CSP_Monitoring_-_Vendor_Outreach_Responses.docx

ED-OII-15-R-0014

Vendor Questions & Responses June 15, 2015

Offerors may access a recording of the webinar that occurred on May 29 at the following by clicking here.

Vendors asked the following questions about the Charter School Program’s upcoming competition to procure grant monitoring and data collection services in support of the SEA and CMO grantees:

(1) Is there an incumbent. If so, who?

Response: The current contract holder is WestEd under Contract No.: ED-CFO-10-A-0074/0001

(2) Is webinar attendance required in order to respond to any request for proposals?

Response: No, attendance is not a requirement.

(3) Will the services be procured as a GSA Schedule buy?

Response: The Department’s market evaluation is still ongoing, and we have not determined whether we will procure these services as a GSA Schedule buy.

(4) Could you please describe current monitoring & data collection system?

Response: The current Monitoring and Data Collection Framework System is implemented in two parts: (1) Monitoring Processes, and (2) Data Collection Processes.

The CSP Monitoring Framework System includes the following activities provided under the PWS tasks:

i. Developing, and/or refining, and implementing the CSP monitoring framework, including SEA and CMO business processes;

ii. Developing SEA and CMO protocols, monitoring handbooks, other monitoring tools and instruments to collect and compile data;

iii. Preparing a yearly monitoring schedule for all selected SEA and CMO grantees and a second monitoring schedule for each grantee for implementing onsite and remote monitoring (the schedule includes interview and meeting dates and times with key grantee representatives);

iv. Recruiting and training monitors to implement the monitoring framework for on-site and remote visits;

v. Preparing and implementing monitoring and information gathering using SEA and CMO Monitoring Handbooks and CSP protocols for onsite and remote visits. An essential component of preparation for the monitoring visit includes the review of documents and materials provided by CSP;

vi. Conducting a review and analysis of compiled monitoring and performance data;

vii. Developing Draft and Final grantee monitoring reports (a monitoring checklist is used to tract monitoring implementation and report development);

viii. Preparing the monitoring report summary with performance data as part of the Annual Comprehensive CSP Monitoring and Data Collection Report.

The CSP Data Collection Framework System provides three major categories under the PWS tasks. Data are analyzed and reports are generated from the following:

1. Developing CSP Data Collection Forms/Templates for SEA and CMO programs approved through OMB.

· Collecting and analyzing SEA and CMO grantee and subgrantee award data based on direct grantee data collection using the CSP forms and templates.

2. Compiling, Synthesizing and Analyzing Departmental Data Collections

· Storing, maintaining, and analyzing CSP Data from internal Department sources transmitted by the CSP Data Steward (COR), including data from the CCD/CRDC/EDFacts/Authorizer Directory)/National Charter School Program Resource Center.

3. Compiling, Synthesizing and Reconciling Directory Data with External Data Collections

· Storing, maintaining, and analyzing data from external Departmental sources for charter schools directory reconciliation purposes, including NACSA, the Alliance, and Charter Schools State Associations.

(5) Do you currently have a data warehouse supporting the effort?

Response: No, CSP does not have an official “data warehouse” at this time. The Department collects, houses, and processes CSP data through EDFacts. The current contractor collects grantee and sub grantee awards data and stores and maintains CSP data transmitted from EDFacts by the data steward. The “Charter Schools Program Monitoring, Data Collection, and Risk Management Repository” is a shared drive and houses SEA and CMO monitoring and data reports.

(6) Task 4: What is the anticipated number of users for the new web based data collection platform?

Response: CSP anticipates using a new web-based data collection with SEA and CMO grantees for each year throughout the life of the contract. CSP anticipates collecting data from 20 SEAs and 41 CMOs throughout the life of the contract. The number subgrantees will be based on annual Congressional appropriations, the availability of funds, size of awards, and continuations actually made. In addition to Department staff, the number of users for grantees and sub grantees may include project directors, data entry assistants, teachers, or other personnel on staff of each grantee or subgrantee.

(7) Are non-SEA or National Leadership applicants included in the monitoring/data collection activities within the scope of this contract?

Response: No, the successful offeror will provide services only for SEA and CMO grantees.

(8) For Subtask 1.2 (Monthly Progress Reports), are the progress reports due within the first 5 business days of the following month? Or within the five business days before the last day of the month?

Response: Progress reports are due within the first five days of the following month.

