Attachment 5 Questions and Answers 3-5-20.pdf

Question # Question Answer

Page 135, 1.2.2 states: “Current Contracts: DoDEA has current contracts for all of the languages. All are expiring except for Spanish, which will only allow DoDEA to have access to digital resources in the 2020-21 school year and beyond….”

Beginning with CLIN 0001AA Spanish Level 1, the requirements are for “print and digital resources” for all levels in Spanish.

These two statements seem to contradict each other. Can you please clarify exactly what resources DoDEA will review and evaluate for Spanish at all levels in this review?

DoDEA will review print and digital resources for the languages listed in the solicitation, including Spanish. Page 135 provides context and refers to the option years on an existing contract. The CLIN describes the solicitation itself, which will be for new print and digital resources.

Regarding Spanish Levels I, II, III, and IV, in what grade(s) is each of these 4 levels taught typically?

DoDEA is procuring instructional materials and resources for both middle school and high school, for the languages and levels listed in the PWS, p. 136 (1.3.3).

DoDEA will purchase the same instructional materials for those levels, regardless of whether the courses associated with the levels are offered in middle or in high school. DoDEA is not procuring "split" editions of Level I instructional materials and resources (i.e. Level IA and IB).

Regarding French Levels I, II, and III, in what grade(s) is each of these 3 levels taught typically?

See response for question #2

Will Spanish Level 1 and French Level 1 student and teacher, print and digital resources be implemented in both middle and high schools?

Yes. See response for question #2

If Spanish Level 1 and French Level 1 will be implemented in both middle and high schools, how can we determine the Max Quantity for the Price List if we have separate Level 1A and 1B student and teacher resources for Middle School and Level 1 for High School? The following CLINS have one Max Quantity per CLIN: 0001AA Spanish Level 1 – Student Resources, 0001AJ Spanish Level 1 Teacher Resources, 0003AA – French Level 1 – Student Resources and 0003AJ French 1 Teacher Resources so specific enrollments for Middle School and High School cannot be determined.

If you need an alternate pricing structure, you can quote using the next number sequence, for example 0001BA, 0001BB, 0001BC, etc. for Spanish base year and 1001BA, 1001BB, 1001BC, etc. for Spanish option period 1; 0002BA, 0002BB, 0002BC, etc. for German base year and 1002BA, 1002BB, 1002BC, etc. for German option period 1.

As stated in the RFQ on page 102, 4. Volume 4 Factor 3– Price. The is quote volume shall: "...If a vendor quote includes an alternate CLIN structure than what is provided in the SF1449, the vendor shall provide the CLIN mapping/breakdown."

Regarding Submission Requirements of PWS Technical Exhibit #1, are the Standard Correlations (5.1.3) due with the print and digital resources for the PWS review? In past RFPs, the Standard Correlations were part of the Deliverables (page 145 of the RFP: Technical Exhibit 3 – Deliverables) upon receiving the Award.

The correlations document is requested at the time of the quote submission.

Updates are due on demand.

Regarding the physical samples, how many physical copies of the print materials do you request for review?

5 samples in accordance with FAR 52.212-1 addendum

Regarding section 3. Constraints, 3.1 Period and Place of Performance (page 140) “Base period of five years and one twelve-month option period. Work performed at the Contractor’s facilities.”;

We understand this to mean virtual trainings (webinars) will be conducted where participants are based in schools or DoDEA offices. Please clarify.

Virtual training (webinars) may be conducted at the Contractor's facilities but must be transmitted to DoDEA schools and offices and at the times where schools are open for business.

These virtual taring (webinars) need to be of sufficient number, duration and scope as to accommodate the world language teachers identified in section 1.3.3 of the PWS so that every DoDEA world language teacher has an opportunity to meaningfully participate in these professional development opportunities.

Regarding Volume 2, sections 2.2, 2.3, and 2.4 pages (138-140) are vendors to respond to these sections in our proposal? If so, would DoDEA increase the page limit so that these responses may be included in Volume 2? These sections seem to be part of the Deliverables, please clarify.

No, vendors are NOT required to respond to PWS sections 2.2, 2.3 and 2.4.

