Request for Proposal. 16 April 2012 FULL PROPOSAL PROCESS

Transcription

1 Youth Science Cooperative Outreach Agreement 702 University City Boulevard (0364) Blacksburg, Virginia U.S. Army Sponsored ecybermission Program Request for Proposal 16 April 2012 FULL PROPOSAL PROCESS The consortium of the Youth Science Cooperative Outreach Agreement, under the lead of Virginia Polytechnic Institute & State University (Virginia Tech), seeks proposals for a consortium member to manage the ecybermission Program in support of the U.S. Army Educational Outreach Programs (AEOP). TABLE OF CONTENTS PART NO. PART DESCRIPTION PAGE NO. Part I: General Information Background Information Army Program Vision ecybermission and YSCOA Part II: Award Information 4 Part III: Abbreviations and Definitions 5 Part IV: Program Tasks, Objectives and Requirements Task 1: Outreach Task 2: Competition Management Task 3: Website Content Management Task 4: Program Development Task 5: Program Metrics Part V: Deliverables and Reporting 17 Part VI: Personnel 18 Part VII: Proposal Preparation Letter of Intent Full Proposals Budget Appendix 23 Figure 1: The STEM Education Pipeline (NCES) YSCOA Cooperative Agreement YSCOA Articles of Collaboration Invent the Future VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY An equal opportunity, affirmative action institution

2 PART I GENERAL INFORMATION Background Information Over the past decade, science, technology, engineering and mathematics (STEM) education has been at the forefront of education agendas across the United States. The short supply of national STEM talent and the increasing demand for STEM professionals has engaged academia, non profits, industry and government in a joint nationwide effort to fill the talent gap and ensure national security. According to The Global Competitiveness Report which was highlighted at the 2010 World Economic Forum, while U.S. ranks 1 st in innovation and 4 th in global competiveness, it ranks 17 th in technological readiness. 1 As defined in the report, technological readiness is not only a measure of an economy s success in adapting existing technologies to enhance productivity, but it relies heavily upon the pool of STEM talent available in a country. In taking a closer look at the STEM talent gap in the U.S., the National Center of Education Statistics (NCES) 2008 Science and Engineering Indicators, as illustrated in Figure 1 in the Appendix, suggests that of 4 million American 9 th graders in 2005 only 4.2% graduated with a STEM degree in Clearly, to plug the STEM education pipeline s leaky faucet, more attention must be provided Nationally to K 12 mathematics and science education in order to effectively increase the number of students entering postsecondary education as STEM majors. As recommended in Rising Above the Gathering Storm and its sequel, America s STEM talent pool could be greatly increased by vastly improving K 12 mathematics and science education. 3 Army Program Vision The United States Army has long mirrored the Department of Defense s (DoD) recognition that a scientifically and technologically literate citizenry is our nation s best hope for a secure, rewarding and successful future. Additionally, it shares the DoD s commitment to fostering a diverse, worldclass STEM talent pool with the creativity and agility to meet national defense needs. For over 50 years, the Army has supported a wide range of educational opportunities in STEM for our youth and their teachers. These opportunities are currently offered through the AEOP, a portfolio of efforts that include sponsored research, education, competitions, internships and practical experiences designed to engage and guide students and teachers in their pursuit of STEM. 1 World Economic Forum, 2010: The Global Competiveness Report National Center of Education Statistics (NCES): Digest of Education Statistics Science & Engineering Indicators Rising Above the Gathering Storm, Energizing and Employing America for a Brighter Economic Future, 2005 and Rising Above the Gathering Storm, Revisited: Rapidly Approaching Category 5, VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY

3 ecybermission is an AEOP program funded under the direction of the Assistant Secretary of the Army s Acquisition, Logistics and Technology (ASA/ALT) and administered by the Army s Research, Development and Engineering Command (RDECOM). ecybermission provides virtual learning experiences to students in grades six through nine across the United States and Department of Defense Educational Activity (DoDEA) school sites. The goal of ecybermission is engage students early in STEM and encourage them to consider STEM as the focus of their post secondary education and career. ecybermission was built upon the framework of collaborative online learning of reallife applications of STEM. Participants investigate local community problems through scientific inquiry and propose solutions through implementation of the scientific method or engineering design process. Since 2002, ecybermission has registered more than 100,000 students and provided more than $8 million dollars in US Series EE Savings Bonds to use towards enhancing their educational opportunities. ecybermission and Youth Science Cooperative Outreach Agreement The ecybermission Program will become a part of the Youth Science Cooperation Outreach Agreement (YSCOA) in July of The AEOP s portfolio of programs is being executed by a consortium of members inclusive of academia, non profit organizations and industry formed through the YSCOA with substantial involvement and direction provided by the Government. The YSCOA was initiated in 2010 to create synergy and collaboration among previously autonomous educational programs in AEOP and to carry out the public purpose of support and stimulation of STEM education and outreach in conjunction with the DoD and the U.S. Department of the Army. The consortium model was implemented to provide more impactful outreach to students, parents, and teachers. The YSCOA shares practices of program evaluation, marketing, and overall management as well as continued commitment to program development. Additionally, the consolidation of AEOP s under the YSCOA ensures a more visible continuum of opportunities for students in preparation for their postsecondary STEM education and the STEM career workforce. YSCOA s set of core objectives are: Increase the number of STEM graduates to address the projected shortfall of scientists, and engineers in National and DoD positions Build the national pool of STEM literate students to enter higher education or the workforce that in turn supports the defense industry and the DoD Increase STEM outreach to underserved populations Develop and implement a cohesive program metrics for all of Army s education programs Expand the involvement of students in ongoing DoD research Provide STEM educational opportunities for students at all stages of their K 12, undergraduate, graduate and post graduate education Entice students into college level Department of Defense (DoD) programs Inform students about DoD opportunities in STEM 3 VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY

4 The lead organization of the YSCOA is Virginia Tech. Additional consortium members include the Academy of Applied Science, George Washington University, University of New Hampshire, and Technology Student Association. ecybermission Vision Over the past four years, the ecybermission program has made tremendous strides in increasing its student and volunteer participation. In 2012 the program reached a milestone when it registered 15,406 students, the largest ever number of participants. ecybermission will build on this achievement as it aims to increase its impact on schools, teachers and students in upcoming program years. The approach must be multi faceted and include, but not be limited to, an integrated solutions approach, well defined program metrics, and an expanding list of collaborative partners leveraged to address the nation s need for impactful STEM education. As ecybermission joins the YSCOA purview in July 2012, the program objectives will expand as outlined below: ecybermission will include information on all of the AEOPs in its outreach and marketing efforts. As a member of the YSCOA, ecybermission will identify itself as part of the continuum of STEM enrichment experiences offered through the AEOP and will participate with the other YSCOA programs in cross marketing efforts. With a special focus on underserved populations, ecybermission will establish and leverage partnerships with schools and educational organizations to increase student participation in program registration and project submission. ecybermission will expand the reach of the program to create more impact by establishing and leveraging strategic partnerships with academia, non profit STEM organizations, industry, DoD and other federal agencies. All ecybermission website and database requirements will be consolidated under one task to ensure the full integration and streamlining of the program website and database content, development, hosting, management and updates into all aspects of the program. PART II AWARD INFORMATION The ecybermission award will be made in the form of a subcontract through Virginia Tech, the lead organization of the YSCOA. ecybermission is funded, as part of the YSCOA, by the U.S. Army. 1. Eligible Offerors: This solicitation is extended to all capable and qualified sources, including but not limited to institutes of higher education, industry, academia, non profit organizations and all private or public companies. 4 VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY

5 2. Number of Awards: YSCOA anticipates issuing one award under this RFP. For the purposes of this RFP, the organization receiving the award will be referred to as the awardee. 3. Initial Period of Performance (PoP): The initial period of performance will be 5 July 2012 to 30 September Thereafter PoP will be 1 October to 30 September the following year. 4. Amount of Award: Pending availability of funds, the amount of award for the initial 15 month period of performance may be up to $3,200,000. Per guidance of the Government PM and CAM(s), the award will be incrementally funded throughout the PoP. Annual awards thereafter may be up to $2,900,000 pending available funds. Subsequent annual awards may be augmented to compensate increased scope of work, reach and impact. Budget augmentation will be determined by the Government PM in consultation with the CAMs and funding agency. 5. Solicitation Timeline: Public Announcement of RFP: 16 April 2012 Industry Day: 25 April :00 3:00 PM EST Letter of Intent Due: 14 May :00 PM EST Full Proposals Due: 15 June :00 PM EST Award Announcement: July Place of Performance: The required services shall be performed principally at the awardee s primary business location. However, it is expected that the performance of this work will require travel for the purposes of ensuring maximum national participation from every state, district, territory, and region of the United States including Active Army, Reserve and National Guard components as well as Army JROTC programs. The awardee will also be expected to travel to participate in quarterly YSCOA meetings. Awardee may be required by Government PM to provide onsite support personnel to assist in program execution. 7. Participation in YSCOA: Upon notification of award, awardee must sign a formal agreement to become a member of the consortium and join YSCOA. Awardee must oblige by the YSCOA Articles of Collaboration (available in the Appendix) and follow the objectives set forth in the YSCOA s Annual Performance Plan (APP). The YSCOA, under the leadership of Virginia Tech and guidance from the Army CAMs, is charged with big picture management, marketing, and evaluation of the AEOPs. PART III ABBREVIATIONS AND DEFINITIONS 1. Time AY: Academic Year. The traditional school year, defined as beginning in September of one calendar year and ending in June of the following calendar year. 5 VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY

6 PoP: Period of Performance. October 1 to September 30. Initial PoP will be July 1, 2012 to September 30, FY: Fiscal Year. October 1 to September Organizations DoD: Department of Defense AEOP: Army Educational Outreach Program. Army sponsored, research, education, competitions, internships and practical exercises designed to engage and guide students and teachers in STEM. AEOP is located within the Office of the Assistant Secretary of the Army (Acquisition, Logistics and Technology). ASA(ALT): The Office of the Assistant Secretary of the Army (Acquisition, Logistics and Technology). The funding and policy office of the Army s STEM programs, ASA(ALT) provides the funding direction, policy and strategic vision for AEOP programs, including ecybermission. RDECOM: U.S. Army Research, Development and Engineering Command. The Army organization charged with the management and execution of ecybermission. Located in Aberdeen Area of Aberdeen Proving Ground, Maryland. YSCOA: The Youth Science Cooperative Outreach Agreement involves a subset of the AEOPs. Virginia Tech is the lead organization in the cooperative formed by the YSCOA. The additional consortium members are the Academy of Applied Science, George Washington University, Technology Student Association, and University of New Hampshire. Virginia Tech is charged with providing the YSCOA with leadership in management, marketing, and evaluation. Dependent on the availability of Army funding, the YSCOA will be funded in its current form through 30 September YSCOA Point of Contact Donna Augustine, Program Director Virginia Tech YSCOA 702 University City Blvd (0364), Blacksburg VA Project/Program Elements ecybermission: The Army s online national STEM competition for students in grades six through nine. Also the name of the website which supports the competition. YSCOA Grants Officer (Virginia Tech). The person who has the authority to enter into, administer, and terminate sub contracts and make related determinations and findings per Government s direction. If another transaction agreement is awarded, their person will be called Agreements Officer. As used herein, refers to: 6 VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY

