Q A Pre-Solicitation Conference.pdf

Questions on the NCESS Draft Performance Work Statement

Received by Deadline of May 1, 2012

(Answers provided during May 4, 2012 Pre-Solicitation Conference)

Q1: Is there an anticipated contract award date?

REPLY: September 14, 2012

Q2: Who is the “former contractor” referred to under Transition Period on page 2 of the PWS?

REPLY: Coffey Consulting, LLC, Bethesda, MD; Contract # ED-04-CO-0044-0001

Q3: Are there predetermined years of experience and other credentials required for each labor category in the PWS?

REPLY: This information will be provided in the final solicitation.

Q4: What are the Evaluation Criteria for the IDIQ award? Please describe the points, or at least the relative weights, of the factors to be scored.

REPLY: This information will be provided when the final Solicitation is released.

Q5: The MIS Conference and the NCES Annual Summer Forum and Data Conference are described as being 3 days with 100 concurrent sessions each, for an estimated 700 people at each event. Is this a total of 100 concurrent sessions over the 3 days for each event via the use of tracks (such that there may be 5-7 function rooms needed for concurrent sessions at any one time)? Please clarify.

REPLY: As indicated in Task Order #1, Section 4 of Appendix A, the space requirement includes 9 to10 concurrent sessions and two large general sessions. We also secure additional rooms for storage of materials, and a small NCES meeting room (for 10-15 people).

Q6: Will any of the events include exhibits and/or poster sessions?

REPLY: Yes, exhibits will include demonstrations of educational software used by local and state education agencies.

Q7: For example, will any of the presentations accepted via the call for papers result in these non-oral presentation formats?

REPLY: Yes

Q8: Does NCES envision the State Longitudinal Data Systems Conference (Item 4, page 7) to be a stand-alone meeting or tagged onto the MIS Conference?

REPLY: Please see Appendix A, Section 5.

Q9: What types of reports does NCES envision will require a formal NCES adjudication process

(2 nd paragraph, page 15) under this contract?

REPLY: Some Forum reports are designated for release as NCES publications and go through the full review process; others are published as Forum reports and do not go through the full

NCES review process.

Q10: Can you also estimate the number of reports that might be required per year?

REPLY: The Forum work included in the current task 1 does not include any reports. The

NPEC-IPEDS papers and reports are not described as including steps for NCES clearance. The work conducted for IPEDS Focus groups and the work in the options for NPEC-S is work that if published would be incorporated into larger methodology reports, thus the full NCES review would occur at that stage, independent of this contract.

Q11: Under Task 2.2. (Task Order #2), the draft RFP mentions that all meetings will take place at ED facilities unless approved by the CS or COR. However, the next paragraph indicates the contractor shall “execute a site search for suitable meeting sites….” Please explain.

REPLY: Meetings (up to 50 participants) are considered small and will be held in ED facilities if space is available. Meetings larger than 50 participants are held outside ED at a hotel or conference facility.

Q12: In the PWS, Section V. TRANSITION PERIOD: How long is the anticipated Transition

Period?

REPLY: The Transition Period, if needed, will be 7 days.

Q13: How many contractors will we need to coordinate with?

REPLY: The current contract is held by one company. The contract will be awarded to one contractor. That contractor may have partners, consultants, and/or subcontractors. It will be up to the contractor who receives the award to determine the appropriate number who will participate in transition.

Q14: What types of information will be provided?

REPLY: The current contractor will still be under contract during the transition period. The new contractor will have an opportunity to ask any questions, discuss any work in progress or handoff any work during this time.

Q15: Will mailing lists be transferred?

REPLY: Yes, the COR will provide mailing lists.

Q16: Will Websites be transferred?

REPLY: NCES maintains all Websites. Websites pertaining to the Cooperative may be accessed by going to http://nces.ed.gov/whatsnew/conferences/edci/index.asp, http://nces.ed.gov/forum/, and http://nces.ed.gov/npec/.

Q17: Will In-progress research and technical papers be transferred?

REPLY: In-progress research and technical papers will be provided during the Transition Period.

Q18: In the PWS, Section VI. LOGISTICS SUPPORT AND SERVICES CATEGORIES: under

Technical Assistance – Could you elaborate on what you hope to develop software for and automate?

