HE125423Q3003-0001.pdf

HE125423Q3003

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

The purpose of this amendment is to provide responses to vendors questions. All changes/corrections have been made in the solicitation and are highlighted. The color yellow indicates changes or additions and red means the text is being removed.

1. CONTRACT ID CODE PAGE OF PAGES

J 1 30

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 31-Oct-2023

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State and Zip Code) X HE125423Q3003

X 9B. DATED (SEE ITEM 11)

16-Oct-2023

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer X is extended, is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning 1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN

REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

31-Oct-2023

CODE

DOD EDUCATION ACTIVITY

ATTN: PROCUREMENT DIVISION

4800 MARK CENTER DRIVE

SUITE 05F09-02

ALEXANDRIA VA 22350-1400

HE1254 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 30 - BLOCK 14 CONTINUATION PAGE

The following have been added by full text:

QUESTIONS AND RESPONSES

Integrated Library System (ILS) Vendors Question and Government Response

Q1. Reference Solicitation.

Does 52.204-24 and 52.204-26 need to be included in the proposal? If so, would we include them in Volume 1 or in another location?

Government Response: Yes, please include FAR Clauses, 52.204-24 and 52.204-26 in Volume 1-Administrative Cover Letter.

Q2. Reference DoDEA Cloud Questionnaire, page 1, section Cloud Resources Websites/URLs.

Concerning the provision of website URLs for this resource, we seek further clarification. Is it expected that URLs be provided for all application interfaces, such as the Online Public Access Catalog (OPAC) and Management platform? Additionally, in instances where a portion of the system operates outside a web-based environment, would links to downloadable applications or external software be required?

Government Response: Yes, it is expected that URLs be provided for all application interfaces, such as the Online Public Access Catalog (OPAC) and management platform. Yes, links to downloadable applications or external software are required.

Q3. Reference Solicitation, section 2.2 Task 1. Project Implementation.

Training requirements are outlined as part of the projected implementation process. Could you please provide more insight into your pricing expectations for Project Implementation, specifically regarding data conversion costs?

Additionally, would you prefer a detailed breakdown of these costs to be included in the 'Attachment 5 - Price Template.xlsx' spreadsheet?

Government Response: Please see highlighted changes to the PWS, paragraph 2.2, Task 1. Please complete attachment 5 per instructions in the solicitation.

Q4. Reference Solicitation, section 2.6 Task 5. Cataloging System.

Regarding the Cataloging System of the DoDEA Integrated Library System (ILS), it is noted that the DoDEA system administrator will have the authority to set access to catalogue functions, thereby being able to establish various access levels to the cataloguing process. Could you please clarify whether it is requisite that the administrator be able to centrally configure these access levels from a singular system interface, as opposed to setting them individually within each school's system?

Government Response: It is requisite that the administrator be able to centrally configure these access levels from a singular system interface.

Q5. Reference Solicitation, section 2.8.4 Report Types.

Report Types specifies that provision of standard reports for HQ, regions, and districts. Could you please confirm whether there is an expectation for the capability to aggregate and generate reports across multiple schools through a unified reporting interface?

Government Response: Yes, the region or the HQ administer should be able to pull reports from multiple schools and aggregate their data through a unified reporting interface.

Q6. Reference Solicitation, section 2.3.6 Accessibility Interface(s).

Pertaining to Accessibility Interface(s), you have requested that the OPAC interface include an option accessible 508 compliant interface. Does DoDEA also require Accessibility Interface(s) compliance for the entire application, i.e.

the interface used by teachers and librarians, e.g. the Management interface?

Government Response: Yes, the government require accessibility interface(s) compliance for the entire application, i.e. the interface used by teachers and librarians, e.g. the Management interface.

Q7. Reference SF 1449, Continuation sheet, Supplies/Services ITEM NO 0003.

Reading Program Service Solution – There is a reference on this ITEM to subsection 2.3.4 of the PWS. That section references ‘Enriched Item Results’. Are these the same functional requirement?

Government Response: Yes, “Enriched Item Results” are the same functional requirement as stated in PWS

2.3.4. Please note changes made to the PWS, paragraph 2.3.4 in response to Q11.

Q8. Reference Performance Work Statement (PWS), paragraph 2.3.4.

