ATTACHMENT A U. S. DEPARTMENT OF EDUCATION Office of Educational Research and Improvement (OERI) National Library of Education (NLE) NATIONAL CLEARINGHOUSE FOR EDUCATIONAL FACILITIES (NCEF) STATEMENT OF WORK TABLE OF CONTENTS Part Page Overview of This Statement of Work 5 Part I. The ERIC Program 6 A. The ERIC Components B. The ERIC Database C. Additional Reference Materials about ERIC Part II. The ERIC Clearinghouses 10 A. Legislation B. The Mission and Function of the ERIC Clearinghouses 1. Database Development 2. Products 3. User Services 4. Outreach and Training 5. System-wide Activities and Special Projects 6. Clearinghouse Management Part III. NCEF Scope of Interest and Special Requirements 19 A. Scope of Interest B. Professional Journal Coverage C. ERIC Database and User Services Level of Effort D. Federal Property E. Products and Publications Part IV. General Requirements 22 Task 1. NCEF Database Development 22 Subtask 1. 1. Acquire, select and process materials for Resources in Education (RIE) Subtask 1. 2. Identify, select and process articles for Current Index to Journals in Education (CIJE) Subtask 1. 3. Participate in vocabulary development and in the production of the ERIC Thesaurus Subtask 1. 4. Coordinate with NLE and other ERIC program contractors in producing other ERIC reference and referral databases and materials Task 2. Products 25 Subtask 2. 1. Follow product guidelines Subtask 2. 2. Submit drafts of products to COTR Subtask 2. 3. Develop fee schedule Subtask 2. 4. Prepare annual product plan Subtask 2. 5. Produce ERIC Digests Subtask 2. 6. Produce major publications and products Subtask 2. 7. Produce other publications and products Task 3. User Services 28 Subtask 3. 1. Develop user services system Subtask 3. 2. Conduct user services activities Subtask 3. 3. Develop and apply user services fee schedule Task 4. Outreach and Training 30 Subtask 4. 1. Establish and maintain networks with professional associations, educational institutions and agencies, and other sectors of the education community Subtask 4. 2. Develop network of ERIC Partners Subtask 4. 3. Conduct workshops and other training programs Subtask 4. 4. Cooperate with ERIC system components to produce and disseminate system-wide awareness materials Task 5. System-wide Activities and Special Projects 31 Subtask 5. 1. Participate in national ERIC Directors and Technical Meetings Subtask 5. 2. Participate in system-wide committees and task forces Subtask 5. 3. Participate in AskERIC and other system-wide electronic networking initiatives Subtask 5. 4. Maintain an Internet/World Wide Web site and other electronic network services in the NCEF's subject area Subtask 5. 5. Participate in special projects Task 6. Clearinghouse Management 35 Subtask 6. 1. Brief the Contracting Officer's Technical Representative (COTR) Subtask 6. 2. Develop and maintain a management plan for operation of the NCEF Subtask 6. 3. Customer Service Performance Subtask 6. 4. Develop and maintain a Technology Plan Subtask 6. 5. Manage NCEF staff Subtask 6. 6. Establish an NCEF National Advisory Board Subtask 6. 7 Conduct an Annual National Conference Subtask 6. 8. Establish and maintain a toll-free telephone number and a NCEF Internet presence Subtask 6. 9. Transport Government-owned property to Clearinghouse Subtask 6. 10. Reports and other deliverables Attachment A1: ERIC Clearinghouse Quarterly/Annual Report Narrative Report Outline A-1 Statistical Report Format A-2 Statistical Report Definitions A-3 Annual Customer Performance Data Format A-6 Annual Customer Performance Data Definitions A-8 Acronyms A-11 Performance Indicators A-12 References (on microfiche): Reference 1. Access for All: A New National Library for Tomorrow's Learners Reference 2. ERIC Annual Report 1997 Reference 3. Rising Expectations: A Framework for ERIC's Future in the National Library of Education Report of the ERIC Operations Framework Task Force Reference 4. ERIC Processing Manual Reference 5. User Services Manual Reference 6. System-wide Guide to AskERIC Question Answering Reference 7. ERIC The First Fifteen Years Reference 8. ERIC in Its Third Decade Reference 9. The Three Phases of ERIC Overview of This Statement of Work The Department of Education has a requirement to establish and operate a national clearinghouse for educational facilities. This clearinghouse will provide information and assistance on issues and practices on education facilities to help decision makers and facility managers reduce the costs of constructing and maintaining their education facilities. The clearinghouse will use a variety of resources and existing programs to gather and disseminate information on innovative and efficient construction technologies and techniques, indoor environmental quality practices, durability, maintenance costs and energy use as well as, information on how to use energy cost savings to improve facility maintenance. This Clearinghouse will be expected to acquire, produce and disseminate information concerning effective and efficient approaches and methods of planning, designing, renovating, constructing and financing educational facilities. This Clearinghouse will operate as an affiliated ERIC Clearinghouse, and as such follows all ERIC standards for document collection, processing, product development and dissemination. The offerer should interpret the acronym ERIC and NCEF as meaning the same thing. The Educational Resources Information Center (ERIC) is a national education information system that has provided continuous service to teachers, administrators, researchers, librarians, policymakers, parents, and the general public since 1966. ERIC's mission is to improve American education by increasing and facilitating the use of educational research and information on practice in the activities of learning, teaching, educational decisionmaking, and research, wherever and whenever these activities take place. ERIC enables America's schools, communities, scholars, and the public to have ready access to the most current educational information, including critical research results, evaluation studies, policy papers, exemplary curricular and instructional materials, educational databases, and statistical information. The ERIC program is administered by the National Library of Education (NLE). ERIC will play a crucial role as this newest national library implements the recommendations of its Advisory Task Force, as laid out in "Access for All: A New National Library for Tomorrow's Learners" (see Reference 1), to fulfill its vision of a future in which all persons have equal access to the information necessary to their personal and professional growth. To accomplish this goal, the National Library of Education will become the major national network providing access to education information through collections and other sources of education-related material. The recent report of the ERIC Operations Framework Task Force, " Rising Expectations: A Framework for ERIC's Future in the National Library of Education" (see Reference 3), embraces the principles established as the framework for NLE's operations in the Task Force report: comprehensive service, universal access, free or low-cost service, use of technology and the integration of ERIC and NLE. ERIC is a critical source of information supporting the attainment of the U. S. Department of Education's seven priorities for education and the educational reform initiatives that are being implemented in states and school districts across the country. To assist in achieving these goals, ERIC's priorities over the next five years will include: Easy, affordable access to ERIC resources from every school, library, household, and point of educational decisionmaking; Expansion of ERIC's database and services to make useful information available to all categories of users; Expansion of the ERIC information-synthesizing function to include a greater variety of publications and products and to utilize a greater variety of dissemination methods; Delivery of documents in full-text electronic format as well as in microfiche and paper-copy; and Further development of ERIC access on the Internet, including virtual libraries and World Wide Web sites. This Statement of Work is organized into four parts: Part I describes the ERIC program, including an overview of the ERIC components, a brief discussion of the ERIC database, the most well-known product of the ERIC program, and a short introduction to the items in the References. Part II provides an overview of the products and services of the ERIC Clearinghouses. Part III provides the scope of interest statement that defines the subject coverage of the NCEF Part IV, the general requirements section, prescribes a series of tasks and activities required of the Clearinghouse contractor. Part I. The ERIC Program Managed by the ERIC Program Office Staff of the National Library of Education (NLE) in the U. S. Department of Education's Office of Educational Research and Improvement (OERI), the ERIC system consists of 16 Clearinghouses, 1 affiliated national clearinghouse, approximately 10 Adjunct Clearinghouses, and a number of system support components. These support components include the ERIC Processing and Reference Facility (the Facility), ACCESS ERIC, the ERIC Document Reproduction Service (EDRS), and public and private publishers (for example, Oryx Press). A. The ERIC Components The U. S. Department of Education ERIC Program Office Staff plans system-wide activities, establishes program policy, prepares budget requests and justifications, and sets future directions. The ERIC staff also monitor the work of the Clearinghouses, provide technical guidance, approve the development of new materials and services, and review and approve documents and products. All system contractors work under the technical direction of ERIC COTRs (Contracting Officer's Technical Representative), who closely oversee the operations of the ERIC system, ensure adherence to quality control procedures, approve the development of new materials and services, and review and approve documents and products supported by OERI/NLE funds. Located around the country, the ERIC Clearinghouses are responsible for acquiring processing, synthesizing, and disseminating information about a particular aspect or subject area of education. The National Clearinghouse for Educational Facilities (NCEF) is considered to be an affiliated ERIC Clearinghouse and, as such, follows all ERIC standards for document processing product development, and dissemination. Associated with existing Clearinghouses, Adjunct Clearinghouses acquire, process, and disseminate information in specialized subject areas. They are funded from resources other than the ERIC program, though they must follow all ERIC standards for document processing and products. The current Adjunct Clearinghouses are: the Adjunct ERIC Clearinghouse for Child Care, the Adjunct ERIC Clearinghouse on Clinical Schools, the Adjunct ERIC Clearinghouse for Consumer Education, the Adjunct ERIC Clearinghouse for Educational Opportunity, the Adjunct ERIC Clearinghouse for International Civic Education, the Adjunct ERIC Clearinghouse on Entrepreneurship Education, the Adjunct ERIC Clearinghouse for United States-Japan Studies, the Adjunct ERIC Clearinghouse for ESL Literacy Education, the Adjunct ERIC Clearinghouse for Law-Related Education, the Adjunct ERIC Clearinghouse for Service Learning, and the Adjunct ERIC Clearinghouse for the Test Collection. The ERIC Processing and Reference Facility is the technical hub that processes documents for entry into the database and maintains quality control standards for the entire system. The Facility receives and edits the abstracts and annotations prepared by the Clearinghouses, creates the computer-based files that contain the current and historical parts of the ERIC database, distributes the database and by-products in assorted formats and media, and performs system-wide reference and technical coordination functions. ACCESS ERIC advertises, markets, and disseminates ERIC products and services and acts as a referral service between the system and its users. ACCESS ERIC also issues press releases, maintains mailing lists, prepares and distributes system-wide brochures, directories, and newsletters, and publishes "The ERIC Review" serial publication designed to make education research more accessible to users. Several of ACCESS ERIC's reference and referral databases (e.g.,Education-Related Information Centers, ERIC Conference Calendar, and ERIC Information Service Providers) care available to the public via online access as well as in printed form. ACCESS ERIC also maintains the ERIC system-wide World Wide Web site (http://www. aspensys. com/eric/), which provides a unified point of entry to the Web sites maintained by each ERIC component. Some of the reference and referral databases produced by ACCESS ERIC include, but are