Presolicitation_Notice_-_AVID.docx

Presolicitation Notice

Date: 7-11-2018

In accordance with FAR subpart 13.5, the Department of Defense Education Activity (DoDEA) intends to Issue a sole source, Firm-Fixed Price contract to, with a period of performance of one Base year plus four one-year options

At the present time, only AVID Center can provide the products / service that DoDEA requires.

This is not a request for competitive proposals. Interested parties who feel that they possess the capabilities to satisfy this requirement should submit a capability statement demonstrating their abilities to meet this requirement. The information received in response to this notice will be considered solely for the purpose of determining whether or not to conduct a competitive procurement. Please send your documentation to Samra Yoseph at samra.yoseph@hq.dodea.edu.

Documentation should be received by the response / close date of this notice to be considered by DoDEA. A determination by the DoDEA not to compete this proposed contract based upon responses to this notice is solely within discretion of the Government.

Required service stated on Performance Work Statement (PWS) below:

Comprehensive College Preparation System

1.2 Background

For over 25 years DoDEA has implemented the Advancement Via Individual Determination (AVID) program, a comprehensive college preparation program for secondary students that focuses on helping students who are in the academic middle and who are traditionally underrepresented in higher education to become college ready and college bound.

1.3 Scope of Work

DoDEA requires a comprehensive K-12, research-based college preparation system that (1) conducts annual comparative analysis with DoDEA and schools nationwide, (2) provides administrative services that include processes and materials to institutionalize the program, and (3) provides consulting and networking services as required.

DoDEA expects to award one contract for a base year and five option years. The required services will be delivered to approximately 80 schools worldwide. If DoDEA adopts the elementary component of the program, as planned, a total of approximately 160 schools worldwide would be served by Option Year 5.

· Note: The purpose of this study shall be to determine the extent to which each school’s activities align with the various quality indicators embodied in the overall AVID College Readiness System.

· Note: There are currently four AVID Specialists. If the program expands to all elementary schools, the number of AVID Specialists may increase up to nine.

1. AVID student selection process

2. AVID elective class availability

3. Rigor of the courses of study for AVID students

4. Extent to which writing, inquiry, collaboration, organization, and reading (WICOR) are used as a basis of instruction

5. Tutor training and availability

6. AVID student monitoring

7. AVID school staff participation in implementation and development activities

8. Ongoing parental communication

9. Active site teams

10. Adequacy of resources to sustain / enrich the program

11. Use of AVID methodology by the Site Team in the curriculum school-wide

12. Coaching and certification report

13. DoDEA’s Blueprint for Improvement: Goal 1: Student Excellence

2.1.4 Submit its annual Data Summary Report to the Contracting Officer’s Representative (COR). The information contained in each Data Summary Report shall support the annual certification of DoDEA’s schools within the AVID College Readiness System and shall address the following five areas:

· Analysis of the results of middle school, high school, and senior student data and if implemented, the corresponding elementary school data

· Summary of the strengths and limitations associated with AVID implementation on a school and systemwide basis

· Recommendations for improvement for DoDEA, by region, district, and school

· List of AVID-certified schools and their respective certification levels

· Usage of elementary resources, if applicable

2.3 Professional Learning—The Contractor shall:

2.3.1 AVID District Leadership (ADL) Professional Learning: Provide training for DoDEA’s AVID Specialists, which includes the following;

1) Five face-to-face trainings for new AVID Specialists, if required.

2) Summer Institute (See 2.3.3.)

3) Training sets of AVID curriculum materials for each ADL participant.

4) Monthly webinars for AVID Specialists to provide professional development and collaborative opportunities to enrich support practices. These webinars are live, with multiple sessions, and are recorded for asynchronous access.

2.3.3 Summer Institute is face-to-face professional learning that shall include:

1) Site Team Professional Learning: DoDEA’s AVID schools may send participants from the AVID College Readiness System, including the principal, counselor, AVID coordinator, and core subject area teachers to an approved AVID Summer Institute.

· From the Base to Option Year 2 up to 30 DoDEA educators may be sent.