Does the DoDEA subscribe to any existing enhanced content package that is expected to be used for this requirement?

Government Response: No, the government does not subscribe to any existing enhanced content package that is expected to be used for this requirement.

Q9. Reference Performance Work Statement (PWS), paragraph 2.3.4.

Does the DoDEA subscribe to any existing Enriched Item Results package that is expected to be used for this requirement?

Government Response: No, the government does not subscribe to any existing Enriched Item Results package that is expected to be used for this requirement.

Q10. Reference Performance Work Statement (PWS), paragraph 2.3.4.

Does the DoDEA subscribe to any Reading Program Service Solution that is expected to be used for this requirement?

Government Response: No, the government does not subscribe to any reading program service solution that is expected to be used for this requirement.

Q11. Reference Performance Work Statement (PWS), paragraph 2.3.4.

This is referenced as ‘optional’ in the second bullet point. However, on Attachment 5 Price Template, there is no reference to this being an optional price CLIN.

Government Response: Please see changes made to paragraph 2.3.4 of the PWS.

Q12. Reference Performance Work Statement (PWS), paragraph 2.5.2.

What commercial product is used by the DoDEA for their SIMS solution? What underlying RDBMS is used by this product?

Government Response: DoDEA uses Aspen for the SIMS solution. The RDBMS uses Microsoft SQL DB.

Q13. Reference PWS paragraph 2.8.6.

Is the ILS vendor being asked to review and approve any existing peripheral devices that can be used with the new system?

Government Response: No, the vendor is not being asked to review and approve any existing peripheral devices that can used with the new system.

Q14. Reference Performance Work Statement (PWS), paragraph 2.8.6.

Is the ILS vendor required to recommend new peripheral devices to support the new system?

Government Response: Yes, the vendor is required to recommend Barcode Scanners.

Q15. Reference Price Template.

Attachment 5 PRICE TEMPLATE Line Item 0005 – This line calls for pricing for 159 barcode scanners, however PWS 2.8.6 references ‘the Contractor shall specify the hardware specifications.

Government Response: Please see edits made to PWS paragraphs 2.8.6 and 2.8.7.

Q16. Reference Performance Work Statement (PWS), paragraph 2.9.1.1.

What digital resources are the DoDEA expecting from the ILS vendor?

Government Response: The government does not expect any digital resources from the ILS vendor.

Q17. Reference Performance Work Statement (PWS), paragraph 3.7.

What documents is the DODEA expecting to receive from the vendor under this requirement? System manual and/or training materials?

Government Response: All required deliverables are specified in the PWS. Should the Government require OCR copies of any print materials, such will be requested.

Q18. Reference Solicitation.

Attachment 1 PWS – Is there a separate Attachment 1 or is the entire set of functional requirements for the ILS what is contained in the Solicitation beginning on Adobe page 61?

Government Response: No, there is not a separate PWS. The full PWS requirement is included in the solicitation.

Q19. Reference SF 1449, Continuation Sheet Supplies/Services ITEM NO 0004 Authority Control Data Services – Please explain why there is a pricing CLIN for this service, but it is not addressed anywhere within the PWS or the solicitation in general.

Government Response: Please refer to the PWS paragraph 2.6, Task 5, Cataloging System.

Q20.

In order to allow sufficient time to develop a proposal that is in the best interest of the government and to ensure sufficient solicitation competitive, please provide a 10-day extension to the proposal due date.

Government Response: The proposal due date is being extended to 13 November 2023.

Q21. Reference Technical Exhibit #1, Item 1.1.7.

Would a solution deployed in Oracle Cloud's Government Cloud satisfy the FedRAMP Level 2 requirement in Technical Exhibit #1 - TECHNICAL REQUIREMENTS 1.1.7?

Government Response: If the solution is deployed within the Oracle Cloud’s Government Cloud and the Oracle government cloud is certified at FedRAMP Level 2, the solution would satisfy the requirements in Technical Exhibit #1.

Q22. Reference Technical Exhibit #1, Item 1.1.7.

Can the following third-party resource be excluded from the FedRAMP requirement: Proquest Syndetics Unbound -provider of static enriched content for display in the OPAC, including book jackets, summaries, table of contents, etc.? This provider has no access to customer data, other than standard numbers (e.g. ISBNs) used to identify materials for which to display content, and has no access to the system.

