Q_A_Response_11_20_25_0001.pdf

Q & A for Prekindergarten & Adult Education

Solicitation No. 140A2326Q0002

1. Scope and Deliverables

Q1: Does the scope include curriculum implementation support and instructional coaching, or only TA/PD?

Answer: Yes. The contractor must provide curriculum and instruction coaching, training, and differentiated support, including implementation aligned with PreK and Adult Education standards.

Q2: Are there existing curricula and PD materials the contractor must use?

Answer: Yes. Contractors must use BIE-adopted Prekindergarten Standards and existing FACE curriculum; additional resources may be recommended.

Q3: Is the contractor responsible for logistics for regional trainings?

Answer: Contractors support training and may support some logistics, but BIE secures venues.

Q4: What level of collaboration is expected with other contractors?

Answer: High-level collaboration. Contractors must coordinate with other partners and maintain POCs.

2. Data Systems and Integration

Q1: Will contractor staff have access to Power BI, SharePoint, FACE Portal?

Answer: Yes. System access is required and provided after background clearance is established.

Q2: What data validation/reporting deadlines exist?

Answer: Quarterly and annual reporting; sites submit data monthly by the 5th.

Q3: Will the contractor have access to historical program data?

Answer: Yes.

Q4: Is there a required reporting template?

Answer: Yes, in the FACE Portal.

3. Travel and Site Visits

Q1: How many site visits per year per component?

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Answer: Each site receives one annual TA visit unless completing a desk audit.

Q2: Can the contractor propose hybrid (virtual + onsite)?

Answer: Yes. Desk audits allow hybrid models.

Q3: Will BIE reimburse travel separately?

Answer: Yes, see PWS section 8 for detailed FTR pre and post travel approval.

4. Staffing and Qualifications

Q1: Can experience be met collectively by the team?

Answer: Each TA must have their own appropriate educator experience.

Q2: Are subcontractors allowed?

Answer: No

Q3: How many Points of Contact required?

Answer: Two, one for each component that serve on the FACE leadership teams, but then a team of TAs for site support.

5. Contract Management and Performance

Q1: Is the contract multi-year?

Answer: No, it’s a single award year, with four option years that may be exercised for continued services.

Q2: What KPIs will be used?

Answer: Attendance, deliverables, data compliance, participant evaluations.

Q3: Are quarterly reviews conducted?

Answer: Annual reviews.

Q4: Can the vendor propose modernization innovations?

Answer: Yes.

6. Intellectual Property and Data Rights

Q1: Can contractor retain templates?

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Answer: No. All materials remain BIE property.

Q2: Will contractor receive attribution?

Answer: Yes.

7. Administrative & Budget Clarifications

Q1: Maximum contract value?

Answer: Not specified in the SOW. Contractors must propose pricing; BIE determines final value during evaluation.

Q2: Will BIE reimburse based on GSA per diem?

Answer: Yes. BIE follows federal travel regulations (FTR) including GSA lodging, per diem, and mileage rates.

Q3: Required cost proposal format?

Answer: Standard federal cost proposal including labor categories, hours, travel, subcontracting costs, and total pricing. No unique FACE-specific format is required.

1. General Questions

Q1: Who is the incumbent?

Answer: National Center for Families Learning, Inc.

Q2: Does the funder prefer or expect to award both projects to a single vendor, or is it acceptable to have two different awardees?

Answer: For the Prekindergarten and Adult Education components, one awardee will provide support for both areas. These components are managed together within the FACE program, and a single contractor is expected to deliver coordinated services across both.

Q3: Can we have a current list of the 14 states and 55 sites?

Answer: No

Q4: Is there a preferred budget range?

Answer: No. Offerors must propose a cost structure that is reasonable, realistic, and aligned with the scope of work.

Q5: Are any performance or other reports on the FACE program available?

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Answer: Publicly available information on the FACE program can be accessed through the Bureau of Indian Education’s website. Internal or non-public performance reports are not released prior to award.

1. Page-Setup Requirements

Q1: May content in tables, callout boxes, and graphics be 10‑point font and Arial Narrow?

Answer: Yes.

Q2: Do headers and footers count toward the 1-inch margin requirement?

Answer: No.

2. Proposal Submission Requirements

Q3: Should resumes be placed in an Appendix, and do they count toward page limits?

Answer: Yes. Resumes should be included in an Appendix, and neither resumes nor letters of commitment count toward page limits.

Q4: Should Section 1 and Section 2 be submitted as separate PDF volumes?

Answer: Section 1 (Technical) can be submitted as a PDF. Section 2 (Price) should stay in its’ excel format (unlocked).

