Vendor QA Matrix- Summer EBT- FINAL.xlsx
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- Attached to
- Summer Electronic Benefit Transfer (EBT) Application and Support Federal contract opportunity
- Solicitation number
- 12314424Q0041
About this file
This document includes a solicitation for a federal contract opportunity from the United States Department of Agriculture to create and administer an online Summer Electronic Benefit Transfer application on behalf of states and tribal organizations. The contractor will be responsible for developing an application analogous to existing National School Lunch Program applications that determines participant eligibility and processes and distributes EBT cards to eligible children. Alternatively, vendors may provide a quote to administer and support an application currently in development by United States Digital Response. The solicitation number is 12314424Q0041 and responses are due based on the attached performance work statement, commercial item provisions, vendor questions matrix, and quality assurance surveillance plan.
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Other files for this federal contract opportunity
| File | Type | Posted |
|---|---|---|
| Amend 01- Attachment 2- Commercial Item Provisions and Contract Clauses.pdf | ||
| Amend 01- Attachment 1- Performance Work Statement.pdf | ||
| Amend 01-RFQ-12314424Q0041_COMBINED SYNOPSIS_SOLICITATION FOR COMMERCIAL ITEMS.pdf | ||
| Attachment 4- Quality Assurance Surveillance Plan (QASP).pdf | ||
| Attachment 3- Vendor Questions Matrix.xlsx | XLSX spreadsheet | |
| Attachment 2- Commercial Item Provisions and Contract Clauses.pdf | ||
| Attachment 1- Performance Work Statement.pdf | ||
| RFQ-12314424Q0041_COMBINED SYNOPSIS_SOLICITATION FOR COMMERCIAL ITEMS.pdf |
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Vendor Questions
| Summer Electronic Benefit Transfer (EBT) Application and Support |
| RFQ# 12314424Q0041 Q&A Matrix |
| Question # | Document Reference | Page Number | Section | Vendor Question | Government's Response |
| 1 | N/A | N/A | Does USDA have a specific domain they would like to use for publicity purposes? | No. USDA will not point parents to the application. Instead, states that elect to use the vendor's application will direct parents from their state to the vendor's application site. This will work very much like online school meal applications. School districts (not USDA) provide parents with a link to the application of their NSLP application vendor. | |
| 2 | N/A | N/A | Do we need to archive this information year to year and how many years should we keep records for? | As part of administration, the vendor should retain data for the length of the contract period. At the end of the contract period, data must be prepared for delivery to the state and transmitted in secure fashion in accordance with entity preferences/instructions. | |
| 3 | N/A | N/A | How many applications could be submitted per state? | The great majority of Summer EBT eligible children will be certified without having to fill out a Summer EBT application. All children who are directly certified for free or reduced price school meals or were approved for free or reduced price school meals through an NSLP application during the school year will be "streamline certified" for Summer EBT benefits. That is, they will receive Summer EBT benefits without having to fill out your Summer EBT application. See USDA's Summer EBT Q&As. The biggest population of children who will have to fill out a Summer EBT application to receive benefits are children in Community Eligibility Provision schools who are not identified by the state or school district through a match against the state's SNAP, TANF, FDPIR, or (in some states) Medicaid databases, or are otherwise not identified as categorically eligible for free school meals. Very roughly, we estimate that fewer than 15% of Summer EBT eligible children will have to rely on a Summer EBT application to receive benefits. For additional background information, see the "Eligibility and Certification" Section of USDA's Summer EBT Q&As: https://fns-prod.azureedge.us/sites/default/files/resource-files/sebt-webinar-qa-II.pdf |
Also keep in mind that states do not have to use the vendor's application at all. The vendor will only provide access to its Summer EBT application to states that elect to use it. Other states have developed their own applications or will purchase application services from vendors outside of this USDA contract.
