U.S. Army Sponsored Gains in the Education of Mathematics and Science (GEMS… · 2012-09-17 ·...

Invent the Future

Youth Science Cooperative Outreach Agreement 702 University City Boulevard (0364) Blacksburg, Virginia 24061

www.vt.edu

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

A n e q u a l o p p o r t u n i t y , a f f i r m a t i v e a c t i o n i n s t i t u t i o n

U.S. Army Sponsored Gains in the Education of Mathematics and Science (GEMS), Science and Engineering

Apprenticeship Program (SEAP), and College Qualified Leaders (CQL) Programs Request for Proposals

17 September 2012

FULL PROPOSAL PROCESS

The consortium of the Youth Science Cooperative Outreach Agreement, under the lead of Virginia Polytechnic Institute

and State University (Virginia Tech), seeks proposals for a consortium member to manage the GEMS, SEAP and CQL

programs in support of the U.S. Army Educational Outreach Programs (AEOP).

Table of Contents

Part No. Part Description Page No.

Part I: General Information 2

Background information 2

GEMS, SEAP and CQL Program Descriptions 3

GEMS, SEAP and CQL Vision 5

Part II: Award Information 6

Part III: Key Functional Roles 7

Part IV: Program Tasks, Objectives and Requirements 7

Task 1: Program Management 8

Task 2: Fiscal Management, Safety, and Security 9

Task 3: Program Evaluation 10

Task 4: YSCOA and AEOP Participation 11

Part V: Deliverables and Reporting 11

Part VI: Personnel 12

Part VII: Proposal Preparation 12

Pre-proposal 13

Full Proposals 13

Budget 14

Proposal Review Factors 15

Appendix 16

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Part I: General Information_____________________________________________________________________

Background Information

As the world has become increasingly technological, the demand for STEM competent citizens has also become

increasingly valuable and necessary. The shortage in the supply chain of national STEM talent and the increasing demand

for STEM competencies in the workforce has alerted, as well as engaged, academia, non-profits, industry and government

in a joint nationwide effort to fill the talent gap and ensure our national security. STEM talent is essential to delivering

innovative solutions for the nation and there is resounding evidence that the demand for a broader and more diverse

STEM competent talent pool is greater than the impending supply. As an active leader in the effort, the Department of the

Army created the Army Educational Outreach Program (AEOP) in 2003 to ensure access to STEM competent talent meets

the Department of Defense (DoD) increasing and agile STEM workforce needs (internally as well as within our academic

and industry partners). At no cost to the participant, AEOP offers a portfolio of programs to engage students early in their

discovery of STEM and provides a continuation of opportunities throughout K-12 and undergraduate education to support

their development and interests in STEM fields.

AEOP is a centrally managed portfolio of STEM focused programs that are committed to engaging, inspiring, and

attracting the next generation of STEM talent for the purposes of:

Building the national talent pool of STEM competent citizenry in preparation for our current and future STEM

workforce needs;

Supporting and empowering educators with unique Army research and technology resources; and

Developing and implementing a cohesive, coordinated, and sustainable STEM education outreach infrastructure

across the Army and with its partners.

In 2009, AEOP took the effort further and solicited proposals under the Youth Science Cooperative Agreement (YSCOA)

for a partner who can establish a strong mechanism to support leadership and coordination for STEM programs within the

Army by:

Codifying shared standards and the overall strategy for AEOP;

Developing, evaluating, administering, and reporting results of an ongoing assessment that aligns to those

standards and supports how AEOP collectively impacts the movement for a broader and diverse STEM competent

talent pool;

Coordinating marketing, funding and programs to systematically address the rising workforce demands;

Ensuring programs reflect the best practices among STEM education programs; and

Working with members to ensure their efforts align with the overall AEOP strategy and needs.

The award was granted in September of 2010 to the Lead Organization (LO), Virginia Polytechnic Institute and State

University (VT). The current consortium members are made up of University of New Hampshire, Academy of Applied

Science, Technology Student Association, George Washington University, and the National Science Teacher Association.

