Consolidated Questions for Amendment 2.pdf

Responses to Bidder Questions and Comments

1 Task 1 - Does OME have an established procedure for communicating program changes to a contractor?

Communication is conducted by phone, e-mail, postal mail, and in person at scheduled meetings.

2 Task 1—Is there a preferred method of delivery for the Quarterly Newsletter?

Print-ready delivery of electronic version

(to OME) and posted to website. The contractor shall deliver 100 hard copies each quarter for distribution by OME and

Contractor.

3 Who is the primary audience of the newsletter?

State and local directors of Migrant

Education Programs and MEP Staff. The contractor may propose additional recipients in their business approach.

4 Task 1—Are hardcopy versions of the CSC

Manual required? If so, how many?

This task is not in the revised PWS.

5 Regarding the website:

Task 1.2 (p.4) - Please define

“minimal enhancements”.

What technologies were used to develop the existing web site?

What hardware currently supports the web site?

What database software does it use

(if any)?

What are the site's general traffic levels?

Does the site have any dependencies on third party software, services or data sources?

If so, which ones?

Does the current system comply with the Department's IT security policy requirements as described in section 2.2B?

Is the current system rated as a

There is no “existing” website.

Enhancements will be based on materials provided by ED.

Web technologies must be accessible and

Section 508 compliant.

The hardware will be provided by ED or an existing ED contractor.

The bidder may propose to use a standard database that meets the Department’s requirements as part of the website improvement plan.

The Department does not have information on the general use of the website.

The bidder may propose to use outside parties as part of the website improvement plan.

The rating is not applicable to the website for this contract.

The site that will “host” the website is moderate or high impact system as described in section 2.2B?

compliant with ED’s IT security requirements.

6 Would the OME consider making this a hybrid contract, with the following tasks as cost-plus:

Task 1—

CSC—The unknown volume of calls, both English and Spanish (and other languages), that will be received by the Call Center which will affect the cost of operating the center in terms of the expense of the toll-free number, as well as for personnel to answer calls and the level of effort it will take to answer requests for technical assistance.

MERC Website—Exact specifications regarding website design, content, site hosting, functionality, and update frequency would need to be known in order to provide a fixed price.

This task is not in the revised PWS.

The bidder should propose a reasonable schedule for creating, maintaining and updating the website, given the nature of the materials that OME intends to place on the site. (See below.)

From revised PWS, Task 1.2: The website will host the MEP quarterly newsletter, links to Federal and State resources related to the MEP, various contact lists for HEP/CAMP and the

MEP, showcase instructional and support services, models of promising practices, post various MEP documents related to interstate coordination, MEP profiles, national calendar of events, etc. The contractor shall review and provide enhancements to materials relating to interstate and intrastate coordination, including training modules regarding identification and recruitment of migrant children provided by the COR, other pertinent material prepared and disseminated by the former Migrant

Education Resource Center (MERC) website. The functionality of the website should include imbedding and linking to the documents and information, file transfer and downloading functions (for documents in various formats such as

PDF, Word, etc.), and features that allow feedback on the site and its contents.

The contractor shall continue to maintain and provide minimal enhancements to the website during the base year and throughout all option years.

7 Task 2.1 (page 4)—Can OME elaborate on the following: “if exercised, the contractor shall continue to produce a draft newsletter for OME approval no later than 15 days before the end of each quarter for each option year, if exercised. and [sic] a final newsletter at the end of each quarter. What is meant by

“if exercised”?

Each succeeding year (option year) of the contract is awarded or exercised at the discretion of the Department, based on the availability of funds and full performance of the prior year tasks.

The final newsletter will be produced in draft no later than 15 days before the end of the last quarter of the budget year.

(e.g., if the budget period ends 9/30;

newsletter is due 9/15)

8 Task 2.2—Is the website referred to for review the one located at http://www.mercweb.org/Default.aspx ? If not, can the OME provide a link to the website for which a Website Improvement

Plan is to be provided?

That website is no longer actively supported by ED.

OME will provide materials for review to the successful bidder.

9 Please clarify the deliverable timeline for the outline and proof of concept documents for

Task 2.3 (State Profiles). The PWS narrative states "Within 60 days after Option Year 1..."