| 4 | N/A | N/A | Does the online Summer EBT application need to verify the student is a valid student in school or will that be up to state officials? If so, how we will retrieve student data such as student id, name, etc. to verify students? | Eligibility determinations are a responsibility of the entity and not the application vendor. | |
| 5 | Instruction to Offerors | 4-Mar | 1.3 Solicitation due date & delivery | In your document titled: RFQ-12314424Q0041_COMBINED+SYNOPSIS_SOLICITATION+FOR+COMMERCIAL+ITEMS, it states: Volumes I, II, and III of the vendors quotes must be in separate volumes. All volumes are to be delivered by the closing date and time as stated above. Does this mean you want a seperate PDF for each Volume, or can each Volume be titled accordingly and included in one PDF total with all volume responses? | They need to be seperated. Seprate PDF for each Volume. |
| 6 | PWS | 1 | 1 Purpose and Background | Is USDA able to provide any additional documentation (such as a Github repository or other technical specifications) for the application currently under development by the USDR? | USDR does not have additional technical details to share right now. However, USDR expects to have more technical documentation towards the end of March as they prepare for final delivery of their application. |
Even if USDR isn't completely finished by the end of March, they will be available to work with the selected vendor to get the vendor's feedback and make adjustments to the USDR product if needed.
| 7 | PWS | 1 | 1 Purpose and Background | When is the current Summer EBT application in development by USDR/USDA intended to be completed? Will it be made available immediately to the selected contractor? | USDR expects to complete their work by the end of March or soon after the end of March. However, even if USDR isn't completely finished by the end of March, they will be available to work with the selected vendor to get the vendor's feedback and make adjustments to the USDR product if needed. |
| 8 | PWS | 1 | 1 Purpose and Background | Is the U.S. Digital Response eligible to bid on this procurement? | No |
| 9 | PWS | 7 | 2 Scope | Does the current USDR-developed S-EBT application have the ability to securely accept and store applicant-submitted information? Or is it similar to the Web-Based Prototype Application in the sense that it does not store any data submitted within the application? | The vendor, not USDR, will accept and store applicant information. The USDR team will work with the vendor's technical team after award, as appropriate, to facilitate the vendor's use of the code. |
| 10 | PWS | 7 | 2 Scope | The PWS states that "the contractor will administer the application for all states that elect to use it for a period of three years (through the summer of 2027)." However, the PWS states that FNS intends for the application to be live by July 1, 2024. This would be for four summer periods (2024, 2025, 2026, 2027). Can FNS please clarify? | The goal is to have the Summer EBT application available to certify children for Summer 2025 benefits. Since children are eligible for Summer 2025 benefits if they are certified for free or reduced price school meals at any time during school year 2024-2025 (that is any time after July 1, 2024), USDA's goal is to have the Summer EBT application available for states' use on July 1. |
While it is true that children can be certified for 2024 Summer EBT benefits through the end of Summer 2024, this contract is focused on an application for Summer 2025. So, if a household fills out the vendor's application after July 1, 2024, the application would make the child eligible for Summer 2024 benefits as well as Summer 2025 benefits. But that will make no difference to the vendor. It is the responsibility of the state, not the vendor, to determine how to use the information submitted on the vendor's application.
