Acronyms/Definitions

Acronyms used throughout this Statement of Work are defined as follows:

BMP	-	Baseline Management Plan

CIP	-	Continuous Improvement Plan

CO	-	Contracting Officer

COTR	-	Contracting Officer's Technical Representative

ED	-	The U.S. Department of Education

MSP	-	Minimum Standards of Performance

NRW	-	National Recognition Week

PM	-	Project Manager

QA	-	Quality Assurance

QASP	-	Quality Assurance Surveillance Plan

QCP	-	Quality Control Plan

SOW	-	Statement of Work

Definitions used throughout this Statement of Work are defined as follows:

Contracting Officer - a person duly appointed with the authority to enter into and administer contracts on behalf of the government.

Contracting Officer's Technical Representative - an individual designated on behalf of the Contracting Officer to act as his/her authorized representative and perform specific contract administrative functions within the scope and limitations as defined by the Contracting Officer.

Contractor - the contractor, its subsidiaries and affiliates, joint ventures involving the contractor, or any entity which the contractor may have merged or any individual or entity that assisted or advised the contractor in the preparation of a proposal under this solicitation.

Government Furnished Property (GFP) - all equipment, goods, and land possessed by the government and , subsequently, delivered or otherwise made available to the contractor.

Performance Indicator - a characteristic of an output of a work process that can be measured.

Performance Requirements Summary (PRS) - identifies the key service output and end results of the contract that will be evaluated by the government to assure contract performance standards are met by the contractor

Quality Assurance (QA) - those actions taken by the government to assure that the quality of purchased goods and services received are acceptable in accordance with established standards and requirements of the contract.

Quality Assurance Surveillance Plan (QASP) - a written document used by the government for quality assurance surveillance. The document contains specific surveillance methods used by the government in quantifying and evaluating the contractor's performance.

Quality Control - those actions taken by the contractor to control the production of goods and/or services to meet the requirements of the contract.

Random Sampling - a statistical method for evaluating a few individual items and measuring the quantity and/or quality against a pre-determined standard.

Sample Size - the number of outputs in the statistical sample; a group of one or more tasks drawn from the specified performance.

Statement of Work

The Contractor is required to provide the services described in Section IV (Technical Work Requirements) of this Statement of Work (SOW). The Contractor shall provide for the preparation of all materials required under all the tasks within this SOW. Tasks and requirements shall be completed by the dates specified within the limitations of this SOW.

With advice and concurrence from the Executive Director, the Contractor shall assist the Commission on Presidential Scholars in fulfilling its responsibility authorized under Executive Order 11155 as amended by Executive Order 12158 with regard to the implementation of the Presidential Scholars Program. The Contractor shall communicate directly with the Executive Director, who shall convey the program needs and requirements of the Commission as described within this Statement of Work. For purposes of this contract, all reference to the title "Executive Director" is synonymous with "Contracting Officer's Technical Representative (COTR)."

The purpose of this contract is to provide technical support to the U.S. Department of Education's Presidential Scholars Program by providing a variety of project coordination and management services. This includes but is not limited to:

design, development, and distribution of application materials and announcements

development and articulation of assessment systems

verification of applicants' academic information (as reflected in records of academic achievement and performance on standardized tests)

design, development, and management of program databases

tracking and coordination of receipt of application materials

entry of data from application materials

training of raters to assess program candidates

consultation with independent program committees charged with selecting award recipients

coordination and management of meetings and travel arrangements for committee members and students

development and preparation of management reports and program rosters and labels

I.	Introduction

A.	Overview of the Presidential Scholars Program

The Presidential Scholars Program, established in 1964 by Executive Order Number 11155 and amended in 1979 by Executive Order Number 12158, annually recognizes and honors up to 141 academically and artistically distinguished graduating high school seniors.

Each spring, The Commission on Presidential Scholars meets to select the 141 Presidential Scholars. The Presidential Scholars are selected on the basis of the following criteria: academic achievement, leadership, strong character, and involvement in school and the community. The 141 Scholars are comprised of the following: one young man and one young woman from each state, the District of Columbia and Puerto Rico, totaling 104 Scholars; one young man and one young woman from U.S. families living abroad; 15 students-at-large; and a maximum of 20 students with demonstrated ability and accomplishment in the performing and visual arts and creative writing.

In June, the Presidential Scholars are invited to Washington, DC for a five-day program of seminars, recitals, receptions, meetings with government and elected officials, and a ceremony sponsored by the White House at which they receive the Presidential Scholar Medallion. This week is known as the Presidential Scholars National Recognition Week (NRW). The Presidential Scholars, Commission on Presidential Scholars, Distinguished Teachers, and Presidential Scholars Advisors (eighteen former Scholars who serve as counselors and guides during the week) are all in attendance.

B.	Administration of the Presidential Scholars Program

The Presidential Scholars Program operates under the cooperative but different responsibility of the Commission on Presidential Scholars and the Executive Director of the Presidential Scholars Program. The Executive Director is employed by the U.S. Department of Education (ED). The 32 member Commission is appointed by the President of the United States and is headed by a Chairman. The Commission is comprised of eminent private citizens who are ultimately responsible for the selection of the Presidential Scholars. The National Teacher of the Year is one of the Commissioners. The Commissioners host the Scholars during National Recognition Week, along with, and on behalf of the President and his staff, and the Secretary of Education.