HE1254-20-Q-0013 - Attachment 5 - Questions and Answers World Language Curriculum Procurement

6-12 Spanish, German, French, Italian & Korean Instructional Materials

Regarding 52.216-19 Order Limitations on page 128, can you please clarify this section of the request?

The Government is not obligated to buy more than a quantity of one. The contractor is not obligated to fulfill orders in excess of quantities stated. The maximum quantity is determined as the sum of all CLIN quantities for all languages included in the 5 year base period. Maximum quantities will be adjusted at time of contract award to reflect the maximum quantities (sum of all CLIN quantities for base period) as applicable per contract award if there are multiple awards.

Completed FAR 52.212-3 - We completed a SAM.GOV registration and according to FAR 52.212-3 (b) we do not need to fill out the print version of FAR 52.212-3.

If that is the case, what needs to be included in Volume 1 in the Administrative Cover Letter to meet requirements?

Yes, volume 1 shall include the information listed in 52.212-1 addendum.

How do we complete the DFARS Clause: 252.239-7009, Representation of Use of Cloud Computing? Where is the form located?

The provision is changed to full text, vendors shall complete and submit as part of volume 1

Will you evaluate Spanish 1-4 digital only supplemental student and teacher resources with a 2017 copyright date?

Please refer to the copyright dates listed in the PWS technical exhibit section 5.1.4.

Will you evaluate AP French and German materials with a copyright date less than 2018 that address the current AP Language and Culture exams?

For instructional materials copyright dates, see Technical Exhibit 1, Section 5.1.4 (p.142) of the procurement document. DoDEA will review any AP instructional materials submitted by a vendor for a particular language even if the materials have a copyright less than 2018 only if the Standards Correlations for the AP materials demonstrate that the instructional materials are aligned with the CURRENT AP Language and Culture Unit Guides, as published by ETS/The College Board. PWS Technical exhibit 1 section 5.1.4, See amendment 01.

We are looking clarification on 1.3.1 and 1.3.2 in the 1.3 Scope of Work:

Our products are available as student and teacher print with digital for any subscription length or digital only for any subscription length. The longer the subscription the more you save. We don’t offer print only.

Why is 1.3.1 (Print and digital) a 5-year base period with one option year and 1.3.2 (Digital only) a 6-year base period? Are you requesting 2 separate sheets, one for

1.3.1 and one for 1.3.2?

1.3.1 Awards: DoDEA expects to purchase student textbooks, teacher editions (if available), related digital resources, and virtual professional learning. DoDEA would prefer to make one award, but may make multiple awards. For example, one language may be awarded to one vendor, or one language’s lower level courses (I- III) and one for the upper level courses may be awarded to different vendors. Each award will be for a 5-year base period and one option year.

1.3.2 Digital Subscriptions: If available, DoDEA expects to purchase a 6-year subscription for digital resources in Base Year 1. After Base Year 1, each digital subscription shall be for one less year in length. That is, in contrast to the 6-year subscription in Base-Year 1, DoDEA would require a 5-year subscription in Base- Year 2, a 4-year subscription in Base-Year 3, etc.

See updated PWS updated at 1.3.1 and 1.3.2. See amendment 01.

1.2.2 Current Contracts:

DoDEA has current contracts for all of the languages. All are expiring, except for Spanish, which will only allow DoDEA to have access to digital resources in the 2020-21 school year and beyond and the German contract for Levels IV & V, which does not expire until 2025.

So, if DoDEA has access to digital resources for 2020-21 SY and beyond, that seems to indicate you DO have Spanish resources, available as digital and you have access to them through the current SY and beyond the current SY. Are you then indicating there is NO need to procure for a Spanish curriculum?

DoDEA anticipates purchasing Spanish instructional materials on the levels stated on the solicitation for a 5 year base period and one optional year.

1.3.2 Digital Subscriptions: If available, DoDEA expects to purchase a 6-year subscription for digital resources in Base Year 1. After Base Year 1, each digital subscription shall be for one less year in length. That is, in contrast to the 6-year subscription in Base-Year 1, DoDEA would require a 5-year subscription in Base- Year 2, a 4-year subscription in Base-Year 3, etc.