VT is currently seeks a new member to manage the following programs that collectively work in providing young people,

from all experiences and walks of life, with mentorship by the Army’s highly qualified scientist and engineers, engaging

them in hands-on research at an Army laboratories and research centers:

Gains in the Education of Mathematics and Science (GEMS) – beginners/I, intermediate/II, or advanced/III

(grades 5-12)

Science and Engineering Apprenticeship Program (SEAP) (competitively placed, grades 9-12)

SEAP College Qualified Leaders (CQL) / Near Peer Mentors (NPM) (competitively placed undergraduate &

graduate students)

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Detailed Program Descriptions

Gains in the Education of Mathematics and Science (GEMS)

The primary goal of GEMS is to broaden and deepen the STEM literate talent pool by engaging students who are

otherwise unexposed to, or unchallenged by, their routine STEM education experiences.

GEMS was developed by Army scientists at the Walter Reed Army Institute for Research (WRAIR) for the purpose of

outreach to youth. GEMS engages participants in STEM by offering them authentic, hands-on, inquiry-based STEM

activities in DoD research laboratories and showing students that the application of STEM is fun and engaging. GEMS,

offered as early as 5th grade, is a great program to reach students who are otherwise unengaged, or underserved, in STEM

fields. This program, driven by direct mentorship opportunities for students with experienced and knowledgeable

researchers, provides an effective access point for underserved STEM populations. Sites are encouraged to do targeted

outreach for underrepresented populations in their surrounding community.

GEMS programs are organized and implemented by participating Army laboratories. While these laboratories often share

best practices, they localize their approach to instructional design by focusing on the STEM specialties of their particular

labs. GEMS programs may be one- to four-weeks in length depending on location, academic level, and available funding.

In addition to students that range in level from 5th through 12th grade, a resource teacher, often a STEM teacher from the

local area, may be part of the GEMS program. The resource teacher gains experience from the program, aids in the

development of didactic materials, takes part in program evaluation and contributes to the management of the teaching

laboratory environment. A best practice among GEMS programs is utilizing the near-peer mentor model in which college-

aged mentors teach and guide GEMS students in STEM modules.

All GEMS students, resource teachers, and interns, are awarded an educational stipend to reward participation and offset

any participation cost. While GEMS programs are implemented by DoD laboratories and research centers, the location in

which the programs take place can vary depending on the security and space limitations of the organizing installation.

The majority of GEMS programs take place in DoD laboratories while some collaborate with local laboratory facilities.

Regardless of location, participants become aware of DoD research and are able to interact with DoD scientists and

engineers.

GEMS has three general program categories; however each site may modify the core program to suit local needs and

capabilities. This general framework aims to engage middle and high school (some elementary) students in GEMS and

promote them through summer experiences based on grade level and/or experience with the program.

Beginning GEMS/GEMS I: The typical Beginning GEMS program targets youth in grades 6 through 8. The

curriculum is often framed as “fun” and is designed with the intent of sparking participants’ interest in STEM.

Example experiences of Beginning GEMS include but are not limited to: simple experiments, laboratory

equipment set-up/clean-up procedures, beginning explorations of STEM concepts (neuroscience, engineering,

robotics, genetics, electronics, computers, anatomy and physiology, mathematics, etc.), and sometimes laboratory

tours or field trips.

Intermediate GEMS/GEMS II: The typical Intermediate GEMS experience targets youth who have successfully

completed one or more Beginning GEMS programs or are ready for new or different experiences in STEM. The

curriculum is more complex in nature and builds on the techniques previously taught to students in Beginning

GEMS. Example experiences of Intermediate GEMS include but are not limited to: manipulating the genetic

components of bacteria, culturing cancer cells, completing wiring circuitry, using optical lasers, and laboratory

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tours or field trips. The curriculum and timeline are established so that participants have the opportunity to fully

understand concepts and analyze experimental results with the ability to apply what they have learned.

Advanced GEMS/GEMS III: The typical Advanced GEMS experience targets youth who have successfully

completed the site’s Intermediate GEMS program or have achieved an appropriate level of learning or experience

that readies them for an advanced curriculum. Students in Advanced GEMS are usually in grades 11 or 12. The

curriculum is tailored to the high performing high school student and builds on the techniques previously taught to

students in Intermediate GEMS. Example experiences of Advanced GEMS include but are not limited to: genetic

cloning, telemetry, propulsion, and engineering design. Advanced GEMS interns may conduct research projects

and present their work at the culmination of their GEMS experience.

Army scientists and engineers engage near-peer mentors or local teachers, who are called “resource teachers,” to assist

with the implementation of GEMS.