not limited to: "Directory of ERIC Resource Collections" lists the locations of over 1,000 organizations around the world that provide individuals with access to the ERIC database and related resources; "Education-Related Information Centers" describes 450 organizations, listed alphabetically by subject and by state, that offer educational materials or services to the public; "Calendar of Education-Related Conferences" describes more than 500 international, national, state, regional, and local events held each year; and "Directory of ERIC Partners" describes each Clearinghouse's Partner policies, and contains over 500 names and addresses of Partners that have been enlisted by the system to date. The ERIC Document Reproduction Service (EDRS) produces and sells microfiche and paper copies of documents announced in "Resources in Education" (RIE). Back collections of ERIC documents, cumulative indexes, and other ERIC microfiche products are also available from EDRS. Reprints of ERIC documents can be ordered on-demand, in microfiche or paper copy. EDRS is beginning to market full text electronic versions of selected ERIC documents. ERIC also relies on the public and private sectors to produce and disseminate ERIC materials. Among these is the Oryx Press, a commercial publishing firm that publishes and sells "Current Index to Journals in Education" (CIJE), the index to the journal articles cited in the ERIC database. Oryx Press also publishes the "Thesaurus of ERIC Descriptors" and the " ERIC Identifier Authority List" (IAL). The U. S. Government Printing Office (GPO) prints and sells "Resources in Education", an index of the non-journal education literature. In addition, GPO distributes several ERIC products on microfiche to depository libraries, including CIJE and selected documents published or collected by ERIC that were produced with Department of Education financial support. B. The ERIC Database The ERIC database, the largest education database in the world, contains almost 1,000,000 summaries of documents, books, and journal articles. Documents include such materials as research studies, program descriptions and evaluations, conference proceedings, government publications, curriculum materials, bibliographies, and other reports. The database also contains selected abstracts of educational books, documents, and journals found in the electronic media. In 1997, more than 12,000 documents were selected, cataloged, indexed, abstracted, and announced in ERIC's monthly abstract journal "Resources in Education" (RIE). Similarly, ERIC announces current journal literature in a separate monthly publication titled "Current Index to Journals in Education" (CIJE). The journal citations contain short summaries or annotations of articles from nearly 1,000 education-related journals. In 1997, over 19,000 new journal article citations were added to the ERIC database. To build the database, ERIC actively solicits thousands of papers, conference proceedings, literature reviews, curriculum materials, and other types of publications from researchers, practitioners, educational associations and institutions, international organizations, and federal, state, and local agencies. These materials, along with articles from approximately 1,000 journals, are indexed and abstracted for entry into the ERIC database. Users can access the ERIC database through online information services; compact disc-read only memory (CD-ROM) systems, the Internet, or via microfiche indexes. Currently, ERIC is searched online over 100,000 hours annually and via an estimated 3,000 plus CD-ROM subscriptions. Five online database vendors and four CD-ROM vendors offer access to the ERIC database and many universities, school systems, and state and regional computer networks purchase the ERIC data files and provide direct access to their clients via local systems. Over 3,000 organizations around the world receive ERIC materials on a regular basis. The United States Government Printing Office (GPO), which publishes RIE, has over 1,000 domestic and international subscribers who receive the printed edition of RIE every month. GPO also sends over 1,000 printed copies of RIE and 700 microfiche copies of CIJE to depository libraries throughout the United States; an additional 78 foreign institutions and libraries receive RIE from the Library of Congress as part of its international exchange program. Oryx Press, the publisher of CIJE, reports that there are approximately 700 subscriptions to CIJE, including several hundred from foreign countries. ERIC microfiche collections are found in over 1,000 locations throughout the world, including locations in every state of the United States and in more than 27 countries. In addition to their ERIC microfiche collections, most of these locations also provide clients with ERIC database search services, either online or via CD-ROM. C. Additional Reference Materials about ERIC As a program with over 30 years of continuous service, ERIC has an extensive technical and conceptual history. To assist applicants, this Statement of Work has appended to it a series of materials on microfiche that contain both the system documentation and some of the key historical literature on ERIC. "Access for All: A New National Library for Tomorrow's Learners" (1997), the final report of the NLE Advisory Task Force, provides a comprehensive set of recommendations for NLE, and addresses the critical role that ERIC will play in the realization of NLE's vision and goals (Reference 1). More detailed information about the current scope of the ERIC program and the ERIC Clearinghouses is provided in the "ERIC Annual Report" (1997 Reference 2). "The ERIC Processing Manual","User Services Manual", and "System-wide Guide to AskERIC Question Answering" (References 4-6) provide system-wide detailed guidance for database-building and user services activities, respectively. The ERIC Operations Framework Task Force Report, "Rising Expectations: A Framework for ERIC's Future in the National Library of Education" (Reference 3) proposes principles for a new operations framework to guide ERIC as a 21st-century information service in meeting the rising expectations of patrons in a networked electronic world. "ERIC The First Fifteen Years (1964-1979): A History of the Educational Resources Information Center" (Trester, 1981) provides an excellent historical overview of the policies, people, and technical decisions which guided the early development of the ERIC program. " ERIC In Its Third Decade" (Bencivenga, 1987) proposes a blueprint for expanding ERIC audiences and services which was extremely influential in shaping the statement of work for the 1987 Clearinghouse re-competition. " The Three Phases of ERIC" (Stonehill and Brandhorst, 1992) describes ERIC as it is currently configured, and requests public comment on a series of initiatives to expand and improve the ERIC program, many of which have already been implemented. These documents are provided in References 7-9, respectively. Part II. The ERIC Clearinghouses A. Legislation The authority for this competition is Public Law 103-227 Goals 2000: Educate America Act Title IX, Part D, Section 941 (f)(1) enacted on March 31,1994. This section requires the Assistant Secretary of the Office of Educational Research and Improvement (OERI) to establish a system of 16 clearinghouses whose scope and functions are the same as the 16 ERIC Clearinghouses had on the day prior to the enactment of this Title. The ERIC program is administered under the authority of NLE pursuant to the direction of OERI and ED, following the 1994 reauthorization and reorganization of OERI. B. The Mission and Functions of the ERIC Clearinghouses One of ERIC's great strengths is the balance it maintains as a distributed system of clearinghouses and support components working within a collaborative framework toward common goals of educational database-building and information sharing. The Internet revolution, coupled with heightened interest among general audiences in education information, increase the importance of system-wide consistency and seamless operation among ERIC components. Each Clearinghouse continues to serve its own specialized constituencies; but, as AskERIC has demonstrated, ERIC must meet the challenges of the 21st century by concentrating on its strengths as a coordinated system. Each Clearinghouse is assigned a well-defined and unique scope of coverage. Clearinghouses perform seven basic tasks: database development, products, user services ( including responding to questions), outreach, dissemination and training, system improvement and special projects, and management. In carrying out these tasks, Clearinghouse staff acquire, select and evaluate, abstract and index documents, journal articles, and books; produce and disseminate a variety of materials for diverse audiences; respond to a multitude of inquiries and informational requests; conduct training workshops at numerous professional conferences and meetings; and routinely exchange information with education associations, institutions, and individuals. The respondent shall in their offer provide a detailed description of the methods proposed to acquire, synthesize and disseminate information. This section of the Statement of Work presents an overview of Clearinghouse activities with general guidance and a rationale for each area of work. Specific tasks and subtasks required in carrying out these responsibilities are provided in Part III. Each year, the Clearinghouses maintain a baseline amount of work in each task area, as established by the Contracting Officer (CO) and the Contracting Officer's Technical Representative (COTR). However, depending on the resources available, on established priorities, and on the nature of consumer requests, the amount of work conducted in each category may vary from year to year. 1. Database Development Each year the Clearinghouses and the ERIC Facility acquire and process over 12,000 documents and 19,000 journal articles. All documents selected for announcement in "Resources in Education" (RIE), or "Current Index to Journals in Education" (CIJE), and for inclusion into the ERIC database, shall have a demonstrable connection and relevance to the field of education. To serve an increasingly diverse audience, the database must include the best available materials for teachers, administrators, policy makers, researchers, parents, and the general public. While ERIC has always been noted for the relevancy of its materials to researchers and scholars, ERIC also energetically seeks practitioner-oriented materials. The ERIC database contains bibliographic citations, for documents, books, and articles covering education issues and problems, academic subjects, professional development and training, and special populations. It also includes a wide variety of materials, such as research reports and syntheses, program descriptions and evaluations, curricula and instructional materials, trends and issues papers, monographs, journal articles, and major book literature. To keep this unique resource as current and comprehensive as possible, the ERIC Clearinghouses: acquire the significant education literature within their particular scope areas, giving priority to the highest quality and most relevant materials; process the selected items for entry into the database by cataloging, indexing, and abstracting selected documents, journal articles, and books, found both in print and electronic format; and contribute to the vocabulary development process, which results in periodic updates to the "Thesaurus of ERIC Descriptors" and the "Identifier Authority List" (IAL). The ERIC Clearinghouses exercise discretion in selecting the documents, books, and journal articles that will become part of the ERIC database. Each Clearinghouse follows system-wide selection criteria, which include such characteristics as education-relatedness, content relevance, objectivity, technical quality, timeliness, and reproducibility (see ERIC Processing Manual Section III, Selection). ERIC is also charged with developing the definitive indexing vocabulary for education. This vocabulary is published by Oryx Press as the "Thesaurus of ERIC Descriptors." The Thesaurus contains a controlled vocabulary of educational terms, which reflect ERIC's 32 years of monitoring changes in the field of education, and which are used to index and search the ERIC database efficiently and accurately. "The Identifier Authority List" (IAL) also published by Oryx Press, serves as a companion volume to the Thesaurus. Identifiers are limited subject retrieval terms not found in the Thesaurus, such as proper names or new, yet-to-be established terms. In addition, ERIC develops and maintains online search engines and supporting software designed to make online exploration of the ERIC database easy and straightforward. ERIC contractors shall actively participate in developing, maintaining, and refining these electronic services within their respective subject scopes and areas of expertise. The Clearinghouses will coordinate their vocabulary development and review activities with the designated COTR and will participate in the Vocabulary Review Group (VRG). 