unauthorized purpose, or other unauthorized access, no later than within one hour of discovery), report the breach to the Bureau’s CO and the Contracting Officer’s technical representative (COTR).

If the data breach occurs outside of regular business hours and/or neither the CO nor the COTR can be reached, the Vendor shall call the DOJ Computer Emergency Readiness Team (DOJCERT) at 1-866-874-2378 within one hour of discovery of the breach. The Vendor shall also notify the CO as soon as possible during regular business hours.

5.2 DATABASE

The Bureau requires Vendor support services in the guidance of a Central Office (CO) database of all institution users, to review aggregate data and to generate CO reports. This support will include in-person training for Bureau CO Education Branch staff, which will occur as part of the Initial Staff Training (4.1.3). It will include annual training when new Bureau CO Education Branch staff are hired, and may occur more than once per year. This database information is the sole property of the Bureau. All information gathered and contained shall be the right of the Bureau and not of the Vendor.

CHAPTER SIX: CONTRACT AND CONTRACT MONITORING

6.1 PERIOD OF PERFORMANCE

The period of performance for this contract is a one-year base period with four service one-year option periods as follows:

6.2 QUALITY ASSURANCE

The Vendor will maintain frequent communications with designated Bureau staff to conduct work in progress reviews, which will be periodic status reports, meetings, and workgroup meetings where knowledge transfer can occur.

The Vendor will continue to directly support the purchased reading and spelling system to ensure error-free application. This will allow unanticipated problems to be resolved in the most expeditious manner.

6.3 CONFIDENTIALITY AND NON-DISCLOSURE

The Vendor shall agree: all deliverables and associated working papers and other material which have been generated by the Contractor in performance of this task order are the property of the U.S. Government.

The COR shall be the sole authorized official to release, verbally or in writing, any change in dates, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this project. The Vendor shall release no information. Any request for additional information relating to this contract presented to the Vendor must be submitted to the COR for response.

6.4 PERSONNEL REQUIREMENTS

Listed below are provisions required when services are performed at Federal Bureau of Prisons’ locations:

• The service is a contractual arrangement and not a personnel appointment.

• Payment is based on the provision of an end-product of the accomplishment of a specific result.

• The service does not constitute an employer/employee relationship.

• The Vendor shall be subject to Government supervision.

6.5 PROJECT COORDINATION

The COR, appointed by the Bureau, is responsible for receiving all information, accepts the services provided for this requirement in accordance with the terms and conditions of this contract, provides direction to the Vendor which clarifies the contract effort, fills in details or

Base Period: September 01, 2021 through August 31, 2022 Option Period One: September 01, 2022 through August 31, 2023 Option Period Two: September 01, 2023 through August 31, 2024 Option Period Three: September 01, 2024 through August 31, 2025 Option Period Four: September 01, 2025 through August 31, 2026 otherwise serves to accomplish the contractual scope of work, evaluates the performance, and certifies all invoices/vouchers for acceptance of the services furnished for payment prior to forwarding the original invoice to the payment office and a copy to the Contracting Officer.

The COR does not have the authority to alter the Vendor’s obligations under the contract action, direct changes that fall within the Changes clause, and/or modify any of the expressed terms, conditions, specifications, or cost of this agreement. If, because of technical discussions, it is desirable to alter/change the contractual obligations or requirements, the Contracting Officer shall issue such changes in writing under signature.

6.6 CONTRACTING AND ADMINISTRATIVE AUTHORITY

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract, and notwithstanding any provisions contained elsewhere in this contract, the said authority remains solely with the Contracting Officer. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change will be considered to have been made without the authority and no adjustments will be made in the contract price, delivery schedule, terms or conditions to cover any increase in costs incurred as a result.

6.7 PAYMENT AND INVOICING

All invoices shall be prepared in accordance with FAR clause 52.212-4(g). The Vendor shall invoice the Government only for completed tasks.

6.8 TRAVEL

It is anticipated that there will be travel required for the performance of this contract.

Reimbursement of travel expenses authorized for the performance of this contract will be in accordance with the Federal Travel Regulations. All costs associated with this requirement will be the responsibility of the Vendor, and should be factored into the contract costs.

6.9 DELIVERABLES

The Bureau will provide direction to the Contractor regarding time frame and location of deliverables. Deliverables will be received no later than 90 days post the award of the contract date.

6.9.1 Requirements

The Contractor shall consider items in BOLD as having mandatory due dates. Items in italics are deliverables or events that must be reviewed and/or approved by the COR prior to proceeding to next deliverable or event in this SOW.

ITEM

SOW

REFERENCE

DELIVERABLE / EVENT DUE BY

DISTRIBUTION

1 4.1.1 Post Award Conference August 01, 2021

COR,

Contracting Officer

2 4.1.3 Draft Contractor Project Plan

August 15, 2021

COR,

Contracting Officer

3 4.1.3 Final Contractor Project Plan

September 01, 2021

COR,

Contracting Officer

4 4.1.4 Materials to Institutions September 30, 2021

COR,

Contracting Officer