FINAL SIS Questions from Industry_13Feb2020_V4.pdf

HE125420R3001 Amendment 00001– Question & Answers

Q1. Regarding Special Programs, will the US DoDEA accept the Virginia state model to be used or do you have a particular model that you require? (pg 47, para 3.17) A1. DoDEA does not adhere to a specific state model. Offerors should propose a solution based on the requirements provided in Section 3.17 Q2. The RFP states that there is an MQR requirement of 30% or better of the total contract value. Is this just for one entity or total for all small businesses that might be involved? (pg 91, para 2.i – proposal organization, volume V – item d).

A2. This is the total for all small businesses that might be involved.

Q3. Does the DoDEA expect the SIS to allow for separate databases with separate configurations of items such as security, network authentication, reporting, and course catalog at each of the eight districts, or would one database with one configuration or instance for these items controlled at the DoDEA level meet its requirements (pg 15, para 3.3.4 - Configure DoDEA enterprise within its system and/or databases as the appropriate organizational entity (i.e., state, district, school) upon a request in writing from the Contracting Officer’s Representative (COR). Note: DoDEA’s organization hierarchy consists of the following: one system, three regions, eight districts, 62 communities, and 164 schools, which includes the Virtual High School.)?

A3. DoDEA expects one database with one configuration.

Q4. How many unique standards-based or board-approved custom elementary report cards does the DoDEA use or expect to use? An example of a unique card would be first grade report card based on performance standards in English, and an additional unique card would be first grade report card version in Spanish. If grade levels are combined, such as first and second grade, for example, then first/second in English would be one unique card, first/second in Spanish another unique card, etc.? (pg 43, para 3.15.1.39 - Allow for traditional and/or standards-based grading in the reporting/report cards process.)

A4. DoDEA currently has three report cards all in English for elementary grades. DoDEA may transition to standards based report cards in the future.

Q5. How many school years of data does 500 gigabytes represent? (pg 6, para 1.3.2 - DoDEA requires data migration services to associate current system to a new solution. Provide migration of, at a minimum, 500 gigabytes of data and associated tables.)

A5. Current size depicts 11 years of data.

Q6. Will the DoDEA list all third-party systems to be integrated with the SIS? (pg 33, para

3.11.1.25 - Be able to integrate with DoDEA third-party systems, e.g., Choices 360, HMH, and Clever.)

A6. A current list as of February 13, 2020 is attached – see Technical Exhibit 1.

Q7. Will our response be considered unacceptable if we are unable to provide a map of our database, as this would reveal our proprietary intellectual property? (pg 27, para 3.9.1.4 – provide a well-documented data model that includes all database tables, fields, and relationships) A7. DoDEA requires an overview of how data is organized and will be represented (i.e., number and identification of tables) for evaluation. Upon contract award associated data model and full data dictionary will be required. However, any information an offeror deems proprietary should be marked appropriately.

Q8. Can we get an estimated number of virtual meetings? Would this be weekly, monthly, meetings with the DODEA related to the SIS, or does it include additional other peripheral government agencies? (pg 8, para 2.1.3.3)

A8. The frequency of virtual meetings will depend on the “phase” of the contract. Meetings will be SIS specific. DoDEA is looking for proposed project management plan to define what frequency of meetings would be for each phase of a contract.

Q9. CIPA The internet is normally contracted through the school, not the SIS. If this is pertinent, can you please explain how? (Attachment 1 – Questionnaire, question 6 – bullet 3).

A9. CIPA is policy guidance that your cloud service and system security may meet. . Internet is not contracted at the school level.

Q10. Is this a request for the creation of customized videos unique for the SIS developed for the DODEA schools, or would the (free) default videos be acceptable? (pg 8, para 2.2.3.2) A10. DoDEA requires videos to reflect DoDEA data elements, data forms, practices, etc.

Q11. Can you please confirm that Phase II includes written narrative style responses to ALL questions in section 3 Technical Requirements and Specifications on page 14, or should we only begin with the chart 3.91.on page 27? Should our response also include parts 2 (Service Requirements) beginning on page 7? (pg 90, volume 1) A11. Each section 2 “Service Requirements” and 3 “Technical Requirements and Specifications” and associated sub-sections should include a brief narrative explanatory summary. Individual requirements at the table level (e.g., 2.x.x.x and 3.x.x.x) may include “yes” or “no” type answers. Also include any associated “Appendix” system enhancement attributes.

Q12. Can you please specify which pages Factor 1, (Technical Acceptability) with a 60 page limit, applies to? (pg 89, offeror structure, content and additional instructions).

A12. See A13.

Q13. Since the questions alone are 48 pages for both parts 2 and 3 above, should we include the questions, or only our responses, numbered accordingly? (pg 89, offeror structure, content and additional instructions).

A13. 60 page requirement will be amended to 120. The response to section 3.9 through 3.24 and Appendix shall not exceed 90 pages and are included within 120 page count.

Offerors shall include the question within response.

Q14. In order to give a price for the data mapping and data migration, can you provide us with a map of the existing database? (pg 12, para 2.3.3.1 – cross walk of tables for data migration) A14. DoDEA will provide necessary information upon contract award.

Q15. What is the page limit for responses to Appendix 9 System Enhancements Attributes?

Should we write narrative "how" responses to those questions as well? Should we include both the questions and our responses? (pg 64-83, 9 Appendix – System Enhancement Attributes).

A15. Please reference answers to questions 11 and 13.