This explanation does not map to the Pricing Sheet, Attachment 1. Assuming that Attachment 1 is correct. Please advise.

Updated, see amendment 01.

1.3.3 Students and Teachers: The estimated number of students and teachers requiring curriculum resources by language and level for Base Year 1 are shown below. DoDEA expects to purchase approximately five percent of these amounts in the other years of the contract.

Understood these are estimates. Assume the Pricing Sheet, Attachment 1, will rule as the correct QTYs. Please advise.

Vendor's quotes should include quantities as stated on the Pricing Sheet, Attachment 1. The numbers listed in the PWS are current numbers, however the pricing sheet and CLINS numbers accounts for potential increases due to the fluctuations in our populations.

RFP Pg 103 Materials Ship-To Location

Do you anticipate Contractors will do the Materials Set Up in Alexandria or will DoDEA personnel handle the Materials Set Up?

No, DoDEA personnel will do the set-up of the materials.

2.1.1 Task 1, Product Training

2.1.1.2 Provide product training sessions per language per region in the form of webinars or digital modules, a minimum of six hours per year, through at least years one and two of the contract. These sessions need to be of sufficient number, duration and scope as to accommodate the world language teachers identified in section 1.3.3 of the PWS so that every DoDEA world language teacher has an opportunity to meaningfully participate in these professional development opportunities.

RFP indicates product training sessions (per language, PER REGION) for a minimum of 6 hours per year.

• Do you wish to receive six (6) hours of product training sessions in EACH of your three (3) areas per year?

• Do you wish to receive six (6) hours of product training sessions TOTAL for ALL of your three (3) areas per year?

RPF indicates product training sessions through at least years one and two of the contract, yet your Pricing Schedule (Attachment 1) indicates ONE line/ONE

CLIN.

• Would you like Contractors to indicate 2 LOTs in Column D to allow for costing of BOTH Years One and Two for product training sessions?

• Would you like Contractors to work with indicated 1 LOT with a costing for BOTH Years One and Two for product training sessions?

Please refer to General Information, Section 2.1.1.2, page 137, and specifically to the chart titled "Number of Times Each Webinar Shall be delivered by Language" which describes the number of hours per language per region. Therefore, DoDEA is requesting that vendors offer six (6) hours of product training at each of the DoDEA Regions per year for at least years one and year two of the contract. Also, note that 2.1.1.2 specifically states that "[Vendor shall]Provide product training sessions per language per region in the form of webinars or digital modules, a minimum of six hours per year, through at least years one and two of the contract" and that "These sessions need to be of sufficient number, duration and scope as to accommodate the world language teachers identified in section 1.3.3 of the PWS so that every DoDEA world language teacher has an opportunity to meaningfully participate in these professional development opportunities."

Pricing sheet updated, see amendment 01.

2.1.2 Task 2, Professional Learning

2.1.2.1 Provide professional learning sessions per language per region in the form of webinars or digital modules, a minimum of six hours per year, through at least years one and two of the contract. These sessions need to be of sufficient number, duration and scope as to accommodate the world language teachers identified in section 1.3.3 of the PWS so that every DoDEA world language teacher has an opportunity to meaningfully participate in these professional development opportunities.

RFP indicates professional learning sessions (per language, PER REGION) for a minimum of 6 hours per year.

• Do you wish to receive six (6) hours of professional learning sessions in EACH of your three (3) areas per year?

• Do you wish to receive six (6) hours of professional learning sessions TOTAL for ALL of your three (3) areas per year?

RPF indicates professional learning sessions through at least years one and two of the contract, yet your Pricing Schedule (Attachment 1) indicates ONE line/ONE

CLIN.

• Would you like Contractors to indicate 2 LOTs in Column D to allow for costing of BOTH Years One and Two for professional learning sessions?

• Would you like Contractors to work with indicated 1 LOT with a costing for BOTH Years One and Two for professional learning sessions?

Response to Question #20, which clarifies the number of sessions per language per region for product training, also applies and therefore clarifies the number of sessions per language per region for professional development.

Pricing sheet updated, see amendment 01.

Table on RFP Pg 137

Table listed in PWS section 2.1.1.2

This table seems to indicate the # of times a webinar will deliver in EACH area, corresponding to each language.