Near-peer mentors: Over 15 years, the near-peer mentoring concept has been characterized and shown to be a

useful tool for both the GEMS participant and the GEMS laboratory coordinators. The near-peer mentor, usually

college student, teaches and guides GEMS participants in STEM modules. Near-peer mentors benefit from

teaching and mentoring the STEM activities and they themselves learn much about what they want in a future

career. The program also demonstrates an effective means for balancing technical expertise and social

responsibility.

Resource teachers: Resource teachers provide classroom management skills that tend to be different than those

of the near-peer mentors or managing scientists or engineers. Resource teachers guide near-peer mentors in

pedagogical skills, bring knowledge of school curriculum by age group, and best understand the needs of students

relative to their learning levels.

Scope: GEMS is currently executed at eleven sites located in Maryland (5 camps), Massachusetts (1 camp), Alabama (1

camp), New Mexico (1 camp), Mississippi (1 camp), Texas (1 camp) and Illinois (1 camp). While there are variations in

program curriculum between the sites, all GEMS sites offer a hands-on, laboratory-based, multidisciplinary curriculum to

participants. GEMS programs range from one to four weeks in duration and are organized by experience level and/or

theme. In 2012, GEMS provided STEM enrichment to more than 1600 participating students and more than 100

participating near-peer mentors and resource teachers. Sites are supported by a centralized application tool that can gather

and report participation data.

Science and Engineering Apprentice Program (SEAP)

A competitive, one-on-one, mentorship experience between a high school student and a highly qualified Army

researcher. The primary goal of SEAP is to deepen the students experience, understanding and application of STEM

skills and knowledge with direct Army research experience.

SEAP, a DoD program, officially began in 1980 as an eight-week summer program for competitively qualified high

school students. SEAP is designed to give students an apprenticeship in STEM fields with experienced DoD scientists and

engineers (either civilian or uniformed). This opportunity provides students with valuable experience needed to make

informed career decisions. Students apprentice with their DoD research mentors on mutually agreed upon project, at DoD

research facilities. The students apprentice in a laboratory and learn how their research can benefit the DoD as well as the

civilian community. Participants are awarded educational stipends. The students contribute to the research of the

laboratory while learning research techniques in the process. This "hands-on" experience introduces students to DoD

research opportunities and technology. The students attend seminars and demonstrations to learn more about the inner

workings of an Army research laboratory. SEAP participants may also serve as near-peer mentors for the GEMS program.

At the end of each eight week summer session, the students prepare final reports or present their research at a final

scientific presentation in the form of a poster, as is done at national and international scientific meetings.

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SEAP applications are customarily due in late February or early March with review by sponsoring laboratories for the

selection process beginning shortly thereafter and customarily finishing in early May of a given year. This process is

coordinated externally by the recipient of the current opportunity, but locally managed by Army coordinators on site.

Scope: SEAP is currently executed at 11 sites located in Maryland (5 labs), Massachusetts (1 lab), Alabama (1 lab), New

Mexico (1 lab), Mississippi (1 lab), Texas (1 lab) and Illinois (1 lab). While there are variations in program curriculum

between the sites, all SEAP sites offer hands-on, laboratory-based research opportunities to participants. SEAP programs

range from eight to ten weeks in duration. In 2012, SEAP provided STEM enrichment to more than 150 participating

students. Sites are supported by a centralized application tool that can gather and report participation data.

College Qualified Leaders (CQL)

A competitive, one-on-one, mentorship experience for college students with an Army scientist or engineer. The

primary goal of CQL is to expose students to DoD research and careers.

The CQL program offers interested college students research the opportunity for a research internship in an Army

laboratory. Internships are available in the summer, year round, part-time or full-time. Student applications are accepted

all year and based on available laboratory funding. Participants often publish their research with their mentors and

research team.

Students in SEAP and CQL are encouraged to continue their STEM experiences by participating in other competitive

DoD programs like Science, Mathematics and Research for Transformation (SMART) or the National Defense Science

and Engineering Graduate Fellowship (NDSEG). These fellowship programs as well as other DoD graduate education

opportunities are ideal follow-on programs for SEAP and CQL students familiar with the research, environment and

agenda of DoD labs and have likely developed relationships to assist in their graduate work.

Scope: CQL is currently executed at 12 sites located in Maryland (5 labs), Massachusetts (1 lab), Alabama (1 lab), New

Mexico (1 lab), Mississippi (1 lab), Texas (1 lab), Georgia (1 lab), and Illinois (1 lab). While there are variations in

program curriculum between the sites, all CQL sites offer hands-on, laboratory-based research opportunities to

participants. CQL programs vary in length and take place throughout the year. In 2012, CQL provided STEM enrichment

to more than 270 participating students. Sites are supported by a centralized application tool that can gather and report

participation data.

