02FY27ITB.pdf

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INVITATION TO BID (ITB) – COMPETITIVE SEALED BIDDING

SOLICITATION INFORMATION

ITB No. 02FY27ITB Title Speech Language Pathologist Services Issue Date October 30, 2026

Pre-bid Conference: November 4, 2026, at 11:00 AM ET. | Meeting Link: Pre-Bid

Questions Deadline November 06, 2026, at 3:00 PM ET Bid Closing Date and Time November 13, 2026, at 3:00 PM ET Public Bid Opening Date and Time November 16, 2026, at 3:00 PM ET

Public Bid Opening Location/Method Method: Virtual Meeting Link: Bid Opening Meeting

Procurement Contact Milly Warobi, Procurement Specialist milly.warobi@apsva.us

Bid Submission Method and Address

ELECTRONIC.

Submit to: EGYNTE

Contract Type (anticipated) Hourly Rate Initial Contract Term One (1) year from the date of award.

Renewal Options Four (4) additional one-year periods under the same terms and conditions, subject to satisfactory performance and availability of funding.

Issuing Authority Arlington Public Schools Procurement Resolution Section 4-101 (effective July 6, 2026).

IMPORTANT PROCUREMENT NOTICE

This ITB is issued using Competitive Sealed Bidding. Competitive Sealed Bidding includes issuance of an Invitation to Bid, public notice, public opening and announcement of Bids received, evaluation of Bids, and award to the lowest Responsive and Responsible Bidder. The solicitation shall not provide for discussions or negotiations with Bidders except where specifically authorized by the APS Procurement Resolution or applicable law.

Bid Closing and Bid Opening are separate procurement events. All Bids must be received before the Bid Closing deadline and will be opened and announced publicly at the Bid Opening identified above.

APS may cancel the ITB or reject any or all Bids for reasonable grounds consistent with the APS Procurement Resolution. APS may waive Informalities in Bids where permitted.

BUSINESS AND MANAGEMENT SERVICES

2110 Washington Boulevard • Arlington, VA 22204 • Phone: (703) 228-7652

Arlington Public Schools https://teams.microsoft.com/meet/2396479741681803?p=JE9Azo8JnvGQOuZnij https://teams.microsoft.com/meet/2362280500317544?p=eKFDkllLUMQHyBFGYR mailto:milly.warobi@apsva.us https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fapsva.egnyte.com%2Ful%2F2v1EX1a6G3&data=05%7C02%7Cmilly.warobi%40apsva.us%7C7355bc8c88a24fe646b408df36bf7b81%7C313708a6b7e9492cac7af19734f3f702%7C0%7C0%7C639289868185558841%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=N7SxJTo%2FP9lubZvZaZ7ynwAgH0AjW6ZxkRY8QQLnGe0%3D&reserved=0

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SECTION 1 — PURPOSE

Arlington Public Schools ("APS") is soliciting sealed Bids from qualified Bidders to provide speech pathologist Services described in this ITB. The resulting Contract, if awarded, will be made in accordance with the APS Procurement Resolution and applicable Virginia law.

SECTION 2 — BACKGROUND

APS consists of twenty-three (23) elementary schools, six (6) middle schools and four (4) high schools. An alternative 6-12 secondary program is available as well as a high school continuation program and a special education center serving people aged two (2) through twenty-two (22). The APS Office of Special Education is responsible for ensuring that students with disabilities receive a free appropriate public education (FAPE) in accordance with the Individuals with Disabilities Education Act (IDEA) and Virginia special education regulations. The department provides oversight and support related to evaluation, eligibility, individualized education programs (IEPs), specialized instruction, related services, transition planning, and placement decisions for students with disabilities.

APS requires contracted Speech Language Pathologist services to support students receiving speech-language services and to ensure compliance with IEP requirements and applicable special education regulations.

SECTION 3 — SCOPE OF WORK / TECHNICAL SPECIFICATIONS

The Contractor shall provide qualified personnel to support speech-language evaluations, direct services, documentation, and participation in student support processes.