REPLY: ED is not requesting work in this category in these initial tasks. One example of possible work here might be the submission of teacher level data on teacher compensation from

State Education Offices.

Q19: In the same section, under Technical Assistance: Could you elaborate as to the scope for electronic submission, retrieval, and transmission? How is this currently facilitated? How large are the files/data and how many contributors/users?

REPLY: In the example mentioned in response to question 18, ED is currently using a pilot study that was not designed to support the collection of approximately 25 fields of information from 50 states and DC, for approximately 3 million teachers. An expansion of this data collection would require web-based software that will accommodate entries from all states and

DC.

Q20: In the PWS, Section VI. LOGISTICS SUPPORT AND SERVICES CATEGORIES: under

Training – What types of new technology will you require the contractor to provide training on?

REPLY: One example is Web-based data submissions with electronic edits incorporated into the submission software.

Q21: How varied or standardized are the software and products used by IES and data providers/respondents for data transmission/analysis that will require TA and training?

REPLY: This is an evolving field; we currently use everything from paper data submissions, to

Computer Assisted Telephone Interviews, to web-based data collections from both individuals and institutions. The work most likely to be supported by this training involves various web-based data collection interfaces.

Q22: What is your assessment of the scope and severity of any capacity/capability issues that need to be addressed? For instance are all contributors providing data at or above a minimally adequate/compliant level? How do state fiscal constraints contribute to this problem?

http://nces.ed.gov/whatsnew/conferences/edci/index.asp http://nces.ed.gov/forum/ http://nces.ed.gov/npec/

REPLY: This varies by whether the data collected are well established elements that have been collected for a number of years, or whether they are newly added data elements.

Q23: In the PWS, Section VII. ANTICIPATED EXTENT OF WORK: B. Communication –

What technologies, processes, and procedures are currently being used to facilitate discussion and document collaboration among Cooperative working groups?

REPLY: Telephone and video conference calls, webinars, shared electronic work spaces, i.e., real time online document collaboration with document mark-up ability.

Q24: In the PWS, Section VII. ANTICIPATED EXTENT OF WORK: C. Conferences/Meetings of the Cooperatives. Who selects and provide experts/consultants for the sessions?

REPLY: The Government will identify the experts, and the contractor will make the necessary arrangements for experts to participate.

Q25: Under the same section: What is your anticipated quantity of technical writers needed for the MIS conference, as an example?

REPLY: Technical writers are not used for the MIS conference. When the services of technical writers are anticipated, the level of effort anticipated will be specified in the relevant Task

Orders.

Q26: Please elaborate on moderator expectations.

REPLY: The responsibilities of the moderators and the level of effort anticipated will be specified in the final solicitation.

Q27: What is the process for PowerPoint presentations that are not FERPA compliant?

REPLY: ED will provide the contractor with a set of reporting rules to look for (i.e., identify potential sources of disclosure). The contractor will identify possible problems and bring them to the attention of the COR. If ED agrees, the contractor will be expected to contact the presenter and communicate the specified changes.

Q28: Please elaborate on the types of pre-meeting materials required? If materials to support sessions are also required, please also elaborate on the types of materials required for this as well.

REPLY: Please refer to the PWS, Appendix A, Section 6, Deliverables

Q29: Are presenters responsible for developing their own materials?

Q30: Are there technical literature reviews and background materials required for each conference?

REPLY: No

Q31: Will follow-up meetings with state representatives be conducted in person or via remote access?

REPLY: Via remote access.

Q32: Will you require a technical writer, moderator, agenda, or other meeting materials/personnel?

REPLY: Task Order #1 work will include approximately two 100-page agendas, one-page flyers, a two-page brochure, name tags, name tents, lanyards, pens, writing pads, and signs. Task Order

#2 work will include moderators, agendas, name tags, pens, and writing pads. (The Government

Printing Office does all printing.)

Q33: In the PWS, Section IX. Deliverables: A. General Milestones and Deliverables, You request 6 paper copies of all work plans and reports; would you consider accepting electronic submissions in lieu of this requirement to reduce the economic and environmental impact?

