Questionsandanswer071.doc

RFP ED-08-R-0071

1. Should we assume that there are 57 SEAs?

· There are currently 54 SEAs. If Puerto Rico opts to apply again for funding, there could potentially be 55 SEAs.

2. Will all sponsored participants for all meetings be covered under this contract for all of the following:

a. Lodging

b. Air Fare

c. Per Diem

d. Ground Transportation

· Yes. The sponsored participants' lodging, air fare, per diem, and ground transportation will be covered for all meetings.

3. Specify the following

a. National Conference

· Number of Days The National Conference will be two and a half days to three days.

· Will there be AM Breaks? Yes.

· Will there be PM Breaks?Yes.

· Will there be Working Lunches?Yes. ED anticipates hosting working lunches for the Focus Groups on the first two days of the conference and one working lunch for the State Directors. There will be approximately 130 attendees for the State Directors meeting and 60 attendees for the focus groups.

· How many breakout rooms will be required? ED anticipates that approximately 60 breakout rooms will be required.

· What kind of audiovisual equipment will be required?

1. A/V for Plenary Session Plenary sessions will require standard A/V including at a minimum a laptop, projector, screens, wireless microphones, sound, etc. to accommodate the large audience.

2. A/V for Breakout Sessions Breakout sessions will require standard A/V including at a minimum a laptop, projector, screens, and wireless microphone.

· How many pages of meeting materials will be required? The pages of reading materials will be determined based on the PowerPoints and various other documents and materials developed for the meeting. Based on past meetings, approximately 500 pages per attendee (including 50-60 page glossy program)

1. Will these be presented in a binder or a folder It is the Contractor's responsibility to prepare the materials in a professional and organized manner.

· Will any promotional materials be required? (eg. totebag, pen, magnet etc.) A bag, notebook, and pen have been provided in the past.

b. State Directors Meetings

· Number of Days The State Directors Meetings will be one and a half days to two days.

· Will there be AM Breaks? Yes.

· Will there be PM Breaks? Yes.

· Will there be Working Lunches? ED anticipates a working lunch for approximately 150 attendees.

· How many breakout rooms will be required?ED anticipates that up to five breakout rooms will be required.

· What kind of audio visual equipment will be required?

1. A/V for Plenary SessionPlenary sessions will require standard A/V including at a minimum a laptop, projector, screens, and wireless microphone.

2. A/V for Breakout Sessions Breakout sessions will require standard A/V including at a minimum a laptop, projector, screens, and wireless microphone.

· How many pages of meeting materials will be required? The pages of reading materials will be determined based on the PowerPoints and various other documents and materials developed for the meeting. In the past there was approximately 100 pages per person for approximately 150 attendees.

1. Will these be presented in a binder or a folder It is the Contractor's responsibility to prepare the materials in a professional and organized manner.

· For the base year of the contract, will the sponsored participants (3 per SEA) be divided evenly among the three regional meetings?ED anticipates the regional meetings will be divided evenly.

c. Reading First Advisory Committee Meetings

· Number of Days The number of days will vary depending on the responsibilities of the Committee. ED estimates meetings will last from one day to three days.

· Will there be AM Breaks? Yes

· Will there be PM Breaks? Yes

· Will there be Working Lunches?ED does not anticipate working lunches.

· How many breakout rooms will be required? ED anticipates needing up to two breakout rooms for Committee work.

· What kind of audio visual equipment will be required?

1. A/V for Plenary Session The Committee meeting will require standard A/V including at a minimum a laptop, projector, screens, and wireless microphone.

2. A/V for Breakout Sessions The Committee meeting will require standard A/V including at a minimum a laptop, projector, screens, and wireless microphone.

· How many pages of meeting materials will be required? The pages of reading materials that will be required will depend on the responsibilities that the Reading First Advisory Committee is tasked with for each meeting. In the past, there were approximately 500 pages per person for approximately 65 people (15 Advisory Committee members and 50 public attendees).

1. Will these be presented in a binder or a folder It is the Contractor's responsibility to prepare the materials in a professional and organized manner.

d. Topical Meetings

· Number of Days Topical meetings will be one and a half days to two days long.

· Will there be AM Breaks? Yes.

· Will there be PM Breaks? Yes .

· Will there be Working Lunches? ED does not anticipate working lunches.

· How many breakout rooms will be required?ED anticipates that up to five breakout rooms will be required.

· What kind of audio visual equipment will be required?

1. A/V for Plenary SessionPlenary sessions will require standard A/V including at a minimum a laptop, projector, screens, and wireless microphone.

2. A/V for Breakout SessionsBreakout sessions will require standard A/V including at a minimum a laptop, projector, screens, and wireless microphone.

· How many pages of meeting materials will be required? The pages of reading materials will be determined based on the PowerPoints and various other documents and materials developed for the meeting. In the past, there were approximately 100 pages per person for approximately 150 attendees.

1. Will these be presented in a binder or a folder It is the Contractor's responsibility to prepare the materials in a professional and organized manner.