3.1 General Requirements

The Contractor shall provide, the following services:

a. Perform all services in a professional, timely, and efficient manner.

b. Coordinate activities with APS to minimize operational disruptions.

c. Maintain clear and timely communication with the APS Project Officer.

d. Document all services provided and provide to APS on a weekly basis.

e. Provide Speech Language Pathologist(s) to support Arlington Public Schools.

f. The assigned Speech Language Pathologist(s) shall provide in-person services and may be assigned to both an elementary school and a secondary school location, as directed by

APS.

g. Services are anticipated through the end of the current school year, with the option to renew for a subsequent school year.

h. Virtual or teletherapy services shall not satisfy the requirements of this Contract unless specifically authorized in writing by APS.

3.2 Specification of services

The Contractor shall:

a. Provide licensed Speech Language Pathologist(s) (SLPs), as requested by the school division, who hold current, unrestricted licensure in the Commonwealth of Virginia.

b. Ensure all personnel maintain current certifications, including CPR and First Aid, and any other certifications required by state law or the school division.

c. Conduct criminal background checks, child protective services checks, and any additional pre-employment screenings required by the school division.

d. Verify employee competency and clinical skills prior to assignment.

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3.2.1 Assigned Speech Language Pathologist(s) personnel may be required to provide one-on-one or group speech services, including but not limited to:

a. Participate in the school's problem-solving and referral processes related to communication concerns.

b. Conduct comprehensive speech-language evaluations when appropriately referred.

c. Review existing educational, developmental, medical, and communication information.

d. Obtain information from parents, teachers, students, and other appropriate sources.

e. Conduct observations in educational environments.

f. Administer and interpret standardized and criterion-referenced assessments.

g. Use culturally and linguistically appropriate assessment procedures.

h. Evaluate, as appropriate:

i. Articulation/speech sound production

ii. Receptive language

iii. Expressive language

iv. Pragmatic/social communication

v. Fluency

vi. Voice

vii. Functional communication

viii. Augmentative and alternative communication (AAC)

ix. Feeding/swallowing when within the SLP's school-based scope and district procedures

i. Analyze assessment data and determine educational impact.

j. Participate as a qualified professional in eligibility determination meetings.

k. Provide written evaluation reports that clearly communicate assessment findings, educational impact, and recommendations.

3.2.2 The Contractor shall ensure Speech Language Pathologist(s):

a. Arrive at assigned schools on time and remain for the duration of the assigned workday unless otherwise authorized.

b. Collaborate with school administrators, teachers, therapists, and parents/guardians, as appropriate.

c. Follow all school division policies, procedures, confidentiality requirements, and safety protocols.

d. Maintain accurate and timely documentation of speech services.

e. Immediately report any significant concerns, incidents, or changes in student condition to the designated school personnel and parent/guardian, as appropriate.

f. Participate in IEP meetings when required or appropriate.

g. Provide relevant evaluation and progress information to the IEP team.

h. Assist the team in identifying the students’ communication-related educational needs.

i. Develop measurable annual goals addressing communication needs when appropriate.

j. Recommend appropriate accommodation, supplementary aids, services, and supports.

k. Recommend service delivery models based upon individual student needs.

l. Collaborate with the team to determine:

i. Frequency of services

ii. Duration of services

iii. Location of services

iv. Individual or group services

v. Direct or indirect services

vi. Consultation requirements

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m. Ensure speech-language services documented in the IEP are delivered as specified.

n. Participate in annual reviews and reevaluations.

o. Assist in determining whether changes to services or goals are warranted.

p. Document relevant information necessary for IEP decision-making.

