RFP Attachment A 1. INTRODUCTION AND BACKGROUND: The U.S. Department of Education (ED) is procuring services to develop, conduct, and provide support for national training programs and other activities which inform student financial assistance program participants of statutory and regulatory requirements of the federal student aid programs established under Title IV of the Higher Education Act of 1965, As Amended. The Office of Postsecondary Education (OPE) is the Principal Operating Component of ED responsible for administering the Title IV federal student financial assistance programs and for developing the policies and procedures to meet the objectives of those programs. Within OPE, the office of Student Financial Assistance Programs (SFAP) is composed of six services organized by function: Policy, Training, and Analysis Service; Accounting and Financial Management Service; Program Systems Service; Institutional Participation and Oversight Service; Debt Collection Service; and Guarantor and Lender Oversight Service. Within the Policy, Training and Analysis Service, the Training and Program Information Division (TPID) provides a variety of services to the financial aid community. It operates a Customer Support Branch, develops and disseminates publications, and operates toll-free telephone services for students and financial aid professionals. The Training Branch within TPID is the coordinating unit for all SFAP training, and is responsible for planning and conducting training that provides guidance to postsecondary institutions on the regulatory and statutory requirements of the student financial assistance programs. The Training Branch assesses training needs, determines methodologies to be used, develops training packages, and evaluates training programs. This work is done by the Training Branch's central office staff, contractors, and regional office training staff located in the ten ED regional offices. These national training programs are targeted to financial aid administrators, fiscal officers, and chief executive officers of postsecondary institutions, as well as high school counselors, financial aid servicers, and the staffs of state guaranty agencies and lending institutions. At present, SFAP administers six major student financial assistance programs authorized under Title IV of the Higher Education Act of 1965, as amended: Federal Pell Grants; Federal Supplemental Educational Opportunity Grants; Federal Perkins Loans; Federal Work Study; the former Guaranteed Student Loan Program, now known as the Federal Family Education Loan Program (FFEL), which includes the Federal Stafford Loans and Federal PLUS Loans and the William D. Ford Federal Direct Loan Program, which was created in 1993 by the Student Loan Reform Act. All of these programs provide financial assistance to students attending postsecondary educational institutions (colleges, universities, vocational-technical schools, and trade schools). Postsecondary institutions, servicers, secondary schools, lenders, and guaranty agencies play major roles in the delivery of financial assistance programs to students. Postsecondary institutions award financial assistance, disburse funds to students, verify student eligibility, and maintain appropriate records. Third party servicers may manage financial aid offices for postsecondary schools that employ them. Secondary school counselors provide guidance to student aid applicants. Lenders provide capital for loans, process loan applications, disburse loans, collect loans, and maintain appropriate records. Guaranty agencies administer the FFEL programs in their service area, process loan applications, issue loan guarantees, pay claims, collect defaulted student loans, and maintain appropriate records. Each of these participants must be knowledgeable about federal laws, regulations, and program guidelines to properly administer the student financial assistance programs and assist students. ED has the responsibility of ensuring that financial aid administrators and other student aid personnel are knowledgeable about Title IV statutes, regulations, required procedures and policies, and electronic activities, including software and systems developed by SFAP. Training provides instruction in new procedures and requirements in financial aid, and clarification of changes to existing programs. The financial aid programs are complex and undergo frequent changes brought about by Congress, ED regulations, and technological improvements. The need for training is apparent from the large numbers of financial aid personnel that continue to participate in SFAP's national workshops. These training programs are a primary means of providing technical assistance to SFAP's customers, and also serve as a preventive measure for avoiding liabilities, such as the misuse of federal funds, due to a lack of knowledge of program requirements. During FY96, over 12,500 trainees participated in training programs sponsored by the Training Branch. ED uses a variety of methods to train school personnel in the administration and management of the Title IV programs, including traditional lecture training, "hands-on" software training, publications, videos, video conferences, and computer-based instruction. The training activities conducted under this contract will also support special needs in the financial aid community, such as those of the Historically Black Colleges and Universities (HBCUs) and bi-lingual training in Puerto Rico. Other activities in this contract, such as focus groups and publication revision, support and further enhance the training and technical assistance provided by ED to the financial aid community. In addition, this contract may provide support for redesign or creation of various ED forms for Title IV program participants. ED is also exploring the possibilities of training through the use of new technologies, such as Internet teleconferencing. Training materials may be disseminated by mail or placed on the ED home Page, and the Contractor may be required to assist in formatting materials, or in investigating alternate forms of training delivery. This Statement of Work (SOW) is designed to respond to the constantly changing training needs of the financial aid community. The Contractor shall perform the tasks contained in this Statement of Work in support of all training initiatives. ED reserves the right to perform any or all of the technical functions and responsibilities of this contract. The extent to which ED may assume such additional responsibilities cannot now be stated with any degree of certainty or precision. 1.1. CONTRACT OVERVIEW The major objective of this project is to provide training for postsecondary institutions in the proper management of the federal Title IV financial aid programs. The audiences are diverse, and may include financial aid administrators, fiscal officers, and presidents at postsecondary institutions, owners of proprietary schools, high school counselors, and employees of lenders and guarantors participating in the student financial aid programs. Specific objectives with respect to this project include, but are not limited to, the following: 1.1.1. Develop and support national training workshop series ED holds nationwide workshop series to instruct financial aid administrators, business officers, proprietary school owners, and others in the financial aid community in the management of the federal assistance programs. Several major workshop series are held each year. Precertification Training for schools entering the Title IV programs and Fiscal Officer Training for postsecondary school business officers are two examples. Workshops for other members of the financial aid community, such as high school counselors, may also be held. Major tasks for training workshops include, but are not limited to: Create training materials from draft through camera-ready stages, Develop hands-on electronic systems training, Perform all logistical arrangements for a series of national workshops for each training project, Coordinate a Training of Trainers session for most workshop series, Pay all honoraria, travel expenses, and per diem for non-federal trainers, Compile an evaluation report for each workshop series, Handle all application processes for Continuing Professional Education (CPE) units and provide CPE certificates for those workshop series granting these units. Materials shall be delivered in Portable document Format (PDF) or HyperText Mark-up Language (HTML). 