Government Response: If the vendor is FedRAMP certified, their sub-contractor must meet applicable requirements as well.

Q23. Reference, Section SF 1449 – Continuation Sheet, Attachment 5 – Price Template.

Within the Solicitation, on page 87 of 94, the Attachment lists some quantities as 160 (such as item 0002 and 0003);

however, these are listed as quantity 159 in the spreadsheet attachment, and as quantity 160 within Section SF 1449 of the Solicitation. Which is correct?

Government Response: The 1449 Line Items of 160 is correct. A corrected pricing template is attached.

Q24. Reference, Section SF 1449 – Continuation Sheet, Attachment 5 – Price Template.

If a line item is typically included in the enterprise ILS software solution, such as Authority Control, how should that be represented on the pricing template? e.g. As a $0.00 line item, or as "included"?

Government Response: If a line item is included in the ILS software solution it shall be represented on the pricing template as “included”, or “not separately price”.

Q25.

We would like to know if this is a brand-new contract OR if there is (was) an incumbent performing these services.

If not brand new, could you please provide the current / previous contract number?

Government Response: This is not a new requirement. The services are currently being provided under contract number HE125418P3014.

SECTION SF 1449 - CONTINUATION SHEET

SOLICITATION/CONTRACT FORM

The required response date/time has changed from 08-Nov-2023 03:00 PM to 13-Nov-2023 10:00 AM.

SUPPLIES OR SERVICES AND PRICES

CLIN 0003

The CLIN description has changed from Reading Program Service Solution to Enhanced Item Results.

The CLIN extended description has changed from:

Contractor shall provide Reading Program Service Solution in accordance with paragraph 2.3.4 of the PWS.

To:

Contractor shall provide Enhanced Item Result in accordance with paragraph 2.3.4 of the PWS.

CLIN 1002

Contractor shall provide Reading Program Service Solution in accordance with paragraph 2.3.4 of the PWS.

CLIN 2002

Contractor shall provide Reading Program Service Solution in accordance with paragraph 2.3.4 of the PWS.

CLIN 3002

Contractor shall provide Reading Program Service Solution in accordance with paragraph 2.3.4 of the PWS.

CLIN 4002

Contractor shall provide Reading Program Service Solution in accordance with paragraph 2.3.4 of the PWS.

CLIN 5002

Contractor shall provide Reading Program Service Solution in accordance with paragraph 2.3.4 of the PWS.

CLIN 6002

Contractor shall provide Reading Program Service Solution in accordance with paragraph 2.3.4 of the PWS.

CLIN 7002

Contractor shall provide Reading Program Service Solution in accordance with paragraph 2.3.4 of the PWS.

CLIN 8002

Contractor shall provide Reading Program Service Solution in accordance with paragraph 2.3.4 of the PWS.

CLIN 9002

Contractor shall provide Reading Program Service Solution in accordance with paragraph 2.3.4 of the PWS.

52.212-1 ADDENDUM – INSTRUCTIONS TO OFFERORS - - COMMERCIAL ITEMS (DEC 2006)

The word “offeror” is synonymously used with the words “quoter” and “Vendor” in this RFQ. However, all submissions in response to this RFQ will be considered quotations in accordance with the definition listed in Federal Acquisition Regulation (FAR) 13.004.

Addendum to 52.212-1 Paragraph (b) Submission of Offers. In addition to those requirements as stated in this paragraph, the following are added and shall apply to the submission requirements in response to this solicitation:

General Instructions

Vendor shall examine and follow all instructions. Instructions are set forth herein for Vendors to prepare and submit a quote to the Government in response to this solicitation. Vendors are strongly advised to carefully read and fully understand these instructions to ensure submission of a fully compliant and sufficiently prepared quote. Failure to do so will be at the Vendor’s own risk. Vendors are cautioned that quotes containing less than the minimum information required by these instructions may be rejected by the Government and eliminated from further consideration for award.