GEMS, SEAP and CQL Vision

Through GEMS, SEAP, and CQL, strides have been made to expose students to the U.S. Army’s STEM research

activities while stimulating their interest and providing unique research experiences. In recent years the programs have

grown with an increased interest in participation from both students and laboratory sites. The programs, organic to DoD,

have not only impacted students, but K-12 teachers as well, who have participated in unique and different ways. The new

provider will facilitate standardization among the administrating sites allowing flexibility for each site’s unique research

capabilities and resources. Standardization of site administration is needed to share best practices, capture overall impact,

and facilitate a strategic process for growing GEMS, SEAP, and CQL across the DoD. The following are objectives that

will be integrated into the programs by the new provider in close collaboration with the Army:

Continue to develop the succession of participants from GEMS to SEAP and CQL. This successful

STEM pipeline will be grown to include other AEOPs and demonstrate the U.S. Army’s contribution to

increasing the number and diversity of STEM competent talent to meet the increasing STEM-agile

workforce needs.

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Facilitate quality management of the program expansion by establishing best practices, standards, and

working with Army program trainers.

GEMS will place emphasis on increasing engagement and enrollment of students belonging to

underrepresented populations in STEM. The GEMS experiences should prepare these students to more

effectively compete for future position with SEAP and CQL as well as positions with other competitive

DoD programs.

GEMS, SEAP and CQL will educate and expose participants to STEM careers within U.S. Army

Research Laboratories and DoD laboratories. These unique exposure experiences will enhance the Army

and DoD’s opportunities to hire STEM talent in defense of our Nation.

Part II: Award Information

The GEMS, SEAP, and CQL award will be made in the form of a subcontract through Virginia Tech, the Lead

Organization (LO) of the cooperative agreement. GEMS, SEAP, and CQL are funded, as a part of the cooperative

agreement, 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.

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 1 January 2013 to 30

September 2013. Thereafter PoP will be 1 October to 30 September annually, through the end of the

cooperative agreement PoP (estimated end date of 30 September 2016).

4. Amount of Award: Pending availability of funds, the amount of award for the initial 9‐month period of

performance may be up to $5,000,000. Per guidance of the CAM, the award will be incrementally funded

throughout the PoP. Annual awards thereafter may be up to $5,000,000 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 CAM and funding agency.

5. Solicitation Timeline:

Public Announcement of RFP: 17 September 2012

Pre-proposal Due: 5 October 2012 5:00 PM EST

Full Proposals Due: 9 November 2012 5:00 PM EST

First Round Notification 21 November 2012

Award Announcement: 18 December 2012

6. 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 purpose of

ensuring maximum national participation from as many Army Research Laboratory facilities as possible. The

awardee will also be expected to travel to participate in quarterly consortium meetings. The awardee may be

required by CAM to provide onsite support personnel to assist in program execution.

7. Participation in YSCOA consortium: Upon notification of award, the awardee must sign a formal agreement

to become a member of the YSCOA consortium. Awardee must abide by the YSCOA Articles of Collaboration

(available in the Appendix) and follow the objectives set forth in the consortium Annual Performance Plan

(APP). The YSCOA consortium, under the leadership of Virginia Tech and guidance from the Army CAM(s),

is charged with “big‐picture” management, marketing, and evaluation of the AEOP.

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Part III: Key Functional Roles

Within the consortium and GEMS, SEAP, and CQL program suite, there are several key functional roles. Those include:

Cooperative Agreement Manager (CAM): Overall technical management and fiscal responsibility for the YSCOA and

all of its programs will reside with the CAM designated under the cooperative agreement.

Individual Program Administrator (IPA): The IPA is the primary point of contact (POC) in the consortium designated

for each of the fundamental programs (AEOP element) and should communicate with the LO, ASME and CAMs as

needed.

Army Subject Matter Experts (ASME): More complex AEOP elements will have a designated government employee

(other than the CAM) who provides expertise and advice for a program. This person will communicate with the IPA and

CAM in an advisory capacity. All formal program direction will still come from the CAM to the IPA.

Local Program Coordinators (LPC): In a few cases, programs have site specific government employees who provide

local management/oversight of AEOP activities at their location. An LPC is designated for each GEMS, SEAP, and CQL

site and the awardee will coordinate with them regularly.