1.1.2. Develop and support other SFAP training or outreach initiatives. ED will provide training on financial aid issues as they arise or as newly created programs are put into operation. Examples of such training initiatives include, but are not limited to, training for the Quality Assurance Program (QAP), minority schools, the Hope Scholarship, new Direct Loan schools, the Just in Time program, and Pell Grant issues. Training initiatives may also include workshops requiring hands-on technical training, such as EDExpress and National Student Loan Data System training, which will involve the use of computers. Major tasks for these activities include, but are not limited to: Create and revise training materials or reproduce training packages, Perform workshop logistics, Provide technical support, Handle workshop registration (optional), Pay honoraria and travel expenses for non-federal trainers. When requested, materials shall be delivered in Portable document Format (PDF) or HyperText Mark-up Language (HTML). 1.1.3. Develop and support video conference series. Video conferences are an effective alternative to training through workshops. ED will hold live, interactive video conferences which will inform the financial aid community on a variety of subjects. Major tasks for this activity are: Perform all logistics for the video conferences, including securing live broadcast facilities and "remote" sites, Create scripts when requested, from draft through camera-ready stages, Provide closed-captioning of video conferences, Provide for the reproduction of video tapes of each video conference for distribution to the financial aid community. 1.1.4. Produce Videos ED produces videos to reach a variety of audiences, such as entrance and exit counseling videos for Direct Loan borrowers, and videos geared to high school and junior high students who are preparing for a postsecondary education. The Contractor will be involved in all aspects of pre-production, production, and post-production. Major tasks for video production may include, but are not limited to: Create pre-script treatments, storyboards, and scripts, Handle all production aspects of the video including the selection of a production company, Select actors and locations and obtain releases, Edit the video, Provide for the packaging of the videos, Handle all logistical tasks, Provide closed-captioning of videos, Provide for the duplication and packaging of videos. 1.1.5 Develop and Revise Publications ED publications and other documents must be revised and written as regulations change and new programs are created. Contractor assistance is required for development of new financial aid publications and revision of publications such as, but not limited to, The Blue Book, The Student Financial Aid Handbook, the counselor handbooks for high schools and post secondary schools, Action Letters, Dear Colleague Letters, Direct Loan publications, and a variety of guides and pamphlets. Major tasks for these activities include, but are not limited to: Develop outlines of materials, Develop first, second, and final drafts, Submit camera-ready materials. Materials shall be delivered in Portable document Format (PDF) or HyperText Mark-up Language (HTML). 1.1.6 Develop and Support Forms Design ED may require assistance in creating new or revising existing paper or electronic forms used for various financial aid purposes. Existing forms may be revised to make them less complicated, better organized and more user-friendly, and to reduce the time needed to complete them. Major tasks for forms design activities may include, but are not limited to: Perform research and hold focus groups to determine the design of a new form, or to determine where changes should be made, or how best to restructure an existing form, Meet frequently with ED staff and attorneys and other financial aid personnel while planning and completing forms design, Create drafts of new or revised forms, Develop camera-ready copy, Assist in writing clearance packages, Prepare electronic versions of the forms including, as required, versions suitable for posting on the World Wide Web. 1.1.7. Conduct Focus Groups and Field Tests Focus groups, comprised of members of the financial aid community, provide input on a variety of ED projects such as, but not limited to, needs assessment, video scripts and drafts, forms design, and computer based training. A focus group may be convened as a part of a project or as a stand-alone activity. These groups provide much needed information on the planning of future ED activities and the development of projects underway. Focus groups may not consist of more than nine members of the public, in accordance with the Paperwork Reduction Act of 1980. Field testing is often necessary in the development of new products. Field testers are typically drawn from the financial aid community and let ED know if products are usable or if they need further work. Major tasks for these activities include, but are not limited to: Provide agendas for focus group meetings, Provide assistance in selecting focus group members and field testing experts, Perform all logistics for focus group meetings and field testing, Provide focus group and field testing reports, Pay expenses and honoraria for group members. 1.1.8. Develop and Support Computer Based Training ED is developing computer based training (CBT) for use in training both ED staff and postsecondary school staff on the student financial aid programs. CBT will provide an effective way of training "neophyte" and experienced SFA staff on basic Title IV concepts and procedures. The first course developed under this contract will take the user approximately forty hours to complete. Major tasks for developing CBT training include, but are not limited to: Critique ED-developed lesson plans and storyboards, Assist in the development of storyboards, Develop the first, second, and final drafts of each CBT lesson and accompanying Workbook section, Provide technical assistance on software features and capabilities, Handle all logistics for the advisory work group reviews and meetings, Coordinate field tests, Facilitate production and delivery of courseware to users. ED may also require the contractor to develop additional CBT initiatives to respond to other training needs. 1.1.9. Translate Student Financial Aid Materials ED finds an increasing need to provide financial aid materials in Spanish. Contractor assistance will be required to translate manuals, publications, and multi-media projects into Spanish. Major tasks in such activities will include, but are not limited to: Select translators, Provide materials in draft through camera-ready stages. Coordinate review and comment by Spanish-speaking financial aid professionals and others. 