· Option Year 3, up to 33 DoDEA educators may be sent.

· In Option Year 4 up to 36 DoDEA educators may be sent

· In Option Year 5, up to 40 DoDEA educators may be sent.

2) Demonstration Site Professional Learning: Any DoDEA AVID school that seeks to achieve the status of a demonstration site may send members of the site team to this training required by the AVID Center to receive this high recognition. Note: DoDEA has not sent any schools to this training in the past five years. If DoDEA sends participants, they will be counted as part of the DoDEA educators listed in 2.3.3 (1).

3) AVID Specialist Professional Learning: DoDEA’s AVID Specialists shall work face-to-face with their Site Teams and improve their understanding of AVID methodologies. Note: DoDEA has not sent any schools to this training in the past five years. If the participant is not among those attending ADL Training (2.3.1), then this participant would be numbered part of the DoDEA educators listed in 2.3.3 (1).

4) One-Day Leadership Professional Learning: DoDEA leadership may attend a one-day session to better understand the program and better support AVID systemwide. Note: This face-to-face training may be attended by up to 20 leaders at no cost to DoDEA except for participants’ travel and per diem, which will be covered by DoDEA.

2.3.4 Path to Schoolwide Professional Learning is face-to-face training for teachers and administrators that shall include the following:

1) AVID Implementation: Professional learning required for all new AVID elective teachers shall be made available. Note: The number of elective teachers varies each year but ranges from 1-19 participants per region.

2) Path to Schoolwide: Two-day face-to-face professional learning for new AVID elective teachers that is focused on implementing AVID schoolwide. Additional available trainings are designed to familiarize content teachers in English, mathematics, science, and social science, as well as teachers of English language learners and non-core subjects with AVID methodologies to improve the performance of all students. Note: The number of participants will vary from year to year.

3) Path to Schoolwide: Professional learning such as Leadership for College Readiness, Student Success, and Preparing for College shall be made available for school leaders, administrators, and specialists. Note: The number of participants will vary from year to year.

1) Assist the COR, as needed, in activities designed to ensure that the AVID College Readiness System conforms to DoDEA’s Blueprint for Improvement parameters and school improvement benchmarks.

2) Engage, per written request from the COR, in problem-solving consultations via video and/or teleconferences with DoDEA’s AVID stakeholders to address issues relating to program adaptation, staff development, data management, and certification.

2.5.1 Liaise with the COR and the AVID Specialist assigned to the new AVID site in preparation of implementation.

2.5.2 Provide up to approximately 16 hours of virtual professional learning and support to the AVID elective teacher of the new AVID school in collaboration with the COR and/or AVID specialist.

2.5.3 Provide the AVID standard, level-appropriate print and/or digital resources for each new AVID school’s AVID elective teacher.

2.5.4 Provide virtual support during the 2-year initial implementation cycle prior to AVID certification for each new school in collaboration with the COR and/or AVID Specialist.

2.5.5 Program Expansion: DoDEA plans—but cannot guarantee that funds will be made available—to expand AVID to approximately three additional middle schools in Option Year 1; 21 more elementary schools in Option Year 2; 12 more elementary schools in Option Year 3; 12 more elementary schools in Option Year 4; and 21 more elementary schools in Option Year 5.

2.6 Digital Resources: The Contractor’s digital solution shall be robust enough to serve the needs of a large community of learners dispersed across the world using a variety of bandwidths. It shall be scalable to meet future growth, both in terms of instruction and the number of users.

2.7 Post-Award Conference: The Contractor shall participate in a tele- or videoconference with the COR and selected DoDEA staff.

3.0 Constraints

· AVID implementation within each of DoDEA’s participating schools is based on DoDEA-furnished online certification data and site visits, per PWS 2.1.1.

· Collect data on AVID school demographics, AVID program demographics, and AVID student performance in accordance with federal guidelines, per PWS 2.1.2.

· AVID personnel must meet/follow DoDEA’s security requirements regarding in-person school visitation.

4.0 Government-Furnished Resources

· Each AVID site submits AVID Center’s online general data form annually.