| 11 | PWS | 7 | 2 Scope | Is this application considered a system according to FNS/USDA guidelines? If so, does it require an Authority to Operate (ATO), a process which usually takes months to receive? If it does require an ATO, is there a path for the ATO to be waived due to the rapid nature of the July 1st, 2024 go-live? | No. This solicitation will result in an application that is entirely administered and maintained by the vendor. It will not be a USDA application or a USDA system. |
| 12 | PWS | 7 | 2 Scope | If this application is intended to securely store PII/applicant data, will this application be considered a system of record? If so, does the contractor need to go through the System of Record Notice (SORN) process? | This is not a federal system. It is a system that the vendor will offer to the states as a tool to manage their Summer EBT program much like other vendors currently offer to jurisdictions to manage the Free/Reduced Lunch program. |
| 13 | PWS | 7 | 2 Scope | Does the government plan to pursue an ATO for the USDR-developed application? | This will not be hosted in the Federal Government space - an ATO is not required. |
| 14 | PWS | 7 | 2 Scope | The PWS states that the USDR-developed application "utilizes the React framework, Next.js, to implement appropriate data validation, perform eligibility determination, and provide a standard output of data." Can FNS please confirm whether data validation will extend beyond confirming data entered by the applicant meets the expected format? If so, can FNS provide additional detail on how data validation should be conducted? | Data validation is only to confirm data entered meets an expected format. No more, no less. |
| 15 | PWS | 7 | 2 Scope | What is the underlying database being used to store data entered in the USDR-developed application? | The vendor, not USDR, will accept and store applicant information. The USDR team will work with the vendor's technical team after award, as appropriate, to facilitate the vendor's use of the code. |
| 16 | PWS | 8 | 2.1.1 Common Tasks | Under 2.1.1 Common Tasks, FNS writes that the contractor should "conduct workshops with internal stakeholders to review requirements, ensure all use cases are documented, and validate features and user stories." This implies that requirements, use cases, features, and user stories are already developed and documented. Can FNS please clarify? If so, can FNS please provide bidders with copies of these requirements, use cases, feastures, and user stories? | The government’s suggestion that the contractor should conduct workshops to review requirements and document use cases means that the contractor should work with states that elect to use the application, as appropriate, to ensure that the application will serve their needs. However, the government expects that the vendor will administer a single application for all of the states that elect to use it, in the same way that NSLP application vendors maintain a single basic application for all of their SFA clients across multiple states. |
| 17 | PWS | 10 | 2.2 Software Application Design and Development | Within PWS task "2.2.2 Adress the whole user experience, from start-to-finish", FNS describes how the contractor should identify pain points in the current ways users interact with the service." What UI/UX activities have already been completed by USDR/USDA? Is the current application designed by USDR to address user pain points and integrate with offline touch points (as stated within 2.2.2)? |
USDR's application interface will address known pain points with NSLP applications and expected pain points specific to a Summer EBT application. USDR is doing this in cooperation with USDA. However, the vendor, in their demonstrated experience with the national school lunch program (or their experience working on other USDA assistance programs) will also understand those programs' current pain points and can work to address them in the rollout of the summer EBT application.
18 PWS 10 2.2 Software Application Design and Development Within PWS task "2.2.2 Address the whole user experience, from start-to-finish", FNS writes that the contractor shall "Design the digital component of the service so that it is integrated with the offline touch points [applicants] use to interact with the service." Can you clarify which offline touch points FNS is referencing?
FNS will strike this comment in an updated PWS.
19 PWS 11 2.3 Operations & Maintenance (O&M) - "Systems Team" Under 2.3 Operations & Maintenance (O&M) - "Systems Team", FNS states that "Contractors will provide support to states for the Summer EBT applications similar to the level of service provided to school districts for the National School Lunch Program support." Can FNS provide additional clarification on the types of support required?
FNS does not provide administration of the state's National School Lunch Program. Entities would expect the application to be available, secure, and the data is retrievable.
| 20 | PWS | 11 | 2.4 Transition Activities | In our experience, the onboarding process to FNS can be lengthy - often upwards of 30-45 days. Considering the only ~3 months allocated from contract award until go-live, which must include onboarding, knowledge transfer, UI/UX design, development, testing and validation, and deployment, does FNS have a plan in place to expedite any part of the onboarding process? If so, how long should contractors anticipate that the onboarding process will take? | This is not a federal system being built in federal space. Typical onboarding not a factor. To be clear, this system is developed outside federal space and the government will issue no computing equipment. |
| 21 | PWS | 12 | 3.1 Schedule | The July 1, 2024 go-live date is ambitious and presents significant risks for vendors and for FNS, especially when considering the time required to onboard contractors to FNS and conduct all knowledge transfer from the incumbent. Is FNS confident that this timeline is possible? Is FNS open to a Minimum Viable Product to release the most basic functionality by this deadline? | The go-live date is ambitious and FNS is confident that there will be bidders with demonstrated experience that can meet our stated deadline with a full implementation. FNS is not open to an MVP. |
| 22 | BPA-Call Template Doc | 17 | C.2.2- AGAR 452.211-74 Period of Performance (FEB 1988) | The Attachment 2 Commercial Item Provisions and Contract Clauses states that the Period of Performance for this contract base year ends 3/24/2024. Can FNS please revise these dates? | I will revise. Alought we are having to change the period of performance all together. It willnow be 4/1 - 3/31 for base and 2 option years. Then we are adding a 6 month Option Year 3. This will all be reflected in Amendment 01. |
| 23 | Instruction to Offerors | 7 | Volume III, Price | Within Volume III (Price) instructions in the RFQ, FNS specifies that bidders must present as firm fixed price. Usually in firm fixed price application development efforts, the government provides more robust technical specifications so that vendors can more accurately price the level of effort and technology required. Can FNS please provide any additional technical specifications, at a minimum for the already-developed USDR solution and database components/requirements? | USDR does not have additional technical details to share right now. However, USDR expects to have more technical documentation towards the end of March as they prepare for final delivery of their application. |
Even if USDR isn't completely finished by the end of March, they will be available to work with the selected vendor to get the vendor's feedback and make adjustments to the USDR product if needed.