1.1.10. Other Support Activities It is often necessary for ED to provide support functions for the student financial assistance programs. These functions may be in support of services the Contractor has already provided, or for related student assistance programs within the Department. These support services may include, but are not limited to: Transfer of publications and/or training materials into electronic formats, (PDF or HTML), Reproduction of materials, Arranging for delivery and storage of workshop materials at workshop sites, Preparation of labels for mailing of materials, Arranging for the reproduction, labeling, and packaging of videos and electronic media, Providing express mail services or overnight delivery of workshop materials when necessary. 2. GENERAL SPECIFICATIONS This section provides information on the activities needed to deliver effective services and training programs. Not every task listed will be required for each training initiative. Each task order issued will provide detailed information for the performance of the particular project. 2.1 TRAINING 2.1.1. NATIONAL TRAINING WORKSHOPS The Contractor shall develop up-to-date training materials for instructors and trainees, identify non-federal trainers, coordinate Training of Trainers sessions for all trainers, and provide logistical support for various nation-wide training workshop series for postsecondary institutional personnel, including hands-on electronic training in ED computer training facilities and in other facilities. In general, training will focus on new requirements, statutory changes, regulations, policies, procedures and software relevant to an institution's awarding and disbursing of Title IV aid, as identified by ED. Workshop series include, but are not limited to, Title IV Training, Precertification Training, Fiscal Officer Training, and training on various ED systems relating to the delivery of student aid and reporting student aid. The Contractor is required to coordinate with other ED contractors, as appropriate, to develop materials for these series, such as systems contractors responsible for software or systems development. ED will facilitate the necessary coordination activities in the development and editing of all materials for this series. 2.1.2. TECHNICAL SUPPORT FOR ADDITIONAL SFAP TRAINING INITIATIVES ED requires technical support for various SFAP training initiatives. This support may include, but is not be limited to, assistance in preparing and writing training materials and logistical support for workshops. Additional training initiatives will involve the same types of activities required for Title IV training. Training initiatives may include, but not be limited to, training for the Quality Assurance Program (QAP), the Hope Scholarship, new Direct Loan schools, the Just-in-Time program, Pell Grant issues, electronic training, and training for minority schools. 2.1.3. SPECIFICATIONS FOR TRAINING PROJECTS The following are specifications for performing training projects. Specifications will be one of the topics of discussion at the preliminary meeting set forth in 2.1.3.1. Each task order will list the tasks particular to that project. Tasks for each training project will be identified in the task order. Activities for training projects may include, but are not limited to, the following: 2.1.3.1. Preliminary Meetings Prior to the beginning of work on any project under this contract, the Contractor shall meet with the COTR and other ED staff to identify and clarify the activity's tasks and parameters. This "kickoff" meeting will provide the opportunity to discuss the purpose of the project and the procedures to be followed. Content, design, methodologies, and schedules will be discussed. This meeting shall signify the initiation of work on the specific activity. ED will schedule further meetings as needed. 2.1.3.2. Management and Instructional Design Plans The Contractor shall provide ED with a management plan for each project under this contract. The Contractor shall also provide an instructional design plan, as requested, for those projects where training materials are being developed or revised. After the initial kickoff meeting with the COTR, the Contractor shall submit a draft of each plan required, and incorporate ED's comments on the draft into a final plan. Following the ED review period of five (5) work days, the Contractor shall incorporate ED's comments and submit a revised management plan and/or instructional design plan within five (5) working days. 2.1.3.3. Development of Training Packages The Contractor shall develop training packages for ED. A training package normally consists of an Instructor Guide, Trainee Guide, and overheads. It may also include other explanatory or reference materials identified by ED. In the case of electronic training, the package may also include disks, test cases, etc. ED will provide the Contractor with reference materials necessary for the development or revision of training materials. The materials produced shall reflect the information provided in the reference materials. However, the Contractor shall not rely on existing documents for the training content, but shall use original research, experience and knowledge to supplement, illustrate, and support any source materials supplied by ED. ED will provide subject matter experts to consult with Contractor staff on particular topics as needed. In certain situations the Contractor shall collaborate with other ED contractors to develop training materials. ED will facilitate the necessary coordination and assignment of responsibilities. Training materials may be developed on any Contractor hardware and software, but the Instructor's Guide and Trainee Guide shall be delivered on software specified by ED at the start of each activity. The Contractor must be capable of providing both Apple Macintosh and PC formats, and in formats suitable for posting on ED's World Wide Web site. Projects will be delivered in only one format - that which is specified in the task order. Each individual task order will indicate whether materials are to be created from scratch or whether previously used materials are to be updated. The materials shall be technically accurate, easily up-dateable, graphically appealing, clearly and concisely written, complete and logical in sequence, grammatically correct, and appropriate for the specific target audience. All training materials shall be free from spelling and punctuation errors, and inaccurate technical information. Proper sentence structure and grammar shall be used and there shall be a logical flow of text. ED will supply the Contractor with a style guide to be used when creating materials (see Attachment 6). Materials that do not reflect these guidelines will be declared unacceptable by ED. The Contractor shall submit first, second, and final drafts and camera-ready copy of all materials, as well as any errata and replacement pages that may be required. "Camera-ready" means a laser printed document without color separation. All training materials shall be delivered in paper form. In addition, the Contractor shall also provide ED with the training materials on high density diskettes, in appropriate formats, such as, but not limited to, Portable document Format (PDF) or HyperText Mark-up Language (HTML). All printing is done by the Government Printing Office. Deliverable schedules will be determined in each individual task order. Substantive technical error regarding the Title IV programs reflected in the materials shall be grounds for immediate rejection by ED of the products. ED retains the right to specify the mode of presentation of any portion of the training materials, and to require changes to final drafts of the training materials as a result of new legislation, regulations, or ED initiatives. ED reserves the right to require additional submissions if not satisfied. The COTR may, at any time during the review period, return the deliverable to the Contractor for complete or partial revision, based on the quality of the Contractor's product submitted to ED. ED may take up to twenty working (20) days for review at all stages of the training