RFP defines trainings as two, separate categories:

Task 1: Product Training Task 2: Professional Learning

How do the number of webinar times relate to each of Task 1 and Task 2 trainings? This is not clear, so it is difficult to price as 1 LOT within each of your 2 CLINs on the Pricing Sheet (Attachment 1).

EXAMPLE: GERMAN LANGUAGE

Do you wish to receive a total of 18 hours of webinars, distributed as per table for

YEAR ONE ONLY?

• If so, is this 18 hours of product training for YEAR ONE ONLY?

• Is this 18 hours of professional learning for YEAR ONE ONLY?

See responses to question #20 and #21. EXAMPLE: GERMAN LANGUAGE:

DoDEA is requesting that the vendor provides a minimum of 6 hours of product training for Year One focused on their German language instructional materials and resources (how to use the materials), multiplied times three Regions (as needed), and ALSO a minimum of 6 hours of second language professional development (methods and strategies)that includes DoDEA German teachers during Year One, times three Regions (also as needed). Then, the same is applicable to Year Two of the contract. DoDEA specifies "as needed" because depending on the number of teachers teaching a language that are located in a particular Region, DoDEA may determine that product training and/or professional development sessions must be offered separately, concurrently, or even combining regions. These details will be discussed during post-award conferences.

Nonetheless, vendors must always note that, as stated in 2.1.1.2, "These sessions need to be of sufficient number, duration and scope as to accommodate the world language teachers identified in section 1.3.3 of the PWS so that every DoDEA world language teacher has an opportunity to meaningfully participate in these professional development opportunities."

Pricing sheet updated, see amendment 01.

Do you want CONUS and OCONUS shipping costs listed on the excel price sheets? If so, please provide guidance on calculations.

DoDEA wants separate pricing for CONUS and OCONUS shipping as stated on the pricing sheet. Pricing should be based on vendor's standard commercial practice for shipping costs.

p. 101, Section 52.212-1 Addendum: Instructions to Offerors

“Quote Structure and Content.” “Vendors shall submit quote packages consisting of the following separate/distinct volumes for evaluation purposes and include the content identified herein.”

Question: We would like to confirm that for volumes 1, 3 & 4, (vendor) would submit one set of documentation (for each volume) which will apply to all (vendor) programs.

Yes, DoDEA will accept one set of documentation per vendor for volumes 1, 3, and 4 which will apply to all languages quoted.

p. 101, Section 52.212-1 Addendum: Instructions to Offerors

“Quote Structure and Content.” “Vendors shall submit quote packages consisting of the following separate/distinct volumes for evaluation purposes and include the content identified herein.”

Question: For volume 2, we will provide four sets of documentation: one for Spanish, one for French, one for Italian and one for German.

Yes, the vendor should submit one set of documentation per language quote, i.e., if submitting quotes for four languages, provide fours sets of volume 2 documentation. If a vendor submits multiple quotes per language, each quote requires a separate volume 2.

In 2. Volume 2 Factor 1 in “Resource Specifications” it states, “Vendors shall provide either physical or digital materials. If vendors are providing digital materials, vendors shall also provide web access codes for online viewing up for up to five evaluators.”

Question: We would like to provide both print and digital materials for your evaluation. How many instructor and student texts and student workbooks do you require?

5 samples in accordance with FAR 52.212-1 addendum.

In 2. Volume 2 Factor 1 in “Resource Specifications” it states, “Vendors shall provide either physical or digital materials. If vendors are providing digital materials, vendors shall also provide web access codes for online viewing up for up to five evaluators.”

4. Question: For the digital materials, does DoDEA require five web access codes that include all volumes of each series and languages or separate web access codes for each series and language?

DoDEA requires five separate access codes per language.

For Korean and Italian Only: Provide one physical and one PDF copy of the print materials. See amendment 01.

In 2. Volume 2 Factor 1 in “Resource Specifications” it states, “Vendors shall provide either physical or digital materials. If vendors are providing digital materials, vendors shall also provide web access codes for online viewing up for up to five evaluators.”

Question: Are the print samples for evaluation also due by the deadline stated on the solicitation: 10:00 a.m. EST on March 26, 2020?