The Quote should not simply rephrase or restate the Government’s requirements, but rather shall provide convincing rationale to address how the Vendor intends to meet these requirements. Including statements such as “will comply,” “noted and understood,” and “in accordance with best industry practices/standards,” etc. without providing supporting narrative are not sufficient.

a. Page Size and Format

Offerors shall ensure that the contents of the files print on standard 8 ½” by 11” paper. Offerors shall use Times New Roman 12-point font or larger text, Arial 10-point font or larger for the tables and text in headers/footers, and Arial 8-point font or larger for graphics. When both sides of a sheet display printed material, it shall be counted as two (2) pages. The technical and past experience volumes of the quotation are to be submitted as MSWord or PDF document. The price volume shall be submitted as MS Excel.

b. Page Limitations The maximum page limitation for Volume 2 shall not exceed 50 pages, including any graphics, photographs, brochures, pamphlets, charts, and diagrams. Content in excess of the page count will not be read or considered in the evaluation of the proposal. Offerors are cautioned that “parroting” of the PWS with a statement of intent to perform does not reveal the offerors understanding of the requirement or capability to address it.

1. QUOTE CONTENT AND FORMAT INSTRUCTIONS – Offerors shall submit quote packages consisting of the following volumes and include the content identified therein.

Volume 1: Administrative Cover Letter: The signed cover letter shall include the following information:

a. Name of vendor

b. Tax Identification number (TIN).

c. Unique Entity Identifier.

d. Complete Business Mailing Address.

e. Cage Code/NAICS Code.

f. Point of Contact Name, Phone Number, and Email Address

g. Date of Quote

h. Quote/Solicitation Number.

i. A statement certifies the extent of agreement with all terms, conditions, and provisions.

included in the solicitation.

j. A statement of Quote validity of a minimum of 120 days from the date of receipt by the

Government.

k. Include signed copies of amendments to this solicitation, if applicable.

l. Assumptions, Conditions or Exceptions

m. Completed FAR Clause 52.204-24, “Representation Regarding Certain Telecommunications and Video

Surveillance Services or Equipment.

n. Completed FAR Clause 52.204-26, “Covered Telecommunications Equipment or Services Representation.

Volume 2: Factor 1 - Technical Capability

The offeror shall submit a narrative response that demonstrates in a clear and concise manner the offeror’s understanding, and technical capability of the specific requirements within the Performance Work Statement (PWS) and the overall scope of work required. The narrative shall present the Offeror’s approach to the PWS, including but not limited to the subfactors as noted below. The maximum page limitation for Volume 2 shall not exceed 50 pages.

The 50 page limitation does not include the required IT Compliance forms in factor 2.

Subfactor 1: Product Training and Professional Learning as stated in paragraph 2.2 of the PWS.

Subfactor 2: Integrated Library System Design as stated in paragraph 2.3 of the PWS.

Subfactor 3: School Level Administrative Functions and Circulation System as stated in paragraph 2.4 and

2.5 of the PWS.

Subfactor 4: Cataloguing System and Inventory System as stated in paragraph 2.6 and 2.7 of the PWS.

Subfactor 5: Reporting System as stated in paragraph 2.8 of the PWS.

a. Offerors shall provide a web link to a downloadable version of the proposed software for evaluation purposes.

Include all necessary usernames, passwords, keys, and any other information needed to open and access the software.

b. Offerors shall provide an email address and telephone number of a point of contact the Government technical evaluators can call concerning all aspects of the proposed software’s operability and features. The Government may or may not contact the points of contact.

c. Offerors shall provide a vendor hosted virtual presentation of their proposed software solution to the Technical Evaluators during the evaluation phase. Offerors shall provide contact information so that the virtual presentation can be coordinated. Anticipated dates for virtual presentation are 6 – 15 November 2023. Exact dates and times of presentations will be coordinated after quotes are received.

Factor 2 – IT Government Compliance Forms:

The offeror shall submit completed copies of the following forms:

Factor 2: IT Compliance Forms Subfactor 1: DoDEA Cloud Questionnaire at attachment 2 Subfactor 2: Terms of Service Agreement at attachment 3 Subfactor 3: Section 508 Compliance as stated below.

