Solicitation 15JA0524Q00000017- questions and answers.docx

Questions & Answers - Solicitation # 15JA0524Q00000017

Question 1: Statement of work, section 7.0, Type of Contract. (page 12 of 61.) Is this a labor hour contact or firm fixed price, or other? As a service provider, the type of contract is usually a firm fixed price.

Answer 1: CLIN’s 0001 and 0002 are fixed price. CLIN0003- Project/Account Manager can be quoted as a labor hour or the can be included in the pricing of the services (CLIN 0001, CLIN0002). It is up to the offeror to quote the amount of hours, if any, on CLIN0003 as stated on page 17, Evaluation Factor #3 of the solicitation. Type of contract will depend on quoting CLIN0003 as would be fixed price contract if quoted zero hours on CLIN0003.

Question 2: Section 4 - List of Attachments. We do not see the attachment, "Attachment 1 - Past Performance Reference Information Form."

Answer 2: The past performance reference information form is attached to the solicitation as a pdf.

Question 3: Technical Quotation Content (Volume 1), Section 2 - Factor 2: Past Performance. Do the past performance references need to be Federal Government references, or can they be legal or commercial customers?

Answer 3: Yes, the references can be from commercial (or legal) customers as stated in Section 2 – Factor 2: Past Performance, #2 on page 16.

Question 4: Regarding Task #2, processing "up to 8,000 DOJ-authorized users of CLE online programming" - does the cost for this fall under items titled "Continuing Legal Education (CLE) Online Programming Services" (at a Firm Fixed Price) under the Commodity or Services Schedule, or is this something that can be priced based on actual use of our CLE library by DOJ-authorized users? E.g. instead of paying a fixed price for unlimited access to the entire library for DOJ-authorized users, could it be based on the actual completion of courses by DOJ-authorized users?

Answer 4: Yes, the cost for Task#2, processing up to 8,000 DOJ-authorized users of CLE online programming, does fall under the “Continuing Legal Education (CLE) Online Programming Services” CLIN in the Commodity or Services Schedule. Please propose your best solution that meets all the requirements stated in the SOW of this solicitation which includes unlimited access to the full library of CLE accredited programs.

Question 5: RE: Section 2, General Quotation Instructions #1 (Page 14)- Are attachments to the Technical Approach allowed, beyond the 25-page limit?

Answer 5: Yes, attachments are excluded from the page count.

Question 6: RE: Section 2, General Quotation Instructions #1 (Page 14)- To explain the technical approach to key deliverables (a CLE credit tracker, etc.), there are instances where it may be easier to show how this would work with a quick video demo of our platform than with text explanation. Are video links permitted?

Answer 6: Yes, Video links are permitted but must be in addition to the written explanation of your technical approach. The written technical approach holds more merit than a video link, which is additional information and optional.

Question 7: RE: Section 2, 5.0 & 6.0 Transition Plan and Timetable (Page 12)- By what date is the DOJ expecting the contractor to be fully operational with all services?

Answer 7: Within 45 days after contract award.

Question 8: RE: Section 2, 5.0 & 6.0 Transition Plan and Timetable (Page 12)- Said a different way, is there a requirement that the transition period be fully complete from one provider to the next in 45 days or is the expectation of this section of the RFP to provide a schedule for the first 45 days of a longer overall transition period?

Answer 8: Per Section 5.0 and 6.0, the contractor shall have a transition plan to propose to the government at the post award meeting, which is 7-10 business days after contract award.

Question 9: Is there a budget range or estimate for this project?

Answer 9: We can only supply the previous contract amount estimated to be $3,985,472.76 for a base year and 4 option years.

(Question and Answers 10-18) pertain to Page 7, Part 3.0 entitled "Description of Services." Most of my questions pertain to the following points under Task 1 of Part 3.0.

• “Following each OLE-sponsored residential and remote training event for which CLE credit is requested, send at least 2 electronic reminders to training participants reminding them of the deadline for applying online for CLE credit. The reminders must be sent during the period that training participants are allowed to submit applications for CLE credit. The reminders must be spaced at least 2 days apart, must remind participants of the deadlines for applying for CLE credit for the training, and must remind them of the instructions for online application for CLE credit.”

•When and where appropriate, or upon request, be able to process CLE credits using OLE’s accredited CLE provider status rather than the vendor’s own accredited CLE provider status.

•Process CLE credit for up to 240 events each contract year, including but not limited to live, in-person events conducted at the NAC or conducted at a remote location sponsored by OLE; web-based (via WebEx) events sponsored by OLE; and live, in-person training events

• “3.2.9 Compile and submit a list of all projected (estimated) CLE administrative fees and other payments made to CLE regulators in the states of Kansas and Texas only, excluding individual attorney fees and any late fees assessed due to the vendor’s failure to comply with timeliness guidelines. The list must contain projected (estimated) fees and payments for the base year and each option year and must be broken down by fee category (e.g., CLE provider fees, CLE application fees, etc.). EOUSA/OLE is responsible for CLE administrative fees and regulatory fees paid to regulators in all other states that require direct payment (i.e., states that have regulatory fees and do not allow for self-reporting in which fees can be paid directly by the bar member/training participant), except for individual attorney fees charged in connection with CLE credit.”

Question 10: What are the reminders for submitting applications for CLE credit referring to, if we (the vendor) would be the ones applying for and processing CLE credit?

Answer 10: Yes, the contractor must be an Accredited Provider who will file and process applications in all jurisdictions.

Question 11: Can you clarify what the reminders pertain to?

Answer 11: These reminders refer to the contractor sending email reminders to DOJ attorneys seeking CLE credit for OLE courses prior to any expiration/deadline to do so for each single event sponsored by OLE.

Question 12: Would EOUSA be willing to pay for any CLE application or reporting fees? For which states?

Answer 12: No, DOJ rules prohibit EOUSA from doing so.

Question 13: How many in-person events do you anticipate per year?

Answer 13: As indicated in the SOW, up to 240 events each contract year.

Question 14: How many people do you anticipate attending each event type (in-person, online, etc.)?

Answer 14: These numbers vary from course to course depending upon live or distance delivery and the number of seats available for each.

Question 15: Do you record in-person events and/or would you be looking to record them?

Answer 15: In person and webinar events are both recorded in DOJ’s LMS system.

Question 16: Do online events need to be held on Webex or can EOUSA use another platform, such as the Lawline platform?

Answer 16: WebEx is the authorized platform and must be used.

Question 17: What states would you be seeking CLE credit for?

Answer 17: All jurisdictions.

Question 18: Do you create course materials for their programming?

Answer 18: Yes, all course content and related materials are developed by OLE and DOJ’s subject matter experts. This is not a responsibility of the contractor.

Question 19: In regard to Task 2 under Part 3.0, Description of Services: To clarify, you anticipate up to 8,000 users would be utilizing online CLE programming, correct? How many of those users are attorneys? What is the breakdown of the roles of those individuals?

Answer 19: Yes, all users are licensed attorneys.

Question 20: Does EOUSA have an allotted budget for this solicitation?

Answer 20: We can only supply the previous contract amount estimated at $3,985,472.76 for a base year and 4 option years.

Question 21: Will you consider a partial bid?

Answer 21: No

Question 22: Will all tasks need to be ready to begin by April 1, 2024?

Answer 22: Yes

Question 23: When do you anticipate needing accreditation services in 2024? For example, when will the first OLE CLE events in 2024 be taking place?

Answer 23: Immediately as 2024 events are already in progress.