materials. ED will direct revision of all materials, and the Contractor shall make all revisions, corrections, additions, or deletions to the materials as required by ED. In all cases, ED revisions shall supersede and replace conflicting Contractor revisions. If for any reason revisions in the materials are not acceptable to ED, the Contractor may be found to be in non-compliance with ED specifications. Changes in regulations or other requirements occurring after the first draft materials are received shall be incorporated into the materials before printing. If such changes occur after the materials are printed, but before the last training workshop concludes, those changes shall be reflected as replacement pages or supplemental information to the materials for the remaining workshops. The Department considers any materials and information provided to the Contractor for use in developing the Department's training materials to be confidential information and the decision to release such information to the public rests solely with the Department. The data provided shall only be used for the purposes of this contract. Material and information provided to contractors and any subcontractors for use in developing the Department's training materials, and all other projects under this contract, may not be disclosed to contractor employees or affiliates without the need to know, or to the public by a contractor, subcontractor or any employee or agent thereof. Pursuant to applicable statutes and regulations involving the release of information to the public, the Department reviews requests for information under established procedures and decides which information, if any, may be released to the public. All unauthorized uses of data, such as, but not limited to: using ED data to develop a contractor's own proprietary training materials; use of ED data to lobby Congress; use of ED data provided to the Contractor for the production of materials in the performance of this contract; as well as unauthorized disclosure; are prohibited. 2.1.3.3.1. Development of the Instructor Guide: The Contractor shall develop an Instructor's Guide that shall result in the instructor having sufficient text, instructions, presentation suggestions, source materials, learning objectives, and methodology hints and guidelines to deliver the training. It shall be detailed enough to effectively present the workshops for institutional personnel. The Contractor shall deliver copies of all drafts, as specified by ED. The Contractor shall provide copies of the camera-ready Instructor's Guide on 3-hole punched paper and mail them (by express mail or overnight delivery if necessary) to all trainers for their advance review prior to the Training of Trainers. 2.1.3.3.2. Development of the Trainee Guide: The Contractor shall develop materials for use by trainees that are detailed enough to effectively complete the workshop. The Trainee Guide, however, is not intended to function as the sole source of materials on the topics presented, nor is it to be a copy of the Instructor Guide. The Trainee Guide shall include at minimum, reference materials, and case studies or exercises for workshop use. The Contractor shall incorporate instructional techniques that substitute for the lecture style of presentation, enhance the learning experience for the trainees, and provide for home study of the more complicated areas. Examples of such techniques are exercises, examples, case studies, charts, job aids, planned questions to the audience, and other techniques. If requested by ED, the Contractor shall be required to provide a limited number of trainee guides on a quick turn-around basis. These guides shall be printed on 3-hole punched paper and shrink wrapped. ED's training workshops are geared to classes of 70 to 200 trainees. The number of attendees is determined by the particular training. Exact amounts of trainee guides needed will be defined in the task order. If requested by ED, the Contractor shall be required to provide an electronic version of the Trainee Guide suitable for posting on ED's World Wide Web site. 2.1.3.3.3. Development of Overheads: The Contractor shall produce hard copy and acetate overhead transparencies or slides as part of the training materials for the Training of Trainers and national or local workshops. The final product shall be high quality color overheads or slides. If requested, the Contractor shall provide Power Point presentations as acetate overhead transparencies on diskette or CD-ROM. The Contractor shall incorporate sound bites and video clips on the overheads, as requested. Approximately fifteen (15) sets of acetate overheads and/or CD-ROM sets shall be required. In addition, the Contractor shall provide each trainer with two (2) hard copies of the overhead sets or CD ROM. 2.1.3.4. Selection of Non-Federal Trainers The Contractor shall assist ED in selecting non-federal trainers to participate in the presentation of the materials at the Training of Trainers session and the national workshops. While non-federal trainer selection shall be primarily the Contractor's responsibility, ED may suggest to the Contractor potential non-federal trainers. ED will direct the Contractor on the type of trainers to be selected. Generally, trainers will be selected based on their Title IV knowledge and training experience. In addition to postsecondary institutional personnel, trainers may be drawn from other areas, such as consultants, guaranty agency staff, etc., based on ED's need. ED will have final approval over the selection of each non-federal trainer. 2.1.3.5. Focus Group Meetings When set forth in the Task Assignment, the Contractor shall arrange for focus group meetings to assist in needs assessment or curriculum identification. The meeting will typically, but not always, be convened in the greater D.C. metropolitan area. The Contractor shall perform all logistics, including the providing of facilitators, for the meeting and shall provide an agenda for and a report of each focus group meeting. Focus groups may not consist of more than nine members of the public in accordance with the Paperwork Reduction Act of 1980. 2.1.3.6. Coordination of Logistics The Contractor shall coordinate all logistical matters for both Training of Trainers sessions and national workshops. Workshop length, including the Training of Trainers session, will be determined by ED in consultation with the Contractor. Logistical activities may include, but are not limited to, suggesting and securing sites for national workshop series and Training of Trainers sessions, providing a contact person at the training site, providing training materials to sites and trainers, making travel arrangements for non-federal trainers, paying travel expenses and honoraria for non-federal trainers. In the case of hands-on electronic training, the Contractor shall make any appropriate technical arrangements in support of that training. Should the Contractor be unable to obtain a sufficient number of non-federal trainers or training sites, or incur additional mailing and/or delivery costs due to emergency situations, the Contractor shall so inform ED within three (3) working days after identifying the problem. All travel and per diem shall be in accordance with the Federal Travel Regulations. Travel expenses and per diem for federal trainers will not be the Contractor's responsibility. The Contractor shall communicate and consult with ED in a timely and consistent manner on all logistical planning and operations connected with a training program or activity. A report on all travel arrangements, reimbursements, per diem and honoraria shall be submitted to ED as part of the activity's final report. 