(9) Task 2 (Develop a Monitoring and Data Collection Framework), bullet three regarding the processes for SEA and CMO grantee selection for monitoring: does this also address the process for monitoring SEA and CMOs grantees?

Response: Yes.

(10) From a pricing standpoint, will non-SEA grantees be considered part of these processes?

Response: No.

(11) Is the current SEA/CMO protocol publically available?

Response: No.

(12) Two questions related to Subtask 3.2 (SEA Monitoring and Data Collection Handbook):

Is the primary audience of this and the CMO handbook the grantee or monitoring team?

Response: The protocols and handbooks are primarily for the SEA and CMO grantees and the monitors.

Will the document be made publically available or only to those grantees who are monitored?

Response: These documents/monitoring tools are provided to the grantees and the monitors; however, the grantees are permitted to share with their stakeholders.

(13) Is the CMO protocol referenced in Subtask 3.4 publically available?

Response: No.

(14) Regarding Optional Subtask 4.1, Is there a preexisting system CSP currently uses?

Response: CSP is currently using Grads360 as a trial for monitoring its Non-SEA Year 2 grantees. The team does not have enough experience with the system to know whether the web portal for this contract would be similar or if there are better models.

(15) When does CSP expect the system to be operational? We assume that if the awarded contractor proposes a new system, the expected start date would allow for the additional 12 months for internal approval?

Response: If the offeror proposes the development of a new online system, CSP is aware that the Departmental approval process may delay the implementation of the new system, so the offeror shall consider this information in creating the Online System Plan.

(16) Task 6 (Prepare an SEA and CMO Monitoring and Data Collection Schedule): Is there a minimum number of subgrantees which should be monitored during each visit?

Response: The subgrantee number may vary based on available grantee funds. We note, however, that the contractor will not monitor the SEA (or CMO) subgrantees but rather the SEA’s performance related to its subgrants. During the course of SEA monitoring, the contractor may visit the subgrantee as an element of SEA monitoring.

(17) For both SEA and CMO, what CSP cohorts will be monitored?

Response: We do not yet know which grantees from any particular Fiscal Year will be monitored.

(18) Task 7.1 (Monitor Recruitment) Are there minimum education requirements expected for the monitors?

Response: CSP has not determined minimum education requirements for monitor selection. The CSP must approve all monitor candidates proposed by the contractor and will, as a priority, consider areas of expertise listed under this task.

(19) Subtask 8.1 (Grantee Evaluation Review Plan): Are these quarterly meetings listed in the deliverable sheet?

Response: We are updating the Schedule of Deliverables based on vendor feedback, and we will ensure that this is included.

(20) Subtask 8.2 (Evaluation Team Recruitment): Would overlap between the evaluation team and monitor team be encouraged or discouraged? This could greatly impact the pricing by applicants.

Response: No, these are two independent teams and overlap will not be encouraged.

(21) Subtask 8.2 (Evaluation Team Recruitment): Are there minimum education requirements?

Response: CSP has not determined minimum education requirements for Evaluation Team. The CSP anticipates the contractor will recommend expert consultants from colleges and/or universities around the country. This requirement suggests Ph.D. level candidates for team selection. CSP must approve all candidates proposed by the contractor and will, as a priority; consider areas of expertise listed under this task.

(22) Subtask 10.1 (SEA Data Collection Form/Template Development Plan): Do all cohorts report the same data or should the contractor be prepared to develop multiple OMB packages for each cohort?

Response: The contactor shall develop one SEA Data Collection Form/Template and one CMO Data Collection Form/Template. The forms are similar but have unique requirements. In the past these templates have been submitted as one OMB package.

(23) Subtask 10.3 (Training Plan for SEA and CMO Grantees): Does this apply to all grantees or only particular cohorts?

Response: This applies to all SEA and CMO grantees.

(24) Subtask 10.3 (Training Plan for SEA and CMO Grantees): Is there a specified timeline or deadline for the training to be implemented?

Response: The training will be based on the timeframe of the development of the tools, possibly online tool (may take longer depending on approval) and the proposed and approved training plan. Based on this rationale, CSP has not specified a definite deadline. Because CSP published new priorities related to its SEA grant program, CSP expects that a large amount of preparation will be required prior to the commencement of training activities.

(25) Subtask 7.1 (Monitor Recruitment): On p. 16 the PWS references 3-4 monitors for each visit.

Response: Page 16 is correct; 3-4 monitors are required for each monitoring team.