3.2.3 The Contractor shall provide evidence-based intervention designed to address identified communication needs.

a. Services may be addressed include:

i. Speech sound production

ii. Receptive language

iii. Expressive language

iv. Social/pragmatic communication

v. Functional communication

vi. Fluency

vii. Voice

viii. Communication associated with autism

ix. AAC

x. Cognitive-communication skills

xi. Language related to academic participation

xii. Communication related to transition and functional life skills

xiii. Services may occur through:

xiv. Individual therapy

xv. Small-group therapy

xvi. Classroom-based intervention

xvii. Push-in services

xviii. Consultation

xix. Co-teaching/collaborative instruction

xx. Staff coaching

xxi. Embedded intervention

xxii. Indirect services

xxiii. Other models identified by the student's IEP

3.2.4 The Contractor shall collaborate with:

a. Special education teachers

b. General education teachers

c. Instructional assistants/paraprofessionals

d. School psychologists

e. Occupational therapists

f. Physical therapists

g. School counselors

h. School social workers

i. Administrators

j. Nurses

k. Behavior specialists

l. Assistive technology personnel

m. AAC specialists

n. Other appropriate professionals

3.2.5 Collaboration may include:

a. Consultation regarding student communication needs

b. Classroom observations

c. Development of communication strategies

d. Modeling intervention techniques

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e. Staff coaching

f. Development of visual supports

g. AAC implementation

h. Environmental modifications

i. Curriculum-access strategies

j. Behavioral/communication support

k. Data collection

l. Problem-solving meetings

3.2.6 The Contractor speech language services provided under this contract are intended to enable students with communication needs to safely access and participate in their educational programs while receiving necessary communication services during the school day. The contractor shall:

a. Identify students who may benefit from AAC.

b. Participate in AAC evaluations.

c. Collaborate with the district's assistive technology team.

d. Assist with device selection and implementation.

e. Develop communication systems and support.

f. Train students and staff.

g. Train families when appropriate.

h. Monitor student use of AAC across environments.

i. Support generalization of communication skills.

j. Ensure AAC systems are incorporated into educational activities.

3.2.7 The contractor shall:

a. Establish appropriate baseline data.

b. Collect data related to IEP goals.

c. Analyze student progress.

d. Modify intervention strategies when data indicate a need for change.

e. Provide required progress reports.

f. Communicate progress with families and educational staff.

g. Participate in IEP decisions regarding continuation, modification, reduction, or discontinuation of services.

3.2.8 The Contractor’s assigned SLP(s) shall comply with:

a. Individuals with Disabilities Education Act (IDEA)

b. Virginia special education regulations

c. Virginia licensure requirements

d. Local school division policies and procedures

e. Student confidentiality requirements

f. IEP requirements

g. Procedural safeguards

h. Evaluation and reevaluation requirements

i. Documentation requirements

3.2.9 The Contractor’s assigned SLP(s) shall maintain accurate and timely records, including:

a. Evaluation reports

b. Service documentation

c. Progress monitoring data

d. IEP documentation

e. Consultation documentation

f. Meeting documentation

g. Parent communication

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h. AAC documentation

i. Other records required by the school division

3.3. MINIMUM QUALIFICATIONS

Offerors must meet all minimum qualifications outlined below. Failure to meet minimum qualifications may result in disqualification.

3.3.1 Contractor Qualifications

a. The Contractor’s organization has have at least two years of experience in provision of Speech Language Pathologist(s) for public body, government or nonprofit organization.

b. The Contractor’s assigned Speech Language Pathologist(s) shall:

i. Hold a valid Virginia Speech Language Pathologist license.

ii. Possess Master's degree(s) or higher in Speech Language Pathology or a related field.

iii. Have a minimum of two (2) years of professional experience providing speech-language services.

iv. Demonstrate experience working in educational settings and supporting students with IEPs.

SECTION 4 — DELIVERABLES / PERFORMANCE REQUIREMENTS

Deliverable Description Frequency

Deliverable #1 – Service Documentation

Maintenance of service logs, treatment records, attendance records, and documentation required by APS and applicable regulations.

Ongoing

Deliverable #2 – Evaluation Reports

Completion of speech-language evaluations and written evaluation reports in accordance with APS requirements and applicable regulations.

Upon request by the PM

Deliverable #3 – Progress Reports

Preparation and submission of progress reports in accordance with student IEP requirements and APS procedures.

As Required by Student IEP

Deliverable #4 – IEP Participation

Participation in IEP meetings, eligibility meetings, and related student support meetings.

Upon request by the PM

Deliverable #5 – Direct Speech-Language Services

Provision of direct speech-language therapy and related services in accordance with student IEPs.