(p. 6) as does the Attachment 3 (Deliverables

Schedule); however, the Deliverables List on

p. 6 of the PWS states "60 days ACA".

This task is not in the revised PWS.

10 Task 4—

Unknown number of New Director’s

Toolkits to be produced.

Unknown number of site visits to be conducted or webinars to be reviewed for new Directors.

Need to know the varying levels of assistance needed for each State in order to provide a fixed price. Level of assistance will not be known until a

State evaluation is performed.

http://www.mercweb.org/Default.aspx

11 Task 4.3 - Does the OME currently have a conference evaluation form?

The 2009-2010 conference evaluation form is cleared through July 2011. The evaluation form for the remainder of the contract period must be OMB-approved prior to the expiration date.

12 Task 4.3—Does OME anticipate OMB clearance to be required for the Conference evaluation that is to be completed by meeting participants?

Yes, OMB clearance will be required for the form evaluating the conference.

13 Task 4.3 - Does the OME have a preferred method of delivery of the conference evaluation instrument (e.g., a paper or online survey of participants)?

The evaluation will be provided to participants on site at the conference; a paper version is preferred.

14 Can OME identify “key personnel” and their designated risk levels?

Each bidder will propose staffing for the contract tasks based on their business approach.

15 Task 5—Does the OME currently provide any training on how to complete the annual

Federal data collection instruments?

This task is not in the revised PWS.

16 Task 5—If the OME does provide training for the collection instrument, will the contractor have access to it prior to providing training to the States?

This task is not in the revised PWS.

17 Task 7—Does the OME anticipate conference participants to number 500 (p. 11 of PWS) or

400 (p. 12 of PWS)?

OME anticipates 400 participants in the conference.

18 Task 7—:

Unknown site of annual conference:

different sites will be priced differently.

Number of attendees will have an effect on the cost of the venue, materials to be produced, number of break-out rooms, and other logistical costs.

Number of presenters is not known and related expenses cannot be accurately estimated.

Amount of audio-visual support (and resulting expense) is unknown until program is determined.

For all items below:

The bidder should propose a reasonable estimate based on their experience in planning comparable events.

19 In the middle of paragraph 1 of Task 7.4, it states that “The Conference shall (emphasis

Refer to the amended PWS, posted on

July 9, 2010.

added) be organized with special sessions that focus on the needs of (1) “new” recruiters; (2) veteran recruiters . . . “ Given that the last conference was for a more general audience and not strictly ID&R-based, and since this year's conference seems to be shaping in the same way (i.e., with limited attendance allotments, a State will want to send experienced staff which may not include new or veteran recruiters if there is not a full agenda for them), as we respond to this Task, should we plan for shall or may regarding the new recruiter sessions?

The conference funded by this contract will focus primarily on inter- and intra-

State collaboration, including recruiting techniques, and other topics related to the requirements, policies, and practices of inter and intra-State activities.

The contractor shall plan sessions for new and experienced participants.

20 The 4.0 MERC2 Deliverables Schedule does not include any deliverables for Task 8 or

Task 9. Will you specify these deliverables on a revised chart or should we use the PWS as a guide for determining the deliverables ourselves?

Refer to the amended PWS.

21 Can you provide examples of the “required deliverables” to develop and submit during the phase in period as reference on page 14 of the PWS?

Refer to the amended PWS.

22 Should all volumes of the proposal be provided on CD or just the cost proposal? If all volumes; should cost proposal be on a separate CD?

Only electronic copies of business and technical copies are necessary

23 SF33 (#9)—Indicates “0” copies and that delivery is to jake.vonreyn@ed.gov; please clarify if the proposal is to be delivered via email or hardcopy?

One electronic copy to jake.vonreyn@ed.gov is sufficient

24 In order to thoroughly convey our approach to the MERC Phase 2 proposal, would OME be willing to increase the page limit for the technical approach? If so, would an increase from 15 pages double-spaced to 30 pages double-spaced be acceptable?

ED has expanded the page limit for the technical approach.

The technical proposal must be limited to

20 pages double spaced.

25 In L-8, Instructions written in the Solicitation:

15 Pages w/1 page Executive Summary (for

Section 1 and Section 2). Does that mean 15 pages + 1 page=16 pages total?