Part IV: Program Tasks, Objectives and Requirements

The Army expects four primary task areas for GEMS, SEAP, and CQL outlined in this proposal.

Task 1: Program Management

Program management for GEMS, SEAP, and CQL is the planning and performance aspects of each program. The selected

IPA (the awardee) will be responsible for coordinating with several LPCs in the planning, recruiting, marketing, and

performance of GEMS, SEAP, and CQL programs in conjunction with the LO, CAMs, and ASMEs. The IPA will also

coordinate with LPCs to develop and administer the application process in conjunction with the current efforts of the

AEOP. The selected IPA will provide a website administrator to collect and upload materials and content to the AEOP

website at the direction of the ASME. Data of AEOP program alumni is limited and has not been historically used to

determine program impact, re-engage past participants, or develop collaborations with successful alumni. The selected

IPA will be responsible for researching and identifying program alumni, maintaining information on current participants,

and utilizing that information for the success of their programs and the AEOP broadly. The IPA will be responsible for

collaboratively coordinating a training meeting for LPCs and key program staff with the ASME. The ASME will provide

expertise and guidance on the content of the training meetings to the IPA early on and will lead the conduct of the

training. The IPA is required to coordinate with LO marketing department to develop and disseminate program specific

marketing materials.

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Task 2: Fiscal Management, Safety, and Security

The IPA will be responsible for accurately tracking of the flow of funding from laboratory mentors and LPCs to the Army

Research Office (ARO), through the commitment and obligation process, and notifying LPCs when their funding is

available to allow students to begin working in the lab. Significant demonstrated experience in accounting is required.

The selected IPA will also be responsible for coordinating and approving payment for all participants (approximately

3,450 checks with a total approximate value of $4.1M annually). The IPA will be required to secure an insurance policy to

cover all participants during their GEMS, SEAP, and CQL experience as well as coordinate with LPCs to meet facility

security requirements.

Task 3: Program Evaluation

Evaluation is an essential aspect of all AEOP and YSCOA programs. The selected IPA will be expected to coordinate

with LO evaluation and STEM outreach staff to develop appropriate cross-site evaluation tools and assist in the collection

of data. The IPA is also expected to contribute to the evaluation design process and respond to report findings in

conjunction with the LO. The IPA will be expected to distribute evaluation findings to LPCs and respond as appropriate to

the recommendations set forth by the LO and CAM.

Task 4: Participation and cooperation with YSCOA and broader AEOP

The selected IPA will become a member of the YSCOA as a condition of the grant. There are expectations for

participation and enhancement of this group as well as other AEOPs. The selected IPA will be required to select at least

one representative to the Consortium Management Committee (CMC) to attend meetings and act as the point person for

the IPA’s required participation in the consortium (generally the PI or internal program director). As a part of the

YSCOA, the selected IPA is required to attend consortium meetings, events, and submit necessary reports according to

the LO and CAM.

Task 1: Program Management

A. General

Plan and perform, in coordination with all Local Program Coordinators (LPC), the Army’s GEMS, SEAP,

and CQL Programs. Provide program support across multiple military laboratories, including program

marketing, management of application processes, maintain program alumni information, and support ASME

in implementation of training meeting.

B. Army Objectives

1. Coordinating with several LPCs in the planning, recruiting, marketing, and performance of GEMS,

SEAP, and CQL programs.

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a. Communicate guidance from the CAM regarding program structure, content, evaluation objectives, and

expected outcomes.

2. Administer program content on AEOP website including applications and program materials.

a. Ensure accuracy of program information on AEOP website

b. Collect new information from sites and update AEOP website

c. Encourage and assist LPCs in sharing program materials online

3. Track and identify program alumni for long term evaluation purposes.

4. Develop, in coordination with the LO, the communications and program specific marketing plan

5. Support the ASME in planning and execution of the LPC training meeting.

Task 2: Fiscal Management, Safety, and Security

A. General

Track and account for all movement of funding for GEMS, SEAP, and CQL. Ensure use of effective accounting

practices. Coordinate, approve and process stipend payment for all participants. Maintain accident insurance

policy to cover all program participants. Coordinate with LPCs to provide assistance, where requested, in

satisfying all facility security requirements for the programs.