7 Cory Thompson Virginia Tech Office of Sponsored Programs 1880 Pratt Drive, Suite 2006, Blacksburg VA Government Technical POC: Point of Contact. The government representative with the responsibility/authority to monitor all aspects of program administration. Government Technical POC is synonymous to Government PM. Government PM works in conjunction with YSCOA CAM. Louie Lopez U.S. Army RDECOM G5 STEM Outreach Office 3071 Aberdeen Blvd., Aberdeen Proving Ground MD CAM: Cooperative Agreement Manager is responsible for the overall technical management and fiscal responsibility of the YSCOA as designated under the cooperative agreement. All executables must be approved by the CAM. The CAM(s) as used herein refer to: Louie Lopez U.S. Army RDECOM G5 STEM Outreach Office 3071 Aberdeen Blvd., Aberdeen Proving Ground MD Ashley Wade U.S. Army Research Office 4300 South Miami Blvd, Durham, NC Communications and Outreach: Defined, as used herein, as all marketing, promotion, communications and outreach activities, supported by all necessary related administrative and technical support to achieve the annual and long term objectives of the ecybermission program. Mission Control: That portion of the program web portal and administrative activities that provides users with an initial introduction to ecybermission, provides user information and assistance, and acts as a service desk for the website and competition. Mission Folders: The name given to the team submissions (completed online by the team members, following the competition s guidelines) to the annual competition. NJ&EE: The National Judging and Educational Event. NJ&EE is the culminating event of the year long program and competition where students are brought to a national setting and are exposed to mentorship from U.S. Army and other Government leadership, and other educational opportunities within the National Capital Region. 7 VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY

8 Program Office: As used herein, that office within RDECOM delegated responsibility and authority for the management, execution and evaluation of the ecybermission program. The program office exercises overall control of the program, annual competitions and the NJ&EE. Additionally, someone from the Program Office will serve as the technical POC. ROI: Return On Investment is the determination of the cost of capital associated with the achievement of a business or goal. As used herein, ROI is a quantifiable expression of the amount of value received in light of costs incurred. It takes into consideration both measures of effectiveness and measures of efficiency, and ROI can be determined for sub tasks, tasks, work streams, individual projects and for the program in its entirety. ROI measurement begins with the comparison and evaluating of choices of courses of action/activities in the planning phase to establish an ROI goal or expectation and continues until ROI determinations can be obtained comparing: (i) actual performance to goal/expectation; (ii) current period operations to previous period operations; and (iii) the theoretical lost opportunity costs when performance goals are not attained. STEM: Abbreviation for science, technology, engineering and mathematics. Volunteers: Adults who serve as ambassadors, CyberGuides, virtual judges or national judges. Ambassadors: Program volunteers recruited by the Awardee and approved by the Government PM to market and promote ecybermission to schools and youth organizations. CyberGuides: Program volunteers recruited by the Awardee and approved by the Government PM to interact with and provide project advice and technical assistance to student teams over the ecybermission website while monitoring group and individual interactions to insure all such interactions are above reproach and within established standards of conduct and use protocols. Team Advisor: The adult member of an ecybermission team who serves as the team s immediate advisor and the link between the team and ecybermission. Since ecybermission does not require or maintain personal identifying information from the middle school participants, the team advisor (who MUST be 21 years of age or older) is the only link between the program office and the participant. Virtual Judge(s): A program volunteer recruited by the Awardee and approved by the Government PM to judge regional competition submissions over the internet and to grade and rank the same. National Judge(s): A program volunteer recruited and approved by the Government PM to judge national competition submissions and presentations in person during the NJ&EE.). 8 VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY

9 PART IV PROGRAM TASKS, OBJECTIVES AND REQUIREMENTS Proposals must develop a plan to address the following tasks in completing the program objectives and requirements listed below. Task 1: OUTREACH DEVELOP AND EXECUTE ANNUAL MARKETING, PROMOTION, COMMUNICATIONS AND OUTREACH PLAN, TO BE EXECUTED THROUGHOUT ALL PHASES OF THE PROGRAM, IN SUPPORT OF CURRENT YEAR AND LONG TERM PROGRAM GOALS. GENERAL. Plan and perform all marketing, promotion, communications and outreach activities to achieve both annual and long term awareness and participation goals. Demonstrate flexibility and creativity to make immediate changes to all or parts of the annual plan, strategies, marketing, communications and outreach campaigns as necessary to meet objectives per Government s direction. ARMY OBJECTIVES. The following program objectives have been established: 1. Perform all functions related to the design, development, production and update of all outreach and marketing communications materials, both printed and electronic. 2. Increase outreach to underserved populations. 3. Market a systemic program integrations plan. 4. Market all U.S. Army program opportunities to target audiences. 5. Encourage volunteer program participation from DoD, U.S. Army, academia, industry, and all federal agencies. 6. Generate increased program awareness among critical target audiences. SPECIFIC REQUIREMENTS. The following program requirements have been established in support of each corresponding objective: 1. Perform all functions related to the design, development, production and update of all outreach and marketing communications materials, both printed and electronic In coordination with YSCOA marketing and communications plan, perform consistent updates, adaptations and revisions to marketing materials and promotional items to ensure consistent alignment with program objectives Demonstrate continuous flexibility, creativity and adaptability Execute innovative multi faceted marketing and outreach communications campaign to increase program awareness, inclusive of but not limited to printed communications, exhibits, web based communications (social media, etc.), in person communications and alternative outreach methods, such as grass roots marketing tactics. 9 VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY

10 1.4. Develop and implement marketing and outreach communications methods to encourage maximum student program participation nationally, inclusive of all U.S. territories in which a DoDEA school is located Develop and implement marketing and outreach communications methods to encourage maximum volunteer (Ambassadors, CyberGuides and Virtual Judges) program participation across the U.S. Army, DoD, academia, industry and all federal agencies. 2. Increased outreach to underserved populations Conduct targeted marketing and communications campaign to increase program awareness among the underserved. Underserved populations include, but are not limited to students who participate in the federal free or reduced lunch program, attend a Title 1 school, are the first in their families to attain a postsecondary education degree, live in a disadvantaged geographical location, or are members of historically underrepresented groups in STEM at higher education and in the workforce Execute collaborative strategic marketing and communications campaign with appropriate non profit STEM focused organizations. 3. Market a systemic program integration plan Conduct targeted marketing and communications campaign to stakeholders in K 12 STEM education to increase awareness of both the program and the benefits of curriculum integration. 4. Market all U.S. Army STEM program opportunities to target audiences In conjunction with YSCOA marketing and communication efforts, execute a synchronized marketing and communications plan to increase awareness of all U.S. AEOPs to target audiences. Identify ecybermission as part of the continuum of AEOP experiences and crossmarket other AEOP initiatives. 5. Encourage volunteer program participation from U.S. Army, DoD, academia, industry and other federal agencies Conduct targeted marketing and communications campaign to increase volunteer participation among the U.S. Army, DoD, academia, industry and other federal agencies Develop and implement a plan to conduct volunteer recruitment ( roadshows ) at U.S. Army laboratories, industry, universities or colleges, and other DoD laboratories. 6. Generate increased program awareness among critical target audiences Conduct targeted marketing and communications campaign to increase awareness of ecybermission and the other AEOPs among key target audiences, inclusive of but not limited to: colleges and universities, State Boards of Education, non profit STEM focused organizations, DoD, industry, academia and other federal agencies. 10 VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY

11 Task 2: COMPETITION MANAGEMENT DEVELOP AND EXECUTE ALL PHASES OF THE STATE, REGIONAL, AND NATIONAL COMPETITION, INCLUDING AWARDS. GENERAL. Planning, administration and execution of the annual ecybermission competition, inclusive of participant and volunteer registration, submission and judging at all phases of the competition and of the National Judging & Educational Event (NJ&EE). ARMY OBJECTIVES. 1. Plan, administer and execute the annual ecybermission competition, inclusive of registration, submission and judging at all phases of the competition and of the National Judging & Educational Event (NJ&EE). 2. Increase student participation nationally inclusive of all U.S. territories in which a DoDEA school is located. 3. Increase student participation from underserved populations. 4. Increase recruitment and retention of Team Advisors. 5. Develop, establish and manage a comprehensive award structure for award winners at all phases of the competition. 6. Increase volunteer participation as: Ambassadors CyberGuides Virtual Judges National Judges 7. Increase participant and volunteer retention rate. 8. Ensure adequate training of all volunteers. SPECIFIC REQUIREMENTS. The following program requirements have been established in support of each corresponding objective: 1. Plan, administer and execute the annual ecybermission competition, inclusive of registration, submission and judging at all phases of the competition and of the National Judging & Educational Event (NJ&EE) Manage the design, selection, production and storage of all program materials (brochures, promotional items, etc), to be distributed at various phases of the competition and with U.S. Army legal concurrence Establish and manage both website and telecom Mission Control participant support center; maintain operating hours conducive to all program participants Coordinate, execute and document all state, regional and national competitions. 11 VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY

12 1.4. Expend funds as approved from the ecybermission budget to execute all phases of the ecybermission program Plan, coordinate and execute all aspects of the NJ&EE, inclusive of but not limited to the following: Venue Selection Technical Requirements/AV Housing Transportation Activities (Army Labs Day, etc.) Vendor Relations Overall Conference Schedule Printed Conference Materials (invitations, signage, etc.) Communications and Media Relations Speakers Travel Awards Security Protocol VIP Guest Attendee Coordination 2. Increased student participation nationally inclusive of all U.S. territories in which a DoDEA school is located. The Government reserves the right to modify the registration and submission goals annually Increase student registration FY13/Year 1 Registration goal not less than 20,000 students FY14/Year 2 Registration goal 25,000 students FY15/Year 3 Registration goal 30,000 students FY16/Year 4 Registration goal 35,000 students 2.2. Increase student mission folder submission rate Year 1 Submission goal not less than 65% (13,000 students) Year 2 Submission goal 70% (17,500 students) Year 3 Submission goal 75% (22,500 students) Year 4 Submission goal 80% (28,000 students) 3. Increase student participation from underserved populations. 3.1 Develop and implement a plan to increase student participation from underserved populations. 4. Increase recruitment and retention of Team Advisors Develop and implement a plan to recruit and retain Team Advisors. 12 VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY

