25MASFSKM1 Questions and Answers 8.09.24.pdf

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Questions and Answers

Alternate ID #: 25MASFSKM1

COMMBUYS Bid #: BD-24-1026-DOE02-DOE01-98286

Contents

Questions 7/22/2024 to 8/8/2024

Questions 7/15/2024 to 7/22/2024

Questions 6/17/2024 to 7/15/2024

Questions 4/26/2024 to 6/17/2024

Question 4/10/2024 to 4/26/2024

Questions 3/28/2024 to 4/10/2024

Questions 3/23/2024 to 3/27/2024

Questions through 3/22/2024

Questions 7/22/2024 to 8/8/2024

1. Can you please provide additional information about what is meant by “academically enriching” (item 1 under Areas of Content Expertise)?

Answer: For content expertise Area 1. Academically enriching OST and/or ELT programming, “academically enriching” is defined as vendors who have content expertise in Massachusetts 21st Century Community Learning Centers and includes the following components of:

• learning that is meaningful, supports mastery, identity and creativity;

• is based on student interest;

• implements Deeper Learning strategies, such as project-based learning;

• addresses issues that students can relate to and meaningful to them;

and

• provides opportunities for students to demonstrate what they have learned.

https://view.officeapps.live.com/op/view.aspx?src=https%3A%2F%2Fwww.doe.mass.edu%2F21cclc%2Ffunding%2Fexpectations-elements.docx&wdOrigin=BROWSELINK https://view.officeapps.live.com/op/view.aspx?src=https%3A%2F%2Fwww.doe.mass.edu%2F21cclc%2Ffunding%2Fexpectations-elements.docx&wdOrigin=BROWSELINK

2. Can you please provide DESE’s definition of “dual capacity frameworks” (item 13 under Areas of Content Expertise)?

Answer: Dual Capacity for content expertise Area 13. Family Engagement /Dual Capacity Frameworks is in reference to vendors who have expertise using the Massachusetts framework for family engagement and the work of Dr. Karen Mapp focused on the Dual Capacity-Building Framework. The Dual Capacity-Building Framework for School-Family Partnerships (Mapp and Kutner, 2013) “provides organizations and communities a roadmap for creating family engagement policy, program and practices that builds the capacity of both families and practitioners around meaningful partnerships that contribute to child/youth success.”

3. Can you please provide DESE’s definition of Youth Development (item 36 under Areas of Content Expertise)?

Answer: Content area of expertise 36. Youth Development is defined broadly as vendors who have expertise in the experiences, environments and relationships that promote healthy development and positive outcomes for youth. Current initiatives include prevention approaches and the promotion of student voice and agency in schools, programs and the community. For reference, Youth.gov describes positive youth development as “an intentional, prosocial approach that engages youth within their communities, schools, organizations, peer groups, and families in a manner that is productive and constructive; recognizes, utilizes, and enhances young people’s strengths; and promotes positive outcomes for young people by providing opportunities, fostering positive relationships, and furnishing the support needed to build on their leadership strengths.”

Questions 7/15/2024 to 7/22/2024

1. We just met with a client who has received the grant "Promoting Safe and Healthy Learning Environments: Elevating Student Voice and Well-Being (Fund Code 0127)." Is this proposal the correct one to sync with that funding or is there another bid to be eligible to support schools using that funding source?

Answer: Yes, depending on the number of pre-qualified partners for this work, the Office of Student and Family Support (SFS) will issue a Request for Quotes from the applicable pre-qualified vendors and will select one or more to support the work of the various pathways outlined in the Promoting Safe and Healthy Learning Environments: Elevating Student Voice and Well-Being (Fund Code 0127) grant.

https://www.doe.mass.edu/sfs/family-engagement-framework.pdf https://youth.gov/youth-topics/positive-youth-development

Questions 6/17/2024 to 7/15/2024

2. Do you know how long it typically takes for decisions to be made regarding applications?

Answer: Bidders can expect the decision process to take up to four to six weeks.

3. When will the list of potential evaluation partners for Playful Learning Institute be shared with districts?

Answer: Depending on the number of pre-qualified evaluation partners for this work, the Office of Student and Family Support (SFS) will issue a Request for Quote for response from the pre-qualified vendors and will select one evaluation vendor for the Playful Learning Institute. SFS will notify participating districts of the selection so that contracts can be set up in order to begin evaluation activities.

4. The RFP outlines recommended page lengths for the narrative sections. Are there any formatting guidelines (e.g., spacing, font size, font type) to accompany these page lengths?

Answer: There are no formatting guidelines to accompany the recommended page length of the narrative section.

5. We understand our proposal should include in Section C all the areas of content expertise we have and in Section D a description of the services we offer (described through the lens of the areas of content expertise we have).

Is that correct?