2. Products ERIC Clearinghouses acquire and synthesize education information of concern to American educators, policy makers, and the general public. To carry out a successful publication program, Clearinghouse staff must understand not only the critical issues in their field and be able to prepare readable materials for researchers, practitioners, and policy makers, but must also know the needs and interests of their customers. ERIC products are based on information obtained from materials in the ERIC database, as well as from books and other commercial sources. Clearinghouse product lines shall reflect the diverse types of information useful to the education and knowledge-seeking consumer. ERIC Digests, monographs, trends and issues papers, journal articles, and magazine columns differ in their levels of comprehensiveness and complexity, as appropriate to ERIC's broad and diverse users. Other Clearinghouse products designed to meet users' needs have also evolved, such as: mini-bibliographies, pre-packaged computer searches on popular topics, lesson plans, flyers and brochures on Clearinghouse products and services, CD-ROM's, special electronic services that present abstracts and full text of documents judged worthy of special recognition, and online publications. The ERIC Clearinghouses shall provide easy and affordable access to ERIC products for all users, including the growing number of users who prefer to access ERIC products and services via the Internet and other electronic networks. All ERIC Clearinghouse products shall be described in the Annual Product Plan (see Subtask 2. 4), including the number, types, and forms of the products. Print, electronic or multiple formats may be used for ERIC publications and products. The major ERIC publication types are described below: Digests are brief (one page, two-sided; maximum 2,000 words) documents summarizing current information on specific educational topics. Digests have become one of ERIC's most popular products. A Digest should not be a summary of a single publication nor should a Digest consist entirely of a bibliography. The contractor shall follow the Digest format and guidelines used by the ERIC Clearinghouses. ERIC monographs/reports are more comprehensive publications, generally 30 pages or longer, which summarize the research in a particular field, analyze new teaching methods or school reform strategies, highlight recent studies and their implications, or examine important educational trends and issues. Directories and resource guides direct the users to primary sources of information such as institutions or associations that provide services to the public, or to exemplary programs and practices. Searches and annotated bibliographies direct the reader to carefully selected documents or materials organized by topic area. For topic areas with high customer interest and with substantial ongoing research, ERIC bibliographies may be routinely updated. Compilations, unlike bibliographies, provide a full-text collection of short articles, Digests, or other materials on topics of interest. Clearinghouses are also expected to produce periodic journal articles, regular columns for journals or magazines, and occasional articles for The ERIC Review, which is produced twice a year by ACCESS ERIC. The contractor may also propose to develop other innovative products and services. Clearinghouses are expected to use Internet/World Wide Web sites and other electronic networks to disseminate and provide online on-demand access to their products. Publication Programs-Copyright and Financial Reporting Copyright -- Pursuant to Legislation and Federal Acquisition Regulations (Public Law 103-227) Goals 2000: Educate America Act Title IX, Part D, Section 941 (f)(1)(ii) enacted on March 31,1994, and CFR 27. 404(f)(1)(ii), the copyrighting of ERIC Clearinghouse products is restricted to those instances in which the contractor can establish that copyright creates a financial incentive to market and disseminate the information in a manner that will broaden and not limit dissemination. Copyright will be granted only for major products and only after a formal written request is submitted by the Clearinghouse and approved by the COTR. It is to be understood that contractors are free to exercise their best judgment as to the format and intellectual content of materials being developed under ED Clearinghouse contracts. Financial Reporting -- The Office of Management and Budget Circular A-130 directs Federal agencies to provide Federal information to the public at a price no greater than the incremental cost of dissemination and prohibits agencies from using information products for making a profit. The Department recognizes, however, that a given Clearinghouse publication may return more money than its individual development, production, and distribution costs. Conversely, another publication may not recover its costs. Therefore, the Department will consider Clearinghouse Publication Programs as a five-year (life of the contract) entity, with some publications/products losing money, while others may return a profit. However, at the end of the contract's five-year period of operation, the Clearinghouse Publications Program shall have a zero balance, with no profit shown. Publications published outside the Clearinghouse are excluded from this requirement. 3. User Services Consistent with its mission of increasing and facilitating the use of educational research and information on educational practice, ERIC provides extensive user services to the public. These include reference and retrieval services, access to Internet resources, literature searches, bibliographies, identification of popular documents, and referrals to other sources of information. Since 1987, the ERIC program has explicitly committed itself to reaching and serving more diverse audiences. In addition to researchers and graduate students, ERIC has strived to broaden its services to teachers, policymakers, journalists, parents, students, and the general public. Detailed information collected since 1997 indicates that ERIC Clearinghouses are indeed receiving requests for information from a wide spectrum of users. In responding to practitioner requests, ERIC components typically: Send requested printed materials or answer questions (e. g. , providing materials on exemplary programs or practices, instructional methods or curricular materials, and assessment and testing issues; explaining any specialized education terms or "hot topics"); Search the ERIC database or the Reference and Referral Databases produced by ACCESS ERIC; and, Refer the inquirer to other federal, national, local, or Internet resources. Since 1992, the AskERIC program has responded to hundreds of education questions each week via Internet E-mail. All Clearinghouses shall participate fully in AskERIC's distributed electronic question-answering services. Participation in AskERIC is not intended to replace, but rather to complement electronic question-answering services that the individual Clearinghouses provide to users who contact them directly. In designing and implementing their user services programs, ERIC Clearinghouses are required to follow procedures described in the "ERIC User Services Manual" and the " System-wide Guide to AskERIC Question Answering", which are provided in References 5 and 6. 4. Outreach and Training Informal assessments of teachers, administrators, librarians, university faculty, students, and the general public indicate a continued need for a greater awareness and wider availability of ERIC services and products both in print and in electronic form. Though major gains have been made in this area over the past five years, a continued goal of the ERIC program is to bring useful education information directly to the diverse members of the education community and to the public at large. With respect to the NCEF Clearinghouse there is a pressing need to identify and link individuals responsible for all aspects of education facilities management. In addition to responding to public inquiries, Clearinghouses shall reach out to ensure that educators, policymakers and the general public, when appropriate, are aware of and have access to ERIC products and services. Since 1988, the Clearinghouses have placed a high priority on serving new and diverse audiences of users, an emphasis that will continue under the contract issued as a result of this RFP. Outreach and training activities will include, but are not limited to: Establishing and maintaining a network of "ERIC Partners," which are organizations or institutions that may routinely disseminate ERIC-produced materials to their constituencies, ensure that materials produced by their members are provided to ERIC, and closely cooperate with ERIC in planning, producing, and exchanging new materials. ERIC Partners agree to disseminate materials to their constituents and, if appropriate, to help acquire materials for the database. As of 1997, there were over 500 Partners working with the ERIC Clearinghouses. Providing training workshops for standing-order customers (SOC's), participants at professional and association meetings, educators, and facility managers. Cooperating with ACCESS ERIC, the ERIC Facility, and EDRS in the production and dissemination of system-wide descriptive brochures and content-oriented materials and databases, such as "The ERIC Review", the various ERIC reference and referral files, "ERIC Digests Online"," ERIC Users Interchange", the "ERIC Processing Manual", the "ERIC Annual Report", and the ERICNews listserv. Establishing dissemination programs designed to bring ERIC-produced materials to researchers, practitioners, journalists, policy makers, and others. 5. System-wide Activities and Special Projects System-wide Activities: Each Clearinghouse shall participate, as required and appropriate, in system-wide program activities, including participation in standing committees/groups such as the ERIC Executive Committee, the Technical Steering Committee, and the ERIC Vocabulary Review Group. The ERIC Executive Committee consists of the NLE Executive Director, the ERIC Director, the directors of the ERIC Facility, ACCESS ERIC, and the ERIC Document Reproduction Service (EDRS), the chair of the Technical Steering Committee, and five elected representatives of the Clearinghouses who serve three-year, rotating terms. The ERIC Executive Committee meets quarterly, twice in conjunction with the national ERIC Directors Meeting and twice in-between. The ERIC Executive Committee functions on an ongoing basis to keep all ERIC staff aware and involved in new and emerging issues, and plans the agenda for the national ERIC Directors meetings. The ERIC Technical Steering Committee serves as the vehicle through which the system's technical personnel recommend improvements and enhancements to the ERIC system. This group is responsible for overseeing ERIC technical operations, including ERIC technical meetings, internal processing and services, and for recommending related policy changes. Members meet approximately three times a year. The membership includes a Clearinghouse chair, three additional staff from different Clearinghouses, technical representatives of the system support contractors, and a Central ERIC program monitor. The ERIC Vocabulary Review Group (VRG) is a committee of approximately 30 members that is responsible for the development and maintenance of ERIC's controlled vocabulary. Its responsibilities are to review additions and changes to the "Thesaurus of ERIC Descriptors", to evaluate vocabulary-related policy matters, and to recommend long-range alternatives for vocabulary development. The head of the VRG monitors the submissions. Membership includes representatives of the Central ERIC program staff, all system components, the publisher of the Thesaurus, representatives of education databases in other English-speaking countries (InterEd members), and several users from libraries and search centers. Also, as listservs are developed to facilitate communications among staff performing the same functions, all Clearinghouse personnel performing those functions shall become active members of the system-wide listservs designed to serve their needs, such as the ERICDIR, QA-Net, and Acquisitions Listservs. Another system-wide effort, AskERIC, the system's premier presence on the Internet for distributed electronic question-answering and digital reference services, requires that all ERIC components actively participate in question-answering and other AskERIC activities on a system-wide basis to assure its continued success. Since 1992, the