The Executive Order, through delegation under Section 4, conveys the responsibility for facilitating and implementing the program to the Department of Education (ED) and, in turn, to the Executive Director, who provides technical and administrative assistance as well as professional guidance to the Commission. As a program supported by ED, it is the responsibility of the Executive Director, as its agent, to ensure that the selection process is conducted with consistency and integrity. It is the role of the Executive Director to facilitate communication regarding policy matters between the Executive Office of the President, the Commission, the Department of Education and the Contractor. The Contractor, in turn, provides expert educational advice to the Executive Director on current scholastic identification practices, standardized testing and the methodology and procedures for the selection of high achieving students in academics and the arts.

II.	Contractor Personnel

A.	Basic Requirements

The contractor shall provide staff who are qualified to perform the work described in this Statement of Work (SOW). Contractor personnel are responsible for the development of rating systems for the evaluation and selection of students; systems design, development, and implementation; design, development, and mailing of program materials; and providing logistical support for transportation, lodging, and meetings.

B.	Project Management

The contractor shall provide a project manager for administration and technical supervision of Contractor employees. The Project Manager (PM) shall be the Contractor's primary representative and have the Contractor's full authority to act on matters pertaining to the performance of services under this contract.

The project manager shall have technical experience and be knowledgeable in all facets of the work required to be performed under this SOW and have a minimum of three years of recent experience managing a contract or operation similar in scope and complexity to the present contract.

C.	Technical Qualifications of Staff

The Contractor shall employ staff who have technical knowledge of communications and public relations, publications design and development, materials distribution, logistical support for transportation, lodging and meetings, and the ability to service customers in a professional and courteous manner. The Contractor's personnel shall possess the following knowledge, skills, and abilities:

a)	administrative support, planning and management

b)	materials preparation and distribution

c)	development and implementation of quality assurance protocols

d)	logistical support for transportation, lodging and meetings

e)	computer programming and systems design, development, and implementation

f)	in-depth knowledge of PC database systems and mailing lists

g)	interpretation and use of standardized test scores, and accepted methodology and procedures for identifying high achieving students

III.	Quality Control/Quality Assurance

A.	Contractor's Quality Control Plan

The Contractor shall establish a performance based quality assurance plan to ensure that the requirements of the contract are met as specified. An updated copy shall be provided to the COTR and the CO on the contract start date and ten working days after changes occur. This performance based quality control plan shall include but not be limited to the following:

a)	An inspection program addressing all of the services stated in the SOW. It must specify the areas to be inspected on either a scheduled or unscheduled basis and the names, titles and qualifications of the individuals performing inspections and the extent of their authority. Their functional roles must be depicted in an organizational chart.

b)	Methods of identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable and the corrective actions needed to be taken; procedures for notifying the COTR when deficiencies are encountered; planned corrective actions and descriptions of proposed sampling techniques. In other words, a continuous improvement process (CIP).

c)	Methods of documenting and enforcing quality control operations of both the Contractor's and Subcontractor's (if any) work, including inspection and testing.

d)	The format for the Contractor's Quality Control Reports.

e)	For each option year, the Contractor shall include a section on problems it has encountered, solutions implemented, and steps taken to avoid the same problems in the future.

Documentation of all Quality Control Inspections, inspection results, and any corrective action required and/or performed, shall be maintained by the Contractor throughout the term of the contract. This documentation shall become the property of ED and shall be made available to both the CO and COTR upon request. The documentation shall be turned over to the CO within ten (10) working days after completion or termination of the contract.

B.	ED's Quality Assurance Surveillance Plan

ED will monitor, assess, record and report on the Contractor's technical performance under this contract in accordance with the procedures, methods and guidelines set forth in its Performance Based Quality Assurance Surveillance Plan (QASP). A copy of this plan is attached to the contract.

IV.	Technical work requirements

The Contractor shall provide for the preparation of all materials required under the tasks within this Statement of Work. All materials developed under this Statement of Work shall be accessible to persons with disabilities. All meeting sites selected and travel accommodations made by the Contractor shall be accessible to persons with disabilities. Tasks and requirements shall be completed by the dates specified within the limitations of the Statement of Work.

Task I: Update Baseline Management Plan (Comprising Subtasks 1, 2, and 3)

This requirement shall not modify nor alter the contract, but shall further refine the general procedures included in the proposal.

Subtask 1

The contractor shall meet with the COTR and other appropriate ED officials within five working days after contract award to discuss details regarding the tasks outlined in the Baseline Management Plan. The requirements shall not alter the contract or the proposed design of the contract, but are to provide better management information for use by both the Contractor and ED in monitoring the work to be performed, the time of performance and the resources to be utilized.

Subtask 2

Following the meeting described above and within 10 working days after contract award, the Contractor shall prepare two copies of a Baseline Management Plan for accomplishment of all tasks, subtasks, key events, milestones, deliverables and delivery of their associated products. This plan shall update the Proposed Baseline Management Plan submitted with the proposal. One copy of the Baseline Management Plan shall be sent to the Contracting Officer and one copy to the COTR.

Subtask 3

The Contractor shall receive notification from the Contracting Officer of approval or required modification within five working days after receipt of the Baseline Management Plan. Further changes in the Baseline Management Plan may, from time to time, be required as work progresses. (Such changes shall be subject to review and revision by the Contracting Officer and the COTR.)

Task II: Administrative Support to the Commission

(Comprising Subtasks 1, 2, and 3)

This task shall be ongoing for the duration of the contract and shall include the coordination of all of the activities contained in this Statement of Work. The Contractor shall assume administrative and fiscal responsibility for travel and accommodations for

the 32 Commission members attending the Selection Weekend and their attendance during National Recognition Week. The Contractor shall pay travel costs for the 141 Scholars and the 18 advisors at the appropriate times for NRW. The COTR will notify the Contractor of the names and addresses of the 18 advisors after award of the contract.