REPLY: This is a mistake. Thank you for bringing it to our attention. ED requires an electronic submission of all drafts and the final, and a paper copy of the final deliverable in a spiral binder.

Q34: In Section XII - Data Security Plan: When will the final plan be due to the COR for approval?

REPLY: Please note that the Contractor Employee Security Screening Requirements described in the PWS, require all contractor staff requiring a moderate risk level clearance (those working with any personally identifiable information) to complete all initial steps of the electronic clearance application within 14 days of the contract award. Because the mailing lists include personally identifiable information, the security plan must be in place before the contractor can receive the mailing lists.

Q35: Task 1.1 of Task Order #1 requires the new contractor, if necessary to coordinate with the previous contractor to obtain contract with Mayflower Hotel…Who is the incumbent?

REPLY: This question was previously answered in question 2.

Q36: Is incumbent eligible to submit a proposal for this requirement?

Q37: For Task 1.2 of Task Order #1: Who identifies the presenters?

REPLY: ED identifies the presenters.

Q38: Does the NCES Proposal Review Selection Committee have a standard timeframe they require for review and selection?

Q39: For Task 1.3 of Task Order #1: What is the process for gaining NCES approval of editors?

REPLY: Submission of resumes to the COR for approval

Q40: May the contractor use graphic design software other than Adobe InDesign?

REPLY: No, software must be compatible with ED printing.

Q41: For Task 1.4: Who are considered mentors?

REPLY: ED will identify these individuals; they are senior members of the Forum.

Q42: Will the current directories be transferred to the new contractor?

Q43: Who provides the information for updating?

REPLY: ED provides the information for updating.

Q44: For Task 2.1: Activity 2 – can you estimate the number of participants and anticipated format of the focus groups?

REPLY: We are envisioning a standard focus group format (1- 1.5 hours) of no more than 10-12 people per group. Past focus groups have included key stakeholder groups such as postsecondary institution representatives, high school counselors, college or high school students, parents, and others.

Q45: For Task 2.2: Activity 1 – What types of other management and administrative materials do you anticipate needing?

REPLY: We anticipate needing general management and administrative materials, such as maintaining member rosters, drafting and sending communications (e.g., letters and emails) to members, receiving RSVPs for meetings, etc.

Q46: For Task 2.2: Activity 1 - Do they include any of the following: tracking databases, analytic papers, training documents, and/or directives?

REPLY: No

Q47: For Task 2.2: Activity 2: Can you elaborate on the types of meeting materials you might require?

REPLY: In general, the contractor will work with the NCES Task Leader to draft the agenda for meetings and develop other collateral materials, such as meeting minutes and any relevant handouts or presentations that will be given at the meeting. Meeting logistics materials such as confirmation emails to participants, signage, etc. should also be included.

Q48: For Task 2.2: Activity 2: Who solicits and selects presenters/experts?

REPLY: In general, NCES will provide guidance regarding presenters/experts for meetings, papers/reports, and other activities. However, the contractor may recommend presenters/experts as appropriate.

Q49: For Task 2.3 - This is listed as optional – please provide more information as to why?

REPLY: ED has an interest in this work, but has not determined whether it will be ready to exercise this option in the first year of the contract.

Q50: We understand that the adjudication process and timeframe varies based on the type of report and corresponding level/s of review required. Do you anticipate Task 2.3 requiring review and adjudication?

REPLY: It is likely that work of this nature would be included in larger data collection methodology reports; thus any NCES clearance would occur at that time.

Q51: : For Task 2.3: If so, please confirm that the 15 days between Draft and Final Reports listed in the associated schedule of deliverables provides ample time for such review based on the types of papers you anticipate requiring.

REPLY: Fifteen days between draft and final reports should provide ample time for review.

Products of the National Postsecondary Education Cooperative undergo different review and adjudication procedures, as the information and opinions published in them are the products of the Cooperative and do not necessarily represent the policy or views of the U.S. Department of

Education. If certain products require additional time for review, NCES may adjust the schedule of deliverables as appropriate.

Q52: Will the contracting office accept the solicitation response/proposal and past performance evaluations via electronic submission?

REPLY: The government may ask for electronic or hard copies. The contractor should be prepared to submit the response both ways. Please see the Instructions to Offerors when the final solicitation is issued.