3. PWS – Systems, Hosting, Responsibilities

Q5: Are the FedRAMP‑authorized systems referenced the FACE Portal or separate systems?

Answer: These refer to the FACE Portal and ESS environment operating within BIE’s FedRAMP‑authorized Microsoft cloud environment.

Q6: Is the contractor expected to maintain the FACE Portal?

Answer: No. Portal maintenance is performed by the BIE ESS/Data contractor. The selected contractor will use, enter, and validate data.

Q7: What platform is the FACE Portal hosted on?

Answer: The FACE Portal is hosted in BIE’s ESS Microsoft environment using SharePoint, Power Apps, Power Automate, and Power BI.

4. Site Visits, Resources, and Training Expectations

Q8: How many FACE sites are visited annually?

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Answer: TA site visits depend on the needs of each site. All sites receive annual support either through an on‑site visit or virtual visit.

Q9: How many resources, templates, or guidance materials should contractors expect to produce annually?

Answer: Approximately 15–25 resources per year, adjusted based on program needs.

Q10: Where are FACE Implementation Trainings hosted?

Answer: They are typically in‑person but may be virtual if BIE determines this is necessary.

Locations vary by year.

Q11: How many regions are used for Regional TA Days?

Answer: Regions are flexible and based on BIE planning. Typically, 2–3 multi‑state groupings are used.

5. Travel Responsibilities

Q12: Does the contractor coordinate only its own travel?

Answer: Yes, per the federal acquisition travel (FTR) regulations, see PWS section page 6-7.

6. Deadline & Evaluation Questions

Q13: Will the Government consider extending the offer deadline?

Answer: No.

Q14: Is preference given to IEE or ISBEE offerors?

Answer: No.

Q15: Can additional evaluation criteria for Past Performance be shared?

Answer: Yes, but the past performance will be evaluated as identified in the solicitation.

Q16: Can the Government share the current contract funding amount?

Answer: Current contract value is $6,324,577.00

Q17: Can the Government share the ceiling value for this award?

Answer: No.

7. Meeting & Training Logistics

Q18: Where are annual meetings hosted?

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Answer: Annual meetings are typically in person but may be virtual if BIE determines.

Locations vary by year.

Q19: How many attendees are expected for the annual meeting?

Answer: Annual meetings generally include 300-350 participants.

Q20: Is the contractor expected to coordinate annual meeting logistics?

Answer: No. BIE handles logistics. The contractor provides content, materials, and training support.

8. FACE Portal and Data Systems

Q21: Can the contractor propose enhancements to the FACE Portal?

Answer: Yes. Enhancements may be proposed, but BIE and the ESS/Data contractor determine implementation.

Q22: Which award date should contractors use for transition planning?

Answer: See page 19 of solicitation.

Q23: Who is the “Data Team” referenced in Requirement 6?

Answer: The Data Team consists of federal BIE personnel and contracted ESS support staff.

9. Site Counts & Roster Information

Q23 (duplicate): What are the expected site counts?

Answer: The Base Year includes approximately 55 sites. Additional sites may be added over time, plan 1-2 per year.

Q24: Can a redacted site roster be provided pre‑award?

Answer: No.

10. Deliverables & Event Volumes

Q25: How many Implementation Trainings and TA Days occur annually, and how many participants per event?

Answer: One Implementation Training per year, 2–3 Regional TA Days, with participation generally ranging from 35–75 individuals per event/component.

Q26: What percentage of sites receive on‑site TA visits?

Answer: Offerors should assume all sites receive an on‑site TA visit, with virtual visits and desk audits determined based on site needs.

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11. Page Limits & Pricing Clarifications

Q27: Do cover pages, TOCs, and acknowledgements count against page limits?

Answer: No.

Q28: Should FAR 52.217‑8 pricing be included?

Answer: Provide all requested information identified in the pricing schedule.

12. Background Investigations

Q29: When must cleared personnel be fully available?

Answer: As soon as the person has been fully vindicated.

13. Pricing Schedule – Travel Assumptions

Q30: What are the expected numbers and duration of TA trips?

Answer: Contractors should plan for approximately 55 on‑site TA trips per year, each typically lasting 2–3 days including travel.

14. Hosting, Licensing, and System Access

Q31: Are hosting responsibilities within existing BIE environments?

Answer: Yes. All hosting occurs within BIE’s existing ESS/FACE environments. Contractors do not host new systems.

Q32: Will licenses and user accounts be provided?

Answer: The prior contractor will transfer existing licenses and accounts. The new contractor must include licensing costs for systems they need (e.g., TS GOLD, Beable) in their ODC pricing.