The COTR will provide a list of the Commissioners' names and addresses at the Baseline Management Plan Meeting. The Contractor shall invite the Commission to Selection Weekend and to NRW and shall inform the COTR of the Commission members attending these meetings and their travel schedules. There shall be no more than two full meetings of the Commission. The Contractor shall manage all logistics (site/location selection, logistical support, space and room rate negotiation) for the two Commission business meetings, one during Selection Weekend and one during NRW in June.

Subtask 1

The Chairman of the Commission shall convene a selection meeting of the 32 Commissioners in April for the purpose of selecting the Presidential Scholars. As the Commission consists largely of lay people (non-educators), orientation regarding the interpretation of standardized test scores and evaluation of written materials to ascertain qualities of creativity, leadership, strong character, and depth of knowledge shall be provided by the Contractor and the Executive Director during selection weekend. This orientation should not exceed an hour in time. The decision of the Commission regarding the selection of the 141 Scholars is final. After completion of the orientation, the meeting will be closed, and the Contractor, as deemed by the Executive Order, shall have no input regarding the selection of the Scholars.

Subtask 2

National Recognition Week 1998 is scheduled for June 24-28, 1998. The Contractor shall make round-trip transportation (air or rail as appropriate) and lodging arrangements for 32 Commissioners and a maximum of five guests for National Recognition Week. The COTR will provide names and addresses of special guests to the Contractor at least two weeks in advance of NRW. The Contractor shall make travel arrangements and pay round-trip transportation costs for 141 Scholars for National Recognition Week; one Executive Advisor to arrive approximately six weeks before NRW; two senior advisors to arrive one week before NRW; and 15 additional advisors to arrive approximately two days before NRW which makes a total of 18 advisors.

Subtask 3

The contractor shall provide part-time logistical and clerical support for NRW for program preparation in advance. This shall include: preparation of rosters; correspondence with Commissioners regarding travel and accommodations; developing instructional material to be given to Commissioners, Advisors and Scholars regarding travel arrangements; and providing arrival and departure dates of Scholars, Advisors, Commissioners, and any special guests to the Executive Director.

Task III: Development and Implementation of the Identification and Selection Procedures for the Presidential Scholars Program (comprising Subtasks 1, 2, 3, 4, 5, 6, 7, and 8)

The initial pool of approximately 2,600 students selected as candidates for consideration as Presidential Scholars shall be identified if they scored exceptionally well on either the Scholastic Aptitude Test (SAT) of the College Board or the ACT Assessment of the American College Testing Program.

Subtask 1

The Contractor shall provide expert advice regarding the methodology and procedures for the selection of the Candidates. The Contractor shall propose an SAT/ACT Equivalency Table for use in merging test scores within each state to determine the highest scoring students overall. From the equivalency table, the Contractor shall provide a state breakdown of the proposed number of female and male Candidates. The Contractor shall assume responsibility for the administrative and technical preparation of necessary documentation and shall observe all procedures required by the Privacy Act of 1974 (P.L. 93.579). The Executive Director shall furnish the Contractor with magnetic tapes containing the records of the highest scoring ACT and SAT test takers. The Contractor shall also provide ED with a breakdown by race and gender of the initial pool of candidates.

The contractor shall communicate by mail with the approximately 2,600 Candidates to determine the candidates' interest in participation in the Presidential Scholars Program, and to request any needed additional information. The COTR shall give the Contractor OMB approved candidacy materials at the BMP meeting. These individuals shall comprise the pool of academic Candidates and shall be invited to complete the application materials. A blanket press release suggested for use by local press and provided by the COTR shall also be included in mailings to the Candidates. Three lists of Candidates -- (2 alphabetical by state and 1 alphabetical by last name) shall be made available to the Executive Director prior to this communication. The range of SAT and/or ACT scores by gender and ethnicity in each State for Candidates shall also be made available to the Executive Director by January 20, 1998. Timeline for completion of Task III should be proposed by the contractor.

Subtask 2

In January 1998, the Executive Director shall obtain and furnish the Contractor with a copy of a roster of up to 50 Candidates, who have been selected on the basis of their demonstrated ability in the visual and performing arts and creative writing. The Contractor shall add this roster to the roster of the 2,600 Candidates. The Executive Director shall also furnish the Contractor with individual "Judges Evaluation" forms for each arts Candidate to be included in their official selection folder. These Candidates are required to complete the same candidacy materials as the academic Scholars.

Subtask 3

The Contractor shall communicate with each of the approximately 2,600 Candidates' principals by providing a roster which notifies the principal that he/she has eligible Candidate(s). This communication requests that the principal encourage the Candidate(s) to participate.

Subtask 4

Upon receipt of application materials, the contractor shall maintain individual folders for each candidate. The candidate folders shall be labeled with each candidate's last name, first name, middle initial, and state. The contractor shall also establish a label color system for folders - one color to identify folders of males and another to identify folders of females. The Contractor shall send all Candidates a postcard, upon receipt of their application, notifying them of receipt of their application and its completeness. Postcards shall be mailed within three business days of receipt of application.

Subtask 5

All students qualifying by their test scores shall be designated as a Presidential Scholars Candidate. The Contractor's name and telephone number shall be published in the application materials, and the Contractor shall answer any telephone inquiries regarding the application process.

The roster of some 2,600 Candidates shall then be distilled and 500 Semifinalists determined by convening an independent review committee of approximately 20 members nominated by the Contractor and approved by the Executive Director, at least eight weeks in advance of the panel's meeting.