Q53: What is the current travel management system?

REPLY: The contractor identifies its own travel management system or agent.

Q54: Who is currently performing the travel reimbursement and support functions?

REPLY: The contractor is currently performing these functions.

Q55: Is there a preference for online meeting registration/management tools vs. in-house web portals?

REPLY: ED requires the use of the NCES website for meeting registration.

Q56: There are several references to an existing contractor in the performance work statement

(PWS) - please identify the incumbent firm or firms.

REPLY: This question was previously answered in response to question 2.

Q57: What is the value of the current contract(s), including all modifications?

REPLY: The current value of the current contract including all modifications is $7.2 million.

Q58: Is the existing contract also an indefinite-delivery, indefinite quantity (IDIQ) contract?

REPLY: Yes.

Q59: How long has the current contract been in place?

REPLY: The contract was awarded September 2007 and ends September 25, 2012.

Q60: How many contracts does the Department anticipate awarding under the planned IDIQ contract?

REPLY: A contract with multiple Task Orders will be awarded to one contractor.

Q61: Is the current contract structured in the same manner as the planned contract (i.e., with five individual areas of service)?

REPLY: Yes, there are five areas of service in the current contract and there are five areas of service in the Solicitation (planned contract). We expect that your response to the two specific

Task Orders will demonstrate your expertise in the majority of the 5 areas. If you find that your response does not allow you to adequately address any of the 5 areas, please include a section in which you write to your strengths in those areas.

Q62: May offerors propose to provide services in a selected number of the five areas, or must offerors propose to provide services in all of the five areas?

REPLY: The Solicitation ED-IES-12-R-0059 requires a response to all work identified within.

An offeror may decide to partner or utilize subcontractors and/or consultants to respond to the work.

Q63: In the service area called “Research, Development and Informational Support,” the PWS states that the contractor will need to identify experts to serve as meeting facilitators or presenters. Is there a list of individuals already being used for these purposes?

REPLY: Yes, there is a list of experts that are currently utilized; however the offeror may also suggest experts, particularly if they have expertise in the areas NPEC or the Forum will be working on.

Q64: Will this list convey to the new contractor(s)?

REPLY: This list will be made available when the work is ordered.

Q65: Is there a maximum daily rate that the Department allows contractors to pay for consultant services?

REPLY: The rate is based on a number of factors, including but not limited to the consultant’s salary history and available budget for consultants.

Q66: The use of communications software is required by the PWS. Does ED have any specific communications software that the Department prefers that offerors use?

REPLY: Communications software includes audio and video conference calls, webinars, and shared electronic work spaces.

Q67: In Section XIV, Labor Categories/Staffing, the PWS states that offerors must provide

“evidence of a proven hiring track record” (for the positions described in the PWS). Can the

Department describe what information would be acceptable as such “evidence”?

REPLY: While you may not currently employ staff in each of the specified staffing categories, or may not employ enough staff in some categories to fully staff the current tasks, ED would like for you to provide evidence that you have prior experience successfully hiring staff in each staffing category and a description of your hiring plan for future hires.

Q68: Also regarding Section XIV, Labor Categories/Staffing, how many individuals must offerors propose in each of the labor categories?

REPLY: The government’s expectations of the required FTE’s will be included separately for

Task Orders 1 and 2 in the final solicitation.

Q69: Regarding Appendix A and Appendix B, does the Department anticipate requiring that offerors provide, along with their proposal submitted in response to the overall IDIQ solicitation, separate, additional technical and business proposals (i.e., two additional technical proposals and two additional business proposals) for the performance of each of the two individual Task Orders described in Appendix A and Appendix B?

REPLY: The Government anticipates one overall response including the work described in

Appendix A and Appendix B. The Government anticipates one business proposal that prices the work proposed for Task Order 1 in Appendix A and for Task Order 2 in Appendix B separately.

Q70: If the answer to the above is yes, will only one contractor be awarded both Task Orders number 1 and 2, or is it possible that the two Task Orders will be awarded to two different firms?

REPLY: A contract with multiple Task Orders will be awarded to one contractor.