AskERIC program has responded to hundreds of education related questions each week via Internet E-mail. Clearinghouse staff shall also participate, as appropriate in accordance with their respective substantive interests and expertise, in ad hoc, system-wide, task forces that will be convened by NLE in consultation with the ERIC Executive Committee. In general, each task force will be of limited duration, targeted to a single objective, and required to produce a final report describing its activities, findings, and recommendations. The following are illustrative but not inclusive examples of ERIC task forces convened to analyze new developments and suggest strategies for ERIC system-wide improvements and initiatives. ERIC Task Force on Operations. Formed in 1996, this task force considered the current structure of ERIC and developed recommendations on how the future structure and operating systems of ERIC might better reflect users' needs in the light of a rapidly changing technological world. Another task force, the ERIC Task Force on Education-Relatedness, addressed whether there is an increased need to input into the ERIC database material heretofore considered too subject-oriented and less related to education per se. Other areas for which task forces may be convened cover broader topics, such as Expanded International Activities. Since 1989, ERIC has participated in several projects to encourage greater worldwide exchange and use of education information. Examples include the International Association of Universities (IAU)/UNESCO/ERIC Project to develop a worldwide bibliography of higher education materials, and the International ERIC project with the British, Canadian, Australian, and New Zealand Education Indexes to conceptualize a unified English language database of education-related materials. Special Projects. Clearinghouses may propose special projects, which, upon the recommendation of the COTR, may be approved by the Contracting Officer pending availability of funds and determination of need. Two types of Special Projects may be considered for funding. One is a relatively small project specially targeted to serve the unique needs of the Clearinghouse's clientele. The other may be a large activity oriented toward initiating or refining a system-wide resource or service. Clearinghouses are particularly encouraged to propose collaborative activities as special projects. 6. Clearinghouse Management The ERIC program is unique in its use of Clearinghouses that follow system-wide standards and procedures to contribute to a unified product (the ERIC database), while also producing materials specifically for their own clientele. Each Clearinghouse shall establish procedures to manage staff and resources (including computers and related electronic/telecommunications equipment) in the areas of database building, products, user services, and dissemination. Each Clearinghouse shall strictly adhere to the ERIC Processing Manual (Reference 4), which provides system-wide detailed guidance for all database building activities, including acquisitions, selection, indexing and abstracting, vocabulary development, and document shipping. To ensure that Clearinghouse activities represent as closely as possible the needs of its clientele, each Clearinghouse will establish a National Advisory Board (whose members will be approved in advance by the COTR) to assist it in acquiring documents and disseminating Clearinghouse-produced materials, to identify topics of highest interest for Clearinghouse publications and products, and to provide guidance for the overall operation of the Clearinghouse. This Board is advisory and does not set policy. Each Clearinghouse is required to have computer and electronic networking resources which will support several critical management functions, including but not limited to: tracking the status of documents submitted to the Clearinghouse for selection and processing; accessing the Acquisitions Data Report (ADR) Online, which compiles bibliographic information on all documents acquired by the ERIC network. The ADR is used to avoid the processing of the same document by more than one Clearinghouse; maintaining Clearinghouse mailing lists and Partners directories; transmitting processed document resumes to the ERIC Facility electronically, using an e-mail package that will allow large file attachments to be included as part of the text of the message (large enough for a weekly shipment with the full text of ERIC Digests); participating in ERIC's system-wide electronic mail and document transfer network; participating in ERIC's public Internet presence and services, including: AskERIC question-answering; sponsorship of and participation in listservs and other electronic discussion forums; and development, maintenance, and updating of virtual libraries (I. e. , World Wide Web sites) and other information services; acquiring, producing, and providing documents in machine-readable form; accessing the ERIC/NCEF database online and on CD-ROM; and tracking Clearinghouse activities for required statistical, narrative, and financial reporting. Part III. NCEF Scope of Interest and Special Requirements A. Scope of Interest The scope of interest for the National Clearinghouse for Educational Facilities (NCEF) is the planning, funding, construction, renovation, maintenance, repair, improvement and operation of the physical plants and grounds that house the nation's elementary and secondary schools (k-12). The Clearinghouse will collect and analyze facilities-related information, identify best practices, and prepare, exchange, and disseminate information and guidance materials as described in the Statement of Work. B. Professional Journal Coverage A total of 7 professional journals have been assigned to the NCEF for input of articles into The "Current Index of Journals in Education" (CIJE). Journal coverage falls into the following categories: (1) Comprehensive: All articles from assigned, high quality journals that are focused entirely on the field of education(core journals) are processed into the database. This excludes editorials, letters to the editor, schedules of events, newsletters, book reviews, regular columns and advertising. (2) Selective: All substantive education-related articles from assigned but non-core journals are processed into the database. (3) "One Shots": Substantive education-related articles in journals that are not routinely reviewed for the ERIC database are processed into the database. These journals are not assigned to the Clearinghouse, and do not appear in the "Source Journal Index." Articles from them are entered into the system on an ad hoc basis. Offerors may propose additions and changes to the following list: Comprehensive Coverage Journals: "Facilities Manager", School Planning and Management", College Planning and Management", "American School and University', Learning by Design', PEB Exchange', Education Facility Planner' Selective Coverage Journals: Building Operating Management', Engineering Times', Environmental Protection', Professional Roofing', Buildings', Enviros: The Healthy Building Newsletter', Illinois Issues', C. ERIC Database and User Services Level of Effort The following workload estimates are provided for time and effort projections and for cost estimates. These estimates are based on the magnitude of the field to be covered. Resources in Education (RIE) Acquire Select Input Approximately 600 items Approximately 500 items Approximately 400 items Current Index to Journals in Education (CIJE) Input Approximately 100 items Products and Services Major Approximately 4 items Digests Approximately 8 items Other Products Approximately 4 items User Services Question Answering-Tech Asst Letter/E-mail Approximately 2000 responses Approximately 2000 responses Total: 4000 responses Outreach and Training Workshops Approximately 4 NOTE: In addition to material acquired for input to the ERIC database, there may be items acquired that are related to facilities but not related to education. These materials would be acquired not as ERIC input but as material helpful in question-answering, reference, and technical assistance. Such acquired materials would be indexed and abstracted using ERIC procedures and maintained in a separate database by the Clearinghouse. D. Federal Property The following Government-owned property/materials will be made available to the contractor who wins the award for the operation of the NCEF. 1. Non-expendable Equipment 2. Information Products 1 CD-ROM NISC DISC set 1 CD-ROM SilverPlatter set 1 CD-ROM Dialog set 3. RIE, CIJE, Indexes, etc. 1 complete collection of RIE, CIJE, and accompanying indexes, and all ERIC-related processing manuals and reference works. 4. Miscellaneous: Current inventory of Clearinghouse products, books publications, unprocessed documents, all document release forms, journals and journal subscription information and all ERIC publications and records. Total Estimated Replacement Value: E. Products and Publications Contractors may propose various products and publications, such as: Preparation and publication of a national school facilities guide that incorporates the latest and best thinking about the planning, funding, construction, renovation, maintenance, repair, improvement, and operation of school facilities. Such a guide could, for example, be printed in hard copy and posted on the Internet, and would be updated annually or biennially. Collaborative agreements leading to new product development and or information efforts with other educational institutions (e.g. the National Clearinghouse for Educational Management) Preparation and publication on the Internet of a monthly, bimonthly, or quarterly NCEF newsletter on school facilities issues. Development of a database of innovative school designs, including floor plans, photographs, and text. Preparation and publication of an annual study and analysis of state and local regulations and strategies affecting school funding, including cutting-edge efforts. Preparation and publication of an annual study and analysis of state, local, and private publications on school facilities. Preparation and publication of an annual study and analysis of federal regulations and activities that affect school facilities, particularly in the areas of fire safety, accessibility, indoor air quality, energy efficiency, and life cycle costing. Preparation of an annual or biennial study on model LEAs and SEAs, describing best practices and successful techniques. Development of an ongoing database of state and major city key school facilities offices and personnel for the purpose of serving as a referral source. Preparation and implementation of an annual conference of state and local school facilities managers, focusing on planning, funding, construction, renovation, maintenance, repair, improvements, and operations issues. Quarterly preparation and publication of information about school construction activity and trends (what is being built where) on a dollar basis, broken down on a national, regional, and state basis. Quarterly preparation and publication of information about school construction costs and trends (square footage costs), on a regional basis. Developing new electronic products (e.g. CD/ROMs) , techniques and systems that aid in the collection and dissemination of information. Part IV. Statement of Work General Requirements Clearinghouse requirements are divided into the following six tasks. Except for tasks for which absolute or minimal levels of effort are prescribed, offerors shall propose, subject to approval by the COTR and the Contracting Officer, an array of activities that represents an appropriate balance between database development, products, dissemination activities, user services, and other activities. Task 1. Database Development The contractor shall create and maintain a database of school-related facilities planning, funding, construction, renovation, maintenance, repair, improvement, and operations information. Generic construction information shall not be included unless it pertains to common school facility maintenance and repair problems. The contractor shall propose activities to make the database more comprehensive by developing new acquisitions arrangements and sources. These activities must incorporate and reflect current and future technological advancements, which facilitate both access to, and dissemination of information to various audiences. Subtask 1. 