The Contractor shall provide to ED, a list of at least 25 potential review committee members for approval by the Executive Director by January 2, 1998. The selection panel shall be comprised of highly-qualified persons experienced in secondary and/or post-secondary education and/or administration. If panel members are used for consecutive years, there shall be a panel turnover rate of at least one-third from the previous year.

The Contractor shall assume administrative and fiscal responsibility for travel and accommodations for the Independent Review Committee. This meeting shall last approximately three-and-a-half days (including travel time) and is scheduled for March 19-22, 1998. The site shall be an appropriate conference site selected by the Contractor with the approval of the Executive Director. The site shall be accessible to persons with disabilities. The Contractor shall be present to provide expert advice regarding the process and criteria for selection, ensuring consistency and fairness. All forms and instructions disseminated to panelists shall be approved by the Executive Director.

The Contractor shall submit to ED by March 30, 1998, a slate of approximately 500 Semifinalists from which the Commission shall select the 1998 Presidential Scholars.

Subtask 6

The Contractor shall assume all costs to formulate and disseminate a list of Semifinalists. Lists shall be alphabetized by state, Semifinalists's last names and school addresses. The COTR shall receive three copies of each of these lists. A blanket press release suggested for use by local press and provided by the Executive Director shall also be included in mailings to the Semifinalists. The Contractor shall provide notification along with rosters (with the approval of the Executive Director) to the Semifinalists' Principal, Chief State School Officer, Governor, and Commissioner(s) , and shall provide the Executive Director with copies of letters sent to other officials. The Contractor shall notify all non- winning Candidates of their non-selection upon notification of the Semifinalists. Procedures in this Subtask shall be completed by April 1, 1998.

Subtask 7

The Contractor shall assume administrative and fiscal responsibility for travel and accommodations for the Commission Selection Weekend. This meeting shall last approximately two-and-a-half days (including travel time) and is scheduled for April 3-5, 1998. The Contractor shall coordinate with the Executive Director to provide information to the Commission regarding selection procedures and criteria to be used. The site shall be an appropriate conference site selected by the Contractor with the approval of the Executive Director. The site shall be accessible to persons with disabilities.

The Contractor shall be present to provide an orientation and expert advice for the Commission and facilitate the selection process. Although the selection process and criteria shall be set forth by the Commission, they shall rely on expert advice and experience of the Contractor. A closed (only Commission and ED staff to attend) business meeting will precede the selection.

Subtask 8

Following the selection of the 1998 Presidential Scholars, the Contractor shall coordinate all aspects of notification of the Scholars with the Executive Director. A list of the 1998 Presidential Scholars by state, including their home addresses and phone numbers (two copies) along with two mail merge documents--one for Scholars and one for teachers (WordPerfect version 5.1 - IBM compatible), shall be delivered by April 10, 1998, to the Executive Director for the purpose of final notification by the Secretary of Education. The mail merge documents shall contain the following fields: personal title, first name, middle initial, last name, suffix, mailing address, mailing city, mailing state, mailing zip, and mailing foreign country and mailing foreign zip (where applicable). The teacher mail merge document should contain the school's mailing address if no mailing address is provided for the teacher. Upon Scholar notification by mail, the Contractor shall immediately notify the following (timing shall be coordinated

with Executive Director and provide rosters of Scholars names and schools from their respective schools and states): the Scholars' Principal, Chief State School Officer, Governor, and Commissioner(s) and provide the Executive Director with sample copies of all letters mailed to officials.

The Contractor shall have been integrally involved in the Commission's selection process and shall have the files in hand as of the day of selection. All records and files for the 1998 Scholars shall be delivered to the Executive Director within seven days after the selection meeting. The Contractor shall notify all non- winning Semifinalists of their non-selection immediately upon the notification of Scholars by May 1, 1998.

The Contractor shall prepare 7 rosters as follows:

1.	Scholars alphabetical by state including home addresses and school addresses. Two sets of Scholar mailing labels shall be supplied.

2.	Scholars alphabetical by last name including home addresses and telephone numbers.

3.	Scholars alphabetical by state including addresses, telephone numbers, high school, Distinguished Teacher, their address and subject they teach. Each state's roster should be on an individual page.

4.	Scholars alphabetical by last name including home addresses, telephone numbers, high school, Distinguished Teacher, their address and subject they teach. Two sets of Distinguished Teacher mailing labels shall be supplied.

5.	Scholars alphabetical by last name as they would like their name to appear on their nametag during NRW.

6.	Scholars alphabetical by last name as they would like their name to appear on their Presidential Scholar Medallion.

7.	Scholars alphabetical by last name including mailing address and permanent address for those Scholars whose mailing and permanent addresses differ.

The Contractor shall provide ED each above stated roster in a WordPerfect (version 5.1 or higher) - IBM compatible document. In all Scholar lists, Presidential Scholars in the Arts shall be asterisked. In all Scholars lists, Scholars shall be identified by gender.

The Contractor shall provide a final report which includes suggested revisions to the selection process and candidacy materials for the next contract year.

V.	Minimum Standards of Performance

The Contractor shall meet the Minimum Standards of Performance (MSP) described below in performing the work described in Section IV of this SOW. The MSP identify the point of demarcation between satisfactory and unsatisfactory performance. ED will monitor the Contractor's performance in accordance with procedures set forth in its QASP and will take appropriate action for all documentation instances where performance falls below the MSP.

1.	Timeliness of Performance

98% of all timelines/deadlines established by the Baseline Management Plan are completed on time with no unexcused delays.

2.	Design and development of materials

95% of all printing of program materials, correspondence and supporting materials shall be accurate and free from errors. All materials shall be accessible to persons with disabilities.