Q16. Can you please provide a link to the TMS transportation systems so we can assess the cost and requirements for the integration? (pg 54, para 3.23.1) A16. Upon contract award DoDEA will provide interface. Due to PII a link cannot be provided.

Q17. Can you please provide links to the TMCS so we can assess the cost and requirements for the integration? (pg 54, para 3.24.1) A17. Upon contract award DoDEA will provide interface.

Due to PII a link cannot be provided. Data structure for TCMS is provided within Appendix 9 “System Enhancement Attributes”.

Q18. What is the overall budget for this project?

A18. The Independent Government Estimate is an internal document and not for public disclosure. The basis for the IGCE is also only for internal use and will not be shared.

Q19. Will the costs of previous projects be considered in percentages based on the size of the project at the time the contract was executed?

A19. To the extent your question regards the basis for calculating the IGCE, please see the response above to Question 18.

Q20. Can you please provide us with links to of all the integrations we will need to build in addition to the 2 above in questions 10 and 11? (pg 32, para 3.11.1.3) A20. Upon contract award DoDEA will provide interface. For a list of current integrations, please see the exhibit referenced in question 6.

Q21. Regarding references, how many should be included in our proposal? (pg 90, para 2i) A21. It’s the offeror’s decision on how many to provide as long as they are not older than three years prior to the date the solicitation was issued. Also in accordance with the RFP, table 6 para a., the Government may use any and all available sources that allow for an accurate assessment of an offeror’s past performance record.

Q22. 3.25.1 mentions both IT support requirements and accessibility requirements. Can you clarify the intention of the role of the vendor in providing IT support in light of accessibility?

(pg 54, para 3.25.1) A22. The vendor shall be responsible for support in the form of troubleshooting accessibility, identifying issues and risks of the system as well as maintenance notifications of the sites, links, and functions due to upgrades/changes to operational and functional performance.

Q23. Question due-date Extension: If possible, we would like to know if DoDEA can extend the deadline granted to proponents to submit questions. The number of requirements outlined by DoDEA in this Solicitation is substantial, and in addition to this, DoDEA states that the contract will be a firm, fixed-price engagement. As a result, any cost risk is borne by the Vendor. Because of this, additional time for Proponents to analyze the proposal and ask questions about the scope of the project would be valuable and may result in savings to the Government. Could DoDEA grant a 2-week extension on the Questions Due Date for this Project?

A23. No. Due to time constraints the Government will not extend the due date for questions.

Q24. Data Migration Scope: This Solicitation is listed as a firm, fixed-price engagement.

However, the scope of the migration effort described in this requirement suggests that DoDEA will only make information about the Data, Reports and Analytics to migrate from the existing to the new system available after award. Will a component of the contract be available through a time and materials approach to accommodate unexpected changes if required? (pg 12, para 2.3.3.8) A24. The Government shall award a Firm Fixed Price contract.

Q25. On-Premise vs. Cloud Based Solution: Is DODEA looking for an on premise or a cloud-based SIS solution? Does it have a preference for either hosting model? (pg 14, para 3.1.1) A25. Cloud based solution.

Q26. General Security Requirements: The security requirements listed in this section appear to closely follow the controls in NIST 800-53 rev 4. How would DoDEA prefer that Proponents demonstrate compliance with these controls within the 60 page limit available for submission?

(pg 16, para 3.7) A26. A Systems Security Plan (SSP) and a Plan-of-Action and Milestones (POA&M) can be attached as technical exhibits and not counted against page limit.

Q27. PIV Card Authentication: In this Requirement, DoDEA lists only SAML2.0 as an SSO authentication method. Is DoDEA interested in having any of its users authenticate via PIV cards, as other Federal customers are doing today? (pg 17, para 3.7.1.9) A27. DoDEA is interested in PIV capability, but is not required.

Q28. Field-level Validation: Throughout this Solicitation, DoDEA has described a desire to apply field-level restrictions on individual data elements. These restrictions include restrictions around access and also restrictions around validation. Could DoDEA clarify if it would be acceptable for these restrictions to be available at the page, and not the field level? Also, would it be acceptable for the validation checks to be configured during the implementation, as opposed to being adjustable over the life of the project? (pg 27, para 3.8.3.7) A28. DoDEA requires field level validation. DoDEA will be able to provide the initial set of validation checks to be configured during implementation, but DoDEA will most likely need ongoing validations as additional functionality and configurations/customizations are added.

Q29. Code Snippets: DoDEA expresses a desire to have report and visualization information exportable as a “code snippet” that can be added to third-party websites. Would it be acceptable for the System to export reports and other visualizations either as structured data in Excel format or as an image file? We note that making it possible for unauthorized third-party systems to make database queries against your SIS without authentication may increase the overall risk posture of your SIS. (pg 28, para 3.8.3.15) A29. Excel format or as an image file are acceptable, but are not the only acceptable forms of data reporting and visualization. DoDEA is not requiring unauthorized third-party systems interaction for database queries.

Q30. Rollover Process: Multiple requirements throughout this Solicitation mention a rollover process. Could DoDEA provide more information about the changes that occur during this rollover process, as well as the inputs, criteria and outputs used during this process? Which users will be expected to engage in these rollovers and how will exceptions be handled and users notified of the result of a rollover? (pg 35, para 3.9, 3.12 and others) A30. Year End Rollover refers to closing out a school year and beginning a new one. DoDEA needs to be sure however that the system will allow for certain phases/steps (example: withdraw a group of students with one code and withdraw another group of students with another code – either through running the same process twice with different parameters or allowing for multiple groups to be done concurrently) to be conducted in a user defined order.