13 4.2. Develop and implement a plan to enhance working relationships with Team Advisors Develop and implement a plan for Team Advisor recognition. 5. Develop, establish and manage a comprehensive award structure for award winners at all phases of the competition State Competition 5.2. Regional Competition 5.3. National Competition 6. Increase volunteer participation Recruit sufficient STEM professionals in the U.S. Army, DoD, academia, industry to serve as team advisors, program ambassadors, online coaches, Cyber Guides, Virtual Judges (ideal ratio 1:15 mission folders) and National Judges (minimum ratio 5:16 teams). 7. Increase participant and volunteer retention rate Develop and execute an annual strategic plan for student and volunteer retention Develop and implement a plan for volunteer recognition. 8. Ensure adequate training of all volunteers Execute volunteer training sessions, webinars, presentations and other support as required (telecom, website, etc.) Establish, publish and enforce consistent criteria and standards for all volunteers Develop and implement a plan to address compliance with Children s Online Privacy Protection Act (COPPA) Ensure Ambassadors and CyberGuides have proper background investigation and clearance. Task 3: CONTENT MANAGEMENT MANAGE ALL ASPECTS OF THE PROGRAM S WEBSITE AND DATABASE CONTENT. GENERAL. Perform web development, content management and content update of ecybermission program website and database throughout all phases of the competition and the period of performance. ARMY OBJECTIVES. The following program objectives have been established: 1. Ensure program website and database content provides comprehensive services and information required for successful participation in the ecybermission program. 2. Ensure user interface of program website and database is current and reflects current user trends. 3. Ensure all content of program website and database is current and up to date. 4. Ensure data integrity. 13 VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY

14 SPECIFIC REQUIREMENTS. The following program requirements have been established in support of each corresponding objective: 1. Ensure program website and database content provides comprehensive services and information required for successful participation in the ecybermission program. 2. Ensure website and database content are in compliance with regulations such as COPPA and Virginia Tech s IRB protocol Perform periodic market research to explore latest technologies and user trends; ensure program website and database alignment to trends as appropriate. 3. Ensure all content of program website and database is current and up to date Manage and maintain all contents of the website and database Provide program updates to Virginia Tech to ensure program information on AEOP website is current Conduct updates and refreshment of all digital content utilized in the website and database Maintain fully functional backup copy of the ecybermission website and database including all existing data. When necessary, provider may be asked to provide back up copy of web site and database at any time ( snap shot of current database, including all existing data) to Government PM Manage and host live commercially based web server with adequate memory, storage and bandwidth to achieve current and projected program objectives. Management will include labor, purchases and fees related to the system database, necessary licenses, daily backups, installation and configuration, domain name stewardship, and other services and materials that become necessary to provide a high availability site accessible to a wide range of stakeholders with minimal access restriction or limitation Maintain the software application in the Microsoft.net internet application supported by Microsoft SQL Server database to ensure availability and efficient functioning of the web site for external stakeholders and internal managers. Additional functionalities suitable to the needs of the government will be developed and provided as required, to include but not limited to social media applications and interfaces with other government education outreach programs. The site must also strictly enforce user authentication and site security, which will require periodic purchase or renewals of necessary certificates and keys Manage test servers to develop and test software applications before they are moved to the live environment. Requirements for this task will include labor and purchases for necessary software, application and database set up, installation and configuration. As requirements grow and change, additional software purchases and installations may be required Ensure availability of appropriate personnel during heavy traffic dates and times, inclusive of but not limited to registration and submission deadlines, etc.). 4. Ensure data integrity. 14 VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY

15 4.1. Perform data sweep and annual archive of all program records prior to the launch of each competition year. Task 4: PROGRAM DEVELOPMENT ENHANCE OR DEVELOP AND IMPLEMENT PROGRAM INITIATIVES TO SCALE UP REACH, IMPACT AND PARTNERSHIP. GENERAL. Establish strategic partnerships with academia, non profit STEM organizations, industry, DoD and other federal agencies to facilitate program enhancement and expansion. ARMY OBJECTIVES. The following program objectives have been established: 1. Leverage relationships with academia, non profit STEM organizations, industry, DoD and other federal agencies in order to facilitate program expansion. 2. Establish formal classroom integration solution to facilitate program expansion. 3. Establish formal strategic partnerships with STEM focused organizations to facilitate program expansion and program growth. 4. Develop partnerships with the Army s Child Youth Services (CYS) program, with DoDEA and with Department of State Schools. 5. Develop strategic partnerships to increase program participation from underserved populations. SPECIFIC REQUIREMENTS. The following program requirements have been established in support of each corresponding objective: 1. Leverage relationships with academia, non profit STEM organizations, industry, DoD and other federal agencies in order to facilitate program expansion Establish formal partnerships with Tri Service organizations to co promote STEM programs According to guidance and pending government approval, solicit and manage requests for proposals (RFP) mini grants to enable external STEM focused organizations to execute the program locally and regionally Leverage RFPs to increase program participation among historically underrepresented students. 2. Establish formal classroom integration solution to facilitate program expansion Develop an enhanced curriculum resource that is easily adaptable to the classroom, and is aligned with current Science, Technology, Engineering and Math standards as appropriate According to guidance and pending government approval, establish a classroom integration incentive program, inclusive of but not limited to teacher stipends, etc Establish formal partnership agreements with those schools at which teachers have adopted classroom integration. 15 VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY

16 Teachers that integrate the program will be required to register a minimum of 100 students Schools will be required to match a minimum of 50% of the incentive Establish educational partnership agreements with schools to require the sharing of aggregate performance data, from which attitudinal and additional performance data can be extracted. 3. Establish formal strategic partnerships with STEM focused organizations to facilitate program expansion and program growth. 4. Develop partnerships with the Army s Child Youth Services (CYS) program, with DoDEA and with Department of State Schools. 5. Develop strategic partnerships to increase program participation from underserved populations. Task 5: PROGRAM MEASUREMENT BACKGROUND: Effective program metrics are vital to the program s sustainability and scalability. Thus, identifying key indicators of STEM success will be important in developing a baseline program assessment. GENERAL. In coordination with Government PM, YSCOA CAMs, and Virginia Tech s IRB protocol established for YSCOA, develop and implement effective measures of program success. ARMY OBJECTIVES. The following objectives have been established: 1. Identify key indicators of STEM success to establish baseline program assessment. 2. Develop and implement effective and comprehensive measures of program success. 3. Develop and implement effective measures on student retention across all of AEOP programs. 4. Leverage school relationships to facilitate data sharing. SPECIFIC REQUIREMENTS. 1. Identify key indicators of STEM success to establish baseline program assessment In collaboration with Government PM and key program personnel such as Team Advisor Roundtable, Ambassadors, CyberGuides and Judges, identify key indicators of program success Per YSCOA IRB established through Virginia Tech, develop and implement a plan to gather and compile data for periodic reporting. 2. Develop and implement effective and comprehensive measures of program success. 3. Develop and implement effective measures on student retention in ecybermission. 4. Leverage school relationships to facilitate data sharing. 16 VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY

17 PART V DELIVERABLES AND REPORTING 1. Monthly activity and planning reports will be comprised of the following: 1.1. Monthly Status Report, documenting all work performed, status of outcomes/objectives achieved, and activities planned for the next 60 days, aligned by Task, Objective and Requirement Monthly Financial Report, documenting all costs incurred, labor hours incurred, total costs incurred to date and copies of invoices submitted to the Government PM for payment, aligned by Task, Objective and Requirement Monthly back up copy of website and database on CDs/DVDs (reference Task #3) Monthly reports/deliverables must be submitted no later than the 15 th day of each month in either electronic or hard copy. 2. Quarterly deliverables and reporting will be comprised of the following: 2.1. Attend quarterly CMC meetings as well as other video, telecon or in person YSCOA meetings as scheduled Quarterly Status Report, summarizing all work performed and a quantified analysis of outcomes/objectives achieved Quarterly Financial Report, summarizing all costs incurred, total costs incurred to date and comprehensive budget analysis ( burn rate ) Quarterly reports must be submitted to the Government PM and Virginia Tech no later than the 15 th day of each month in either electronically, as directed by the Government PM. Template for reporting will be set forth by Government PM and Virginia Tech. 3. Annual report will be comprised of the following: 3.1. Summary of annual program highlights and objectives achieved, from a national perspective. These topics should be inclusive of, but not limited to increased participation among the underserved population, classroom integration and organizational and academic partnerships Must contribute to the production of the YSCOA Annual Program Plan (APP) Summary of Regional Finalists and National Winners and corresponding projects Annual Financial Report to include Cost Benefit Analysis Strategic summary of projected program growth and expansion. 4. Other: 4.1. Provide timely and accurate responses to data calls from Government PM, CAM or Virginia Tech Other reports include: Final Registration Report; Final Submission Report; Judging, Scoring and Notification Report; Volunteer Final Report; User Feedback Report; NJ&EE Feedback Report; and Strategic Communications Plan. 17 VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY

18 4.3. Participate in the implementation of the YSCOA evaluation plan of overall AEOPs Complete the necessary requirements for inclusion on the YSCOA Institutional Review Board (IRB) Protocol, facilitated by Virginia Tech Provide copies of assessment tools, resultant data, and reports to Virginia Tech for potential use in YSCOA and AEOP level evaluation Work with the Virginia Tech evaluation team to assist in the implementation of YSCOA and AEOP level evaluation efforts at ecybermission. This may include providing access, when feasible, to a specific population (i.e. volunteers, team advisors, or students), supplying data, and/or participation in evaluation training. PART VI PERSONNEL Achieving the program tasks described in PART II requires an ensemble of qualified individuals with the capabilities, experience and education necessary to meet program objectives. The offeror is expected to include resumes for all proposed personnel that reflect appropriate qualification and indicate in each resume the specific effort to be undertaken by the individual associated with the offeror s plan to perform Program Tasks. Additionally, the offeror must provide an organization chart of that details personnel assigned to the program tasks as well as management structure 1. Assemble a highly qualified team to execute Program Tasks 1.1. Critical skill sets are inclusive of but not limited to: Education Administration; Teaching (STEM subjects preferred); Research; and Curriculum Development Request approval and notify Government PM of proposed personnel substitutions, and provide a summary of their qualifications and the measures the awardee proposes to ensure work performance and schedule impacts are eliminated or minimized. If necessary, the Government PM reserves the right to interview proposed personnel The Government PM will review and approve all proposed personnel (including substitutions) based upon a determination that the proposed replacement personnel have qualifications equal to or exceeding that of the incumbent Personnel changes requests/notification shall be provided within 15 business days prior to the proposed substitution Provide Government PM the burden rate of each personnel assigned to the project including their organizational position description, percentage of dedication to the project, and salary range. 18 VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY

19 PART VII PROPOSAL PREPARATION 1. Proposal Submission: Proposals must be submitted according to the instructions contained herein Full Proposals must be submitted electronically to: Youth Science Cooperative Agreement ATTN: Donna Augustine, Director Virginia Polytechnic Institute and State University 702 University City Blvd (0364) Blacksburg, VA Letter of Intent Due: May 14, Full Proposal Due Date and Time: June 15, 2012, 5:00 PM EST 2. Letter of Intent Requirements: Submission of letter of intent is required. A Letter of Intent must be submitted according to the instructions contained herein. Letter of Intent is nonbinding Letter of Intent must be in pdf format and submitted electronically to: Youth Science Cooperative Agreement ATTN: Donna Augustine, Director donna.augustine@vt.edu 2.2. Letter of Intent Due: May 14, 2012 at 5pm EST 2.3. A Letter of Intent should be no longer than one page in length and should include the following: Program Solicitation Title: ecybermission Identification of Primary Organization Submitting Proposal Name and title of PI and, if relevant, co PI(s) Identification of POC for Virginia Tech inquiries, including name, telephone number, and Brief background information on Primary Organization and its capabilities 3. Full proposals should include the following: Cover Page: Include offeror s organization name, contact person, name of principal investigator, phone number, mailing address and address. Project Summary: The project summary should be a single page that identifies program objectives, to reach those objectives, and, if successful, the impact on the Army AEOP s mission of sparking interest in STEM. 19 VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY

20 Identify the Principal Investigator, the university/organization, the program title (U.S. Army Sponsored ecybermission Program), and the total funds requested for the initial year (July 2012 June 2013) Table of Contents: List project narrative sections and corresponding page numbers. Narrative: I. Project Vision, Goals, and Objectives: Provide organization vision, goals and objectives relative to the goals and objectives set forth for the U.S. Army ecybermission Program and the YSCOA. II. ecybermission as an YSCOA Consortium Member: Indicate what your organization can contribute to the YSCOA as a provider of the ecybermission Program. III. Project Requirements, Schedule, Milestones, Deliverables and Reporting: Provide a general timeline, including target dates, of events and milestones. Give detailed description of meeting requirements outlined in this solicitation and the results and products to be delivered in the initial year of execution. IV. Management Approach: Provide organizational summary of management approach relative to the scope of work outlined in this solicitation. Provide a summary of results from prior similar work. V. Institution/Organization: Provide background/historical information on past or current experiences in implementation and execution of programs similar to ecybermission Program. VI. Principal Investigator: Designate one Principal Investigator (PI) for the award to serve as the primary point of contact. Briefly summary the qualifications of the PI and include PI s curriculum vitae in submission. VII. Project Personnel: Describe the personnel that will be funded through the ecybermission award. Provide job descriptions for positions created under this grant. If individuals have already been identified to fulfill these roles, briefly summarize their qualifications. VIII. Management Structure: Describe the plans to manage the interactions among members of the proposed project team. Provide an organization chart of personnel. IX. Facilities: Describe the facilities available for the accomplishment of the proposed project. 20 VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY

21 X. Curriculum Vitae: Include curriculum vitae of the PI and other key personnel. No more than two pages for each senior personnel. XI. Reference Cited: Any literature cited should be specifically related to the proposed work and should make clear how each reference has played a role in the motivation for, design of, the project. Budget: Include a budget proposal that utilizes the attached form as a guide/template (Overall Budget and Monthly Burn Template). Provide a detailed cost breakdown of all costs that corresponds to the program described in the narrative of this solicitation. Provide a budget narrative in conjunction with the Overall Budget. Pending budget approval, maximum award will be $3,200,000 including indirect costs for the initial period of performance. Incremental Funding ALL REQUIREMENTS UNDER THIS AWARD ARE SUBJECT TO THE AVAILABILITY OF FUNDS. The award resulting from this solicitation may be incrementally funded. Funds are anticipated to be available for the entire period of performance; however, there is no guarantee of funding availability. Awardee shall advise Government PM in writing when 80% of obligated funds are expended for any portion of the work no later than 30 days prior to projected date when all funds by execution of unilateral, administrative modifications should funds become available. Any work performed by the awardee without sufficient amount of obligated funds is done entirely at the risk of the awardee and the government is under no obligation to reimburse the awardee for any associated costs. TASK Headings Description Budget Range 1 OUTREACH Develop and execute annual marketing, promotion, communications, and outreach plan, to be executed throughout all phases of the program, in support of program goals. $650K 2 COMPETITION MANAGEMENT Planning, administration and execution of the annual ecybermission Competition from registration, submission, judging at all levels including national judging and educational event (NJ&EE); funding includes cash incentive awards for competition winners at state, regional and national competitions, and execution of NJⅇ $1,600K 21 VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY

22 3 WEBSITE CONTENT MANAGEMENT Manage all aspects of the ecybermission website and database content. $200K 4 PROGRAM DEVELOPMENT Enhance or develop and implement initiatives to scale up reach, impact, and partnership. $600K 5 PROGRAM METRICS Identify metrics and develop and implement assessment tools to measure program success. $150K TOTALS $3,200K Budgets should include: Direct Labor must show all labor directly associated with the award including part time (% of time). Indirect Costs must show base amounts and rate. Provide the most recent rates, dates of negotiations, the period to which the rates apply, and a statement identifying whether the proposed rates are provisional or fixed. If the rates have been negotiated by a Government agency, state when and by which agency. Include a copy of the indirect rate agreement. Travel Identify and estimate costs for any travel requirements associated with the proposed project. All travel expenditures must be approved by Government PM. Materials itemized with costs or estimated costs. Other Direct Costs itemized with costs or estimated costs. Fee/Profit Fee/profit is unallowable. Cost Sharing While cost sharing is not required of offerors, it is welcomed. Cost sharing may support items such as salaries, indirect costs, operating expenses, etc. Indicate plans for cost sharing on the budget proposal. 22 VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY

23 APPENDIX Figure 1: The STEM Education Pipeline 23 V I R G I N I A P O L Y T E C H N I C I N S T I T U T E A N D S T A T E U N I V E R S I T Y

24 Organization: Program: ecybermission Budget Sheet Position/Name Salary/ wage % effort/ # of hrs salary charged to grant fringe rate (%) fringe Other funding YSCOA funding Source Total fringe & salary Total fringe & salary Personnel Equipment Travel Materials/ Supplies Total Personnel Salaries Total Fringe Benefits Equipment Rental Equipment Purchase Miscellaneous (explain): TOTAL Equipment Meetings Conference/Outreach Travel Volunteer Conference/Outreach Travel Program Site Visits Miscellaneous (explain): TOTAL Travel Promotional Materials Printing data storage hardware Certificates: Competition Winners, Honorable Mention, Volunteers, Submission, etc. Annual Report Instructional Supplies (Lab & program materials) Awards Postage/Shipping Communications: Telephone, Internet Miscellaneous : please explain TOTAL Materials/supplies Data Collection Software Statistical Analysis Software Web and Technology Services Miscellaneous (explain): TOTAL Contractual Services TOTAL Direct included in MTDC Indirect Base

25 Direct Costs not in MTDC Student Awards Mini Grants (per Task 4) Team Advisor Stipends (Classroom Integration) Miscellaneous (explain): TOTAL Direct NOT in MTDC Indirect Costs MTDC % IndIrect Base TOTAL Indirect (Calculate): Totals TOTAL Cost *Modify add rows as needed.

26 ecybermission Projected Monthly Burn July 2012 September 2013 Organization Name: Task 1 Labor Task 1 ODC Task 2 Labor Task 2 ODC Task 3 Labor Task 3 ODC Task 4 Labor Task 4 ODC Task 5 Labor Task 5 ODC Task Description Jul-12 Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr-13 May-13 Jun-13 Jul-13 Aug-13 Sep-13 TOTALS OUTREACH COMPETITION MANAGEMENT WEBSITE MANAGEMENT PROGRAM DEVELOPMENT PROGRAM METRICS Sub-Total Labor Sub-Total ODC TOTALS Labor Costs should include all costs associated (direct labor and fringe) Other Direct Costs (ODC) are all costs excluding labor

27 COOPERATIVE AGREEMENT BETWEEN The Youth Science (YS) Cooperative Outreach Agreement (COA) Consortium AND U.S. Army Research Office (ARO) The Cooperative Agreement is the guiding document of the YSCOA. The document that follows is in its original form. Modifications have been executed since its inception. The Articles of Collaboration are included as Attachment 5 to the Cooperative Agreement. The Awardee will be required to abide by the Cooperative Agreement and the Articles of Collaboration, as indicated by the submission of the following signature pages which are included at the end of the document: Cooperative Agreement Signature Page Articles of Collaboration Acknowledgement Coversheet

28 W911NF COOPERATIVE AGREEMENT BETWEEN The Youth Science (YS) Cooperative Outreach Agreement (COA) Consortium AND U.S. Army Research Office (ARO) SIGNATURE PAGE Signatures of one person from each member of the Youth Science Cooperative Outreach Agreement Consortium, authorized to bind that organization under the Cooperative Agreement GENERAL MEMBER OF CONSORTIUM (one page for each member) (Signature) (Printed Name) (Title) (Name of Organization) (Date)

29 W911NF ARTICLES OF COLLABORATION ACKNOWLEDGEMENT COVERSHEET FOR THE ARTICLES OF COLLABORATION U.S. ARMY RESEARCH OFFICE (ARO) YOUTH SCIENCE COOPERATIVE OUTREACH AGREEMENT By signing below, the prospective Consortium Member hereby acknowledges his/her willingness to sign and abide by the Articles of Collaboration, as set forth in the Youth Science (YS) Cooperative Outreach Agreement (COA) Program Announcement, should the prospective Consortium be selected for award. The signature must be from a person who is duly authorized to bind the organization under the Cooperative Agreement. (Signature) (Printed Name) (Title) (Name of Organization)

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