3.	Design, development, management and data entry of program databases

98% of all information derived from merging and matching programs is accurate. The contractor shall develop programs to combine records from separate sources, produce dBase IV files, and develop efficient, menu- driven, PC-based database systems that merge data into WordPerfect text to produce letters, labels, summary reports, and allows for sorting by designated fields.

98% of all data entry elements from application materials is accurate. The Contractor shall accept and process information for data elements by applications, phone, fax, and letters.

4.	Tracking and coordination of receipt of application materials

Application materials received by the Contractor shall be received, opened, date-stamped, verified for completeness, logged and stored in individually labeled folders within three working days of receipt, at which

time acknowledgement postcards shall be mailed. If acknowledgement postcard is mailed after date for submission of materials, the Contractor shall call students who have submitted incomplete application materials to request that materials be mailed or faxed.

5.	Distribution of Materials

Mailing information derived from merging and matching programs shall be maintained and 90% accurate. The Contractor shall maintain a file and a system of record to note mailing dates, dates returned and reason; re- mailed date or reason item was not re-mailed. 95% of all mailings shall be executed by timeline established in BMP.

6.	Logistical Support for Transportation, Lodging, and Meeting Site Services

95% of logistical support provided by Contractor shall employ the use of special fares, government rates (where applicable), toll-free telephone service, and meeting site inspection and on-site support services. The Contractor shall also develop policies to review each reservation to ensure that it takes advantage of the lowest available fares. 95% of all timelines estabished for travel processing will be met. The Contractor shall also develop reservation and confirmation logs and a travel reimbursement system that allows for rapid and prompt reimbursement. All sites and travel accommodations shall be accessible to persons with disabilities.

7.	Customer Service/Call Center

The Contractor shall answer all calls in a courteous manner and accurately answer all questions and process mailing and information requests within 24 hours of receipt of request. The Contractor shall maintain phone logs with complete information on the nature of all calls.

VI.	Requirements for Option Year 1

In Option Year 1, all tasks shall be repeated. Contract milestone and deliverable dates for Option Year 1 are included in Exhibits D and E. For Option Year 1, the Baseline Management Plan meeting shall be held by telephone conference within the first 5 days of award.

VII.	Requirements for Option Year 2

In Option Year 2, all tasks shall be repeated. Contract milestone and deliverable dates for Option Year 2 are included in Exhibits D and E. For Option Year 2, the Baseline Management Plan meeting shall be held by telephone conference within the first 5 days of award.

Performance Based Quality Assurance Surveillance Plan

contract no.

introduction

This Performance Based Quality Assurance Surveillance Plan (QASP) has been developed pursuant to the requirements of the Performance Based Statement of Work in Contract

No. . This plan sets forth procedures and guidelines that the Department of Education will use in evaluating the technical performance of the Contractor, . A copy of this plan will be furnished to the Contractor so that it will be aware of the methods that ED will employ in evaluating its performance; and address any concerns that the Contractor might have prior to initiating work. (All percentages indicated shall be quantitatively measured on a quarterly basis.)

A.	Purpose of the QASP

1.	The QASP is intended to accomplish the following:

a.	Define the roles and responsibilities of participating Government officials;

b.	Define the types of work to be performed with required end results, i.e., mailings management, coordination of the rating/selection process, distribution of materials, logistical support, preventative maintenance, etc.;

c.	Describe the evaluation methods that will be employed by ED in assessing the Contractor's performance;

d.	Provide copies of the quality assurance monitoring forms that will be used by the Government in documenting and evaluating the Contractor's performance; and

e.	Describe the process of performance documentation.

2.	The Contractor has developed a Quality Control Plan (QCP) which sets forth procedures and responsibilities for controlling high quality work. The Contractor has designated his employee , to be responsible for implementation of the QCP.

B.	Roles and Responsibilities

The following Government Officials will participate in assessing the quality of the Contractor's performance. Their roles and responsibilities are described as follows:

1.	will serve as the Contracting Officer's Technical Representative (COTR). The COTR will be responsible for monitoring, assessing, recording and reporting on the technical performance of the contractor on a day-to-day basis. The COTR will have the primary responsibility for completing "Quality Assurance Monitoring Forms" which will be used to document inspection and evaluation of the Contractor's work performance. It is extremely important for the COTR to establish and maintain a team oriented line of communication with the Contractor's Project Manager (PM) and the PM's office staff due to daily interface necessary in performing monitoring functions. The COTR, CO, and PM must work together as a team to ensure that required work is accomplished in an efficient and proper manner. Meetings should be held in order to resolve serious problems. Less serious problems should be discussed and resolved on an impromptu basis.

2.	will serve as the Contracting Officer (CO) and have overall responsibility for overseeing the Contractor's performance. The CO will also be responsible for the day-to-day monitoring of the Contractor's performance in the areas of contract compliance, contract administration, cost control and property control; reviewing the COTR's assessment of the Contractor's performance; and resolving all differences between the COTR's version and the Contractor's version. All planned additions and modifications resulting in alterations of the of the services to be provided must be approved by the CO prior to commencement. The CO may call upon the expertise of other Government individuals as required. The Contracting Officer's procurement authorities include the following:

a.	Final authority for any decisions which produce an increase or decrease in the scope of the contract;

b.	Final authority for any actions subject to the "Changes" clause;

c.	Final authority for any decisions to be rendered under the "disputes" clause;

d.	final authority for negotiation and determination of indirect rates to be applied to the contract;

e.	Final authority to approve the substitution or replacement of the Project Manager and other key personnel;

f.	Final authority to approve the Contractor's invoices for payment, subject to the Limitation of Costs clause and the Limitation of Funds clause;

g.	Final authority to approve the GFE/GFP inventory turnover to the Contractor;

h.	Final authority to monitor and enforce Department of Labor promulgated labor requirements;

I.	Final authority to administer all property-related clauses contained in the contract;

j.	Authority to arrange for and supervise quality assurance activities under this contract;

k.	Formal authority to approve the Contractor's Quality Control Program and preventative maintenance program;

l.	Signatory authority for the issuance of all modifications to the contract.