1. Acquire, select, and process materials for "Resources in Education" (RIE) The contractor shall establish a program to locate and acquire significant school facilities-related documents in NCEF's interest area. To provide ready access to the significant school facilities literature that does not generally receive wide dissemination, the contractor shall develop and maintain formal agreements or standing Acquisitions Arrangements with relevant organizations and agencies to ensure continual contributions to the database. The contractor shall actively seek out current, significant school facilities-related documents and materials through an established nationwide network of sources and Partners, through participation in professional meetings, and through review of the construction press and relevant professional association publications. In the process of soliciting documents, the contractor shall make an effort to obtain author abstracts and a signed reproduction release forms; however, the contractor shall make no major effort to locate and process historical or archival materials. Note: The contractor shall as practicable to acquire copies of relevant papers presented at conferences and other meetings. If these papers were presented using slides or other graphic media, the contractor shall attempt to acquire copies of these media that can then be converted to print form to supplement and complete the textual paper when it is archived and later disseminated to requestors. The contractor shall index the major book literature related to school facilities (estimated to be no more than 50 volumes per year) with emphasis to be placed on the monographic output of mainstream U. S. publishers and materials that describe exemplary and promising facilities-related practices. Books shall be entered as ERIC documents and generally announced in RIE as "Level 3" materials, i. e., ERIC will not normally microfilm or provide copies of such normally copyrighted books. The contractor shall also select and input abstracts into the database for school facilities-related materials in the NCEF's interest area that are produced in media other than print format, such as CD-ROM's, audio and video materials, electronic documents and journals, World Wide Web (WWW) materials, computer software products, and others. These materials shall be entered as ERIC documents and generally announced in RIE as Level 3 materials, i. e., ERIC will not microfilm or provide copies of such non-print materials. The Government anticipates that such materials will merit increasing attention as the contract period progresses and that a system-wide task force or working group will be established to help define system-wide guidelines and procedures for their processing. The contractor shall screen and select items following the criteria given in the "ERIC Processing Manual" (EPM) (Reference 4) for both content and reproduction quality; only those of high merit, perceived usefulness, and good reproducibility are to be processed into the database. The contractor shall encourage resubmission by contributors of documents rejected solely on the basis of poor reproducibility. The contractor shall also be aware, in reviewing materials for possible inclusion in the ERIC database, that valid and well-documented research reports with negative or controversial results often constitute a valuable contribution to the field. The contractor shall abstract and index documents in accordance with the EPM, which provides a format for preparing bibliographic data about each document selected for RIE. The contractor shall transmit bibliographic data electronically at least once a week to the ERIC Processing and Reference Facility. Note: Occasionally information may be acquired that is within the scope of the Clearinghouse but not suitable for placement within the ERIC system. In these instances the contractor will process the information using the prescribed ERIC methods, but retain and maintain the information in a local NCEF database. This database will be accessible in a manner identical to that of the ERIC database. The contractor shall pay the cost of inputting and processing all the materials into the ERIC database to the ERIC Processing and Reference Facility, to cover the cost of such service. Presently the agreement with the Reference Facility provides for payments of $30.00 for journals articles and $50.00 for each document, book, or report. (See Part III.C. ERIC Database and User Services Level of Effort) Subtask 1. 2. Identify, select, and process articles for "Current Index to Journals in Education' (CIJE) Part III, Scope of Interest, contains a list of significant education building-related journals that have been assigned for indexing. Journals are indicated as requiring either comprehensive or selective coverage of articles. Comprehensive coverage applies to core journals, I. e., high quality journals that are focused entirely on the field of school facilities. The contractor shall index each substantive article, excluding editorials, op-ed pieces, letters to the editors, schedules of events, regular columns, and advertising. The contractor shall select and index substantive educational-facility-related articles from non-core, assigned journals based on the criteria in the EPM. In addition, the contractor may select and index one-shots, i. e., substantive school facilities-related articles in journals that are neither assigned nor routinely reviewed. The contractor shall also select and index educational-facilities-related articles in their assigned set of journals on behalf of the entire ERIC system; that is, high-quality articles are selected and indexed using the most appropriate Descriptors and Identifiers, whether or not the article is in NCEF's scope area. When the contractor indexes/annotates articles that are in another Clearinghouse's scope of interest, consultation with the other Clearinghouse will be sought whenever necessary. At any time, contractors may propose additions or deletions to this list of covered journals, subject to approval by the COTR. The contractor shall follow standard procedures for the appropriate inclusion of Electronic Journals in CIJE as such procedures are developed for the "ERIC Processing Manual" (Reference 4). Subtask 1. 3. Participate in vocabulary development and in the production of the ERIC Thesaurus The controlled vocabulary used to index and retrieve documents in the ERIC database is published in the "Thesaurus of ERIC Descriptors" (13th Edition, 1995). The contractor shall develop, review, and revise the ERIC vocabulary on a continuing basis as a participating member of the Vocabulary Review Group. The contractor shall designate an NCEF vocabulary coordinator. The contractor shall, at least on a quarterly basis, consider new terms in its subject field for possible addition to the ERIC vocabulary. The contractor shall submit no less than five (5) new terms a year to the VRG. The contractor shall also participate in the review of changes and proposed additions to the ERIC controlled vocabulary. The Clearinghouse vocabulary coordinator shall represent the Clearinghouse on the system-wide Vocabulary Review Group (VRG), which shall conduct most of its activities by telephone or computer networking, and which shall meet in coordination with other ERIC meetings, such as the annual Technical meeting or ERIC Directors meetings. Subtask 1. 4. Coordinate with NLE and other ERIC program contractors in producing other reference and referral databases and materials The contractor shall coordinate and participate with ACCESS ERIC and the ERIC Facility in producing and periodically updating the reference sheets and the other reference and referral databases and publications. The contractor shall participate in system-wide investigation of new ways in which the NCEF can assist in shortening the time between selection and sending materials to the ERIC Facility and the announcement of their availability in RIE and CIJE. For example, the ERIC program may develop and test electronic methods of making the database edit rules and authority lists available to Clearinghouse abstracter/indexers via the Internet or CD-ROM. In such a case, the NCEF would be required to participate in testing, provide feedback, and contribute suggestions for improvement. Task 2. Products Subtask 2. 1. Follow product guidelines The contractor shall prepare products according to specifications developed by the ERIC system. After the NCEF products are developed, the contractor shall send two copies of the completed product to the ERIC Processing and Reference Facility. One copy will be sent immediately for inclusion in the archival collection of Clearinghouse products and the second copy will be sent for normal input to the ERIC database and subsequent filming and scanning by EDRS. All Clearinghouse products shall be reviewed prior to publication by at least two experts in facilities subject matter outside the host organization. The normal peer review process will require 5 five reviewers. Copyright Copyright will not normally be required for NCEF publications. If copyright can be used to improve dissemination of a product, then the NCEF contractor may pursue obtaining approval for a copyright. The contractor may request copyright only for major products. The contractor shall submit all requests to copyright federally funded products in writing to the COTR and shall not copyright the product until written permission from the COTR is received. The application for copyright shall include: contract number; institution (copyright will normally be in the name of the contractor); a copy of the materials for which copyright is sought (if available); a rationale for why the material should be disseminated under copyright; the length of time copyright is requested (generally not to exceed five years); the projected number of the print run and estimated net income, minus identified publication costs; and a statement of any other factors which the contractor considers pertinent to its request. The contractor may publish materials developed under Clearinghouse contracts without copyright. However, materials such as NCEF Digests, monographs, and reports, as described above (Section II, 2.) shall in all cases enter the ERIC database as soon as possible at Level 1, whether copyrighted or not, and they shall contain appropriate disclaimers and the NCEF logo prominently displayed on the cover. As in the case of all materials developed under ED contracts, the Government retains an irrevocable, non-exclusive, royalty-free license to their use for Government purposes. Reproduction by ERIC or NCEF is considered to be for Government purposes. Subtask 2. 2. Submit drafts of products to COTR The Contractor shall submit final drafts of all products to the COTR at least thirty days before publication. The COTR shall respond to the Contractor within two weeks of receipt of a draft. The Contractor may proceed with publication if the COTR provides no response within two weeks. Subtask 2. 3. Develop fee schedule Contract funds may be used for development, review, revision, preparation (e. g., production of camera-ready copy), and dissemination (e. g., mailing). Printing costs may be: (1) assumed by the Contractor, (2) recovered through the establishment of a no-cost-to-the-government account from which proceeds from product sales can subsequently support the printing of new documents, or (3) assumed by publishing firms with whom Contractors have established such arrangements. The contractor shall develop a fee schedule for the products offered to the public. The contractor shall submit a plan for charging fees and handling product income to the Contract Officer (CO) and to the COTR. Upon receiving approval from the CO, the contractor shall implement the fee schedule and shall charge customers a nominal fee for the costs of duplication and mailing of informational materials. The contractor shall maintain a separate Clearinghouse Products account for the income received from the sale of its products. These funds shall be used for developing products or publications. Fees charged should be based on costs incurred for duplication and mailing expenses (i. e., the incremental cost of dissemination). The account shall terminate at the end of the contract and reflect neither profit nor loss. Rates should be adjusted periodically to prevent excessive accumulation. Developmental costs may not be included in such rates. Product income shall only be used to support development, duplication, and dissemination costs of additional NCEF products. For monitoring purposes, the Contractor shall include in their Quarterly and Annual Reports statements on the funding balances in their Publication/Product Programs and the Government will retain the right to audit the Publication/Product Program records. Subtask 2. 