Section 508 Compliance:

1. Provide an Accessibility Conformance Report (ACR) for each commercially available Information and Communication Technology (ICT) item offered through this contract. Create the ACR using the Voluntary Product Accessibility Template Version 2.1 or later, located at https://www.itic.org/policy/accessibility/vpat. Complete each ACR in accordance with the instructions provided in the VPAT template. Each ACR must address the applicable Section 508 requirements referenced in the PWS and attached Accessibility Requirements Statement (ARS). Each ACR shall state exactly how the ICT meets the applicable standards in the remarks/explanation’s column, or through additional narrative. All “Not Applicable” (N/A) responses must be explained in the remarks/explanation’s column or through additional narrative. Address each standard individually and with specificity and clarify whether conformance is achieved throughout the entire ICT Item (for example – user functionality, administrator functionality, and reporting), or only in limited areas of the ICT Item. Provide a description of the evaluation methods used to support Section 508 conformance claims. The agency reserves the right, prior to making an award decision, to perform testing on some or all of the vendor’s proposed ICT items to validate Section 508 conformance claims made in the ACR.

2. Describe your approach to incorporating universal design principles to ensure ICT products or services are designed to support disabled users.

3. Describe plans for features that do not fully conform to the Section 508 Standards.

4. Describe “typical” user scenarios and tasks, including individuals with disabilities, to ensure fair and accurate accessibility testing of the ICT products or services being offered.

Volume 3: Factor 3 – Past Performance

(1) The offeror shall submit past performance information on up to three (3) recent and relevant past performance information. To be recent, the effort must be on-going or must have been completed within the last three (3) years by the closing date/time of this solicitation. To be relevant, the Offeror must demonstrate that performance involved similar scope and magnitude of effort and complexities this solicitation requires. The relevancy analysis will focus on if the Offeror has provided services similar in scope, magnitude of effort, and complexity as the tasks called for in the PWS. Past Performance information submitted that is not recent (more than 3 years) and/or not relevant will not be evaluated.

(2) The past performance information shall include but is not limited to; contract/work efforts under which the offeror served as a Prime, a subcontractor, or was part of a teaming arrangement with other contractors on contracts/work efforts in which the offeror gained experience which will significantly influence the performance of this effort. For contracts/work efforts where the offeror did not serve as a Prime, the functions performed as a subcontractor or teaming partner under the contract/work effort submitted for evaluation shall be specified, and relevancy will be determined based on the effort accomplished as a subcontractor/teaming partner.

(3) Offerors must send Past Performance Questionnaires (PPQ), (Attachment 4), to their References and instruct the References to complete the questionnaire. References will not be accepted from any subcontractors partnering with the offeror for this requirement. Offerors shall make their best effort to send out a sufficient number of past performance questionnaires to reasonably expect submission to the contracting officer at least one questionnaire on each cited contract/work effort. The questionnaire recipient should e-mail completed questionnaires directly to Ms.

Hillary Turnbull at Hillary.Turnbull@dodea.edu, and Ms. ShaHannah Brown at ShaHannah.Brown@dodea.edu. Past Performance questionnaires must be submitted prior to the closing date/time of the solicitation. The e-mail subject line should reference the past performance questionnaire and the solicitation number. The vendor is responsible for ensuring that all three references are provided with their proposal package. LATE SUBMISSIONS WILL NOT BE

ACCEPTED BY THE GOVERNMENT.

(4) Offerors shall furnish the following information for each reference:

a. Company/division name

b. Description of service and a detailed narrative of relevance to this requirement.

c. Total contract and/or delivery or task order value of the resources or services

d. Current government, commercial, or other points of contact to include name, address, telephone number, and email address for each contract listed.

e. Date(s) or Period of Performance services were provided.

f. Questionnaire log including the name, address, telephone number, and email address for each point of contact to whom the Past Performance Questionnaire was sent for completion.

*Please note that if a vendor does not have three (3) past performance references to submit in accordance with the above submittal requirement, the vendor shall note this information in its proposal.

Volume 4: Factor 4 – Pricing Submission

(1) The offeror shall submit their pricing in an excel spreadsheet. The offeror is to propose unit prices for each item listed on Attachment 5 – Pricing Template, which shall be evaluated for fairness and reasonableness in accordance with one of the techniques indicated in FAR 15.404-1(b). The Government reserves the right to determine offers with incomplete Attachment 5 pricing to be ineligible for award.