Also note that the vendor will propose its own database structure that stores all of the basic applicant data collected by the USDR application and makes those records available to states (that elect to use the application) in a manner that is retrievable and secure.
| 24 | PWS | n/a | n/a | If a vendor performs the work for the application requirement, does it conflict the awardee out of any specific future opportunities (i.e., program evaluation) related to the Summer EBT program? | No |
| 25 | PWS | 7 | 2. Scope | If the contractor pursues the option to develop the user interface utilizing the USDR code, what level of flexibility, user testing, and adjustment to those designs is allowed or required? | If the contractor chooses to use the USDR application, the contractor would be expected to adopt the UI/UX elements as is. However, USDA is open to working with the contractor to make necessary changes to the user interface to fix errors identified by the contractor. USDA would be open to considering other contractor-proposed enhancements on a case by case basis. |
| 26 | PWS | 6 | 2. Scope | Attachment 1 notes that the contractor should “replicate the interface of USDA’s model web-based application for school meal benefits”. Can you provide a more specific definition of what it means to “replicate” and what components are included in the “interface”, given that the school meals benefit is a different program than Summer EBT? | Replicate as in has similar look and feel, collect similar information, and deliver support to entities on the level currently provided. The PWS points to very specific elements on pages 6-7 of Attachment 1 and provides a link to the User's Guide for USDA's web-based application to illustrate those elements. While some of the language for a Summer EBT application will differ from the language of an NSLP application, the eligibility criteria are identical. USDA will work with the selected vendor to ensure that necessary edits meet Summer EBT program requirements. |
| 27 | PWS | 6, 8, 9 | 2. Scope | Attachment 1 notes that the contractor shall “replicate the interface of USDA’s model web-based application for school meal benefits”. Attachment 1 also notes on pp. 8-9 that the contractor should conduct usability testing and other testing/development activities to gather user feedback and ensure the product meets the needs before the application is finalized. Are there any contract requirements around what may not be changed from the model school meal application during the Design & Development phases? |
USDA expects that the contractor's application will adhere to the minimum requirements outlined on pages 6-7 of Attachment 1. Additional user testing may result in some refinements to the application design, but the application must preserve the requirements outlined on pages 6-7.