B. Army Objectives

1. Funds management tracking to assure participant stipends are paid by participating labs and funds

administered through YSCOA process.

a. Advise LPCs of timeline and process for transferring funding to support participants in programs

b. Maintain current database tracking movement of funding from LPCs, to ARO, LO, and IPA (See figures

in Appendix 2)

c. Once funding is obligated and arrives at IPA notify LPCs of its availability to draw against for participant

stipends. Participants are NOT allowed to begin program participation prior to LPCs notice from IPA of

funding availability.

d. Provide quarterly and upon request current financial status of programs including funds expended and

funds available by contributing laboratory (LPC’s organization).

2. Efficient, automated, and timely processing of participant stipends.

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a. Develop an automated portal for LPCs to submit stipend request securely. LO and CAM should have

ability to review and/or approve the stipends through the portal.

b. Develop a plan for appropriate and secure collection of personal information that does not require social security

numbers.

c. Provide checks for GEMS participants at the end of each program session (approximately 1,200 per summer,

$150,000 approximate value). LPCs must receive checks from IPA and present to students on each session closing

day.

d. Ensure institutional capability to process all SEAP and CQL stipend payments within five business days

of stipend list approval (Approximately 2,250 checks annually, $4,000,000 approximate value)

e. Coordinate with LPCs for program and site specific GEMS stipend processing, including split payments

for participants (i.e. one check on the first day, one on closing day for each participant).

f. Provide paper check and direct deposit options for stipends over $200.00 for individual participants (e.g.

Near-peer mentors, SEAP, CQL, Teachers); paper checks only for stipends under $200.

3. Secure an adequate life and accident insurance policy for program participants for each year of performance.

a. Obtain an insurance policy with minimum coverage detailed in Appendix.

b. Policy must cover accidental death, accidental dismemberment, and medical expense benefits for participants or

survivors of participants.

c. Provide a letter detailing insurance coverage to parents/guardians of minor participants and collect and confirm

agreement as a condition of participation.

d. Provide a letter detailing insurance coverage to adult participants and collect and confirm agreement as a condition

of participation.

4. Collect security information needed in advance of program start dates in coordination with LPCs.

a. Meet with LPCs in advance of application process to determine site specific security requirements for minor and

adult visitors

b. Detail and collect site specific security requirements in participant application process

Task 3: Program Evaluation

A. General

Cooperate with LO evaluation and STEM outreach staff to develop assessment tools; provide leadership in

evaluation training for program sites; facilitate evaluation distribution, completion and results across sites via

LPCs; Respond as appropriate to the recommendations set forth by the CAM.

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B. Army Objectives

1. Cooperate with LO evaluation and STEM outreach staff to develop cross-site assessment tools.

2. Provide leadership in evaluation training for LPCs

3. Facilitate evaluation distribution, completion, and results sharing across sites through LPCs

4. Respond appropriately to the recommendations set forth by the CAM.

Task 4: Participation and Cooperation with YSCOA and Broader AEOP

A. General

Participate in YSCOA through an IPA selected representative to interface with other CMC members and

YSCOA staff, CAMs, and ASMEs; Cooperate with other consortium members to enhance the AEOPs and

develop pipelines between programs; Contribute to reports, meetings and consortium business as directed by

LO program director and CAM.

B. Army Objectives

1. Upon award identify IPA CMC representative as well as staff members and roles interfacing with specific

programs.

2. Engage new IPA in YSCOA business for the overall achievement of AEOP mission.

3. Develop an effective model for Army, nonprofit, education institutions and for-profit organizations to engage

in meaningful STEM outreach.

Part V: Deliverables and Reporting

1. Quarterly deliverables and reporting will be comprised of the following:

1.1. Attend quarterly CMC meetings as well as other video, telecom, or in‐person YSCOA meetings as scheduled.

1.2. Quarterly Status Report, summarizing all work performed and a quantified analysis of outcomes/objectives

achieved.

1.3. Quarterly Financial Report, summarizing all costs incurred, total costs incurred to date and comprehensive

budget analysis (“burn rate”).

1.4. Quarterly reports must be submitted to the CAM and LO no later than the 15th day of each month in either

electronically, as directed by the CAM. Template for reporting will be set forth by CAM and LO.

2. Annual report will be comprised of the following:

2.1. 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.

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2.2. Must contribute to the production of the YSCOA Annual Program Plan (APP).