· Escorts provided to AVID Center personnel visiting each DoDEA school.

· Funding to conduct the annual AVID Coaching and Certification (CCI) process will be provided by each region.

· Program oversight by the COR to ensure inter-rater reliability, scheduling, funding, and implementation.

5.3.5

· COR: Five business days after award

· IT: Seven business days after award

--AVID Curriculum Libraries --Print and Digital Materials --AVID Weekly Subscriptions 2.2.1

2.2.2 2.2.3

· Digital resources provided three business days after receipt of delivery order

· Print materials shipped 15 business days after receipt of delivery order

--Periodic Notifications --New Resources Notification --Ad Hoc Guidance/Assistance --Program Refinements 2.2.4

2.2.5 2.2.6 2.2.7

· Provide information as it becomes available.

· Provide guidance as requested in writing by the COR

Summer Institutes:

--Site Team Professional Learning --Demonstration Site Prof. Learning --AVID Specialist Prof. Learning --One-Day Leadership Prof. Learning

Path to Schoolwide Prof. Learning --AVID Implementation --New AVID Elective Teachers --Leadership Training

Government authorized travel is included in this contract and subject to a Not To Exceed (NTE) Contract Line Item Amount. All travel shall be in accordance with applicable travel regulations (Joint, Federal or Standardized). Contractor payment claims shall include documentation/receipts at or above $75.00 to support actual costs incurred, e.g., airfare and hotel/lodging receipts. Failure to provide appropriate documentation may result in loss of reimbursement of travel expenses.

1) Be responsible to initiate the request for all personnel needing access by contacting the COR, who will be responsible for endorsing the need for contract support of this contract as part of the request for installation/base passes.

2) Be responsible for taking the COR paperwork submitted by the Contractor to the applicable US military installation’s Pass and Identification (ID) Section. Only passes shall be used in performance of duties under this contract. Passes shall be in contract employees' possession at all times while on the installation.

3) Ensure that contract employees return base passes to the appropriate Pass and Identification Office within one (1) business day upon completion of this contract or termination of employment.

4) Ensure Installation/Base Passes Access is coordinated well in advance of the projected start dates for contracted personnel’s site visits as the turnaround is unpredictable and can vary for different locations. Note: Coordinating with the Spanish and Turkish governments may be required far in advance to get necessary country clearance and authorization to work.

8.2 Visitor Policies: Contractor shall ensure all contracted personnel strictly comply with established DoDEA visitor policies pursuant to DoDEA Regulation 4700.2, Internal Physical Security, and DoDEA Regulation 4700.1, DoDEA Antiterrorism Program and Standards. This shall include the mandatory use of visitor badges necessitating the positive identification of all visitors and contract employees. Visitor or contract employees’ non-compliance with the visitor policy will be documented for follow-up with the contracting officer or installation commander, as appropriate.

8.3 Identification Badges: Contractor shall provide picture identification badges to all employees. Identification badges shall be worn and visible at all times while contract employees are on Government premises. Badges for contract employees shall display each person’s recent picture, full name, company name, and the badge’s expiration date.

8.4 Security: Contractor shall not disclose or cause to be disseminated any information concerning the operation of the US bases to anyone without a need-to-know basis in performing the contract. Contractor shall notify the COR of all inquiries regarding performance of this contract that may cause or require the dissemination of official information. Authorization must be granted by the DoDEA Security Management Division, prior to the release of any official Department of Defense or the US Government information.

8.5 General Requirements—The Contractor shall:

Program Review and Data Analysis

PWS 2.1

Membership Administrative Services

PWS 2.2

--Digital materials available 99% of the time --Print materials delivered to US schools within 30 days of receipt of delivery order --Print materials delivered to overseas schools within 45 days of receipt of delivery order --Issuance of certificates as required in a timely manner 100% COR inspection

AVID Professional Learning

PWS 2.3

--Virtual professional learning will be available 99% of the time.

--Face-to-face professional learning will be conducted on time Periodic COR monitoring

Consultation and Related Services

PWS 2.4

New AVID School Support

PWS 2.5