A16PS00407_-_Pre-solicitation_announcement.pdf

Solicitation Number:

A16PS00407

Notice Type:

Pre-solicitation announcement (Synopsis)

Synopsis:

PLEASE NOTE: THIS IS A PRE-SOLICITATION ANNOUNCEMENT.

The purpose of this synopsis is to provide knowledge of a future contract action that will be awarded on a sole source basis to WIDA Consortium. This acquisition strategy is being utilized based on market research conducted which confirmed only one vendor is capable of fulfilling the Governments Requirements. The primary North American Industrial Classification System (NAICS) Code is 611110 with a size standard of $11 Million, (Elementary and Secondary Schools). The vendor will assist the BIE in administering various assessments in Bureau of Indian Education (BIE) funded schools, including BIE-operated schools and tribally controlled schools.

The following core responsibilities/deliverables comprise the contract:

Component 1 – Project Management Services. Contractor will be responsible for all work necessary to deliver the assessments to BIE-funded schools, including:

A. WIDA is the designated project manager for the World‐Class Instructional Design and Assessment (WIDA) consortium.

a. WIDA provides programmatic services and quality assurance in seven areas:

1. Program management and delivery services

2. State engagement and coordination

3. Summative assessment

4. Technology

5. Reporting and analytics

6. Ongoing research and validity and

7. Non-summative assessment

b. Contractor will provide assistance to BIE schools regarding the assessment administration activities (e.g., help desk support, reconciliation of test quantity issues).

B. Assessment Delivery.

a. Contractor will provide the WIDA assessments under the Contract to BIE schools in the required quantity and in time for annual spring administration, beginning with spring 2015.

b. Contractor will provide assistance to BIE schools regarding the assessment administration activities (e.g., help desk support, reconciliation of test quantity issues).

(2) Component 2 - Student Registration. Contractor will be responsible for providing the BIE schools with the capability to upload student information data, as required, for the timely and accurate registration of the assessments. BIE will be responsible for working with WIDA to enter student information and registration data as described below.

a. Uploading Student Information.

i. Contractor shall provide BIE with access to Contractor’s online administrative portal to upload student information data. WIDA has created a user role for BIE to allow it to enter BIE student information data.

ii. The online portal shall have functionality for the import and management of assessment registration data of BIE students (including student accessibility needs and preferences).

iii. The online portal shall allow authorized users to schedule testing sessions for the WIDA assessments within the WIDA Test Administration Window and allow administrative users to manage test assignment to students, based on the business rules to be defined by the BIE and WIDA policies for scheduling across states and the testing window.

b. Registering Students.

i. BIE will be responsible for uploading into the online portal BIE the initial organization information, participation counts, and student registration information. The vendor will review the data and addresses provided and notify BIE of any concerns. BIE will have an opportunity to amend the information. Additional organizations and students entered after this time will be processed as additional orders. After the initial upload of data into the portal, BIE-funded schools may also access to change, add, or subtract students from the assessment regime. Personalized materials will not be provided.

ii. Security Plan. Contractor shall follow the same data privacy and security safeguards for BIE as it follows for other participating states, and as described in the WIDA Operational Security Plan. Contractor will provide a copy of the Security Plan to BIE.

c. Quality of Work Products. Contractor is responsible for correcting any errors in work products at the Contractor's expense, arising from activities that are the responsibility of the Contractor. Contractor shall not be financially responsible for errors that result from the actions of BIE, WIDA or its Governing State Members or the Partnership Manager. In the event of errors introduced or caused solely by a third party, Contractor will notify WIDA of the request for reimbursement for the costs associated with correction of such third party errors. Such corrections may involve activities that include, but are not limited to:

i. Conduct analyses to identify the cause and extent of errors

ii. Edit, revise, and/or reprogram computer-based applications

iii. Reprint and/or reproduce products or other materials

iv. Replace and/or correct data files

v. Reproduce reports

vi. Ship replacement products or reports to the school/district/state/BIE/Partnership Manager using expedited shipping services

(3) Component 3 – Student Data Reporting. Contractor will be responsible for all necessary work to provide BIE schools the hard-copy results of the WIDA assessments, as described below.

BIE will work with WIDA to access electronic reports and data files.

A. Student Reports. Contractor will print and deliver “machine readable,” paper copies of student proficiency level reports. Each school will be provided: (1) two copies of individual student proficiency report, and (2) one copy of a grade level report with aggregate student proficiency data. (Component 3: Student Data Reporting). The Contractor will make available through the Data Warehouse and user access assigned to BIE, electronic copies of student reports and school level reports and rosters. Under its contract with BIE and other participating states, Contractor will conduct standard setting and establish cut scores for the WIDA assessment in July-September 2015. Electronic results from the spring 2015 administration will be available in November and December 2016. A more detailed reporting schedule for electronic and paper copy reports is being drafted.

BIE will have access to its reports on the same timeline as other states.

B. Quality Control. Contractor shall follow the same quality control processes for

BIE as it follows for WIDA and other participating states, and as described in the WIDA Operational Quality Plan. Contractor will provide a copy of the Quality Control plan to BIE.

(4) Component 4. Accounting Services

1. The Contractor will be responsible for all work necessary to implement the invoicing, reporting, tracking and monitoring of funds for services rendered under the Contract, including:

a. Contractor shall provide reports in a format approved by the BIE.

b. In the event the BIE has a required preference for a specific type of report that is provided pursuant to the Contract, the BIE shall notify the Contractor of such preference and provide the format/template to Contractor.

2. Data Integrity. Contractor’s portal and platform shall provide end-to-end data protections to verify data integrity while such data is in Contractor's possession during processing, storage, and transportation between applications and interfaces.

3. System Access Security. Contractor's portal and platform shall provide auditable access controls throughout the entire data management life cycle, including access control, confidentiality, monitoring, and threat detection.

4. Data Regulatory Compliance. Contractor shall comply with all relevant state and Federal laws including FERPA, COPPA, and CIPA regulations, to the extent applicable to the services provided by Contactor hereunder.

5. Version of Assessment Registration Portal and Assessment Delivery Platform:

Contractor shall provide the BIE with access to the latest version of online portal and TestNav during the term of the Contract. "Latest version" as used in this Paragraph is defined as the most currently released version of online portal that is available at the point in time necessary to meet all deliverable dates required for an Annual Assessment Administration. Throughout the life of the Contract, online portal will be upgraded to address known issues and other enhancements agreed to by the parties. "Known issues" are based on performance issues from previous administrations and feedback from users. "Known issues" does not necessarily include all WIDA requests for enhancements.

The contract period shall consist of a 12 month period of performance, with a Base Period and four (4) Option Periods. The type of solicitation to issue will depend upon the responses to this sources sought synopsis. The Government must ensure there is adequate competition among the potential pool of responsive contractors. Proposed teaming arrangements or other partnering agreements shall identify clearly the primary offeror for determination of responsibility purposes.