C.	Identification of the Types of Work to be Performed

This contract calls for the Contractor to provide technical support services for the U.S. Department of Education's Presidential Scholars Program. The work to be performed under the contract falls into the categories listed below:

a.	Timeliness of performance

b.	Design and development of materials

c.	Design, development, management, and data entry of program databases

d.	Tracking and coordination of receipt of application materials

e.	Distribution of materials

f.	Logistical support for transportation, lodging and meeting site services

g.	Customer service/Call center

D.	Methodologies To Be Used to Monitor the Contractor's Performance

Even though the Government through its COTR will be monitoring the Contractor's performance on a continuous basis, the sheer volume and nature of tasks performed by the Contractor make 100% technical inspections impractical. Accordingly, ED will use three methodologies (periodic inspection, random sampling, and customer input) to monitor the Contractor's performance under this contract. The use of these methodologies is described in QASP, Exhibit A.

E.	Quality Assurance Reporting Forms

1.	The COTR will use two quality assurance monitoring forms (Exhibits B & C) to document and evaluate the Contractor's performance under this contract. The two forms when completed will document the COTR's understanding of Contractor requirements, what was actually done, and the impact or consequences of what was not done.

2.	The COTR will evaluate each event in accordance with the following definitions of contractor performance:

a.	Superior (+) --- a level of performance which exceeds the minimum standards of performance.

b.	Acceptable ( ) --- an acceptable level of performance which meets the minimum standards of performance.

c.	Unacceptable ( ) --- a level of performance which is not acceptable and fails to meet the minimum standards of performance.

3.	The COTR must substantiate all tasks which she judges to be indicative of "superior" or "unacceptable" performance. Performance at the "acceptable" level is expected from the Contractor. Performance at all three levels will be evaluated.

4.	The COTR will forward copies of all completed QA monitoring forms to the CO by close of business on the days the forms were prepared. The CO will forward copies to the Contractor who is required to respond in writing to any negative QA monitoring form(s) within five working days after receipt of the form(s).

F.	Analysis of Surveillance Results

1.	The CO will review each QA monitoring form prepared by the COTR. When appropriate, the CO may investigate the event further to determine if all the facts and circumstances surrounding the event were considered in the COTR's opinions outlined on the forms. The CO will immediately discuss every event receiving a substandard rating with the Contractor to assure that corrective action is promptly initiated.

2.	At the end of each month, the COTR will prepare a written report for the CO summarizing the overall results of her surveillance of the Contractor's performance during the previous month. This report will become part of the formal QA documentation.

Exhibit A

I.	Timeliness of Performance

A.	Contract Requirement; Section IV, Tasks I, II, and III of Statement of Work

Performance Indicator: The Contractor must demonstrate its ability to meet critical deadlines and deliver time sensitive communications.

B.	Measured Standard of Performance (MSP): 98% of all timelines/deadlines established by the Baseline Management Plan are completed on time with no unexcused delays.

C.	Primary Method of Surveillance: 100% Inspection

D.	Evaluation Procedures: COTR will maintain a checklist of contract deliverables and critical dates -- completion dates for tasks will be recorded on checklist.

II.	Design and Development of Materials

A.	Contract Requirement; Section IV, Tasks II and III of Statement of Work

Performance Indicator: The contractor will design, develop, and print application materials and communications for distribution.

B.	Measured Standard of Performance (MSP): 95% of all printing of program materials, correspondence and supporting materials shall be accurate and free from errors. All materials shall be accessible to persons with disabilities.

C.	Primary Method of Surveillance: 100% Inspection

D.	Evaluation Procedures: COTR will review and approve all materials developed by Contractor before printing/publication; as part of the quality assurance plan, the Contractor shall develop a "Customer Approval Form" where corrections and approvals are maintained.

III.	Design, Development, Management and Data Entry of Program Databases

A.	Contract Requirement; Section IV, Task III of Statement of Work

Performance Indicator: The Contractor shall design, develop, and manage a computerized database to support the management and administrative needs of the program. The contractor shall also be responsible for performing standard error- checking routines to ensure accuracy and consistency of data entered. All updates and additions to databases shall be done in an accurate and timely manner.

B.	Measured Standard of Performance (MSP): 98% of all information derived from merging and matching programs is accurate. The contractor shall develop programs to combine records from separate sources, produce dBASE IV files, and develop efficient, PC-based database systems that merge data into WordPerfect text to produce letters, labels, summary reports, and allows for sorting by designated fields.

98% of all data entry elements from application materials is accurate. The Contractor shall accept and process information for data elements by application, phone, fax, and letters.

C.	Primary Method of Surveillance: Periodic inspection, Random Sampling

D.	Evaluation Procedures: Operational monitoring by use of system statistics and data; periodic review of Contractor's Quality Control Reports.

IV.	Tracking and Coordination of Receipt of Application Materials

A.	Contract Requirement; Section IV, Task III of Statement of Work

Performance Indicator: The Contractor shall be responsible for developing and performing log-in and data entry functions that allow for items such as: easy identification of applicants; check for completeness of application; and verification of data entry.