| 28 | PWS | 11 | 2.3 Operations & Maintenance | Attachment 1 notes that “Contractors will provide support to states for the Summer EBT applications similar to the level of service provided to school districts for the National School Lunch Program support.” Can you provide more detail on this “level of service”? What is included in that? | The contractor is responsible for ensuring that it delivers on its obligations to its state customers and the state's applicants as outlined on pages 7 and 8 of Attachment 1. This also includes ensuring that the application is available to applicants and is functioning properly. The contractor should also be willing to work with states if they have difficulty accessing their state's applications. The contractor may propose additional support to states that goes beyond the requirements on pages 7-8. |
| 29 | PWS | 7 | 2. Scope | How long must the contractor maintain records for each submitted application? | USDA's new Summer EBT regulations require states to maintain program records for three years beyond the states' submission of final Summer EBT financial reports to USDA for the relevant federal fiscal year. (See 7 CFR 292.23) In order to help states meet that requirement, the contractor should retain applicant records for the life of the contract or three years beyond the states' submission of final financial records to USDA, whichever comes first. If the contract ends before record retention period expires, the contractor should transfer necessary application records to the states for their continued maintenance. |
| 30 | PWS | 9 | 2.1.1 Common Tasks | Regarding this: “The Program acts as the Product Owner for functionality that is deployed into production and that is unlikely to be enhanced. By contrast, if the product is going to be enhanced, the Product Owner will be from one of the FNS programs and work with the development teams.” How and when will it be determined that the product is “unlikely to be enhanced,” and how and when will it be determined that the product is “going to be enhanced”? | FNS is not taking ownership of this application. The vendor, upon developing the application, could make enhancements based on user feedback or entity's request to improve usability, security, or ability to administer, but so long as the application's minimum requirements are met the vendor has ownership of the application. |
| 31 | PWS | 9 | 2.1.1 Common Tasks | What control over the final application will the Product Owner have vs. the contractor? At what level of granularity will the Product Owner be involved in the design? | USDA's control over the application's design and functionality is spelled out in section 2 of Attachment 1 ("Scope") from the middle of page 6 through the middle of page 8. The contractor will control other design and functionality decisions. And the contractor has full responsibility over administration and maintenance of the application. |
| 32 | PWS | 9 | 2.1.1 Common Tasks | Does USDA have an identified Product Owner for this work? | Upon meeting the minimum program requirements, the product owner will be the development vendor. |
| 33 | PWS | 7 | 2. Scope | Will USDA be able to help facilitate the execution of state data-sharing agreements to enable the partnerships and use of the application by states? Or is that solely the responsibility of the vendor? | This is the vendor responsibility. The USDA does not own the application or the data. |
| 34 | Instruction to Offerors | 1 | Bid Due date, RFQ | In order to prepare a comprehensive response to these requirements, and given that we do not yet have the answers to the questions here, we respectfully request a two-week extension and a deadline of March 18, 2024 for the bid. Is that possible? | We do not have this amount of time unfortunatly. I will extend to March 6, 2024. That is all I can do. |
| 35 | RFQ Doc | 7 | 3 | This pertains to the submission instructions for volume III to submit pricing. For clarification, please consider only the first teir of <=10 entities using the solution. Is the USDA FNS expecting to pay the same fixed dollar amount regardless of the number of entities <=10 that use the solition? Put another way, the USDA will pay the same amount to support ONE entitiy as they would TEN entities? | That is correct. If you're supporting, one, two, three…..up to 10 entities we want fixed cost for up to 10. We expect states could come on gradually and it would be overly complicated to invoice at a per state basis. |
| 36 | PWS | 7 | 2 | Does the USDA FNS have a preference as to whethter the awarded vendor develops a new application or utulizes the existing application developed in partnership with the USDA by the USDR? | USDA does not have a preference as to whether the awarded vendor develops a new application or utilizes the existing application developed by USDR. Proposals will receive equal consideration. |
| 37 | PWS | 12 | 3.1 Schedule | The government requires vendors to "be prepared to administer, maintain, and provide user support no later than July 1, 2024." Can the government clarify an estimated contract award date to give vendors a clearer understanding of the prospective timeline? | Estimated award date is March 31st. To be clear, whether the award date is then or April X, 2024, the vendor must still be prepared to support no later than July 1st. |
| 38 | PWS | 12 | 3.1 Schedule | Can the government confirm the scope of expectations for new functionality for the USDR application option to be implemented by July 1 2024? | Government does not understand this question. |
| 39 | PWS | 8 | 2 Scope | "The contractor will provide user-support to Summer EBT applicants in the event of application software or system errors. The contractor will not be expected to respond to applicant questions on Summer EBT program rules or eligibility criteria; those questions will be addressed by the states or by FNS." Since the contract will be firm fixed price, can the government clarify the desired level of support in terms of hours, channels (eg phone and/or email), response time, and frequency? | High-availability applications, available 99% of the time, are not outside the norm and can be hosted at low cost. Response times to supported entities should be within 1 business day. The contractor and its state customers should decide on a method of communication that is agreeable to both parties. |