(2) Period of Validity: The offeror shall include a statement agreeing to hold the prices in its offer firm for a period of 120 calendar days from the date specified for receipt of proposals, unless a longer time period is specified in an amendment to the solicitation.

2. QUESTIONS

All questions in regard to this Request for Quote (RFQ) shall be submitted in writing via email to Hillary Turnbull hillary.turnbull@dodea.edu, and ShaHannah Brown shahannah.brown@dodea.edu with the subject line, “Questions to Solicitation Number HE125423Q3003, (Integrated Library System)” no later than 8:00 am EST on 24 October 2023. The Government will not respond to questions received after this date and time.

Offerors shall clearly identify the specific volume and section of the solicitation to which each question relates when submitting questions. Reference should be made to the solicitation section heading, page number of the solicitation, specific location on the page (e.g., third paragraph) to facilitate the Government’s response to each question.

Questions shall be submitted in a Microsoft Excel file following the format represented in the table below.

Question # Reference Question Category Question # Solicitation Section or Attachment Section Contractual or Technical Question

If amendments to the solicitation are issued, all Offerors must acknowledge the amendments by signing the accompanying Standard Form (SF30) and returning the signed SF30 for all amendments issued with their quotation submission.

A consolidated list of all questions and answers will be provided via an amendment to the RFQ posted SAM.gov. It is the sole responsibly of the Vendor to monitor the website for Government postings containing information applicable to this RFQ.

3. PROPOSAL SUBMISSION AND DUE DATE: Proposal, Volumes 1-4 are due no later than the date listed in the solicitation via email to Ms. Hillary Turnbull at hillary.turnbull@dodea.edu and Ms ShaHannah Brown at shahannah.brown@dodea.edu.

Note: DoDEA has a maximum email limit of 10MB. Vendors shall confirm receipt of their electronic quotation submission by return email at the above email address.

Addendum to 52.212-1 Paragraph (c) Period for acceptance of offers. This paragraph is changed to read as follows: The offeror shall include a statement agreeing to hold the prices in its offer firm for a period of 120 calendar days from the date specified for receipt of proposals, unless a longer time period is specified in an amendment to the solicitation.

Addendum to 52.212-1 Paragraph (e) Multiple offers. This paragraph is changed to read as follows:

Multiple offers presenting alternative terms and conditions will NOT be accepted.

Addendum to 52.212-1 Paragraph (g) Contract award. This paragraph is changed to read as follows:

This is a procurement conducted under FAR Parts 12 and 13.

Addendum to 52.212-1 Paragraph (l) Debriefing. This paragraph is changed to read as follows:

Request for information. Requests for information will be conducted under FAR Parts 12 and 13.

(End of Addendum to FAR 52.212-1)

(End of Summary of Changes)

The following have been modified:

ATTACHMENT 1 - PWS

PERFORMANCE WORK STATEMENT

Department of Defense Education Activity 4800 Mark Center Drive

Alexandria, VA 22350

DoDEA Integrated Library System (ILS)

1. General Information and Scope of Work

1.1 Agency

1.1.1 For school year (SY) 2023-24, the Department of Defense Education Activity (DoDEA) will provide

PK-12 instruction to approximately 66,000 dependents of military and civilian employees. Student enrollment is based primarily on deployment of military troops worldwide. In the Americas, DoDEA operates 50 schools located in seven states, Puerto Rico, and Cuba. In Europe and the Middle East, DoDEA operates 64 schools located in Germany, England, Netherlands, Belgium, Spain, Turkey, Bahrain, and Italy. In the Pacific, DoDEA operates 45 schools located in Korea, Japan (mainland and Okinawa), and Guam. DoDEA's curriculum, resources and student achievement scores on standardized assessments compare favorably to those of high-performing US public school systems. DoDEA also operates a virtual school option with teaching hubs in each DoDEA region: Americas, Europe, and Pacific, whose high school component is fully accredited.

1.1.2 DoDEA schools have various grade configurations, with the most common being PK-5, 6-8, and 9-12.

Of DoDEA’s 159 brick-and-mortar schools, 100 schools have students in at least three of the grades K-5; 57 schools have at least one grade 6-8. Of the 6-8 schools, five are part of a K-6 or PK-6 school. DoDEA also operates 41 high schools (which includes our virtual high school).