B.	Measured Standard of Performance (MSP): Application materials received by the Contractor shall be received, opened, date-stamped, verified for completeness, logged and stored in individual folders within 3 business days of receipt, at which

time acknowledgment postcards shall be mailed. If acknowledgment postcard is mailed after date for submission of materials, the Contractor shall call students who have submitted incomplete application materials to request that materials be mailed or faxed.

C.	Primary Method of Surveillance: Random sampling, Periodic inspection

D.	Evaluation Procedures: COTR will make random calls Project Manager to check status of random applications; random calls to customers to confirm receipt of postcards; random review of operational logs and/or statistics.

V.	Distribution of Materials

A.	Contract Requirement; Section IV, Tasks II and III of Statement of Work

Performance Indicator: The Contractor shall be responsible for preparing, managing, and executing large and small scale mailings. The Contractor shall pay strict attention to protocols established in publications development and delivery of time sensitive information.

B.	Measured Standard of Performance (MSP): Mailing information derived from merging and matching programs shall be maintained and 90% accurate. The Contractor shall maintain a file and a system of record to note mailing dates, dates returned and reason; re-mailed date or reason item was not re-mailed. 95% of all mailings shall be executed by timeline established in BMP.

C.	Primary Method of Surveillance: Periodic inspection

D.	Evaluation Procedures: Random calls to customers to confirm receipt of materials; random review of operational logs and/or statistics; the COTR's home mailing address shall be included in for all communications; periodic review of Contractor's Quality Control Reports; COTR will maintain a checklist of contract deliverables and critical dates -- completion dates for tasks will be recorded on checklist

VI.	Logistical Support for Transportation, Lodging, and Meeting Site Services

A.	Contract Requirement; Section IV, Tasks II and III of Statement of Work

Performance Indicator: The contractor shall select appropriate meeting sites, provide accommodations, and facilities arrangements for selection meetings as well as NRW through the use of government and/or negotiated rates. Meeting site and hotel inspections shall be conducted by Contractor before arrangements are final. All meetings sites must be accessible to persons with disabilities. Travel arrangements shall be made by the most cost efficient means available. Exceptions shall only be made with prior authorization from COTR. Airline and rail tickets shall be mailed to participants within 24 hours after confirmation of booking. Travel reimbursements shall be issued within 14 days of travel. Travel forms and information shall be provided to participants well in advance of anticipated departures.

B.	Measured Standard of Performance (MSP): 95% of logistical support provided by Contractor shall employ the use of special fares, government rates (where applicable), toll-free telephone service, and meeting site inspection and on-site support services. The Contractor shall also develop policies to review each reservation to ensure that it takes advantage of the lowest available fares. 95% of all timelines established for travel processing will be met. The Contractor shall also develop reimbursement systems that allow for rapid and prompt reimbursement. All sites and travel accommodations shall be accessible to persons with disabilities.

C.	Primary Method of Surveillance: Periodic inspection, Random sampling

D.	Evaluation Procedures: Random calls to Project Manager to derive status of tasks; random review of operational logs; periodic review of Contractor's Quality Control Reports; review of policy/instructional materials provided by Contractor to Sub-Contractor.

VII.	Customer Service/Call Center

A.	Contract Requirement; Section IV, Tasks II and III of Statement of Work

Performance Indicator: Contractor staff shall answer inquiries regarding general information on the program, the application process and concerns of applicants, parents, and educators. The Contractor shall be expected to answer all calls in a courteous manner and to obtain complete information on the nature of the all calls/requests and accurately transcribe it into a phone log. Additions to the database system and requests for information shall be processed within 24 hours of receipt.

B.	Measured Standard of Performance (MSP): The Contractor shall answer all calls in a courteous manner and accurately answer all questions and process mailing and information requests within 24 hours of receipt of request.

C.	Primary Method of Surveillance: Random Sampling, Periodic inspection

D.	Evaluation Procedures: Make sample or test calls; review quality control activities and results; review phone logs; review standard scripts (if any).

exhibit B

Quality Assurance Monitoring Form

Work Task:	Survey Period:

Method of Surveillance: Random Sampling

Number of items sampled during survey period:

Analysis of results:

Evaluation of Contractor's Performance:

(From Quality Assurance Plan)

Narrative Discussion on Contractor's Performance During Survey period:

Prepared By:	Date:

exhibit C

Quality Assurance Monitoring Form

Work Task:	Survey Period:

Method of Surveillance: periodic inspection/100% inspection

Number of items inspected during survey period:

Analysis of inspection:

Evaluation of Contractor's Performance:

(From Quality Assurance Plan)

Narrative Discussion on Contractor's Performance during Survey Period:

Prepared By:	Date:

Incentives

The incentives below may apply to any of the performance requirements .

Positive incentives:

+If performance has exceeded numerical standard for nine months in a row, reduce Government oversight or contractor reporting.

+If performance is above numerical standard, details will be recorded on "past performance report card."

+If performance has exceeded numerical standards for duration of contract year, pay 10% of travel redetermination pool.

Negative incentives:

-If performance is below numerical standard, details will be recorded on "past performance report card."

-If performance is below standard for 2 months in a row, government oversight and/or Contractor reporting will be increased.

-If performance is below standard, at any point during the duration of the contract, Contractor will be required to perform remedial work at contractor's expense.

-If performance is below standard for 4 months in a row, 25% of that year's payment will be withheld.