2.1.3.6.1. Training of Trainers The Contractor shall coordinate a Training of Trainers for each workshop series or training program to prepare the federal and non-federal trainers to conduct the training workshops. The Training of Trainers session shall focus on the content of the training, how to use the Instructor's Guide and trainee materials, how to use any electronic materials, how to use exercises and conduct interactive training, and how to effectively conduct the training activities. ED shall notify the Contractor of the federal staff selected to attend this session. 2.1.3.6.2. National Workshops Sites selected for training activities shall preferably be postsec ondary institutions. Hotel sites may be used if they are in conjunction with association meetings or if school sites are unavailable. ED's Regional Training Facilities may also be used as training sites. All sites must be handicapped accessible. ED will provide post training support to trainers and participants. 2.1.3.7. Registration Tasks: If requested, the Contractor shall handle registration activities for a training project. The Contractor shall design a confirmation letter for applicants who can be accepted for workshops, and a letter or postcard for those who cannot be accommodated. The Contractor shall include a workshop agenda with the confirmation letter and any pertinent special instructions, such as parking information, maps of the campus, etc. The postcard shall conform to ED mailing specifications. The Contractor shall deliver these letters/postcards to ED for mailing, or in appropriate formats for electronic transmission. After July 1, 1998 the Contractor may be required to perform registration activities by providing a WEB site for prospective registrants. The Contractor shall also record and deliver a list of all registrants who can be accommodated at the national workshops twice a week (or weekly, if requested) during the registration period. Names of pre-registrants whose forms are received after all spaces in the workshop are filled shall be included on a "wait-list" of those who cannot be accommodated for the workshops. 2.1.3.8. Tasks for Continuing Professional Education Units: At some training workshop series Continuing Professional Education (CPE) units are awarded to trainees. When this is the case, the Contractor shall handle all application processes for CPE units by arranging certification through the National Association State Boards of Accounting (NASBA) or appropriate state licensing agencies. The Contractor shall also provide CPE certificates for the trainees. The CPE certificates shall contain the name of the participant, the name and address of the participant's home school and the CPE code numbers. The Contractor shall deliver the CPE certificates to ED for signatures. 2.2. VIDEO CONFERENCES The Department also provides training to the financial aid community through the use of live, interactive video conferences. The Contractor shall perform all tasks associated with broadcasting video conferences. Tasks for video conferences shall include, but are not limited to, handling all production and logistical tasks for the video conferences; making travel arrangements and paying travel expenses and honoraria for non-federal trainers, moderators, and facilitators; providing technical information to receiving sites; arranging for the reproduction and packaging of video tapes of the video conference; and coordinating the development and scheduling of these conferences with other ED Contractors, as needed. The Contractor shall arrange for the delivery of video tapes to a site specified by ED. No storage will be required at the contractor's facility. The extent to which individual video conferences would need to be interactive will be specified in individual task orders. The norm in the industry is to provide telephones. Additionally, fax services may be required. The offeror should anticipate activities such as scheduling time for audience participation, and arranging for telephone (800#) and fax access during the conference. Also, the subject matter of each video conference will determine whether or not pre-recorded segments will be used. When requested, the Contractor shall produce scripts for selected video conferences. ED will provide the Contractor with direction for the script's content. The Contractor shall provide for the closed-captioning of video conferences. The Contractor shall locate and register host receiving sites, preferably ED Regional Training Facilities and/or postsecondary institutions in accessible cities. Host sites are those receiving sites that will accommodate staff from other schools. "Receiving" or "remote" sites are those pulling down the video conference by means of satellite or other means. Receiving sites shall be accessible by as many postsecondary institutions as possible. Sites shall be interactive so that participants can fax or phone in questions during each video conference. 2.3. PRODUCING VIDEOTAPES The Contractor will assist in the production of videos, running approximately 15-20 minutes in length. The contents of the videos will vary: videos may include, but not be limited to, counseling videos for Direct Loan borrowers, videos geared to junior and senior high school students, and training videos for post secondary school financial aid offices. The Contractor shall be involved in all aspects of the development of the videos, including pre-production, production, and post-production. Tasks shall include, but are not limited to, providing production schedules, treatments, storyboards, and scripts in draft and camera-ready form; arranging for focus group meetings; obtaining all necessary releases such as those for actors, sites, and music; and provide for the duplication of the videos. The Contractor shall also provide for the packaging and labeling of the videotapes and their containers. The Contractor shall arrange for the delivery of video tapes to a site specified by ED. No storage will be required at the contractor's facility. Storyboards should be a series of snapshots, indicating every video transition that will take place. The graphics do not have to be in color or highly artistic, but should clearly represent each shot. The shot should be described below the graphic and the first few words of dialogue indicated. The Contractor shall provide ED with a master tape of the video and five copies of the videotape. The videos shall be high-quality color videos which conform to industry standards for broadcast quality and duplication (digitally mastered original tapes for duplication). Videos shall be closed-captioned. Spanish subtitles may be required for some videos, both new or previously produced. All final products are subject to ED approval. The Contractor shall also provide assistance in the modification of existing video tapes, including, but not limited to, adding or altering graphics and voice-overs in headers and trailers. ED will provide the master tapes for these previously produced videos. 