1.2 Background

DoDEA media centers worldwide have an integrated library system (ILS). The level of usage as of March 2023 by region is indicated in the table below:

Categories Americas Europe Pacific Totals Item Records 919,780 1,173,143 784,027 2,876,950

Bibliographic Records 180,366 241,374 183,822 605,562 Annual Circulation 529,796 789,968 606,088 1,925,852

1.3 Scope of Work

DoDEA requires a commercial, off-the-shelf (COTS) cloud-hosted ILS solution that will serve our schools, students, and educators systemwide. All ILS resources and servers must be located outside of DoDEA’s network and maintained/secured by the Contractor. DoDEA also requires related virtual product training, train-the-trainer professional learning, maintenance, updates, and technical support. DoDEA intends to make one award for a 10-year period of performance.

2 Requirements

2.1 ILS: The Contractor shall provide a COTS, cloud-hosted ILS solution that will serve our schools, students, and educators systemwide and be supported by related professional learning, maintenance, updates, and technical support. The tasks below are to help the Contractor gain a better understanding of the requirements to successfully meet the objective. They are not all inclusive, so the Contractor is expected to develop the total solution to meet all the requirements in accordance with a performance-based approach.

Supporting Tasks

2.2 Task 1, Project Implementation: The Contractor shall provide a detailed draft plan on the conversion process which will include data conversion, implementation recommendation, and professional learning that shall be finalized based on written feedback from the contracting officer’s representative (COR). All product training and professional learning shall be virtual.

2.2.1 Product training consists of webinars and/or digital modules that provide general information about the Contractor’s solution.

2.2.2 Professional learning for this requirement consists of train-the-trainer sessions for 3-4 above-school-level information center staff. Note: DoDEA anticipates the equivalent of three days of professional learning will be required but realizes the number of sessions may vary from vendor to vendor.

2.2.2.1 The Contractor shall record each session and post them on DoDEA’s learning management system (LMS, currently Schoology).

2.2.2.2 The Contractor shall provide draft facilitator guides and finalize them based on written feedback from the COR.

2.3 Task 2, Online Public Access Catalog (OPAC): The Contractor shall provide an OPAC that shall serve as a web-accessible portal and delivery mechanism for a variety of standard library materials including books, media, ephemera, web-based subscription databases, eBooks, audiobooks, and streaming video. The OPAC shall be accessible from any location in the school and remotely, default to the library collection of the specified school, and allow any student in that school to search other collections within that particular school, district, or region.

2.3.1 Federated Search: OPAC shall provide industry-standard federated search features to include federated search capabilities across a variety of standard library materials including books, media, ephemera, web- based subscription databases, cataloged web sites, eBooks, audiobooks, and streaming video. The federated search shall not be limited to products of partners or subcontractors of the Contractor.

OPAC shall provide the federated search of web-based subscription databases for standard vendors. Note: DoDEA maintains separate contracts for web-based subscription services that deliver magazines, journals, newspapers, reference books, and curricular material. The current vendors for these services are: MackinVia, Gale/Cengage Learning, ABC-CLIO, ABDO, EBSCO, Britannica, PebbleGo, Rosen, and PowerKnowledge. During the period of performance vendors may be either added to or subtracted from this list.

OPAC shall allow students to open eBooks, audiobooks, and streaming media to the following: specific computer, portable device, location on or off the network.

2.3.2 Intelligent Searching: OPAC shall include searching capability that produces results when users misspell or have incomplete information.

2.3.3 Faceted Search Results: OPAC shall include industry-standard faceted search features and include the ability to delineate results by material type: books, media, ephemera, web-based subscription databases, cataloged websites, eBooks, digital audiobooks, audiobooks, streaming video, and professional collection items.

2.3.4 Enhanced Item Results: OPAC shall include enhanced item results such as book jacket covers, table of content pages, summaries, first chapter, book reviews and book series holdings.

Optional enhanced item results shall be offered as part of the Contractor’s solution. They may be included in the vendor basic quote or as a subscription from a contractor's partner or subcontractor.

Optional enhanced results may address the ability to rate, review, or recommend an item; tag an item; view What to Read Next or similar title items, missing titles in book series, and related enhanced results abilities. Vendors may also include programs that promote reading and student engagement.

