Attachment_B_-_Instructions_to_Vendors.docx

Attachment B – Instructions to Vendors Instructions to Vendors

This solicitation is being issued pursuant to Federal Acquisition Regulation (FAR) Part 13, Simplified Acquisition Procedures.

The U.S. Department of Education (Department) intends to award a Blanket Purchase Agreement (BPA) as a result of this solicitation, as well as a concurrent initial Task Order. The Department reserves the right to award either a single-award BPA, or multiple-award BPA’s. The Department reserves the right to award without discussion.

Proposal Instructions

The vendor is expected to show a thorough understanding of the proposed tasks as specified in the Performance Work Statement (PWS). The proposal should address the requirements in the PWS, not simply repeat the language. The proposal should be written in enough detail so that a review panel can adequately judge its full merits.

Although the intent of each task is spelled out in the PWS, it is up to the vendor to propose the most effective method for carrying out the tasks for all key activities. Vendors are encouraged to exercise independent judgment with respect to the best methods of attaining the tasks of the PWS.

The below instructions are separated into (first) instructions for the BPA proposal, and (second) instructions for Task Order 0001.

Organization of the BPA Proposal

Vendors are instructed to submit proposals that include the following volumes:

VOLUME I – Technical Proposal Instructions Interested vendors shall submit a technical proposal package that includes:

· A statement showing an understanding of the requirements

· Technical Capability/Subject Matter Expertise

· Assurance of sufficient staff, resources and instructor expertise

· Resume or biography of proposed instructor(s)

· Proposed course outline(s) including:

· description of learning objectives that align with prescribed topics for the program

· learning strategies to be utilized

· Sample of course materials and references from other federal government agencies or private sector companies are required (not counted toward page limit).

The submitted Technical Volume I shall be limited to 20 pages, double-spaced, with 12-point Times New Roman font. The Technical Volume I shall be arranged in the following sections:

1. Cover Page. The cover page shall include the project title, name, and contact information of the vendor’s authorized official for contract administration, and the name and contact information for the vendor’s negotiators for the technical proposal. The cover page does not count towards page count.

2. Table of Contents. The Table of Contents shall provide a clear guide to the organization of the proposal, including page number references. The table of contents does not count towards page count.

3. Abstract. The abstract summary should provide the proposal’s contents in language understandable to an informed layperson. It shall highlight salient features of the proposal including a description of the approach and plans toward satisfying the requirements of the Performance Work Statement (PWS).

4. Introduction. The introduction shall briefly provide an impression of the vendor’s general understanding of the tasks and approach to accomplishing them.

5. Technical Approach. This section shall include the detailed process that identifies how the tasks set forth in the PWS will be accomplished.

VOLUME II – Past Performance Instructions Vendors shall submit, if available, Past Performance Information Retrieval System (PPIRS) reports for three (3) to five (5) prior or ongoing contracts for the type of services outlined in the PWS. PPIRS reports should be similar in size, scope, and complexity to the current requirement. In the event a vendor does not have PPIRS reports, other similar reports may be submitted. If no reports are submitted, or the reports submitted are not determined to be relevant, a “neutral” rating will be assigned. See the provision “Evaluation – Commercial Items” for more information.

VOLUME III – Business Proposal Instructions There is no page limitation to the Business Proposal; however, the volume shall use 12-point Times New Roman font and shall provide a complete price build-up to include the identification of proposed labor categories, and the associated labor category hourly price rates (for the Base period as well as the Option periods), as well as any other necessary costs.

Vendors shall submit pricing for each anticipated performance period to include a twelve (12) month base period and three (3) twelve (12) month option periods. Vendors shall assume a September 30, 2015 start date.

In addition to the instructions above, the following instructions relate to the specific tasks in the PWS:

For “Human Relationship Training”:

Vendor shall provide the appropriate number of trainers needed for the size and needs of the group. Vendor’s proposal shall outline the cost for each option on both a per-employee and per-site basis, subject to stated enrollment limitations with regard to the number of students allowed per site. The cost schedule shall state any assumptions regarding the number of instructors required. Any additional customization (for example, adding additional instructors) will be subject to further negotiation before awarding the task order.

For “Meeting Facilitation”:

Vendor’s proposal shall include the cost for a firm fixed price for each day of meeting facilitation services. The cost schedule will state any assumptions regarding the number of facilitators. Any additional customization (for example, adding additional facilitators or extended meeting facilitation) will be subject to further negotiation before awarding the task order.

For “Senior Executive Team Training”:

Vendor’s proposal shall include the cost for a firm fixed price for each session of senior executive team training services. The cost schedule shall state any assumptions regarding the number of instructors. Any additional customization (for example, adding additional instructors or expanding the number of modules or course content) will be subject to further negotiation before awarding the task order.

For “Executive Coaching”:

Vendor’s proposal shall include the cost for a firm fixed price for each month of coaching (for long-term coaching, i.e. six months or greater) or for each hour of coaching (for short-term coaching requirements). The cost schedule shall state any assumptions or limitations regarding coaching services.