2.4. CREATING AND REVISING PUBLICATIONS Contractor assistance will be required in creating new or revising existing ED publications. Publications may be in the form of pamphlets, booklets, letters, guides, or handbooks. ED will provide these publications on disk to the Contractor. The Contractor shall be responsible for creating all charts and graphics contained in the publications. The Contractor shall meet frequently with ED staff during the development and writing of the new or revised materials. The Contractor shall submit an instructional design plan, and first, second, and final drafts of publications. The Contractor shall also provide camera-ready copy and diskette versions of the publications. The Contractor shall provide five (5) copies of all drafts and three (3) copies of the camera-ready copy, and two (2) electronic copies of the publication formatted for posting on ED's World Wide Web site. 2.5. FORMS DESIGN ED has developed a number of forms to assist postsecondary institutions in the administration of the Title IV programs and wishes to develop more effective, less burdensome forms for administering these programs. Forms have also been developed for use by students and parents when applying for these programs and complying with program requirements. ED strives to continually improve these public-use forms and other documents that assist the institutional personnel, students, and parents in better understanding the information ED needs in order to effectively provide assistance to them. ED may also require Contractor assistance in the development of new forms. The Contractor shall provide technical assistance to ED in the area of forms design, including electronic forms. The Contractor shall consult with ED on difficult design issues and provide options for solutions. In addition, the Contractor shall provide form and document design assistance in the use of scanners and other equipment used to generate forms and documents. The Contractor shall provide first, second, and final drafts, and camera-ready copy of new, revised, or updated forms, a diskette or CD-ROM for loading onto the SFA BBS electronic bulletin board in WordPerfect 5.1 format, and a diskette appropriately formatted for posting on ED's World Wide Web site.. The Contractor shall assist ED in developing Office of Management and Budget (OMB) clearance packages for new, revised, or updated forms. The Contractor shall convene focus groups, and conduct field testing of both hard copy and electronic versions of forms. The Contractor shall coordinate development and beta testing of electronic versions of documents, whether developed in-house or by other contractors. The Contractor shall create electronic versions of new or revised forms so that users can complete the forms in Word Perfect on personal computers. Electronic versions shall allow for the printing of hardcopy forms. A more advanced, or "smart" version may be required. When development of this version is complete, the Contractor shall train ED personnel in the use of the disk. The Contractor shall provide for the reproduction, labeling, and packaging of computer diskettes containing electronic versions of forms. The Contractor shall arrange for the shipping of the diskettes to ED's mailing Contractor. 2.6. DEVELOPING COMPUTER BASED TRAINING (CBT) ED has identified a need for computer based training for those involved in student financial aid (SFA) both ED staff and the financial aid community. Staff new to SFAP may need intensive student aid training. Postsecondary school financial aid staff will also benefit from such training because: 1) there is high staff turnover in the profession, especially in counseling and administrative support positions, and 2) some schools hire staff who do not have an adequate background in SFA administration to manage SFA programs. In times of shrinking personnel resources within ED and schools, staff need to have a broad enough knowledge base to prepare them to be flexible in moving among job assignments and learning new tasks quickly. The structure developed for the first CBT project under this contract can also be used to deliver new information to experienced SFA personnel -- for example, when the next reauthorization of the Higher Education Act produces multiple changes in requirements for Title IV administration. CBT training may be broad and comprehensive, or may be targeted to a specific issue or area. 2.6.1. Overview: The lessons shall be developed using authoring software designated by ED, as shall be set forth in the individual Task Assignment. At present, ED is using Asymetrix ToolBook II Instructor, which provides everything that is needed for the CBT course currently being produced. The first course shall be composed of approximately forty (40) lessons, each averaging one (1) hour of instructional activities. Other such projects, larger or smaller, may also be required. A Workbook, composed of specified pages printed out from the computer, shall be developed to accompany the computer-based lessons. The Workbook will be printed and assembled by the learner as the learner proceeds through the modules and lessons in each set. The Workbook shall include introductory information on topics to be studied, narratives for exercises to be completed on the computer, and exhibits, job aids, and reference tools that the learner will want to retain in hard copy. A Users' Guide, which tells the user how to install and operate the courseware, shall also be created. Lessons will proceed from "big picture" context-setting information to specific skills. The learner will be trained and permitted to demonstrate knowledge of significant SFA concepts and procedures, will learn to use SFA print reference materials, and will learn the main features of SFA electronic data systems. 2.6.2. Curriculum Plan: ED will design a curriculum plan for course development. The plan will be structured as follows: The curriculum is structured on "sets." Each "set" is composed of a group of "modules" containing training on specific topic areas. These topics are broken down into "lessons" that are the most specific learning component of the course. Each set in the curriculum shall contain the number of modules required for effective presentation of the concepts or procedures on which the learner is to attain competence. Each module, in turn, shall contain the number of lessons needed to allow the learner to attain mastery of the concepts or procedures identified in learning objectives for each module and lesson. The CBT program will train and test on the key concepts and procedures for each lesson, using a variety of instructional devices. Accompanying print or videotape materials may be used to expand on the central concepts. The Contractor shall perform specific tasks required for completion of the lesson storyboards, such as research on selected topics and writing of exercises and tests. Storyboards shall show what the learner will experience in proceeding through the lesson. They shall include, but are not limited to, items such as introductory workbook text, charts, forms, case studies, exercises that are to be included in the lesson, questions, "help" routines, and other instruments that will assess understanding of key concepts and procedures. They shall describe the use of print materials, and electronic information sources (e.g., ED's BBS, Web site, and other Customer Service resources) that shall be used in conjunction with the CBT program. These may include, but not be limited to, non-proprietary publications produced by ED or other organizations, or workbooks designed by ED and the Contractor specifically for this course. ED and Contractor staff will collaborate closely in meetings and conference calls as the lessons are placed in computer-based format. Lessons created by the Contractor using the designated authoring system will be carefully reviewed and tested by ED and its advisory work group. Should serious differences on product quality arise between ED and the Contractor, ED may suspend work and expenditures on any task orders for this project. Tasks Activities for this project may include, but are not limited to the following types of activities: Management Plan: The Contractor shall develop a management plan for all CBT work to be performed. The management plan shall specify the lessons to be developed, a schedule of deliverables, and quality assurance procedures to be followed in the development of the lessons. Subject Matter Experts (SME) Work Group Logistics: The SME work group will be convened by ED and will be composed of school student financial aid administrators and ED staff. The work group will assist in determining the