4. On page 9 of the SOW under task 7, it states "This contract will not support costs associated with travel, onsite support, or printing and mailing materials and correspondence. Only labor costs, of the logistics liaisons will be supported" - is this statement only in reference to task 7? The other tasks specifically request that the contractor provide support of these ODCs.

· Yes. This statement is only in reference to task 7.

5. Will the contractor be responsible for validating CEUs, or only for distribution of the CEU certificates?

· The contractor will be responsible for validating CEUs.

6. Attachment A - PWS: relative to travel; will the contractor be required to use the

Department of Education's system for travel reimbursement services or will it be able to utilize its own internal system and processes?

· The contractor may use its own travel reimbursement system. However, the contractor must follow the Federal per diem regulations.

7. Is there a standard or proprietary travel management system that the contractor will be required to use?

· No. There is not a standard or proprietary travel management system the contractor will be required to use.

8. Attachment A- PWS: subtask A: Office Supplies - What types of office supplies are required for this procurement i.e., standard meeting supplies: pen, pencil, highlighter and tablet?

· The contractor will be required to provide general office supplies required for the successful conduct of each meeting.

9. Who is the incumbent providing the Logistical Support Services? Are they eligible to compete for this procurement? If not, why?

· The incumbent is Miko Group, Inc. The incumbent is eligible to compete for this procurement.

10. What was the term and value of the incumbent's contract?

· The term of the current contract is September, 2003- September, 2008. The contract's value is $10.2 million.

11. What are the current staffing levels and personnel for this effort?

· The staffing levels and personnel vary due to the size and scope of meetings. The solicitation package includes an estimated level of effort.

12. Attachment A - PWS: Scope of Work - Who is the Technical Assistance Contractor that the successful offeror will have to coordinate the logistical and travel arrangements for conference presenters with?

· The Technical Assistance contract is currently being competed.

13. Attachment A - PWS: Task 4: Reading First Advisory Committee Meetings - Base year and option year designations were not mentioned. Should offeror assume that all efforts will apply to both base period and each option period?

· Yes, the offeror should assume that the efforts pertaining to Reading First Advisory Committee meetings will apply to both the base period and each option period.

14. In reviewing the subject solicitation, I have not been able to find a page limit for the Past Performance Report. Is there a set page limit?

· There is no set page limit. Please only submit what the solicitation requires.

15. May proposals have line spacing less than double-spaced?

· No

16. Can tables/figures be single-spaced?

· Yes

17. If we include samples in an appendix will they be reviewed if beyond the 30-page limit?

· No

18. Page 36 of 41 of the RFP indicates a proposed base fee. Is a base fee plus an award fee allowable?

· Offerors may propose a base profit. Please keep in mind the award fee will be considered as part of the total percentage of profit.

21.

What is the subtask referring to on page 8 of Award Fee Evaluation Plan?

· The references to “subtask” on page 8 should read “task”. All rating elements within tasks 2, 3, or 4 must be rated “Superior” for the contractor to receive an award fee for that task.

22. Will a bonus fee be awarded for each element rated “Superior” OR do all elements within tasks 2, 3, or 4 need to be rated “Superior” for an award fee to be distributed?

· All rating elements within tasks 2, 3, or 4 must be rated “Superior” for the contractor to receive an award fee for that task.

23.

Is the award fee a percentage of the entire contract or only the tasks being measured?

· The award fee will be a percentage of the total contract value.

24.

Will any representatives of the Bureau of Indian Education require payment? If so, how many will require payment for each Task?

· The Bureau of Indian Education is a grantee under the Reading First program. The number of BIE representatives requiring payment of travel expenses will be consistent with that of all states as outlined in the SOW.

25.

How are the costs for Tasks 1, 8, and 9 recovered in this procurement?

· Offerors are expected to roll the costs of these tasks into the total price of one of the other tasks in the price schedule.

26.

As a fixed price contract, in what interval will invoicing be allowed? Will it be a percentage of the total fixed price (e.g., 1/12 of annual unit price, if billed monthly)?

· Invoicing will be allowed after each of the deliverables under each subtask are completed and accepted. After the completion of subtask B the contractor may invoice for 25 percent of the total price for that task. After the completion and acceptance of subtask C the contractor can invoice for 50 percent of the total task price, and after the completion and acceptance of subtask D the contractor can invoice for 25 percent of the total task value.

27.

Overall meetings: Will a registration fee be required of attendees to cover the cost of morning and afternoon breaks?

· No. Registration fees are not required for any meetings.

28.

Regarding Task 2:

· Does the conference location and/or venue change each year?

It is the Contractor’s responsibility to select the locations for these meetings. ED anticipates that the location will change.

· What will ED do to double the number of attendees of the National Conference?

Previous conferences have included approximately 6,000 attendees. Since the program’s appropriation was reduced, ED plans on a smaller conference in 2009.

· Will the contractor be responsible for any costs associated with marketing this conference?

