STATEMENT OF WORK_SAP Draft.pdf

STATEMENT OF WORK

SINGLE POINT OF ENTRY, PLATFORM, AND PROCESS FOR REQUESTING ACCESS TO

RESTRICTED-USE MICRODATA

1. REQUIRING ORGANIZATION

National Science Foundation

Division of the National Center for Science and Engineering Statistics

Directorate for Social, Behavioral and Economic Sciences

2415 Eisenhower Avenue Alexandria, VA 22314

2. OVERVIEW AND PURPOSE

The purpose of this procurement is to extend services currently performed by the Inter-university Consortium for Political and Social Research (contract number: 49100421C0005) which developed the current Standard Application Process (SAP) portal. The contract extension is needed for a transition period while a new SAP portal is developed through an award to a different contractor. The new portal will not be ready by the time the contract with ICPSR ends. A contract is needed to ensure continuity of operations and a smooth transition to the new portal, which will be launched in summer to early fall of 2026.

Extending this contract will support the National Center for Science and Engineering Statistics’ (NCSES’s) clearinghouse mission to continue to provide a portal page for recognized statistical agencies and units1, as well as a platform and standard process for requesting access to restricted-use microdata, during a transition from the existing portal to a new one that is expected to be deployed in 2026. NCSES is a recognized statistical agency and part of the National Science Foundation’s (NSF’s) Directorate for Social, Behavioral and Economic Sciences (SBE).

This requirement comes from the Foundations for Evidence-Based Policymaking Act of 2018 (Evidence Act) and supports the mission of NCSES in its role as a central Federal clearinghouse. This role—outlined in the America COMPETES Reauthorization Act of 2010 (Section 505)—directed NCSES to serve as a central federal clearinghouse for the collection, interpretation, analysis, and dissemination of statistical data.

The Evidence Act, enacted in January 2019, emphasizes collaboration and coordination to advance data and evidence-building functions in the Federal Government. While anchored on existing principles underlying Federal policies and data investment infrastructure, the Evidence Act creates a new paradigm by calling on agencies to significantly rethink how they currently plan and organize evidence-building, data management, and access functions to ensure an integrated and direct connection to data and evidence needs. Currently, Federal agencies each have their own processes, procedures, and user interfaces for providing access to data.

1 These are statistical agencies and units recognized by the Office of Management and Budget (OMB) under the Confidential Information Protection and Statistical Efficiency Act (CIPSEA).

This project supports both the Evidence Act and NCSES’s clearinghouse role in leading a consolidation and standardization effort across the Federal statistical system. The goals of this project are to:

• Maximize standardization and efficiencies through a single-entry point portal

• Improve the experience of external parties requesting microdata

• Improve the data management experience for statistical agencies and units

To accomplish these goals, the project requires:

1. Continued operation of a single existing portal developed as part of a contract that is being extended for requesting access to restricted-use microdata: a single system that is shared amongst statistical agencies and units to create efficiencies as a shared resource for providing this critical function

2. Maintaining a standard process for applying for access to restricted-use microdata: statistical agencies and units will use a standard application process for external parties requesting approval to consume their data assets to develop evidence

This project meets the requirement to continue operating an internet-based managed-service for all statistical agencies and units during a period of transition while a new portal is developed as part of a contract awarded in September 2025. The service will maintain a portal page for statistical agencies and units where prospective data users (to include individuals and those associated with specific projects) may submit requests for restricted use microdata. This service shall allow external parties to continue to submit a request to access restricted-use data from statistical agencies and units while the new portal is implemented. The service will continue to provide agencies with user accounts for the purpose of approvals (e.g., enabling an agency’s reviewers to log into the portal and post their evaluations of applications). Prospective data user requests and associated application materials will be accessible to and transmitted electronically to the appropriate agency for review in the same system. In addition, this contract will support transition activities from the current portal to the newly developed portal in 2026, including the transition of all database information and closeout of the current portal once the transition to the new portal is complete.

Critical features associated with the requirements include:

• Internet based, web-accessible through modern browsers

• Ability to support at least 17 federal agencies with scalability for additional support if necessary

• Scalable architecture that can support a minimum of 500 submissions per hour and 100 concurrent users

• Ability to control access to request documents (i.e., the application for data) based on cognizant/responsible agency, i.e., Inherent Security Controls such as Cyber, Information, Access, etc., modifiable to any unique federal agency requirements

• Ability to automatically control routing, processing, and distribution of data request documents

• Ability for agency-initiated actions (i.e., allow, block, delete, redact), and User/Project initiated actions (i.e., allow, block, delete, redact)

• Ability within the system to provide opportunities for appeals, project reviews, credentialing, application tracking, and transparent metrics on the process, applications received, and disposition

• Intuitive User Interface with modern design standards and 508 compliance

• Adherence to federal and agency security standards and protocols, including the ability to provide secure account credentials, digital signatures, encrypt data at rest and in transit, and handle moderate level data

• Establishment and allowance of secure, trusted connections with other organizations to allow request processing by both the cognizant owner and steward of requested data

• Ability to provide approval levels/certification and/or credentialing to data requestors, projects, or both

• Support for the NCSES PMO and the contractor currently developing the new SAP portal to ensure a successful transition, before, during and after the new portal launches

3. OBJECTIVE/SCOPE

The purpose of this procurement is to maintain operations for the SAP portal after the contract that created the current portal expires in order to ensure a successful transition to a new portal that is currently being developed under a different contract and that will launch in 2026. This will ensure maintaining a portal page for recognized statistical agencies and units, as well as a platform and standard process for requesting access to restricted-use federal microdata.