Answer: That is correct. As previously noted in Question 3 on March 3, 2024, vendors should include a response to Attachment A, Section C for each content area of expertise (topic) for which a vendor is applying. Vendors are asked to provide in their response to Attachment A’s Section D. Service Description descriptions of their unique and distinct service offerings (A-H) using at least one of the areas of content expertise as an example(s).

6. We are considering applying in two service area categories at this time.

Should our application include all the content outlined in Section D for both of those categories?

Answer: Each service area category should be addressed in Section D. As previously noted, we recognize many vendor service offerings are bundled together and support one another. We recommend that you describe services in a concise and clear way so one background for bundled services is a reasonable response as long as the description addresses the requested background information. If service offerings are more distinct, provide background information for each service offering.

7. We understand that pre-qualified vendors will only have access to future

RFQs if they are approved in the appropriate categories – does this refer to areas of content expertise or service lines or both? Put another way: are vendors pre-qualified based on their areas of expertise or the services they provide?

Answer: Pre-qualified vendors have access to apply to future Requests for Quotes (RFQs) based on both approved content area(s) of expertise and service category(ies). School districts will have access to the pre-qualified vendor list, which will be posted on DESE’s website, when seeking possible providers to meet their educational service needs. When DESE has particular services outlined in this master agreement for which it needs a vendor partner to deliver for school(s) /district(s) or for DESE, a Request for Quotes (RFQ) will be made available only to those that are pre-qualified for the specific service category/content area of expertise.

Questions 4/26/2024 to 6/17/2024

1. We are unclear how to submit a budget without a scope of work. Can you please clarify if a rate card with representative junior, mid, and senior level rates would be sufficient?

Please confirm if travel and other direct costs such as supplies are not to be included in our fully burdened rates and will be estimated based on the needs of any awarded project.

Answer: Bidders are asked to provide a sample budget that is deliverables-based and/or based on hourly/daily rates for this offering. The rates proposed must be inclusive of all expenses and indirect costs (such as travel, supplies, telephone and cell phone charges, fringe benefits, etc.).

2. Please confirm that Services Matrix should be completed with responses relevant to the content area to which we are currently applying.

Answer: Yes, the Services Matrix should reflect the applicant’s response to Attachment A for the areas of content expertise and the range of service categories for each content area. Vendors are asked to reference the Submission Requirements in Attachment A that outlines the required application materials and provides detailed application instructions.

COMMBUYS - Bid Solicitation https://www.commbuys.com/bso/external/bidDetail.sdo?docId=BD-24-1026-DOE02-DOE01-98418&external=true&parentUrl=close

Question 4/10/2024 to 4/26/2024

1. Should we be separately applying to Master Service Agreements (MSAs) RFRs for both the Systems for Student Success Office and the Office of Student and Family Support? The two seem to overlap in categories of expertise and responses. If yes, can we use the same text/content where it makes sense to?

Answer: Bidders can apply to either/both of the SSS and SFS Master Agreements and must do so separately in COMMBUYS. Bidders may use similar language/content, where appropriate, in both applications for overlapping content areas of expertise and service category areas. The DESE offices are working internally to coordinate Master Service Agreement processes with the hope of offering streamlined opportunities in the future.

2. Can vendors request an extension in submitting a bid to 25MASFSKM1?

Answer: 25MASFSKM1 is a Rolling Enrollment Departmental Master Agreement. Responses can be submitted on a rolling basis from the posting date until December 31, 2027 – 12:00 PM ET.

3. Our organization is prepared to turn in a response for one specific content area but may send in a second submissions including several other areas later. Are we allowed to submit twice as we have done with other DESE pre-qualified provider and master agreements in the past which allow vendors to add new content areas of expertise?

Answer: Yes. If needed, bidders are permitted to submit an application for content areas not included in a previous application. As referenced in

Question 1 on 3/22/24, however, DESE did not intend for vendors (e.g.

individuals/organizations) to submit separate applications for each area of content expertise or service category areas.

Please Note: DESE will be issuing an addendum to 25MASFSKM1 to align and outline DESE’s criteria for service category Program and/or Initiative Evaluation and content area of expertise #24. Program Evaluation. DESE will notify all vendors that submitted applications when this addendum is available Vendors who wish to be pre-qualified under either of these categories are welcome to resubmit for just those at that time.

4. If we are submitting hourly/daily rates, are we required to submit a number of days? If yes, are you able to provide guidance on how we should submit a budget with potential project variables and timelines?

Answer: No, bidders submitting sample budget(s) based on hourly/daily rates for each main offering for each proposed service category are not required to submit a number of days. The rates proposed must be inclusive of all expenses and indirect costs (such as travel, supplies, telephone and cell phone charges, fringe benefits, etc.). Actual rates (not to exceed submitted rates) and contract parameters, including deliverables and due dates, will be established when a work order or contract, as appropriate, is negotiated with the Department.