4. Prepare annual product plan The contractor shall propose an array of publications and products that best meet the needs of its customers and that best capture the critical information contained in the ERIC and NCEF database. The contractor may produce its publications and products in either print or electronic format or both. From year to year, the emphasis on different types of products may shift or expand, depending on available resources, agency requirements, and customer demand. The contractor shall consult with the COTR before altering the plan and shall submit all proposed alterations to the COTR for approval. As part of the annual product plan, the contractor shall briefly describe all its proposed products for the year, including the number and types of products, proposed topics and authors, formats, and a dissemination plan. The Contractor shall provide to the COTR a plan for its next year's products three months before the end of each contract year. All changes to approved plans shall also be proposed to, and reviewed and approved by, the COTR prior to implementation. The contractor may propose, as major products or other products, to develop and maintain specialized electronic resource collections or databases in the Clearinghouse scope area. Such electronic products should consist of current, topical materials and shall be disseminated using interfaces and software formats that are accessible and useful to customers. In all proposals for electronic products, the contractor shall include a plan for maintaining and updating both the content and the product itself (I. e., software, online interface, CD-ROM updates, etc.). Subtask 2. 5. Produce NCEF Digests The contractor shall prepare a minimum of eight (8) NCEF Digests per year. The number, format, and proposed titles of new Digests, as well as proposed updates to popular existing Digests shall be described in the annual product plan, which shall be approved by the COTR. NCEF Digests are short (one-page, two-sided, maximum 2,000 words) documents that summarize the most current information available on specific school facility issues and topics. Written generally for individuals responsible for school facilities, NCEF Digests present the findings of significant recent research in a field, and refer readers to other critical documents in the area. Digests shall be developed in print copy and shall also be submitted in machine-readable form to the ERIC Facility for inclusion in the full-text ERIC Digests Online file. The contractor shall prepare each Digest to conform to the standards and format described in the EPM. The contractor shall include information on electronic resources in all Digests as appropriate, especially noting those resources in the Clearinghouse's scope of interest. A Digest will not be a mere summary of a major publication. Subtask 2. 6. Produce major publications and products Major NCEF products require a significant commitment of time and effort, and they may be designed for a somewhat narrower audience than the shorter publications. The number of major publications and products developed and disseminated annually may vary, depending on resources available, emerging issues, effort required to cover the subject area, and additional products negotiated between ACCESS ERIC or NLE and NCEF. At a minimum, the contractor shall produce four (4) major publications or products each year in print and/or electronic format. Subtask 2. 7. Produce other publications and products Following approval by the COTR of the required annual product plan, the contractor shall develop a plan for an array of other substantial products, which may require significant contractual resources and intellectual effort. This plan may be submitted as a special project. As described in Parts II and IV of this Statement of Work, Clearinghouses have produced extensive and comprehensive compilations of original and reprinted materials, annotated and mini-bibliographies, directories and resource guides, newsletters, and journal articles and columns. The contractor shall plan to take a major role as a guest editor in developing and writing articles for at least one issue of "The ERIC Review" during the five-year contract period. Task 3. User Services Consistent with the mission of the Office of Educational Research and Improvement and the National Library of Education, ERIC's overall goal is to facilitate the use of educational research and information on the practice of education ( including facilities) wherever and whenever it takes place. Subtask 3. 1. Develop user services system To achieve this goal, the contractor shall develop an extensive user services system that includes reference and retrieval services, literature searches, bibliographies, identification of popular documents, referrals to other sources of electronic and Internet information and databases in its scope area, conference booths and presentations, training workshops, and products. In addition to participation in AskERIC and other system-wide initiatives, as part of user services, the contractor shall maintain a toll free telephone number and a World Wide Web site and shall insure that the site is up-to-date. It should be noted that the World Wide Web site may be the principal means of communicating with the Clearinghouses' customers. Subtask 3. 2. Conduct user services activities In responding to requests for assistance and information, the contractor shall provide, but not be limited to, the following user services activities: Send requested printed materials or answer questions (e. g. , providing materials on exemplary programs or practices, construction methods, building design, building lifecycle, assessment, evaluation and testing issues, and explaining construction processes or related "hot topics"); Search the ERIC and or NCEF databases, other available databases or the Reference and Referral Databases produced by ACCESS ERIC; and Refer the inquirer to other federal, national, local, or private sector resource centers and to other relevant and available electronic resources. In designing and implementing its user services programs, the contractor shall follow the procedures and guidelines described in the "ERIC User Services Manual" and the "System-wide Guide to AskERIC Question Answering, which are provided in References 5 and 6. The contractor shall make its user services system appropriate for meeting the needs of Internet and electronic users and shall keep its electronic capabilities up-to-date to meet the needs of these users. Subtask 3. 3. Develop and apply user services fee schedule For responses to user requests that require a significant amount of staff time or material costs, the contractor is permitted to establish a fee schedule. For example, the contractor may establish fees for detailed database searches, for preparation of extensive bibliographies, for electronic or Internet activities, or for the development of special compilations. The contractor shall use fees only to recover all or part of the labor and materials incremental costs. The contractor shall submit its schedule of fees to the COTR and the Contracting Officer (CO) for approval and shall not charge any fees until the CO approves the fee schedule. Task 4. Outreach and Training To complement the user services program designed to respond to information requests, the contractor shall establish an outreach and training program to initiate the dissemination and exchange of information, services, and materials. In combination with the work of ACCESS ERIC, Clearinghouse outreach and training services shall help establish a comprehensive education information dissemination system capable of reaching its diverse customers through a multitude of avenues and collaborative relationships. To develop an information outreach, dissemination, and training program, the contractor shall carry out the following subtasks: Subtask 4. 1. Establish and maintain networks with professional associations, educational institutions and agencies, and other sectors of the education community The contractor shall develop and maintain good working relationships with ED-supported dissemination and assistance programs, major professional organizations, architects, and practicing school facility administrators/managers carrying out work in its scope area or subject field. In particular, the contractor shall create relationships with individual states, intermediate agencies, and school districts, to acquire their publications and materials for inclusion into the ERIC and/or NCEF databases and to promote the acquisition and use of ERIC/NCEF materials. All such efforts shall be oriented toward establishing the Clearinghouse as a major information resource. The purposes of building and maintaining such networks include, but are not limited to, the following: establishing Standing Acquisitions Arrangements with associations, institutions, education agencies, or individuals to systematically provide the NCEF with publications and products for entry into the database; establishing agreements with organizations producing serial publications under which the NCEF will write columns for those serial publications; establishing cooperative publishing agreements; and, establishing agreements to provide the contractor with opportunities to make presentations and to use exhibit space at annual meetings. In particular, the contractor shall participate in and represent ERIC at appropriate professional meetings whose fields of interest relate to the scope areas for which the NCEF is responsible. Subtask 4. 2. Develop network of NCEF Partners The contractor shall develop and maintain a network of NCEF Partners related to its subject scope. As examples of appropriate ways to strengthen its relationship with its Partners, the contractor shall provide to Partners both services (e. g., training, expedited search services, or awards or recognition for significant organizational contributions) and copies of publications and materials (e. g., discounts on ERIC/NCEF products, camera-ready copies of ERIC/NCEF documents of interest to the organization). The contractor shall attempt to develop NCEF Partners and their members as standing order customers as well as a vehicle to develop new products. Subtask 4. 3. Conduct workshops and other training programs The contractor shall periodically (at least four times per year) provide training for individuals responsible for facility management, as well as school boards, educational agencies, associations, and institutions that are using or have the potential to use NCEF products and services, and for new users who may wish to begin using the NCEF. The contractor shall provide for on-line registration and within 30 days of the workshop provide a summary of each workshop (including any papers and or speaches presented) on the Clearinghouse's web site. Examples of other types of workshops and training activities to be sponsored by the contractor include, but are not limited to, the following: Training and preparing training materials for school planners, designers, administrators, and facilities managers about using electronic information, including the NCEF and its resources; Conducting, when necessary, a limited number of seminars and training sessions for Federal or State staff on the subject of NCEF services, products, materials, and processes. Subtask 4. 4 Cooperate with ERIC system components to produce and disseminate system-wide awareness materials The contractor shall cooperate with ERIC system components and other agencies in producing and disseminating ERIC system-wide awareness and training materials. These materials include, but are not limited to, materials produced by ACCESS ERIC (e. g., All About ERIC, A Pocket Guide to ERIC, ERIC Review, ERIC Users Interchange, the ERIC Annual Report), the ERIC Facility (e. g., ERIC Processing Manual), and other reference products used throughout the system (see attachment 1). Task 5. System-wide Activities and Special Projects Subtask 5. 1. Participate in National ERIC Directors and Technical Meetings As scheduled by NLE, all Clearinghouse Directors shall jointly meet twice each year with NLE staff and other ERIC component staff in Washington, DC. These meetings, of one to two days duration, provide a forum for system-wide review of progress and for discussion of new goals and directions, as well as an opportunity for continued monitoring of each individual Clearinghouse. Unless absence is approved by the COTR in advance, Clearinghouse Directors shall attend these meetings; Associate or Assistant Directors are also encouraged to attend these meetings. In conjunction with one ERIC Directors meeting each year, NCEF technical staff shall participate in a national ERIC Technical Meeting. The purpose of this annual meeting is to review and discuss changes or improvements in system-wide operating procedures, conduct training sessions, review the adequacy of ERIC's technical processing requirements and capabilities, review new technologies, and exchange management strategies. An annual meeting of the Vocabulary Review Group shall also be scheduled concomitant with the ERIC Technical Meeting. The contractor shall send at least two staff persons, one representing technical processing and the other representing user services and dissemination activities, to these meetings. At least three months advance notice is given of the site and time of the meetings. Subtask 5. 