23Q0023QA061323.xlsx

Attachment 5-Q&A HE1254-23-Q-00023-Instructional Coaching Recording Tools-Attachment 6-Questions and Answers

2 Any other details on how your coaching will be set up? See PWS

3 How many instructional coaches total or per school? Instructional Coaches total will vary depending on location. Refer to the PWS.

4 In regards to Professional Learning In the Base year, are the two trainings per region supposed to be identical so that more people are able to attend in smaller class sizes or do we cover hardware in session one and software in session two? Trainings should be identical regardless of the size of the classes. Please refer to PWS 2.1.2 for more information.

5 In regards to Professional Learning will attendance at the PL be required for staff members or optional? Unknown. Will be based on vendors proposed solution.

6 In regards to Professional Learning is there a person/team at each school or region who will be the go-to person/team for this program for follow up questions, or will this be handled through our support team? Unknown. Will be based on vendors proposed solution. Please refer to PWS 2.1.4.

7 Does the DoDEA have a tech support system that is standardized across all regions that teachers use to submit issues? No. Will be based on vendors proposed solution. Please refer to PWS 2.1.4.

8 After extensive evaluation, in October 2022 our software had been approved by the Cyber team for anyone in the DoDEA to use. Is there a place within the documentation where we can mention that or is there maybe a document that we could have to include in the solicitation? You will still have to fill out the required attachments and go through the standard processes/approvals. Requirements have changed since Oct 2022.

9 Shipment and delivery:

On the DoDEA Global Shipping Guide - April 2023-Revised it says:

" International DoDEA locations: Commercial shipping should be used to ship to local door to door addresses. If the USPS is the desired shipper, the shipment should be shipped to APO /FPO address to avoid customs related issues." but in the solicitation document it says: "to Europe and the Pacific only by commercial carrier". We worry that if we ship by commercial carriers (e.g. FedEx), they will be charging you for customs duty. Our preference would be to ship USPS to everyone. Is this allowed? No - only the exceptions as stated in the guide. FedEx and other major carriers include customs charges in their prices. In most countries, the SAF agreement permits no customs. Italy does charge. It is important the vendor use the shipping label as in the guide. Please refer to the only Exceptions to Preferred Commercial Shipping in the guide on page 9 for Cuba, Brussels, Belgium, and Turkey.

11 Do the requirements include the contractor supplying the rotating video tool with a camera or just the rotating tool with the microphones and cloud software for storage and editing? The requirements state that the contractor will supply a “Rotating video tool,” which includes the camera plus rotating capabilities.

12 Can you share additional details on the cloud software editing capabilities? Please explain in your quote how your company can provide “companion cloud-based application that allows precise editing to include separating or excluding the audio tracks” as stated in the PWS 2.1.1.4.

13 Is the government's vision to have this tool manually setup by the instructors in the classroom or for the tool to be permanently installed in the classroom? Manual setup by a DoDEA employee, not permanently installed.

14 Please share the government's vision on how the tool setup should be implemented (e.g., a rotating tool will be used with a mobile device/ computer to store the video and audio files for uploading to the cloud software). Please explain in your quote how your company can provide Professional Learning as specified in PWS 2.1.2.

15 How does the government envision capturing the audio files from the remote microphones? Audio is captured in a companion cloud-based application in conjunction with the microphones IAW PWS 2.1.1

16 Is there a need for an audio device to also capture the audio from the microphones? Yes. IAW PWS 2.1.1

17 Upon review of the supporting tasks outlined in the grant application, we have a couple of questions regarding tasks 2.1.1.1 and 2.1.1.3. These tasks require the utilization of a rotating camera and five microphones. We understand and respect the intent behind these specifications, which we interpret as the desire to have a comprehensive view of the entire room and capture clear audio from multiple sources. Our concern is that these specifications seem to limit the pool of potential suppliers to just one that can meet these requirements, potentially increasing project costs significantly. We would like to propose an alternative solution that could meet the intended requirements while potentially being more cost-effective. We believe that using a static wide-angle camera could provide a full view of the entire room, and a properly configured audio system could effectively capture sound from multiple sources. These alternatives would open up the supplier options, fostering competitive pricing and potentially reducing project costs. Please explain in your quoted solution how your company can provide your proposed solution as specified in PWS 2.1.1.1 and 2.1.1.3.

18 Could you kindly confirm if the specifics of the tasks 2.1.1.1 and 2.1.1.3 are set in stone? Or is there any room for a discussion about alternative solutions that still meet the overarching aim of these tasks? Please explain in your quoted solution how your company can address the tasks IAW PWS 2.1.1.1 & 2.1.1.3

19 As it was the case last time, I assumed we need to submit the documents of the solicitation directly to you. Is this correct or can you please clarify how should we submit the solicitation documentation? Send all documents directly to krista.chamberlain@dodea.edu

20 We are uncertain on how to fill the 2930A form out. It appears that none of the signature blocks on page 4 are meant for us. Can you please clarify if this is correct? No (Signature not required from vendors)

21 On Form 2930A what does question 2 means. Could you help us with clarification? Do you share/would PII be accessed, through a third-party website or application. Q2 clarification – The vendor should list any PII required from DoDEA employees and/or students/sponsors/parents to effectuate the service/contract. & Q3 clarification - How will PII become available to the vendor? E.g., user submission, data pulls from SIS or other DoDEA system, etc.

22 On Form 2930A the response is "no" to question 5 does this imply that questions 6, 7 and 8 are Not Applicable. Question 5 is not required, however, the vendor is required to respond to question 7. The vendor must include technical safeguards and user restrictions/limitations, if any, when responding to question 7.

23 Are there any additional instructions for us to follow or is there someone we can reach out to for more information about the completion of this form? Please see attached Instructions. Someone will contact you if they need further information.

24 On Form 23Q0023_SOL_052323 There are certain points that are required for us to fill out, but we are not able to given that there are many items and options that we would need to include. Is there someone that can help us / guide us to fill in this form? Potential quoters shall acknowledge the soliciation by signing the 1449 and providing the quoted solution IAW 52.212-1 addendum.

25 Are we required to add our company to the Interested Vendor List? Not required but appreciated.