Questions 3/28/2024 to 4/10/2024

1. Can pre-qualified vendors work with MA DESE or with schools and districts only? Per COMMBUYS, Attachment A, 3 x bullet points on the bottom of page 1, it only describes that pre-qualified vendors are working with schools and districts.

Answer: Being a pre-qualified vendor is not a guarantee of contracted work with either DESE or school districts. When DESE has particular services outlined in this master agreement for which it needs a vendor partner to deliver for school(s)/district(s) or for DESE, a request for quotes (RFQ) will be made available only to those that are pre-qualified for the specific service category/content area of expertise. In addition, school districts will also have access to the pre-qualified vendor list when seeking possible providers to meet their educational service needs.

Questions 3/23/2024 to 3/27/2024

1. For the supplier diversity form, if we're a "W/NPO - Women Non-Profit

Organization" how do we certify that and does it impact our need to complete this form?

Answer: The Supplier Diversity Plan form is required of all vendors, regardless of their status as a diverse or small business, and outlines the vendor’s commitment to spend a percentage of their organization’s /company’s budget on goods or services with a certified diverse business partner.

Vendors may apply to the Supplier Diversity Office to be certified as a diverse and/or small business that is interested in public and private business opportunities in Massachusetts. This is separate from the Supplier Diversity Plan form and spending commitment.

2. And for the Prompt Pay Discount Form, what is the vendor code and

Contract/RFR number we should put at the top?

Answer: The Vendor/Customer Code is a system-generated ten-digit number preceded by the alpha characters "VC." This code is used to identify vendors and customers in MMARS for use on procurements, encumbrances, payments and accounts receivable. If your organization/company has https://www.diversitycertification.mass.gov/BusinessDirectory/BusinessDirectorySearch.aspx https://www.mass.gov/certification-program-for-sdo previously done business with the Commonwealth, your vendor code can be found on any contract you signed with the Commonwealth. If your organization/company is new to doing business with the Commonwealth you will be assigned a VC as part of the pre-qualification process.

The Alt ID (25MASFSKM1) for this Bid may be used as the Contract/RFR number.

3. As an interested vendor, I am not sure where or how to fill out the bid information. Can you help clarify this process?

Answer: Vendors are directed to two possible resources when applying for the first time with a bid / application through COMMBUYS.

• COMMBUYS Vendor Registration Job Aid

• How to Create a Quote in COMMBUYS

For this particular bid, vendors should reference the Submission Requirements in Attachment A, which outlines the required application materials and provides detailed application instructions. COMMBUYS - Bid Solicitation.

Questions through 3/22/2024

1. If a vendor is applying for three service areas, does the vendor need to provide a separate application for each service area?

Answer: Vendors are asked to submit one application. DESE did not intend for vendors (e.g. individuals/organizations) to submit separate applications for each area of content expertise or service category areas. Vendors are asked to provide expertise in at least one area of content and are asked to describe the service category offerings using one (or more) of the areas of content expertise as an example(s). Vendors are asked to reference the Submission Requirements in Attachment A that outlines the required application materials and provides detailed application instructions.

COMMBUYS - Bid Solicitation

2. If sub-contracting, is this it’s own application or just a statement from the individual/organization that they will sub-contract should they receive a request that exceeds our capacity?

Answer: Vendors that select Service Category G (Subcontracting) may simply make a statement of willingness to subcontract, as needed. In addition, vendors may indicate where and when they might subcontract to further demonstrate their capacity to support service delivery in a particular content area of expertise.

https://www.mass.gov/doc/commbuys-vendor-registration-job-aid/download https://www.mass.gov/doc/how-to-create-a-quote-in-commbuys/download https://www.commbuys.com/bso/external/bidDetail.sdo?docId=BD-24-1026-DOE02-DOE01-98418&external=true&parentUrl=close https://www.commbuys.com/bso/external/bidDetail.sdo?docId=BD-24-1026-DOE02-DOE01-98418&external=true&parentUrl=close https://www.commbuys.com/bso/external/bidDetail.sdo?docId=BD-24-1026-DOE02-DOE01-98418&external=true&parentUrl=close

3. If we are applying to become a vendor to offer more training and PD, would we need to do one background response for each topic area or would one background area on all the topic areas we selected be what DESE is looking for?

Answer: Vendors should include a response to Attachment A, Section C for each content area of expertise (topic) for which a vendor is applying. Vendors are asked to provide in their response to Attachment A’s Section D. Service Description descriptions of their unique and distinct service offerings (A-H) using at least one of the areas of content expertise as an example(s). We recognize many vendor service offerings are bundled together and support one another. We recommend that you describe services in a concise and clear way so one background for bundled services is a reasonable response as long as the description addresses the requested background information. If service offerings are more distinct, provide background information for each service offering.