For “Strategic Planning and Organizational Development”:

Vendor’s proposal shall include the cost for a firm fixed price for each strategic planning project, assuming a standard six-day session. The cost schedule shall state any assumptions or limitations regarding strategic planning projects. Any additional customization (for example, adding additional facilitators or decreasing or expanding the number days) will be subject to further negotiation before awarding the task order.

For “Retreats, Teambuilding, and Mentoring”:

Vendor’s proposal shall include the cost for a firm fixed price for each retreat or team-building workshop, assuming a standard two-day retreat or workshop. The cost schedule shall state any assumptions or limitations regarding the delivery of retreat or team-building workshop services. Any additional customization (for example, adding additional facilitators or decreasing or expanding the number days, or other customization requested by OM or vendor based on the specific needs of the organization) will be subject to further negotiation before awarding the task order. The cost for facility rental, if required, will be handled by OM separately, and vendor’s proposal will not include any such rental cost in the quote.

Organization of the Task Order 0001 Proposal Vendors shall submit a technical proposal and business proposal for Task Order 0001. There are no specific formats for the Task Order 0001 proposals. The technical proposal shall be limited to seven (7) pages. The business proposal has no page limit, however vendors are encouraged to be as concise as possible. The business proposal must identify where in the vendor’s BPA response the services for Task Order 0001 are contained. For more information, see the “Task Order Procedures Provision” provided as an additional document.

Additional Instructions The BPA and Task Order 0001 will be evaluated independently of each other. In the event of a multiple-award BPA to more than one vendor, the awardees’ Task Order 0001 proposals will be compared against each other and the proposal representing the best overall value will be selected. In determining best value, the Department will take a comprehensive approach to the Task Order 0001 proposals, looking at technical approach and price. In the event the Task Order is issued to a higher price proposal, the Department will provide a written narrative to the unsuccessful vendor, justifying the decision.

Services shall be provided at the Department's Headquarters in Washington DC or in one or more or the Department’s regional offices, as needed. Classes may also include Video Teleconferencing (VTC) from a central location out to multiple regional locations (The Department will provide VTC capability). The proposal must include cost differentials for VTC to the Department’s Regional Offices. Classes in regional offices will be via VTC, unless specifically requested in person. If performed in person, the Department will work with the vendor to agree to a contract modification to cover appropriate costs of travel.

All submitted documents shall be labeled clearly as BPA responses or Task Order 0001 responses. All documents have the same due date/time (below).

Proposal Validity Period:

Proposals submitted in response to the solicitation shall be valid for no less than thirty (30) calendar days from the submission deadline for proposals.

The solicitation contains clause 52.217-8 Option to Extend Services. Vendors shall note that should the Department exercise the option under 52.217-8 at the end of any period of performance, the 52.217-8 option prices shall be based on the successful vendor’s proposed prices for the relevant time period. For example, should the Department exercise the option under 52.217-8 at the end of the base period, the vendor’s proposed prices for Option Period 01 (under 52.217-9) shall be utilized for the 52.217-8 option. Should the Department exercise the option under 52.217-8 at the end of the fourth 52.217-9 option period, the Department shall apply an increase to the Option Period 04 rates, using the average increase in rates for each of the prior option periods as guidance.

Confidential Information Nondisclosure Agreement

The successful vendor will be required to execute a Confidential Information Nondisclosure Agreement. Attachment E to this solicitation is a copy of the Confidential Information Nondisclosure Agreement the successful vendor will be required to sign.

SUBMISSION OF CLARIFICATION QUESTIONS

Clarification questions regarding this solicitation must be submitted electronically via e-mail NO LATER THAN September 14, 2015 at 12:00 PM EST. Clarification questions shall be e-mailed to Andrew Cazier at andrew.cazier@ed.gov, and Desandre Woodard at desandre.woodard@ed.gov.

PROPOSAL SUBMISSION

Proposals are due NO LATER THAN September 18. 2015 at 12:00 PM, EST. Electronic copies of each Proposal Volume shall be e-mailed to Andrew Cazier at andrew.cazier@ed.gov, and Desandre Woodard at desandre.woodard@ed.gov.

The date/time stamp affixed to the e-mail received by Andrew Cazier shall be the official receipt date and time. Vendors are solely responsible for determining how much time they will need based upon the size of their electronic proposal files to completely transmit the electronic copies of their proposals to the Department. Emailed proposals should not exceed twenty (20) megabytes (MB) due to the likelihood that the Microsoft Exchange server will reject the email, or the proposal could be held up in the Department's spam software. If the proposal exceeds 20 MB, the vendor shall divide the proposal submission into multiple transmissions. If the electronic copy of the proposal volume is divided into multiple transmissions in order to successfully transmit the electronic files, the subject line must indicate the total number of transmissions and which specific transmission is being sent at that time (e.g., 1 of 4, 3 of 5, etc.).

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