Throughout Contract Term

Deliverable #6 – Collaboration and Consultation

Collaboration with teachers, administrators, parents/guardians, and other service providers regarding student needs and progress.

Upon request by the PM

Deliverable #7 – AAC Support and Recommendations

Assessment, recommendations, implementation support, and documentation related to Augmentative and Alternative Communication (AAC) devices and services, as applicable.

Upon request by the PM

Deliverable #8 – Compliance Support

Compliance with applicable federal, state, APS, and special education requirements related to speech-language services and documentation.

Throughout Contract Term

Deliverable #9 – Staffing Services

Provision of in-person Speech Language Pathologist(s) assigned to APS locations as directed by APS.

Throughout Contract Term

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All deliverables must be submitted in a format acceptable to APS and approved by the Project Officer.

SECTION 5 — PRICING SCHEDULE

Bidders shall provide pricing exactly as requested below. Prices shall include all labor, materials, equipment, overhead, profit, transportation, insurance, and other costs necessary to perform the Work, unless expressly stated otherwise.

APS is a tax-exempt public entity. Any tax included in a Bid must be separately identified and will be excluded for evaluation purposes.

Item No.

Description Unit of Measure

Unit Price Quantity/Estimated Qty Extended Price

Year 1 Speech Language Pathologist Services

Hour

** Up to 2080 hours annually

Year 2 Speech Language Pathologist Services

Hour $

** Up to 2080 hours annually

Year 3 Speech Language Pathologist Services

Hour $

** Up to 2080 hours annually

Year 4 Speech Language Pathologist Services

Hour $

** Up to 2080 hours annually

Year 5 Speech Language Pathologist Services

Hour $

** Up to 2080 hours annually

** No billing shall be permitted for school closures, holidays, lunch breaks, or student absences unless authorized in writing.

The Bidder certifies that all prices submitted in response to this solicitation shall remain firm and irrevocable for a period of ninety (90) calendar days following the Bid due date, unless otherwise specified in the solicitation. The Bidder further agrees that its Bid shall remain valid and available for acceptance by Arlington Public Schools during this period.

SECTION 6 — BIDDER ELIGIBILITY, RESPONSIVENESS, AND

RESPONSIBILITY

6.1 Mandatory Eligibility Requirements

To be considered for award, the Bidder must meet the following minimum requirements:

a. Be legally authorized to conduct business in the Commonwealth of Virginia.

b. Be able to provide Speech Language Pathologist(s) to support Arlington Public Schools.

c. Ensure that assigned personnel hold valid Speech Language Pathologist license(s) issued by the Commonwealth of Virginia.

d. Ensure that assigned personnel possess a Master's degree or higher in Speech Language

Pathology or a related field.

e. Ensure that assigned personnel have a minimum of two (2) years of professional experience providing speech-language services.

f. Demonstrate experience providing speech-language services for school-aged students, by providing at least one past performance contract and or references

g. Demonstrate experience supporting students with Individualized Education Programs

(IEPs), proposed personnel resume and at least one reference.

h. Demonstrate the ability to provide in-person services at APS locations.

i. Comply with all APS background screening, criminal history, and onboarding requirements.

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j. Be capable of performing the services described in this Invitation to Bid throughout the Contract Term.

6.2 Responsiveness

A Responsive Bid is one that conforms in all material respects to this ITB. Mandatory Bid requirements must be clearly identified in this ITB. A Bid that fails to satisfy a mandatory requirement may be rejected as non-responsive, subject to applicable laws and the APS Procurement Resolution.

6.3 Responsibility

APS will determine whether the apparent low Bidder is Responsible. In addition to price and the requirements stated in this ITB, APS may consider the Bidder's ability, capacity, skill and financial resources; ability to perform promptly; character, integrity, reputation, judgment, experience and efficiency; prior performance; compliance with applicable laws; ability to provide future maintenance and service; financial obligations to APS; and other information bearing on the award decision.

6.4 Bidder Investigation

Before submitting a Bid, each Bidder shall investigate all conditions and requirements affecting performance. Failure to do so does not relieve the successful Bidder of its obligations under the Contract.