Print sample are due by the deadline stated in the solicitation, 10:00 a.m. EST on March 26, 2020.

In the last sentence on page 101, “Volume 2 shall not exceed 12 pages per language in length.”

Question: Please confirm that the 12 pages stated above for Volume 2 do not include the required Standards correlations.

Appendixes may be attached to the quote and are not included in the 12 page maximum.

p. 142, Section 5.1.3, highlights correlations to the following Standards:

1. DoDEA’s College and Career Readiness Standards (CCSRs) AND

2. Alignment with DoDEA's World-Readiness Standards for Learning Languages, ACTFL's Proficiency Guidelines 2012, ACTFL's Performance Descriptors for Language Learners, and NCSSFL-ACTFL's Can-Do Statements

Question: What are the DoDEA CCSRs and when was the last update?

As stated in PWS 1.2.1: DoDEA’s CCRS are identical to the Common Core State Standards (CCSS): http://www.dodea.edu/collegeCareerReady/

A direct link to the World Language CCRS may be found here:

https://www.dodea.edu/Curriculum/foreignLanguage/standards.cfm

The last update was 2017.

p. 142, Section 5.1.3, highlights correlations to the following Standards:

1. DoDEA’s College and Career Readiness Standards (CCSRs) AND

2. Alignment with DoDEA's World-Readiness Standards for Learning Languages, ACTFL's Proficiency Guidelines 2012, ACTFL's Performance Descriptors for Language Learners, and NCSSFL-ACTFL's Can-Do Statements

Question: Can you please provide us with a sample of the DoDEA CCSRs?

A direct link to the World Language CCRS may be found here:

https://www.dodea.edu/Curriculum/foreignLanguage/standards.cfm

p. 143, Section 5.2.2 “508 Compliance”, 1) IT Requirement

Question: There is a testing period SLA for Tech Support which is similar to the performance requirements summary table that appears in Section 2.2.4 “Task 6, Technical Support” on p. 139. It is unclear if “instant response” (stated on p. 143, under 1) IT Requirement) means there is a different expectation. Please clarify.

These are distinct requirements. The testing period at TE#1 Section 5.2.2 requires "instant response from Contractor technical support staff during that brief period."

Technical support for digital resources require support as stated in PWS Section 2.2.4.

p. 144, Section 5.2.3, Optical Character Resolution (OCR Requirement)

10. Question: Do we need to provide two OCR formats for ALL print components or just student editions?

The requirement is to provide, upon request, two digital OCR copies of print materials in one or more of the listed formats. Vendors would be notified of what print components are required at the time of the request.

Pricing Spreadsheet

Question: Please provide additional context on how we should complete the “shipping” lines on the pricing spreadsheet. You ask for a quote for shipping as one fee for every language, but how would that work with different schools ordering different quantities? Is a rough estimate for the shipping cost acceptable or do you need an exact figure per language?

Pricing should be based on vendor's standard commercial practice for shipping costs, customarily vendors can also provide shipping as a percentage of the items/CLINS cost.

Regarding the enrollment numbers provided in the request, why are the enrollment numbers on page 136 1.3.3 in the chart different from the quantities noted on pages 1-44 under ITEM NO/SUPPLIES/SERVICES/MAX QUANTITY?

See response for question #18

Regarding physical samples, can the product samples for the materials review be destroyed after the materials review instead of having vendors supply return mailing labels for the product to be returned after the review?

Yes, product samples can be destroyed if vendors chose not to supply return mailing labels.

37 Can you please supply the quantity of items going to CONUS and OCONUS?

DoDEA is unable to provide quantities for CONUS and OCONUS. The quantities will be identified in each specified delivery order.

Regarding 3.3.1-3.3.4 on page 141, are the names of the Program Manager/Alternate and Program Specialists to be provided in our proposal response or only if we win the award.

Names of the Program Manager/Alternate and Program Specialists are not part of the evaluation criteria, however if you want to let us know who the POCs are that is acceptable.

In order to accurately calculate shipping charges, can you please supply the ship-to addresses and each program’s quantities to be delivered to each address?

The information in not available at this time. Shipping addresses will be provided at time of Delivery Orders.