| 40 | PWS | 6 | Developing the application | Will the project involve integration with existing systems or databases? | No |
| 41 | Could you please confirm whether there is an incumbent contractor for this contract? | USDA does not currently have a contract with any vendor to provide online Summer EBT application services to states. | |||
| 42 | PWS | 7 | 2. SCOPE | The PWS states “The contractor will administer the application for all states that elect to use it for a period of three years (through the summer of 2027)” while the RFQ lists option period 3 ending 3/24/2027. Can the FNS confirm the end date? | Period of performance is being revised to: Base Year: 4/1/2023 - 3/31/2025, Option Year 1: 4/1/2025 - 3/31/2026, Option Year 2: 4/1/2026 - 3/31/2027, ADDING -Option Year 3: 4/1/2027 - 9/30/2027 (6-month). Amendment 01 will have correct dates. |
| 43 | PWS | 11 | 3.0 Schedule/Deliverables, 3.1 Schedule | The PWS States: "The vendor pursuing either Option #1 or Option #2 will deliver a Summer EBT application for use by the states and be prepared to administer, maintain, and provide user support no later than July 1, 2024." Could FNS clarify what it means by "Option #1 or Option #2"? | As clearly stated in the PWS, there is an option for the vendor to create their own application and administer that on behalf of the states or host the USDR created application |
| 44 | PWS | 11 | 3.1 Schedule | The PWS states that the vendor will deliver a Summer EBT application for use by the states and be prepared to administer, maintain, and provide user support no later than July 1, 2024. Should this date be July 1, 2025? If not, is the expectation that users will submit applications in July 2024 for EBT support for the summer of 2024? Will the system support applications prior to the summer of 2025 as its first year of operation? | No later than July 1, 2024. Confirmed. The application period for Summer EBT benefits is year-round. Children are eligible for Summer 2025 benefits if they are certified for free or reduced price school meals at any time during school year 2024-2025 (that is any time after July 1, 2024). For that reason, USDA's goal is to have the 2025 Summer EBT application available for states' use on July 1, 2024. |
| 45 | PWS | 12 | 5.0 Key Personnel Requirements | Could FNS clarify if resumes are needed for this bid, and if so, do they count toward the technical (Volume II) page limit? | Key personnel resume. Does not count towards page limit. |
| 46 | PWS | 11 | 3.1 Schedule | When does the S-EBT program year begin for this solution? | The application period for Summer EBT benefits is year-round. Children are eligible for Summer 2025 benefits if they are certified for free or reduced price school meals at any time during school year 2024-2025 (that is any time after July 1, 2024). For that reason, USDA's goal is to have the 2025 Summer EBT application available for states' use on July 1, 2024. |
| 47 | PWS | 11 | 3.1 Schedule | What is the first month and year the benefits be issued using this application solution? | The application will be used to certify applicants for summer 2025 benefits. States will decide what month they will begin issuing Summer EBT benefits for summer 2025. USDA expects that some states will begin issuing summer 2025 benefits as early as May 2025. |
| 48 | Instruction to Offerors | 4 | Period of Performance | What is meant by -3/25/2024-03/24/2025 base year? | The government cannot obligate more than 1 years funding at a time (approprated funds). Option years are the Government’s unilateral right to exercise an Option in accordance with the contract’s clause FAR 52.217-9, Option to Extend the Term of the Contract. Government decides if they still need the work each year and fund year by year as we get approprated funds. |
| 49 | Instruction to Offerors | 4 | Period of Performance | What is meant by -3/25/2024-03/24/2025 base year? | Same as above |
| 50 | Instruction to Offerors | 3 | 1.3 Solicitation Due Date and Delivery | Is there a timeline for the award? | Award before 4/1/2024 |
| 51 | Pricing | 12 | 7 BILLING | Is there a payment timeline or billing schedule? | For Option #1, from contract award until completion of development, development cost will be paid in equal, monthly increments (3). When the application is made available in production, monthly payments will commence for the administration of said application. For option #2, when application is made available in production, monthly payments will commence for administration of said application. |
| 52 | Pricing | 7 | Volume III, Price | Is the pricing one payment for development of the Summer EBT application with administration/maintenance support provided for up to 10 entities for the base plus 2 years period and one payment as needed for administration/maintenance of Summer EBT application for 11 to 20 entities in increments of 5 entities for the base plus 2 years period? | Yes |
| 53 | PWS Section 1 (page 5) | The PWS states "Alternatively, the government invites vendors with no prior NSLP experience to provide a quote to administer and provide support for an application currently in development by United States Digital Response (USDR)". Could the government share more details on the development progress, %completion and current state of the Summer EBT application being developed by USDR, to enable scoping and pricing for supporting the same? | USDR does not have additional technical details to share right now. However, USDR expects to have more technical documentation towards the end of March as they prepare for final delivery of their application. |
Even if USDR isn't completely finished by the end of March, they will be available to work with the selected vendor to get the vendor's feedback and make adjustments to the USDR product if needed.