2.3. Summary of participants and corresponding projects.

2.4. Annual Financial Report to include cost benefit analysis.

2.5. Strategic summary of projected program growth and expansion.

3. Other:

3.1. Provide timely and accurate responses to data calls from CAM or LO.

3.2. Other reports include: Final Registration Report; and Strategic Communications Plan.

3.3 Participate in the implementation of the YSCOA evaluation plan of overall AEOPs.

3.4 Complete the necessary requirements for inclusion on the YSCOA Institutional Review Board (IRB) Protocol,

facilitated by LO.

3.5 Provide copies of assessment tools, resultant data, and reports to LO for potential use in YSCOA and AEOP-

level evaluation.

3.6 Work with the LO evaluation team to assist in the implementation of YSCOA and AEOP-level evaluation

efforts for GEMS, SEAP, and CQL. This may include providing access when feasible to a specific population

(participants, teachers, staff, lab mentors, etc.), supplying data, and/or participation in evaluation training.

Part VI: Personnel

Achieving the program tasks described in Part IV 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 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 and Accounting

1.2 Request approval and notify CAM 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 CAM reserves the right to interview proposed personnel.

1.3 The CAM 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.

1.4 Personnel changes requests/notification shall be provided within 15 business days prior to the proposed

substitution.

1.5 Provide CAM the burden rate of each personnel assigned to the project including their organizational

position description, percentage of dedication to the project, and salary range.

Part VII: Proposal Preparation

1. Proposal Submission: Proposals must be submitted according to the instructions contained herein.

1.1 Proposals and questions must be submitted electronically to:

Youth Science Cooperative Agreement

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ATTN: Donna Augustine Burnette, Director

Virginia Polytechnic Institute and State University

702 University City Blvd (0364)

Blacksburg, VA 24061

Email: [email protected]

Website: http://www.cpe.vt.edu/aeop/rfp.html

1.2 Pre-proposal due: 5 October 2012 at 5:00 pm EST

1.3 Full proposal due: 9 November 2012 at 5:00 pm EST

2. Pre-proposal: Submission of letter of intent is not required but strongly recommended. A pre-proposal must be

submitted according to the instructions contained herein. A pre-proposal is nonbinding.

2.1 Pre-proposal must be in pdf format and submitted electronically to:

Youth Science Cooperative Agreement

ATTN: Donna Augustine Burnette, Director

Email: [email protected]

2.2 Pre-proposal due: 5 October, 2012 at 5pm EST

2.3 A pre-proposal should be no longer than three pages in length and should include the following:

Program Solicitation Title: GEMS, SEAP and CQL

Identification of primary organization submitting proposal

Summary plan to respond to tasks outlined in proposal

Name and title of PI and, if relevant, co‐PI(s)

Identification of POC for Virginia Tech inquiries, including name, telephone number, and email

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 email 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.

Identify the Principal Investigator, the university/organization, the program title (U.S. Army Sponsored GEMS,

SEAP and CQL Program), and the total funds requested for the initial year (January 2013– September 2013)

Table of Contents: List project narrative sections and corresponding page numbers.

Narrative: Narrative maximum of 15 pages excluding curriculum vitae, references, budget and other

relevant appendices.

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 GEMS, SEAP and CQL Programs and the YSCOA.

II. GEMS, SEAP, and CQL as an YSCOA Consortium Member: Indicate what your organization can contribute to

the YSCOA as a provider of the GEMS, SEAP, and CQL Programs.

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.

mailto:[email protected]

http://www.cpe.vt.edu/aeop/rfp.html

14



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 GEMS, SEAP and CQL Programs.

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 GEMS, SEAP and CQL 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.

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 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 $5,000,000 including indirect costs for the initial period of

performance. Indirect costs may not be charged on GEMS, SEAP, and CQL stipend funds for participants (approximately

$4,600,000).

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. Awardees shall advise CAM in

writing when 80% of obligated funds are expended for any portion of the work no later than 30 days prior to the 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 and Virginia Tech are under no obligation to reimburse the awardee for any associated costs.

Budget Item Description Budget Range

Administrative and Overhead $400,000.00

GEMS Stipends Students $100/week, Near-Peer

Mentors, teachers, staff

$600,000.00

SEAP and CQL Stipends $4,000,000.00

Total $5,000,000.00

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Budgets should include:

1. Direct Labor- must show all labor directly associated with the award including part-time (% of time).

2. 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 provision 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.

3. Travel – Identify and estimate costs for any travel requirements associated with the proposed project. All travel

expenditures must be approved by CAM.

4. Materials – itemized with costs or estimated costs.

5. Other Direct Costs – itemized with costs or estimated costs.

6. Fee/Profit – Fee/profit is unallowable.

7. 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.