2. Participate in system-wide committees and task forces The contractor shall participate in and attend meetings of the following committees and groups, if elected or appointed to them: the ERIC Executive Committee, the Technical Steering Committee, the Vocabulary Review Group. NCEF staff shall participate, as appropriate to their substantive interests and expertise, in ad hoc system-wide task forces that shall be convened by NLE in consultation with the ERIC Executive Committee. The contractor shall fulfill responsibilities as chairs or members and finish assignments as appropriate. Membership on the ERIC Executive Committee is by election. Membership on the Technical Steering Committee is determined by appointment by the ERIC Program Office. Subtask 5. 3. Participate in AskERIC and other system-wide electronic networking initiatives The contractor shall participate collaboratively in various system-wide activities to enhance the usefulness of ERIC's and NCEF's system-wide electronic services through the identification, assessment, development, and coordinated system-wide adoption of new technologies, innovative applications, and best practices. The contractor shall participate in AskERIC by answering electronic questions and referrals distributed to the contractor by AskERIC coordinators at the lead Clearinghouse. The contractor shall follow the guidelines in the System-wide Guide to AskERIC Question Answering (Reference 6). The contractor shall participate in ongoing system-wide efforts to improve the guidelines and the AskERIC question-answering process. The contractor shall participate in the evolutionary development, operation, updating, and enhancement of a system-wide ERIC Virtual Library, which will continue and build on the successful innovations of the AskERIC Virtual Library (AEVL), the best practices and innovations from all ERIC system components, and the electronic resource collections used by AskERIC User Services staff. Specifically, the ERIC Virtual Library will be based on: (1) known and anticipated customer information needs; (2) the use of up-to-date, dependable technologies to deliver information and services to the education community to meet their current needs; (3) a near-term research and development component to prepare to exploit future technologies; and (4) the coordinated involvement of all Clearinghouses in maintaining current collections of on-line materials including, but not limited to, resource guides, FAQs, and annotated web bibliographies of pointers to useful education database services, collections, and electronic and non-electronic resources in the NCEF's scope area. The contractor shall also participate in the Gateway to Educational Materials (GEM) by identifying and cataloging resources and contributing to the enhancement of the GEM meta-data profile and controlled vocabularies. As other NLE/ERIC system-wide initiatives are developed, the contractor shall also take part in related activities that are appropriate to the mission of its Clearinghouse. Subtask 5. 4. Maintain an Internet/World Wide Web site and other electronic network services in the Clearinghouse's subject area All ERIC components have established World Wide Web sites on the Internet, mainly using their host organizations' resources. To facilitate the continuous improvement and collective utility of Clearinghouse web sites; each contractor shall have a staff member participate in a system-wide ERIC Internet/Web task force. The task force shall identify the best practices throughout the ERIC system and shall disseminate information about these practices to the ERIC system. The task force shall also define system-wide technical standards for ERIC Internet sites and the adoption of new technologies (e. g., distributed search and retrieval) and standards (e. g., meta-data). The contractor shall conform to any system-wide guidelines and procedures developed by the task force and adopted by the ERIC program to improve the overall consistency, quality, interconnection, and usefulness of ERIC's Internet sites and services. The contractor shall maintain and keep up-to-date its Internet sites and other electronic networking activities in a systematized, coordinated, and integrated manner consistent with NLE and ED's initiatives for one-stop customer service through distributed electronic repositories. The contractor shall design its web site both to meet the specific needs of its customer base within its scope area and also to form an effective part of a coordinated system-wide ERIC Virtual Library (see Subtask 5. 3). The contractor shall use as models for its electronic services AskERIC, NPIN, and other best practices identified by the ERIC Internet/Web task force. The contractor shall sponsor and participate in network services such as electronic journals, listservs, and other electronic discussion forums appropriate to its scope area and customer base. The contractor shall consider and implement where possible "push technology" that delivers the most current information to specific customers. In addition the contractor will develop where practicable, Internet applications, listservs, and other processes that will provide users with specific construction information within their State. One of the major thrusts of these electronic services shall be to develop and improve communication between and within States. The contractor shall establish and maintain an electronic mail system with all agreeable State and Local Education Agencies. The purpose of this system will be to facilitate communication. Such a system may include a "chat" capacity. Subtask 5. 5. Participate in special projects During the operation of the NCEF, high priority requests for information and activities will occur that cannot be specified in advance. As negotiated in writing with the CO or a duly authorized representative, the contractor shall perform special projects related to its scope and function. These projects shall also respond to requests from Department of Education officials for ERIC/NCEF related services and information. At the CO's direction, in consultation with the COTR, ED may chose to compete special projects. TASK 6 Clearinghouse Management The contractor shall ensure efficient and productive management of the Clearinghouse. The contractor shall appoint a Director and other key personnel with knowledge and experience in the subject scope area who will assure that the NCEF's management, products, technology, and services reflect the educational subject matter expertise expected of the Clearinghouse. Subtask 6. 1 Brief the Contracting Officer's Technical Representative (COTR) Within one month of the contract award, the contractor shall travel to Washington, DC, to meet with the COTR and the CO, or a duly appointed representative of the CO. The purpose of the meeting is to review the management plan and the schedule of activities, the Product Plan, and proposed National Clearinghouse Advisory Board membership for the first year of the contract. To reduce costs and staff time requirements, this meeting, as well as all other trips to Washington, DC, shall be scheduled to coincide, as much as possible, with other meetings (e. g., ERIC Directors meeting). If the COTR is able to conduct a site visit to the NCEF within this one-month period, this task shall take place during that visit. In the subsequent years of the contract, the contractor shall complete this task either at the time of the regular COTR site-visit or at one of the two ERIC Directors' Meetings. Subtask 6. 2 Develop and maintain a management plan for operation of the NCEF The contractor shall include in its proposal a fully developed five- (5) year plan for the management and the operation of the NCEF, including all personnel, material, and fiscal resources and their application to the completion of all tasks, responsibilities, and deliverables under this contract. In the management plan, the contractor shall describe how it will employ computerized project management tools to plan, track, monitor, and report tasks, activities, and work performed under this contract. In the management and operation of the NCEF, the contractor shall adhere to the policies, guidelines, and procedures found in the " ERIC Processing Manual" (EPM). The contractor shall also include in its management plan how the NCEF shall ensure high quality in all its activities and products. Subtask 6. 3 Customer Service Performance The contractor shall identify, customer base and the information needs and information-seeking behaviors of persons and groups using its services and interested in its subject scope. This customer information will be continuously refined throughout the period of performance. The contractor shall also regularly obtain feedback regarding customer satisfaction with its products and services and how its work contributes to improving education and practice. These data shall be used for improving NCEF operations and providing reports and feedback to the COTR and other program contractors. The contractor shall gather basic customer service performance data using system-wide instruments and categories provided by the COTR. In addition, each contractor is expected to develop and use customer information specific to its scope and user audiences. Performance progress reports shall be compiled annually from these data and provided to the COTR as part of the Annual Report. Interim requests for such data from the COTR shall also be honored as required. These data are required under P. L. 103-62, OMB Circular A-11, and the Department of Education and Office of Educational Research and Improvement (OERI) strategic plans used for annual budget planning, customer service evaluations, and contractor performance monitoring. Subtask 6. 4 Develop and maintain a Technology Plan The contractor shall develop and maintain a Technology Plan which describes the NCEF's use of the technology specialist, other assigned staff, electronic equipment, software, networks, and other resources to perform the following functions: preparing, editing, and online transmitting of weekly RIE and CIJE data, ERIC Digests Online full-text data, and Acquisition Data Report (ADR) data to the ERIC Facility (any exception to weekly transmission, other than allowed number of abstentions, must be authorized by the COTR; participating in ERIC's public Internet presence and services, including: AskERIC question-answering; sponsorship of listservs and other electronic discussion forums; and development, maintenance, and updating of virtual libraries (i. e. , World Wide Web sites) and other information services; daily participation in ERIC's system-wide electronic mail and document transfer network, including listservs and electronic discussion forums that support ERIC system-wide communications, task forces, and activities; using and searching the Internet for documents, journals, and other items to input to the ERIC database; using and searching the Internet to support user services activities; providing electronic files to NLE in formats requested by NLE; searching ERIC/NCEF and other databases online and on CD-ROM, including on-site demonstrations of ERIC/NCEF on a portable computer with CD-ROM player; making full use of all complimentary CD-ROM copies of the ERIC database for input processing (duplicate checking) and user services (three CD-ROM sets will be provided to the contractor, requiring the contractor to have at a minimum, three systems with CD-ROM capability); tracking NCEF activities for required statistical, narrative, and financial reporting; and keeping the NCEF's equipment, software, and networking capability continually up-to-date according to prevailing industry standards to support the accomplishment of the functions listed above. To facilitate the exchange of information between and among the Clearinghouses, OERI, NLE, other ERIC components, Web site users, and other ED programs, the contractor's staff shall have easy access to a sufficient number of personal computers, local area network (LAN) workstations, or other configurations that provide the capabilities described above. It is anticipated that each staff member will require a dedicated workstation; exceptions must be authorized by the COTR. The contractor shall maintain awareness of current advances in computer hardware and software, telecommunications, storage and retrieval technologies, and information policies. The contractor shall assess the impact of these technological changes on how ERIC should carry out its work of acquisitions, database development, information sharing and dissemination, printed and electronic publications, and user services. The contractor shall upgrade its computer system configurations whenever the emergence and advancement of ERIC system standards (as developed and agreed upon by NLE and the ERIC Executive Committee and related task forces) require participation in other information services and technological developments that make previous hardware and software obsolete. The contractor shall submit an annual update of its Technology Plan for the next contract year 90 days before the end of each contract year. Subtask 6. 