| 54 | PWS Section 1 (page 5) | PWS states "Section 502 of the Consolidated Appropriations Act, 2023 (PL 117-328) created a new, permanent Summer Electronic Benefits Transfer (Summer EBT) program that will begin in summer 2024". Does the government intend to implement and go-live with the Summer EBT application by Summer '24, and if yes, does the government have a deadline to go-live. | Although the Summer EBT program will start in summer 2024, the application developed under this application is intended to certify children for benefits in summer 2025, the second year of the Summer EBT program. However, eligibility for Summer EBT benefits is based on a child's eligibility for free or reduced price school meals in the school year preceding the summer. For purposes of the National School Lunch Program, the school year begins on July 1. For that reason, an application for 2025 Summer EBT benefits (the application developed under this contract) should be available beginning on July 1, 2024. |
| 55 | Could the government provide the contract number or the grant award reference for the Summer EBT application developed by USDR? | USDR is not working under contract to USDA. Instead, USDR is donating its services to build an open source Summer EBT for any interested state to use, without charge. USDA is consulting with USDR on the application's design. | |
| 56 | Has the government established an IGCE estimate for the development and support of the Summer EBT application, and could the government share the same? | Yes the government developed an IGCE; however, the government cannot share that information to potential bidders. | |
| 57 | . PWS, Page 12, Section 5 – Key Personnel | Can the government confirm that there is an expectation on submitting a resume for the Key personnel, Project manager, as part of the Volume II, Non-Price Evaluation Factor: Written Technical Package (25 Pages)? Also, could the government confirm the page limit for the Key personnel resume, and if the resume page count is included or excluded in the 25 page limit for Volume 2 | There is an expectation of a resume for the key personnel. The resume does not count towards page limits. |
| 58 | RFQ combined synopsis, page 8 of 9, volume III Price | Government states “The Government will evaluate pricing utilizing Volume IV.” Should this be Volume III instead referring to pricing volume? | Revised to correct to Volume III |
| 59 | RFQ combined synopsis, page 5 of 9 | , Is the Cover Letter counted towards the Volume 1 page limit of 6 pages, or cover letter is excluded from the 6-page limit for Volume 1? | Excluded. |
| 60 | Will the government consider extending the submission timeline to 3/11/24 to allow industry additional time to prepare and submit a competitive response, including allowing for responses to questions and any RFQ amendments hereafter? | The aggressive timeline for this project does not allow scheduling delays of this magnitude. However, we have extended to 3/6/2024. | |
| 61 | How many people are working on the current USDR project that is developing the Summer EBT application | USDR has assembled a small team. | |
| 62 | Could the government please share the GitHub or code repository for the Summer EBT application being developed by USDR? | USDR does not have additional technical details to share right now, and is not yet sharing its GitHub repository. However, USDR expects to have more technical documentation towards the end of March as they prepare for final delivery of their application. USDR will be available to work with the selected vendor to walk through its code and documentation, get the vendor's feedback, and make adjustments to the USDR product if needed. | |
| 63 | The PWS indicates that USDA does not intend to own the source code or host the application. In that case, is the expectation that the application will go through the full ATO? | No ATO process as this is not government hosted. | |
| 64 | Has USDR completed the development of the Summer EBT functionality end to end, ready to be transitioned to this contract for state implementation/onboarding and support, or how much of their development is completed? |
The USDR application will be completed and available for the entities to utilize for their Summer EBT program if they choose to use and administer their program. USDR expects to have more technical documentation towards the end of March as they prepare for final delivery of their application. USDR will be available to work with the selected vendor to walk through its code and documentation, get the vendor's feedback, and make adjustments to the USDR product if needed.