SECTION 7 — QUESTIONS, COMMENTS, ADDENDA, AND PRE-BID

CONFERENCE

All questions regarding this solicitation must be submitted in writing via email to milly.warobi@apsva.us with the subject line "02FY27ITB” no later than November 6th, 2026. The Procurement Office will issue written responses to all substantive questions received by the deadline through an addendum. Oral statements or interpretations are not binding.

The ITB shall provide a process for receiving and considering comments concerning specifications or other provisions before the Bid Closing deadline.

Pre-Bid Conference: Optional Date/Time: November 4, 2026, 11:00 AM ET.

Method: Virtual.

Bidders are responsible for monitoring all official APS solicitation postings and Addenda before Bid Closing.

SECTION 8 — BID OPENING, WITHDRAWAL, AND BID SECURITY

All Bids received before Bid Closing will be opened and announced publicly at the Bid Opening identified in the Solicitation Information. The Bid Opening shall occur at the date, time, and location stated in the ITB.

Withdrawal for error shall be handled in accordance with the applicable provisions of APS Procurement Resolution § 4-101(9). For Goods or Services other than Construction, a written request to withdraw before Bid Opening may be made to the Procurement Agent; after Bid Opening, the request must be received no later than 5:00 p.m. on the first full business day following Bid Opening and must satisfy the Resolution's requirements for a clerical or arithmetic mistake supported by objective evidence.

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SECTION 9 — EVALUATION AND AWARD

APS will evaluate Bids for responsiveness and responsibility in accordance with this ITB, the APS Procurement Resolution Section 4-101(10), and applicable Virginia law.

Award will be made to the lowest Responsive and Responsible Bidder whose Bid conforms in all material respects to the ITB. Where the ITB expressly provides for multiple awards, awards may be made to more than one Bidder.

If the lowest Responsive and Responsible Bid exceeds available funds, APS may negotiate with the apparent low Bidder solely to obtain a Contract price within available funds, but only under the circumstances and procedure authorized by the APS Procurement Resolution and stated in this

ITB.

If award is not made to the apparent lowest Responsive and Responsible Bidder, the Procurement Agent shall provide the required notice and maintain the required statement of reasons in the procurement file.

If Best Value concepts are used for Goods or Non-Professional Services, the criteria, factors, basis, and process must be expressly stated in the solicitation before Bids are received. Best Value concepts do not apply to Construction or Professional Services unless specifically authorized by the APS Procurement Resolution.

SECTION 10 — REJECTION, CANCELLATION, AND INFORMALITIES

APS may cancel this ITB or reject any or all Bids when reasonable grounds exist, consistent with the APS Procurement Resolution. APS will not cancel or reject a solicitation solely to avoid awarding a Contract to a particular Responsive and Responsible Bidder. The reasons for cancellation or rejection shall be maintained in the procurement file.

The Procurement Agent may waive Informalities in Bids where permitted by the APS Procurement Resolution.

SECTION 11 — PUBLIC ACCESS / FOIA / PROCUREMENT RECORDS

Procurement records shall be handled in accordance with the Virginia Freedom of Information Act, the Virginia Public Procurement Act, and APS Procurement Resolution § 4-113. Bid records are subject to the timing and disclosure rules applicable to competitive sealed bidding. Qualifying trade secrets or proprietary information must be specifically identified and protected as required by the Resolution.

SECTION 12 — REQUIRED CONTRACT TERMS AND CONDITIONS

The resulting Contract shall incorporate the APS Standard Terms and Conditions, the APS Procurement Resolution, and all provisions required by applicable law, each of which is incorporated herein by reference and available through the hyperlinks provided.

SECTION 13 — INSURANCE

The successful Bidder shall procure and maintain the insurance coverages and limits set forth below. For complete insurance requirements, including all terms, conditions, and endorsements, refer to Clause 49 of the APS Contract Terms and Conditions, incorporated herein by reference.