content of lessons, reviewing storyboards and draft CBT lessons, and field-testing the CBT lessons. Reviews by work group members may be performed either at member's work sites or at meetings in the Washington, DC area. The Contractor shall handle all mailings and receipt of comments for reviews of drafts conducted at members' work sites and for field-testing. The Contractor shall arrange for meeting space and mail copies of materials in advance of work group meetings. The Contractor shall pay honoraria to non-federal work group members at the local consultant rate. Develop User's Guide The Contractor shall develop a user's guide that tells the user how to install and operate the CBT course. Develop Lesson Plans and Storyboards: The contractor shall develop detailed lesson plans and storyboards for lessons specified by ED. Critique Lesson Plans and Storyboards: The contractor shall critique the detailed lesson plans and storyboards developed by ED from the perspective of student aid content and CBT design and production. Revisions of lesson plans and storyboards will be limited as follows: Draft lesson plans and draft storyboards will each undergo one round of review and revision before on-screen development begins. However, there will be no specified limit on the number and type of changes that can be made in the paper drafts of storyboards, and on-screen drafts may be revised after review by ED and subject-matter-experts. To expedite the work process and limit the number of formal deliverables, ED and contractor staff shall collaborate closely at ED and contractor work sites in development of both paper and on-screen drafts. Storyboards: As instructed by ED, the Contractor shall perform specific tasks required for completion of storyboards, e.g., research on technical issues and writing portions of exercises and test items. Provide Technical Assistance: The Contractor shall provide ongoing technical assistance on software features and capabilities as requested while ED staff are working on lesson plans and storyboards. Technical support for actual CBT courses will be provided by ED staff. Develop Drafts: The Contractor shall develop the first on-screen draft of each CBT lesson and accompanying Workbook section. The Contractor shall incorporate changes specified by ED and develop a second draft of CBT lessons and Workbook sections. The Contractor shall develop a third CBT version of each lesson, based on field test results and ED instructions. Field Testing: The Contractor shall coordinate the field testing of lessons. The Contractor shall perform all logistical arrangements for the field test, including providing sites, assisting in the selection of field test participants, and paying all costs associated with the field test, including mailing of materials and honoraria for the field test supervisors. Honoraria shall be paid at the local consultant rate. Courseware Production: The Contractor shall facilitate production/delivery of courseware in the delivery medium selected by ED (network, disks, CD, etc.). Update Lessons and Workbook Sessions The Contractor shall update lessons and workbook sessions as needed. 2.7. TRANSLATION OF TRAINING MATERIALS ED finds an increasing need to provide financial aid materials in Spanish language versions. Therefore, when requested, the Contractor shall arrange for the translation of new or existing training guides, publications, and forms. Translations shall be written in standard Spanish, using terms that will be easily understood by Spanish speakers from various countries. An exception would be materials written specifically for Puerto Rican training, which would then be written in terms particular to Puerto Rico. The volume of materials to be translated will be set forth in individual task orders. 2.8. FIELD TESTS AND FOCUS GROUP MEETINGS ED sometimes requires field testing of products and the convening of focus groups for various activities other than those associated with training workshops. 2.8.1. Field Tests: The Contractor shall conduct a field test to demonstrate the effectiveness of a variety of materials, including, but not limited to, written or electronic materials, or videos. The test shall be conducted by the Contractor, based on directions provided by ED. The Contractor shall perform all logistical tasks connected with the field test, and submit a field test report to ED. 2.8.2. Focus Group Meetings: Focus group meetings may be held as stand-alone events or they may be held as follow-ups to field tests to assess what improvements are needed to be considered and incorporated into the tested materials. The Contractor shall perform all logistical tasks associated with the meetings. The Contractor shall submit agendas for the meetings and reports of the meetings. Focus groups may not consist of more than nine members of the public in accordance with the Paperwork Reduction Act of 1980. 2.9. SUPPORT ACTIVITIES Instructions and tasks for support activities will be listed in the task orders issued. These tasks may include, but are not limited to: Transfer of publications and/or training materials into diskette form, and into formats suitable for posting on ED's Web site, Reproduction of materials, Arranging for delivery and storage of workshop materials at workshop sites, Preparation of labels for mailing of materials, Arranging for the reproduction, labeling, and packaging of videos, and Providing express mail services when necessary. 3. DELIVERABLES All deliverables will be identified in the task order for each project. 4. TASK ORDERS, WORK ORDERS, AND DOCUMENTATION REQUIREMENTS 4.1. TASK ORDERS ED will issue Task Orders under the procedures specified in this contract. Task orders may include, but are not limited to, developing training materials and handling all logistics for national workshop series and other training initiatives, developing and supporting video conferences, producing videos, developing and revising publications, forms design, conducting focus groups and field testing, developing computer based training, translation of materials into Spanish, and various support activities. See more details about task orders in the clause entitled "Task Order Competition." The Contractor shall be responsible for providing all labor resources needed to perform the activities described in this procurement. The Contractor shall: Place all personnel assigned to work on the contract under the supervision of the project manager. See attachment entitled "Personnel Requirements." Assign fully trained and competent personnel to perform work under this contract. Ensure that all personnel conduct themselves in a courteous, professional manner. Upon award of a Task Order (TO), the Contractor shall furnish the individual(s) proposed for each key personnel position to perform under the TO. Key personnel assigned to the contract must be assigned for the period stated in a task order barring circumstances outside the control of the Contractor (e.g., resignation, death, disability, etc.) or as otherwise approved by the cognizant Contracting Officer due to a change of duties, promotion, conflict between two (2) or more TOs, etc.). The individual(s) designated as key personnel must be available at the time of contract award. If these personnel are not made available at that time, the Contractor shall show cause. If the Contractor does not show cause, the Contractor may be subject to default action as prescribed by FAR 52.249-8, Default (Fixed Price Supply and Service). Determination of status for key staff proposed by the Contractor, unless specified otherwise in the TO Request, will be based on the critical importance and the level of involvement of that person to the project. Proper assignment of key personnel status will impact evaluation of proposals submitted in response to