| 65 | PWS | 7 | 2 - Scope | The Government states, "The contractor will establish data sharing agreements with each state that elects to use the application."; Should this be done prior to the launch, or is there a time frame post-launch? | This should be done as states indicate their interest. | |
| 66 | Instruction to Offerors | 6 | Prior Experience Narrative | The Government states, "Prior experience shall be within the | ||
| last three years (as old as 2/2021)."; Will a project started in 2020 April and completed in 2021 February be acceptable to use as past performance? | I am going to say no. That stretches the 3 years relevancy too far. I will revise Prior Experience wording to "Experience total must be no later than 2/2021. Needs to be between 2/2021 to 2/2024. For the experience to qualify the contract must have started on or after 2/2021." | |||||
| 67 | PWS | 10 | 2.2.2 | The Government states, "Design the digital component of the service so that it is integrated with the offline touch points | ||
| producers use to interact with the service."; What are the offline touchpoints? | The government deleted this in revised PWS. | |||||
| 68 | PWS | 10 | 2.2.2 | The Government states, "The contractor will ensure they explore and understand the different ways users will interact with the application, | ||
| including the actions they take online, through a mobile application, on a phone, or in person."; Is a mobile app required? | The applicants should be able to enter data on their mobile browser, but an app is not required. Mobile friendly is required as per langauge in the PWS> | |||||
| 69 | PWS | 6 | 2 | Is it expected that this solution will integrate with a separate system for EBT functions (either provided through a USDA contract, or individual State EBT contracts) to allow for flexibility amongst each entity's EBT interfaces and needs? | No. | |
| 70 | PWS | 5 | 1 | How will program entities that will be covered by this solution be determined? Will it be on an opt-in basis or through mandation? | They will contact you and sign up, USDA will make a point of providing vendor contact information. Some entities are already expressing interest in this option. | |
| 71 | PWS | 7 | 2 | What is the timeline for systems development and implementation vs the timeline for the first summer in which the solution will be expected to be active and in use by at least one entity? | This is clearly outlined in the performance work statement. July 1, 2024. | |
| 72 | PWS | 5 | 1 | Would USDA be open to a proposal that includes both the development of a new application to replace the current one, as well as assumption of maintenance, support, and enhancements of the current one while the new is being developed? This may allow for an earlier adoption of the program while still providing additional functionality and system benefits in future years. | There isn't a current Summer EBT application as this is a new program. | |
| 73 | Instruction to Offerors | 8 | 3, Volume III, Price | This section states, "The Government will evaluate pricing utilizing Volume IV." However, the instructions indicate that the pricing is to be provided in Volume III. Please clarify this statement and what the USDA is expecting regarding Volume IV. | Revised to Volume III | |
| 74 | PWS | 6,7 | Developing the application | How are State programs expected to operationalize the application data they receive from the solution described in this scope of work? | That's not a concern of the vendor. | |
| 75 | PWS | 6,7 | Developing the application | Given the impetus of SEBT to provide nutrients that are lacking in the diets of children, how do USDA and state agencies plan to ensure qualifying nutritional foods are redeemed? | The statue authorizing Summer EBT makes the benefits redeemable at SNAP eligible retailers under the same restrictions as SNAP. | |
| 76 | PWS | 6,7 | Developing the application | Is USDA interested in an approach that leverages the existing WIC EBT ecosystem to support the approval of nutrional foods that allow for optimal flexibilty to accommodate participant's food preferences? | No | |
| 77 | Instruction to Offerors | 1 | Closing Response Date | Given the due date is five business days away and the dependencies on answers to draft portions of the response, would the USDA consider extending the deadline by one week? | No |
File details come from the government source that posted it. Updated .