The technical approach is limited to 20 pages double-spaced.

The Executive Summaries for Section 1 and Section 2 are separate pages and are not included in the page limit (e.g., 1 summary page + 20 pages for the technical approach).

mailto:jake.vonreyn@ed.gov

26 Under Section L-18.2 Proposal Volumes, (4)

Section 4 (page L-16), it is noted that the use of Small, Small Disadvantaged and Women-

Owned Small Businesses is encouraged. Can

OME please clarify if large businesses are being permitted to submit a response to this proposal?

For-Profit organizations may NOT submit a response to this solicitation.

The Migrant Education Statute indicates that eligible bidders are public or private non-profit organizations. State Education

Agencies, Local Education Agencies, and

Institutions of Higher Education.

The lead agency may subcontract with

Small, Small Disadvantaged, Women-

Owned, and/or large businesses.

27 Can you confirm whether or not for profit organizations are eligible to be leads for the ED-ESE-10-R-0051 RFP? If they are not eligible are they eligible as subcontractors?

The Migrant Education Statute indicates that eligible bidders are public or private non-profit organizations. State Education

The lead agency may subcontract with for-profit organizations.

28 Our assumption is that this opportunity is being procured as a full and open competition, (rather than as a small business set-aside or restricted to not for profit entities), based on the revised information provided on the FedBizOpps site and also based upon small business subcontracting requirements presented in the RFP. Please confirm that this opportunity is full and open.

The Migrant Education Statute indicates that eligible bidders are public or private non-profit organizations. State Education

For profit organizations are not eligible to apply for this opportunity.

29 Section K.8 “313-1 Certification of

Subcontracting” seems to apply to an 8(a) set-aside opportunity. Please confirm that this certification is not applicable as this is a full and open requirement.

Eligible bidders are encouraged to subcontract with small businesses.

30 In L-15, The last bullet references a

“Manpower Utilization Matrix) at Attachment

1. Please identify where Attachment 1 is found.

The Manpower Utilization Matrix is not required. All references have been deleted.

31 In L-8, Instructions written in the Solicitation:

15 Pages w/1 page Executive Summary (for

Section 1 and Section 2). Does that mean 15 pages + 1 page=16 pages total?

Section 1 of Volume 1 was expanded to

21 pages (20 pages and a 1 page executive summary). Section 2 may be

16 pages (15 pages and a 1 page executive summary)

32 In L-4 (i), The Solicitation states: “Offeror shall provide a link on the DC to a website that provides all of the Offeror’s proposal documentation.” Please elaborate on what

This requirement has been deleted.

constitutes the required “offeror’s proposal documentation” if said documentation calls for anything beyond what is included in our paper submission.

33 In L-9, Please clarify if it the contract is Base

Year plus three option years or Base Year plus four option years. Attachment 1 PWS indicates one base year and 3 option years .

Section (h) on page L-9 states that “Volume

IV shall include costs for the base period and the four options in Schedule B.” Also, L-16

(h) refers to base year and 4 options, as well as to “a five-year summary” for the cost proposal.)

There are four years in the contract plan;

one base year and three option years.

Attachment L will be revised to correct the errors.

34 In L-9, Section (h) reads: “The cost proposal shall include a summary for each year and a five-year summary.” Please clarify whether the summary is for four or for five years.

The summary is for four years: the base year and three option years.

35 In L-7, In various places in the Solicitation, the titles “Project Manager” and “Project

Director” appear to be referred to interchangeably. Does it matter which designation is used to denote the person with overall responsibility and authority for program management/direction?

The bidder may use either term.

36 In L-18.2, (d) Volume 4 Price Proposal, number (5) states: “All tables in Section B shall be completed and submitted in the Price

Proposal.” Please clarify where Section B tables can be found.

Section B tables are created by the offeror and contain pricing information based on the Offeror’s best estimate and experience with the requirements.

37 In L-11 (f), The Text Font Size for the oral presentation slides shall conform to a text font size of 20 points. Is this a minimum or may the text be larger, for example, in the titles?

Fonts in the presentation may be larger for titles.