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Type of Insurance Limit Per Occurrence Aggregate Limit

Commercial General Liability $ 1,000,000.00 $ 3,000,000.00 Sexual Abuse and Molestation (SAM) Coverage

$ 1,000,000.00 $ 3,000,000.00

Subcontractors Commercial General Liability $ 1,000,000.00 $ 3,000,000.00 Worker’s Compensation Statutory Limit Statutory Limit Employer’s Liability $ 1,000,000.00 $ 1,000,000.00 Commercial Automobile Liability $1,000,000 $3,000,000

SECTION 14 — SMALL AND DISADVANTAGED BUSINESS PARTICIPATION

APS intends to facilitate participation by small businesses, women-owned businesses, minority-owned businesses, service-disabled veteran-owned businesses, and employment services organizations as provided by Article 8 of the APS Procurement Resolution. The solicitation shall be advertised and administered in accordance with applicable APS requirements.

SECTION 15 — BID SUBMISSION AND CERTIFICATIONS REQUIREMENTS

Each Bidder shall complete all required certifications and submit copies of such certifications, together with all documents required by this solicitation. APS reserves the right to make an award based solely on the initial bids received. Failure to submit required certifications, documents, or information may result in the Bid being deemed non-responsive.

a. Signed Bid Form/Bidder Certification (See appendix A)

i. Completed Pricing Schedule

ii. Acknowledgment of all Addenda

iii. Acknowledgement of ability to fulfil insurance requirement

b. SCC Registration Information or Exemption

c. Required Licenses and Certifications

d. Audit financial Report or IRS tax transcript from the most recent year,

e. Contractor Certification Regarding Criminal Convictions

f. Resume of Proposed SLP

g. Non-Disclosure and Data Security Agreement

h. Student Data Usage and Privacy Agreement

i. Copy of Virginia SLP License(personnel)

j. Copy of Arlington County Business License (contractor)

k. Proof of master’s degree

l. References Demonstrating School-Based Experience

m. Non-Collusion Certification.

n. Officials Not to Benefit / Ethics in Public Contracting certification.

o. Conflict of Interest certification.

p. Immigration Reform and Control Act / unauthorized alien employment certification.

q. Drug-Free Workplace certification.

r. Debarment / suspension disclosure.

s. Nondiscrimination certification.

t. Other federal, state, or APS certifications applicable to the procurement.

Do not label an entire Bid as proprietary or trade secret. A Bidder seeking protection for qualifying proprietary information must invoke the protection at or before submission, specifically identify the protected material, and state why protection is necessary. Line-item and total Bid prices may not be designated as trade secrets or proprietary information.

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SECTION 16 — COOPERATIVE PROCUREMENT

Arlington Public Schools (APS) reserves the right to extend the use of any resulting Contract to other public bodies, public agencies, public institutions of higher education, and school divisions authorized to participate in cooperative procurements under the Virginia Public Procurement Act and the APS Procurement Resolution. Participation by any other public body shall be at the sole discretion of that public body and the Contractor and shall be governed by the same terms, conditions, specifications, and pricing established under the resulting Contract unless otherwise mutually agreed in writing by the participating public body and the Contractor. APS assumes no responsibility or liability for purchases made by other participating public bodies.

SECTION 17 — PROTESTS AND REMEDIES

Any Bidder or Offeror desiring to protest an award or decision to award shall submit a written protest to the Procurement Agent no later than ten (10) calendar days after the award or announcement of the decision to award, whichever occurs first, in accordance with APS Procurement Resolution § 7-104.

A Bidder contesting a determination that it is not a Responsible Bidder shall proceed under APS Procurement Resolution § 7-103 and may not protest the award or proposed award on that basis under § 7-104.

The Official posting location for the award or decision to award a contract is on the Arlington Public Schools’ website. The Procurement Resolution governs the applicable protest, appeal, and stay procedures.

SECTION 18 — POST-SOLICITATION COMMENTS

Following award of any Contract or cancellation of this solicitation, all Bidders, and potential Bidders are invited to provide APS written comments regarding the manner in which the solicitation was conducted and suggested modifications that may make future APS solicitations more efficient, productive, and attractive to potential Bidders.

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