Proposal Review Factors:

Proposals will be evaluated for ability to achieve and meet program tasks with specific consideration for:

Organizational flexibility: Managing GEMS, SEAP and CQL will require the IPA to demonstrate flexibility

with consideration for implementation, coordinating with Army SMEs, Army lab personnel, and the dynamics of

a large government organization. The selected IPA will need to include organizational flexibility and an approach

amenable to substantial government involvement.

Presence and engagement with STEM community: Organizations that already have a presence or demonstrate

strong awareness and involvement in the national STEM community are assets to the AEOP. An IPA with

connections and affiliations across the STEM community is important to grow and develop the programs through

networks. Organizations that demonstrate ability to enhance the reach of the AEOP are of particular interest.

Personnel background and engagement will also contribute to the evaluation of STEM community involvement.

The proposal is to include the names, brief biographies and availability of key personnel substantially and

meaningfully engaged in the GEMS, SEAP and CQL programs.

Past Performance: Evaluation of this factor will focus on the offeror’s proposed past performance in similar

efforts to promote STEM education and outreach nationwide. It will examine their demonstrated experience with

education and outreach, targeting K-12, college, graduate and post-graduate students, paying specific attention to

that which was directly STEM related. The proposal should include examples of successful past or current

experience similar to what is called for in GEMS, SEAP and CQL, and provide contract/agreement number(s),

and point(s) of contact (names, address, and telephone numbers) of Government personnel who can attest to the

success of these examples. Offerers are encouraged to provide information on problems encountered on the

identified contracts/agreements and the offerer’s corrective actions. Offerors without a record of relevant past

performance or for whom information on past performance is not available, will not be evaluated favorably or

unfavorably for this evaluation factor.

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Appendix _______________________________________________________________________

Figure 1: The STEM Education Pipeline

17



Figure 2: Movement of Funding for GEMS, SEAP, and CQL

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Figure 3: GEMS, SEAP, and CQL Program Structure

YSCOA fundingOther funding

Source

Position/Name

Salary/

wage

% effort/ #

of hrs

total

salary/wage

charged to

grant

fringe rate

(%)

total

fringe

charged

to grant

Total fringe &

salary

Total fringe &

salary

Totals

*Modify - add rows as needed.

Organization:

Program: GEMS Budget Sheet

Personnel

Total Personnel Salaries

Total Fringe Benefits

Equipment Purchase

Miscellaneous (explain):

TOTAL Equipment

Travel

Meetings

Program Site Visits


TOTAL Travel

Conference/Outreach Travel

Materials/

Supplies

Promotional Materials

Printing

Instructional Supplies (Lab & program materials)

Postage/Shipping

Communications: Telephone, Internet

Miscellaneous : please explain

TOTAL Materials/supplies

Contractual

Services

LPC Training Meeting

Web and Technology Services

Insurance


TOTAL Contractual Services

TOTAL Cost

Indirect Costs

MTDC %

IndIrect Base

TOTAL Indirect (Calculate):

TOTAL Direct included in MTDC - Indirect Base

Direct Costs

not in MTDC

participant stipends


TOTAL Direct NOT in MTDC

YSCOA

funding

Other funding

Source

Position/Name

Salary/

wage

% effort/ #

of hrs

total

salary/wage

charged to

grant

fringe rate

(%)

total

fringe

charged

to grant

Total fringe &

salary

Total fringe &

salary

Totals

*Modify - add rows as needed.

Organization:

Program: SEAP/CQL Budget Sheet

Personnel

Total Personnel Salaries

Total Fringe Benefits

Equipment Purchase


TOTAL Equipment

Travel

Meetings

Program Site Visits


TOTAL Travel

Conference/Outreach Travel

Materials/

Supplies

Promotional Materials

Printing

Instructional Supplies (Lab & program materials)

Postage/Shipping

Communications: Telephone, Internet

Miscellaneous : please explain

TOTAL Materials/supplies

Contractual

Services

Web and Technology Services

Insurance


TOTAL Contractual Services

TOTAL Cost

Indirect

Costs

MTDC %

IndIrect Base

TOTAL Indirect (Calculate):

TOTAL Direct included in MTDC - Indirect Base

Direct Costs

not in MTDC

participant stipends


TOTAL Direct NOT in MTDC

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

W911NF-10-2-0076

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)

W911NF-10-2-0076

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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