Q71: Regarding Task Order No. 2, which the PWS says will be firm fixed price, given the fact that the PWS says that the exact level of work to be performed on this Task Order cannot be known, why has the Department elected to make the Task Order fixed price (which requires a level of certainty regarding the level of effort to be expended, to avoid risk).

REPLY: This question has already been answered.

Q72: Also regarding Task Order No. 2, will offerors be required to submit separate technical proposals and budgets for the two optional subtasks (Task 2.3 and Task 2.4)?

REPLY: The offer’s proposal should include their response to each of the proposed tasks, including all subtasks, and optional tasks. The budget submitted should provide costs by task and subtasks, keeping in mind the level of effort specified for each task.

Q73: I was wondering if this was a new requirement or if there is a previous contractor that fulfilled the same or similar requirements? If yes, could you please provide the contractor's name and contract number?

REPLY: This question was previously answered in response to question 2.

Q74: Who is the incumbent from the previous contract?

REPLY: This question was previously answered in response to question 2.

Q75: Is technical assistance related to surveys conducted for student programs in states across the country or is technical assistance for education personnel and their work responsibilities?

REPLY: The Hawkins-Stafford Education Improvement Amendments of 1988 (Public Law

100-297) established the National Cooperative Education Statistics System to "produce and maintain, with the cooperation of the States, comparable and uniform education statistics." Thus, the activities supported through this solicitation focus on both data submissions from the states and institutions to NCES, and on the underlying quality of the data that are generated in schools, districts, branch campuses, and departments within institutions.

Q76: Contractor asked to develop and disseminate standards and methodologies for electronic data submission in Section VI, under Technical Assistance. Are current standards and procedures already in place or will they be newly developed?

REPLY: The contractor is asked to work with NCES to develop, implement and maintain a technical assistance program that may include, among other things, the development and dissemination of standards and methodologies for handling electronic data. While some data are currently transmitted electronically, through electronic systems at ED and at Census, this is an evolving field. ED anticipates that new collections and technologies may emerge and that revisions may be needed to current procedures. If needed, ED will issue a task for support in this area.

Q77: How are current surveys being conducted by states in Section VI, Under Technical

Assistance?

REPLY: At the present time, most of the data collected from states are based on administrative record data that are reported to state offices of education for administrative purposes. Similarly, much of the data collected from postsecondary institutions are based on administrative data that are collected as part of the administration of programs at each institution. NCES works with the states and school districts and with postsecondary institutions to develop common definitions and to improve data quality in the data underlying the submissions to NCES.

Q78: The contractor will be billed directly for airfare and hotel for sponsored participants, Section VII. Will the contractor be able to invoice for these expenses and paid by the government under a firm-fixed price contract?

REPLY: The travel will be cost-reimbursable. The contractor will be reimbursed by the government.

Questions on the NCESS Draft Performance Work Statement

Received on May 4, 2012

(Question asked during the May 4, 2012 Pre-Solicitation Conference)

Q79: Are there new requirements that will be issued concerning food served at conferences?

REPLY: There are no new requirements.

Q80: Does data collection include both quantitative and qualitative data?

REPLY: As indicated in the PWS, data collection activities will primarily involve focus groups interviews.

Q81: Will invoicing go through WAWF?

REPLY: No. Invoicing is processed through Oracle.

Q82: Will the type of reporting require mean, median, standard deviation, etc. statistical analysis?

REPLY: ED anticipates a need for statistical expertise of this nature.

Q83: Can you describe the additional anticipated task orders during the first year?

REPLY: At least two additional task orders will be required for the remaining tasks to hold the

Forum/Management Information Systems (MIS) Conference in February 2013. Another task order will be issued for the STATS-DC Summer Data Conference which is held in July 2013.

Q84: P.L. 100-297, was the purpose of this legislation in 1988, the methods underlying this work

REPLY: The 1988 legislation authorized the formation of federal-state-local cooperatives to support the collection of education data.

Q85: Please clarify “if needed” for the transition of 10 days.

REPLY: If a vendor other than the incumbent is awarded the contract, a transition period will be needed.

Q86: The labor categories included 3 levels of professional statistician. However, the SOW tasks do not require this level of skill. Will there be advanced statistics on this procurement?

REPLY: Additional tasks in the base year or option years may require more statistical expertise.