The contractor will not be responsible for marketing per se, but will be responsible for sending invitations and speakers, etc….

· How many presenters will be sponsored who are not already sponsored attendees each year?

This contract will not be responsible for paying for travel arrangements or honoraria for these presenters. However, the contractor will be responsible for making travel arrangements. ED anticipates approximately 60 presenters.

· Who will be responsible for CEU arrangements and approvals?

The contractor will be responsible for making arrangements for CEU approval.

29.

Regarding Task 3:

· How many days are Regional (year 1) and Annual (option years) State Directors Meeting(s)?

The Regional and Annual State Directors meetings will be one and a half (1.5) days to two (2) days.

· Will sponsored attendees be required to attend a specific regional Meeting during year 1?

It is anticipated that most attendees will attend the meeting in their region. However, exceptions may be made should there be schedule conflicts.

· Are the locations known for these Meetings?

It is the Contractor’s responsibility to select the locations for these meetings.

· Will the location vary for the Meeting in each option year?

Yes, ED anticipates the locations will vary.

· How many presenters will be sponsored who are not already sponsored attendees each year?

It is anticipated that approximately five presenters will attend these meetings. While the contractor will make their travel arrangements, the contractor is not responsible for paying for the presenters’ travel arrangements or honoraria.

30.

Regarding Task 5:

· Are the locations set for the Topical Meetings?

It is the Contractor’s responsibility to select the locations for these meetings.

· How many presenters will be sponsored who are not already sponsored attendees each year?

It is anticipated that approximately 10 presenters will attend these meetings. While the contractor will make their travel arrangements, the contractor is not responsible for paying for the presenters’ travel arrangements or honoraria.

31.

Regarding Task 6:

· Will the focus group participants at the National Conference be sponsored attendees?

No. Focus group participants will not be sponsored attendees.

· Will any additional compensation be given to focus group participants?

The focus group attendees will meet during a luncheon. The participants will not receive any additional compensation.

· Will the contractor be responsible for providing a moderator/facilitator for these focus groups?

No. ED staff will facilitate the focus groups.

· Are these Focus Groups to be held in Focus Group Facilities (with viewing room)?

No. Focus Groups will be held in a standard conference room/meeting space at the conference site.

· Will these groups be audio and/or video recorded?

No. Focus groups will not be audio or video recorded.

32. There are no CLINs associated with Tasks 1, 8, and 9. Where does ED desire the offeror to show costs for these deliverables?

· Offeror’s should show the costs for each task in a detailed budget in the business proposal. In addition, offerors are required to submit Attachment C, Price Schedule for the identified tasks (costs from Tasks 1, 8, and 9 can be rolled in the price of one of these tasks).

33. Please clarify deliverable dates for these Subtasks to Task 4

a. Subtask B2 - PWS states 90 days. However, Attachment A states 45 days

Subtask B2 shall be completed 45 days prior to Reading First Advisory Committee meetings supported by Task 4. Due to the smaller size of the Reading First Advisory Committee meetings supported by Task 4, a deliverable date of 45 days prior to the meetings is sufficient.

b. Subtask B4 – PWS states 6 weeks. However, Attachment A states 60 calendar days

Subtask B4 shall be completed six weeks prior to Reading First Advisory Committee meetings supported by Task 4.

c. Subtask B6 – PWS states 5 weeks. However, Attachment A states 4 weeks

Subtask B6 shall be completed 45 days prior to Reading First Advisory Committee meetings supported by Task 4. Due to the smaller size of the Reading First Advisory Committee meetings and limited audiovisual needs supported by Task 4, a deliverable date of 4 weeks prior to the meetings is sufficient.

34. Please clarify deliverable dates for this Subtask to Task 6

a. Subtask B2 - PWS states 90 days. However, Attachment A states 45 days

Subtask B2 shall be completed 45 days, according to the deliverable schedule, prior to focus groups associated with Task 6. Since focus groups will be in conjunction with other meetings, a deliverable date of 45 days prior to meetings is sufficient.

35. May the Offeror propose an alternative CLIN structure?

· No. Alternative CLIN structure will not be accepted.

36. Paragraph L.15 E, Level of Effort. Does the level of effort described exclude Task 7, as this is a cost reimbursable task?

· The level of effort estimate includes Task 7.

37. Is food and beverage a reimbursable charge or is it to be included in the unit rice?

· Food should be included in the total price and should follow GSA’s established per diem rates.

38. Is there an allowable increase for the option years or does that need to be reflected in the price?

· Yes there is an allowable increase for the option periods, which should be reflected in the price.

39. Is there a reimbursable cost schedule?

· No. The contractor can bill for all reasonable, allowable, and allocable costs under Task Order 7 the month after the contractor has incurred the costs.

40. What does the statement listed under L.5 mean?

· All tasks will be under a fixed price plus award fee type contract except services rendered under Task 7. The Department cannot predict how many meetings the contractor will be required to support. Therefore, The Department has elected to have a cost reimbursable line item for services rendered under Task 7.