5. Manage NCEF staff The contractor shall recruit and assign staff, and develop policies, procedures, and training opportunities for their effective utilization. The contractor shall use professional staff that have suitable technical and subject-area qualifications required by the scope area. (See instructions provided in Section L). The contractor shall appoint an NCEF Director, who shall be a nationally recognized figure in the building community, and shall have leadership skills and at least a working knowledge of information science. The contractor shall also designate an Associate Director, who can function in the Director's absence and shall be accountable with the Director for day-to-day management. Other key Clearinghouse staff if hired shall include: acquisition coordinator; user service coordinator; and computer/systems analyst/technology manager, facilities architect/engineer. The contractor shall submit in its proposal the vitae of all proposed key personnel of the Clearinghouse. If any changes occur during the duration of the contract in key personnel, the contractor shall submit the names and vitae of proposed personnel to the Contracting Officer and to the COTR for approval before appointing them to the vacant position. The contractor shall have local access to computer support staff with sufficient technical background to assist as necessary, the technology specialist in configuring, debugging and enhancing the Clearinghouse computer system, including electronic data transmission, desktop publishing, statistical reporting, Web site enhancement, and other Internet applications. The contractor shall describe in its proposal a close match between the subject area of the Clearinghouse and the subject specializations, strengths, and interests of its proposed staff. Experience, expertise, and first-hand involvement in scope area research and practice are required for the contractor to evaluate and acquire documents, to provide appropriate, accurate, and timely user services, and to develop effective products. Subtask 6. 6. Establish an NCEF National Advisory Board The contractor shall establish and annually convene an NCEF National Advisory Board, not to exceed 20 members. The meeting may take place at NCEF, or, to conserve funds, the contractor may choose to meet with the Board at professional meetings or conferences, which its members would normally attend. The Board, appointed by the contractor with the approval of COTR, is advisory and does not set policy for the operation of the NCEF. The contractor shall send the COTR the minutes of the annual Board meeting within 30 days after the meeting. The contractor shall establish and maintain a listserv for the purposes of communicating with the Board. The COTR shall be copied on all communication between the contractor and the Board. Membership on the Board shall be diversified to reflect the perspectives of various groups in the relevant subject scope areas, and to represent the widest possible range of NCEF users and practitioners. Members may be appointed from any constituency, but, the contractor shall include on the Board representatives, from as many of, the following constituencies as possible: municipal finance experts; professional organizations (finance, architecture, engineering); Federal Agencies; a representative representing individuals with disabilities; State and Local Education Agencies community organizations The NCEF National Advisory Board shall: (1)assist in the selection of topics and authors for NCEF products; (2) identify new sources of documents suitable for entry into the ERIC database; (3) serve as liaison between NCEF and the groups the Advisory Board members represent; (4) recommend annual and long-term goals and priorities for the NCEF, consistent with those specified in the contract or otherwise required by the COTR; and (5) review and ensure adherence to quality control and peer-review procedures for document selection and production. The contractor shall submit the list of the proposed NCEF National Advisory Board to the COTR for approval ten days before the meeting with the COTR and the CO (Subtask 6. 1). Role of the COTR with respect to the National Advisory Board While the NCEF National Advisory Board will serve principally as the NCEF Advisory Board, because of the visibility and importance of education facilities to the Department, the COTR will from time to time directly interact with one or more members of the Advisory Board. The purpose of this interaction shall be for the purpose of obtaining advise, opinions and /or commentary. Subtask 6. 7 Optional-Conduct annual national conference. At the discretion of the Government, the contractor shall prepare and conduct an annual national conference beginning in option year one (1), on the subject of Clearinghouse's activities, current national issues, emerging trends, etc. The national conference shall be at least two days in length. The list of attendees will be developed in consultation with the NCEF Advisory Board and the COTR. The contractor shall provide planning, logistical, technical, reporting, dissemination, and overall coordination support necessary to implement the annual educational facilities conference for approximately 150 participants beginning in the first option year of this contract (except for invited speakers and presenters, travel and lodging expenses for participants WILL NOT be paid for by the government). The contractor shall arrange appropriate meeting space and lodging for participants and assist with the arrangements for appropriate national speakers, workshops, and demonstrations and produce a report of the findings and recommendations coming out of the conference, to be provided to the COTR. Subtask 6. 8. Establish and maintain a toll-free telephone number and a NCEF Internet presence Within 30 days of the contract award, the contractor shall establish and maintain a toll-free (within the United States) incoming telephone number. This number shall be made widely available to Clearinghouse customers and potential clients. As soon as the award is made, ED will order an AFTS 2000 toll-free telephone number for Clearinghouse use, unless an alternative arrangement less costly to the Government is agreed upon in writing. Alternative arrangements may include no-cost-to-the-contract provision of toll-free telephone service by the host institution or an arrangement with a long-distance provider at rates less than those offered by AFTS 2000. In addition, the contractor is urged to provide access for individuals with disabilities either by offering TTY service or at a minimum by establishing and announcing such alternatives as phone relay systems that provide TTY access and referral. Also, the contractor shall develop and maintain an NCEF Internet presence, including a World Wide Web site, within 30 days after the contract award. The Web site shall contain, but not be limited to, information about the NCEF, mail and Web site addresses, telephone numbers, fax number, staff information, scope of interest statement, and full text of products and resources available from the NCEF. The contractor shall insure that its web site is current and up-to-date able to provide a full range of activities.(Subtasks 5.3 & 5.4) The contractor shall incorporate strong practices to provide access to its Web site for individuals with disabilities Subtask 6. 9. Transport Government-owned property to NCEF To ensure uninterrupted operation of the ERIC /NCEF system(s) during a transition period that would be required when changing contractors or host organizations, the new contractor shall arrange for the transfer of all Government-owned property from the National Library of Education to its own location (see Part IV of this Statement of Work for an inventory of Government-owned property in the possession of each incumbent Clearinghouse contractor). An inventory of government owned property will be provided the new contractor. The new contractor shall arrange with the NLE for the orderly transfer of such property within 30 days of award. Subtask 6. 10. Reports and other deliverables Reports. The reporting function serves as a critical coordination mechanism for the decentralized ERIC system. The contractor shall submit the following reports: Quarterly Report. This report is NLE's principal means of obtaining interim statistical and narrative data. This report is to be submitted in WordPerfect or Word electronic format, and in "hard copy" to the COTR no later than two weeks following the end of each quarter, except for the fourth quarter of each contract year, when the Annual Report is to be submitted instead. Attachment 1 provides the format for the statistical and narrative sections of the quarterly progress report. Annual Report. The annual report provides summary information in the same format as the quarterly progress report for each contract year, extending from January till December. It shall contain both narrative and statistical information and data for the year of the report. The contractor shall submit the annual report both on an electronic diskette in WordPerfect or Word format (statistical information in Lotus 1-2-3 or Excel format) and in hard copy no later than one month after the end of the contract year (January 31). Attachment 1 provides the outline for the annual report. Annual Product Plan. Approximately three months before the end of each contract year, the contractor shall provide the COTR a plan for the publications and products to be developed, disseminated, and/or updated during the next year. The annual plan must be approved each year by the COTR. Any changes to approved plans shall be proposed to, and reviewed and approved by the COTR prior to implementation. Annual Technology Plan. Approximately three months before the end of each contract year, the contractor shall provide the COTR a plan for the use of technology during the next year, including, but not limited to: support, maintenance, updating, and enhancement of the Clearinghouse's Internet presence; hardware, software, and networking upgrades; and regular participation in online activities such as ERIC listservs, electronic workgroups, data transmission, and AskERIC question-answering. Deliverables. The number of copies required for each deliverable discussed in this Statement of Work is indicated below. Copies are to be sent to the COTR, who will provide a copy to the Contracting Officer. (See also the Performance Indicators Chart). TASK TITLE COPIES DUE DATE 6.9 2nd Contract Quarterly Report 2 Printed Copies one Diskette 2 Weeks after End of 1st and 3rd Quarters of Year 6.9 Annual Report 2 Printed Copies One Diskette 1 Month after End of Contract Year 2.4, 6.9 Annual Product Plan 2 Printed Copies One Diskette 90 Days before End of Contract Year 6.4, 6.9 Annual Technology Plan 2 Printed Copies One Diskette 90 Days before End of Contract Year 1.1 RIE Submissions See Part IV Weekly Transmissions to ERIC Facility 1.2 CIJE Submissions See Part IV Weekly Transmissions to ERIC Facility 1.3 ERIC Vocabulary Additions and Updates 5 Main Terms Submitted Per Year As Appropriate 1.3 Participation in Vocabulary Review Group As Appropriate As Appropriate 1.4 Participation in Maintaining Reference and Referral Databases As Appropriate As Appropriate 2.2-2.7 Each NCEF Product 10 Copies As Defined in annual Product Plan 2.3 Fee Schedule 2 Printed Copies One Diskette 1 Month after Contract Award 3 Answer User Questions See Part IV As Appropriate 3 Answer AskERIC Questions See Part IV As Appropriate 4.3 Conduct Workshops and Training Programs See Part IV As Appropriate 4.4 System-wide Awareness Materials As Appropriate As Appropriate 5.1 Participation in ERIC Directors Meeting Director and/or Associate Director Two Meetings Each Year as Scheduled 5.1 Participation in ERIC Technical Meeting Designated Technical Shall Attend One Meeting Each Year As Scheduled 5.2 Participation in System-wide Committees and Task Forces As Appropriate As Appropriate 5.4, 6.4 Maintain and Update NCEF World Wide Web Site As Appropriate Web Site to be Established Within 30 Days of Award; Maintenance Ongoing Life of Contract 6.2 Management Plan As Appropriate Original Included in Proposal; Update as Required 6.3 Customer Feedback See A-3 In Annual Report 6.6 Minutes of National NCEF Advisory Board Meeting 2 Printed Copies; One Diskette 30 Days after Each Meeting 6.7 Establish and Maintain Toll-free Telephone Number As Appropriate Establish within 30 Days of Award and Maintain Throughout Life of Contract 6.8 Transfer Government-owned Property from Previous Contractor See Part IV Within 60 Days of Award