38 Could you please clarify who is to complete

Attachment 6, the performance risk assessment questionnaire? Is it to be completed by the past performance reference or the offeror (applicant)?

Attachment 6 is to be completed by a representative of an organization that has done business with the bidder.

39 I-84 (a)(3)—Is “500 employees” the sole requirement for small business status for this solicitation?

The Migrant Education Statute indicates that eligible bidders are State Education

Agencies, Local Education Agencies, Institutions of Higher Education, and public or private non-profit organizations. The requirement of 500 employees was removed.

40 L-8 (h)(i)—Is website access to proposal documents a requirement for this solicitation?

No, this requirement was removed.

Please submit electronic copies of documents to jake.vonreyn@ed.gov, as instructed in section L.

41 L-16 (h)(i)(2)—Would OME consider proposal being printed double-sided, to conserve paper?

All required documents shall be submitted electronically via e-mail to jake.vonreyn@ed.gov, so please disregard this question.

42 Please confirm proposal due date and time.

(L-3 indicated July 19 at Noon EDT and RFP notice indicates July 26 at 2:00 p.m. EDT.)

Electronic copies must be submitted to

Jake.vonreyn@ed.gov on July 28 at 12 noon.

43 L-8 (j) - Is a bond required for this solicitation? If so, is there a minimum amount required?

No bond is required for this contract.

Information on bonds was mistakenly inputted into Section L.

44 Section L-8(j) states that “Offeror shall provide a proposal guarantee letter from the firm’s bonding company stating the firm’s bonding capabilities.” There does not seem to be a requirement to post a bond, so it is unclear what “bonding capabilities” are being referenced. In addition, we are not aware of services contracts such as this one generally requiring the posting of a bond, and request that the provision be clarified and/or removed.

No bond is required for this contract.

Information on bonds was mistakenly inputted into Section L.

45 Section L-18.2(d)(14) states that “Offerors shall provide a matrix of overhead and profit for the following ranges of projects,” however the table that follows is blank and no ranges are provided. Please clarify the

Government’s position with regards to this requirement.

Each bidder should propose a reasonable budget for overhead costs based on their business approach.

46 What is the anticipated level of funding and/or expected level of effort per year?

The bidder should propose a budget that is reasonable, based on their business approach.

47 What do you mean by “professionally bound hard covers”? Will binders with tab dividers fulfill this requirement?

All required documents shall be submitted electronically via e-mail to jake.vonreyn@ed.gov, so please disregard this question.

48 What is the anticipated volume of activity for the customer support center? How many calls, emails or mail request may be received in an average day?

This task is not in the revised PWS.

49 Will toll-free line operators need to be fluent in multiple languages? If so, which languages?

This task is not in the revised PWS.

mailto:Jake.vonreyn@ed.gov

50 Can you provide details about the listserv:

How many members?

Technology/software used?

Frequency of usage?

Expectation for expansion in terms of number of members?

51 Can you provide examples of States

Technical Assistance activities?

This task is not in the revised PWS.

52 Is the Service Delivery Analysis Report an annual task?

This task is not in the revised PWS.

53 In what format will the individual state CSPR data be provided to the contractor?

This task is not in the revised PWS.

54 Please confirm that there is no Task 7.2. See the revised PWS. There is no Task 7.

55 Please confirm that for Task 7.4 there is only one subtask (Sub-task 2.c Annual OME

Conference).

See the revised PWS. The annual conference is now Task #4. There are 3 subtasks under the Annual Conference task.

56 Please clarify the timing of the Phase-in period. Specifically, is the phase-in period the time between Contract Award and Contract

Start Date? If so, how long is the phase-in period?

The “phase-in period” begins at the Post-

Award meeting. It continues until the plan is approved by OME, no later than

20 days after the contract award.

57 In L-7, The instructions under L-15

(Solicitation Response Requirements) state that the first page of the proposal must show.

Is the first page of the proposal what is numbered as page 1 of Volume I where the narrative begins or is it the cover sheet that precedes the narrative?

This should be the first page of the narrative.

58 In L-16, Does the signed letter of intent (if the

Offeror does not currently employ the proposed person) count against the 20 page limit requirement for Section 3 (Personnel)?

No, the letter of intent does not count against the 20 page limit