4. DESCRIPTION OF WORK

The Contractor shall continue to provide services based on the SAP portal they created and that is currently operating during a transition to a new portal for which a separate contract was awarded in September 2025. The current SAP portal consists of a common, publicly accessible application with functions that include but are not limited to, an appeals process, application tracking, and transparent metrics on the process, applications received, and disposition. The service serves as a single portal for prospective data users to request access to restricted-use microdata. The service enables the ability to manage data requests and to deliver requests to appropriate statistical agencies and units for adjudication.

The service also provides approval levels/certification to data requestors and projects.

The technical requirements for this service are to continue to provide statistical agencies and units and prospective data users (to include individuals and/or projects) access to an on-line system beyond the expiration of the contract that created it during a transition phase to a new portal that is being developed by a different contractor and under a different contract. The current SAP portal includes the following required characteristics:

• Is public facing

• Receives requests for restricted-use microdata

• Provides data requestors and projects with a simple interface to apply for access to microdata (a portal dedicated to statistical agencies and units)

• Provides data requestors and projects with sufficient microdata information to enable selection of the appropriate dataset(s) for user needs

• Provides data requestors and projects the option to download or print request application materials

• Routes requests, within 1 day of receipt, to the appropriate statistical agency or unit for adjudication

• Stores restricted-use microdata request metadata, including determinations, and modifies metadata and determinations as necessitated by statistical agency or unit requirements

• Provides a searchable catalogue of data assets with metadata and standard API/format to ingest data asset metadata

• Is compatible/interoperable with the Federal data register from Title 2 (Open Data Act)

• Provides a single application form for requesting restricted-use microdata

• Allows the single application form, portal, and process to be modified during and after development to accommodate all new statistical agency and unit requirements or changes to existing requirements, to include updating the form, process, and website based upon feedback

• Provides requestors and projects up-to-date information on each microdata request, including the number of applications at each stage of the process, determinations, and timeframes associated with each step

• Can be scaled up to accommodate additional participating agencies

• Provides metrics and use reports for selected time intervals

• Provides approval levels/certification to data requestors

• Prospective data user and project requests and associated application materials will be accessible to and transmitted electronically to the appropriate agency for review in the same system

• Advances innovative approaches to streamlining the application process for individuals, projects, and organizations

To ensure the service meets the needs of federal statistical agencies and units, data requests for restricted use microdata access, stakeholders, other government agencies, and interested parties are able to provide input for the service.

5. PERIOD OF PERFORMANCE

One 8-month base period starting December 11, 2025

6. PLACE OF PERFORMANCE

All required work through this order shall be performed from the contractor’s facility.

7. DELIVERABLES

Listed below are the deliverables due during the period of performance.

Timeline of deliverables for 8-month Period

MILESTONE OR

DELIVERABLE

DELIVERABLE DUE DATE\FREQUENCY

Deliverable Status phone calls Weekly Deliverable Status report Updated on ongoing basis, with a written report every two months

Deliverable Transition calls with contractor of new portal

Weekly

Deliverable Usage Metrics Report Monthly Deliverable Add and update metadata and agency participants Ongoing

Deliverable Final Documentation End of contract period or when agreed upon

8. DESCRIPTION OF DELIVERABLES

The following are some of the requirements for the deliverables listed in the preceding table:

• Kick-off Meeting - The objectives of the meeting shall include reviewing portal transition tasks to ensure a common understanding of task requirements and objectives for all participants.

• Status phone calls – The contractor will provide status updates to the Contracting Officer's Representative (COR) every week.

• Transition phone calls – The contractor will meet with the new contractor developing the next SAP portal to cooperate and provide each with status updates about the portal transition.

• Bimonthly Status Report - The Contractor shall provide the Bimonthly Status Report to the COR, and others at the discretion of the COR. The report shall include a summary of current weekly activity to include Microdata metadata acquisitions, routing systems for microdata request and project metadata storage systems, action items, status of past action items, planned activity, open issues, problems or delays encountered and proposed solutions for correcting the problems or delays, portal transition activities and hours worked by Contractor personnel. The report should be in Microsoft Word format unless directed otherwise by the COR.

• Usage Metrics Report - The Contractor shall provide a monthly Usage Metrics Report to the COR. The report shall include a summary of the number of new accounts that were created, the number of requests for microdata and the number of requests that were transmitted to each agency. In addition, the report will include information on customer satisfaction with the service and timelines associated with prospective data user and project requests.

• Final Documentation (FD) - The Contractor shall provide final documentation on the portal including databases to the new contractor, entity relationship diagrams, and any other system documentation that will aid in the transition. The documentation should be in Microsoft Word format unless directed otherwise by the COR.

9. DELIVERABLES ACCEPTANCE CRITERIA

All contractor-produced documents and documentation (‘work products’) shall meet the following general acceptance criteria. Final inspection and acceptance of all work performed, reports and other deliverables will be performed at the place of delivery by the NCSES COR.

The COR will inspect the draft and final work products and deliverables within five (5) business days after receipt for completeness, accuracy, appropriateness, and format and return them to the Contractor for correction or augmentation as required. If corrections are required, the contractor shall make corrections and resubmit work product or deliverable within five (5) days after receipt of rejected deliverable from the Government. Final acceptance will be provided by the COR in writing to the Contractor after final approval.

• Accuracy—Work products and deliverables shall be accurate in presentation, technical content, and adherence to accepted elements of style as described through government-provided standards.

• Technical Content—Work products shall provide expert comments on procedures, specifications, and data review.

• Clarity—Work Products shall be unambiguous and relevant. Any/all diagrams shall be easy to understand and be relevant to the supporting narrative.

• Consistency to Requirements—All work products must satisfy the requirements of this statement of work.

• Format—Work products shall be submitted in hard copy (where applicable) and in electronic form using NSF’s standard word processing software.

• Completeness—Work products shall be comprehensive and entirely developed as described through government-provided standards.