Exhibit D

Contract Critical Dates - Base Year and Option Years

Event/Activity	Base Year

1998	Option Year 1

1999	Option Year 2

2000
2,600 Candidates determined by ACT/SAT scores	January 20, 1998	January 19, 1999	January 17, 2000
Candidates announced by Contractor and candidacy materials mailed to students by Contractor	January 21, 1998	January 20, 1999	January 18, 2000
Notify principals of Candidates via letter from Executive Director	January 23, 1998	January 22, 1999	January 20, 2000
Receipt deadline for return of candidacy materials	February 27, 1998	February 26, 1999	February 25, 2000
Contractor convenes Review Committee to select 500 Semifinalists	March 19-22, 1998	March 18-21, 1999	March 16-19, 2000
Slate of 500 Semifinalists to ED	March 30, 1998	March 31, 1999	March 31, 2000
Contractor notifies Semifinalists via letter from Executive Director	April 1, 1998	April 2, 1999	April 3, 2000
Contractor notifies Candidates not selected as Semifinalists via letter from Executive Director	April 1, 1998	April 2, 1999	April 3, 2000
Contractor notifies Semifinalists' principals, Chief State School Officers, Governors, and Commissioners via letter from Executive Director	April 1, 1998	April 2, 1999	April 3, 2000
Contractor convenes Commission Selection meeting and business meeting	April 3-5, 1998	April 9-11, 1999	April 7-9, 2000
Scholar list provided to Executive Director	April 10, 1998	April 16, 1999	April 14, 2000
Scholar list provided to Secretary of Education for announcement	April 15, 1998	April 21, 1999	April 19, 2000
Contractor notifies Semifinalists not selected as Scholars via letter from Executive Director	May 1, 1998	May 7, 1999	May 5, 2000
Contractor notifies Scholars' principals, Chief State School Officers, Governors, and Commissions via letter from Executive Director	May 1, 1998	May 7, 1999	May 5, 2000
National Recognition Week	June 24-28, 1998*	June 23-27, 1999*	June 21-25, 2000*

*National Recognition Week dates are subject to change.

Exhibit E

Contract Deliverables -Base Year and Option Years

Task	Deliverable	Base Year

Due Date	Option Year 1

Due Date	Option Year 2

Due Date	Number of

Copies
Task I	Update of Baseline Management Plan	10 working days

after contract	award	10 working days

after contract award	10 working days

after contract award	Two
Task III, Subtask 1	Proposed Candidates Concordance/Conversion chart	December 10, 1997	December 11, 1998	December 10, 1999	Two
Task III, Subtask 5	List of 25 proposed panelists for March Review Committee meeting for Executive Director's review and approval	January 2, 1998	January 4, 1999	January 3, 2000	One
Task III, Subtask 1	State breakdown of Candidates	January 20, 1998	January 19, 1999	January 17, 2000	Three
Task III, Subtask 1	Slate of 2,600 Candidates, in appropriate format	January 20, 1998	January 19, 1999	January 17, 2000	Three
Task III, Subtask 3	Individual school roster for each Candidate's high school principal which lists Candidates from a particular school	January 21, 1998	January 20, 1999	January 18, 2000	None
Task III, Subtask 5	Forms and instructions for March Review Committee meeting for Executive Director's review and approval	January 20, 1998	January 19, 1999	January 17, 2000	One
Task III, Subtasks

5 and 6	Slate of approximately 500 semifinalists in appropriate format	March 30, 1998	March 31, 1999	March 31, 2000	Three
Task III, Subtask 7	Forms and instructions for April Commission Selection meeting for Executive Director's review and approval	January 15, 1998	January 15, 1999	January 14, 2000	One
Task III, subtask 8	Four rosters and computer diskettes of Scholars in appropriate format	April 10, 1998	April 16, 1999	April 14, 2000	2 printed	&	one diskette
Task III, subtask 8	Mailing labels for Scholars	April 10, 1998	April 16, 1999	April 14, 2000	Two sets
Task III, subtask 8	Mailing labels for Teachers (named by Scholars in their applications)	April 10, 1998	April 16, 1999	April 14, 2000	Two sets
Task III, subtask 8	Travel forms and instructions regarding National Recognition Week for Scholars	April 20, 1998	April 26, 1999	April 23, 2000	150
Task III, subtask 8	Final Report	No later than	August 1, 1998	No later than

August 1, 1999	No later than

August 1, 2000	Two

Government Furnished Data

(A)	ED shall deliver to the Contractor the Government-furnished data described in the contract. If the data is not delivered on schedule, or is unsuitable for its intended use, the Contracting Officer shall equitably adjust affected provisions of this contract in accordance with the "Changes" clause when:

(1)	The Contractor submits a timely written request for an equitable adjustment; and

(2)	The facts warrant an equitable adjustment

(B)	Title to Government-Furnished data shall remain in the Government

(C)	The Contractor shall use the Government-furnished data only in connection with this contract.

(D)	The data will be furnished to the Contractor as specified in the table below.

(E)	Other treatment and rights shall be in accordance with the incorporated general provision titled "Government Property."

Item	Date to be Furnished

1.	OMB approved 1998 Candidacy Materials	At baseline Management Plan
(BMP) Meeting

2.	Press release for mailing to Candidates	At BMP meeting

3.	List of Commission on Presidential	At BMP meeting

Scholars members and their addresses

4.	Press release for mailing to Semifinalists	At BMP meeting

5.	Candidates' application receipt postcard	At BMP meeting

6.	Magnetic tape with records of highest	January 5, 1998

scoring SAT and ACT test takers

7.	Roster of up to 50 Candidates nominated	January 20, 1998

by the National Foundation for Advancement

in the Arts

8.	Names and address of 18 Advisors	January 20, 1998

9.	Arts Candidates judges' evaluation forms	January 20, 1998

10.	Names and addresses of five special	May 1, 1998

guests attending NRW