Task Order Requests. Specialized discipline requirements will be specified in individual TO Requests and, subsequently, individual TOs at the time of issuance. The Contractor shall not remove or replace any personnel designated as "key" personnel for either this contract or any issued TOs, without the written concurrence of the cognizant Contracting Officer. This notification shall be no later than ten (10) calendar days in advance of any proposed substitution and shall include justification (including resume(s) of proposed substitution(s)) in sufficient detail to permit evaluation of the impact on contract or TO performance. Substitute personnel qualifications shall be equal to, or greater than, those of the personnel being substituted. If the CO and the COTR determine that the proposed substitute personnel is unacceptable, or that the reduction of effort would be so substantial as to impair the successful performance of the work under the contract or the TO, the Contractor may be subject to default action as prescribed by FAR 52.249-8. Default (Fixed Price Supply and Service). If deemed necessary by the Government, substitute personnel shall be given a one (1) day orientation by Contractor personnel at no additional cost to the Government and with no change in the delivery schedule. In the event that the performance of assigned Contractor personnel or any substitute(s) is determined by the Government to be unsatisfactory at any time during the life of the Contract, or any TO issued, the Government reserves the right to request and receive satisfactory personnel replacement within ten (10) calendar days of receipt by the Contractor of written notification. Notification will include the reason for requesting replacement personnel. Replacement personnel must have the same minimum qualifications as specified in the attachment entitled "Personnel Requirements." 4.2. WORK ORDERS The Contractor shall be required to perform minor training modifications and provide technical assistance in response to requests which are not defined at this time. These requests can include, but are not limited to, minor enhancements, corrections to minor problems in the training procedures, ad hoc reports, travel to training sites or conferences, etc.. All work under work orders must be performed using completed and approved Work Order Request Forms. Upon receipt of a Work Order Request from the COTR, the Contractor shall submit to the COTR the completed Contractor section of the Work Order and propose a firm fixed price under the Level of Effort Chart within five (5) working days from date of receipt. Written authorization to proceed with a Work Order Request shall be given by the COTR within five (5) working days from date of receipt unless the level of effort exceeds 200 hours or $10,000. Any request over 200 hours or $10,000 requires the approval of the Contracting Officer. For each Work Order the Contractor shall supply: Completed Work Order Request and Level of Effort Forms Status updates in the monthly report Updated documentation, as necessary. 5. PROJECT MANAGEMENT The Contractor shall manage all efforts under this contract to ensure training support. The Contractor shall be responsible for project management functions including, but not limited to, the following: Staffing Planning Scheduling Monitoring performance to assure user satisfaction Evaluating overall performance against plans, schedules, budgets, and quality standards Reporting 5.1. REVIEWS, MEETINGS, AND SITE VISITS ED will regularly conduct or participate in project reviews and site visits to ascertain contract progress. ED may also schedule periodic reviews, visits, or meetings, at its discretion, to address specific project issues. The Contractor shall provide free access to contract personnel and contract work areas for ED personnel conducting site visits or reviews. An office location in the metropolitan DC area must be readily accessible for meetings of ED and Contractor staff. 5.1.1. Status Meetings The Contractor shall prepare for, present, and administratively support status meetings. The Contractor shall participate in status meetings and shall ensure that key project personnel, from each area to be discussed, are available to answer questions from ED personnel regarding issues that arise during the meeting. Status meetings shall normally be held via conference call. However, at ED's discretion, meetings may be held at the Contractor's facilities or at ED. These meetings shall address: All aspects of the contract, including technical issues, schedule, accomplishments, problems and forecasts. The status of outstanding action items. For time and materials type task orders only, the costs incurred to-date on any tasks. Any proposed new work that ED anticipates. Discuss sample materials Performance on contract deliverables. Review quality control procedures Problem resolution 5.1.2. Other Meetings And Consultations The communication between ED and the Contractor shall include frequent and extensive consultations. These communications shall include telephone or electronic contact; conferences; meetings of limited or extended duration which may be called without advance notice; on-site visits; audits; announced and unannounced inspections; and regularly scheduled appointments with fixed agendas. The Contractor shall participate in meetings that ED deems necessary either in person or through teleconferencing. The Contractor shall take minutes at every meeting and provide those minutes to ED within three (3) working days after the meeting. Any action items generated as a result of these meetings shall be added to the action item list maintained for the status meetings. ED may request meetings with individual Contractor staff and other ED staff for materials development. 6. REPORTS AND REPORTING SCHEDULE 6.1. Progress Reports The Contractor shall submit detailed progress reports to the COTR for each project on a monthly basis. If ED feels more frequent reports are necessary, the Contractor shall submit bi-weekly reports. At a minimum, these reports shall describe: efforts completed, adherence to project schedule and budget, visits, trips, conferences, briefings, and meetings, efforts planned for the following month, upcoming deliverable dates, actual personnel assignments for the month just completed, showing for each named individual the hours expended by task, for time and materials type task orders only, detailed monthly expenditures listed by category, including personnel, materials development, logistics, and other line items, and problems encountered, anticipated problems, and suggested solutions. For convenience, information concerning concurrent projects and task orders can be combined into one report. 6.2 Final Reports: For each project, the Contractor shall complete a final report describing the activities conducted within that project. The topics incorporated in the final report shall include, but are not limited to: (a) the overall effectiveness of the project and whether it met stated objectives, (b) content and quality of materials, (c) for time and materials type task orders only, the labor and other direct costs incurred, (d) recommendations for improvements in materials, methodologies, alternative strategies to accomplish the project in a cost-effective and efficient manner, and, when appropriate, additional areas of training to be addressed in future efforts. When appropriate, the report shall also include a summary of trainee evaluations, based on ED-provided evaluation forms. This summary shall include, but not be limited to, the number of trainees that actually attended each workshop, a summary of their comments, and recommendations for changes to the workshops. For video conferences, the report shall state how many receiving sites registered.