2.3.5 Multiple Interfaces: OPAC shall include multiple interfaces, one interface designed for students in grades PK-2, 3-5, and an interface designed for students in grades 6-12. Interfaces shall have locally customizable features which allow for individualized school logos, colors, and other distinguishing words, marks, or images, without the need of user HTML knowledge. Note: DoDEA administers unit schools which may include grades PK-12 and require both an interface designed for students in grades PK-5 as well as an interface appropriate for students in grades 6-12.

2.3.6 Accessibility Interface(s): OPAC shall include an option accessible 508 compliant interface. This interface may be a separate load/install only on designated computers. All software—stand-alone, network or web-based—shall have Section 508 compliance options. (See PWS 3.7 and External GPAT Attachment for additional 508 compliance information.)

2.3.7 Printing, Exporting, Emailing/Downloading: OPAC shall include the option to print, email, export, and download long and brief bibliographic records with customizable options. Options shall include the following: title, author, call number, barcode, publications information and ISBN.

Brief bibliographic list shall include title, author, call number and barcodes.

2.3.8 Login and Portal/Interface: OPAC shall allow users to login with unique accounts and have a portal/ interface. This feature shall allow users to view their individual library record, items, reserves, and other similar student-specific information. It shall also allow users to email, export, download, or print bibliographic lists and additional information while integrating with Google Drive, Classlink, Schoology, or other student interfaces or learning platforms.

2.4 Task 3, School-Level Administrative Functions (Cataloging, Circulation, and Reports): The Contractor’s solution shall include a single-sign-on (SSO) login such as Google and Microsoft.

2.5 Task 4, Circulation System: The Contractor’s solution shall allow industry-standard circulation functions (check-in/check-out, reserve items, and reports) of information center materials. When checking out materials, school checkout data shall reflect local time zone of the region (Pacific, Europe, Americas) and date. It shall allow the school-level information specialists to print patron barcodes in a number of formats, for example, labels and/or barcode-enriched library cards. The system shall be compatible with DoDEA’s current item barcode symbology, Codabar, 14 digits, Mod 10 check digit. The system shall allow for site-specific calendars and loan rules.

2.5.1 Circulation Reports: The solution shall provide (1) K-12 industry-standard circulation reports which include circulation statistics, overdue reports by individual user, homerooms, hold/reserve items and user defined groups and (2) report templates that can be updated locally with school name, contact, email, phone and address. These reports shall reflect the real-time circulation status of each checked-out item.

2.5.2 Student Information Management System (SIMS): The circulation module shall interface with DoDEA’s SIMS so that student record information is automatically populated in the circulation module;

patron updates shall occur at regularly defined intervals; and student circulation records/library card(s) shall be portable from one DoDEA school district/ region to another.

2.5.3 Self-Circulation: The solution shall include a check-in/check-out module to enable students to check materials out by themselves. The module shall ensure student privacy by automatically closing out the student record when students are done checking out their materials.

2.5.4 Offline Circulation: The solution shall include an offline circulation solution which includes at a minimum check-in/check-out of materials.

2.6 Task 5, Cataloging System: The Contractor’s solution shall include an industry-standard system for catalog administration and authority control. The system shall include the ability to transfer marc records from one school to another. The cataloging system shall provide school-level information specialists the ability to print spine labels and barcodes. Note: The DoDEA system administrator will set access to catalog functions and therefore must be permitted to set a variety of access levels to the cataloging process.

2.6.1 Machine Readable Cataloging (MARC) Records: The cataloging system shall include the ability to import and export MARC records; identify duplicate records; replace truncated records with full records; and add copies/insert location codes so that duplicate records are not created. The system shall enable DoDEA system administrators to easily merge duplicate bibliographic records.

1) The MARC format shall include options/codes to insert curriculum tags, standards, Lexile levels, and guided-reading program specifications.

2) A MARC import/export function shall be included in the ILS solution to ensure materials purchased from DoDEA’s book jobber can be easily imported into the system.

2.6.2 Copy Cataloguing Service: The cataloging system shall include a copy cataloging service subscription which allows designated DoDEA staff members to catalog library materials. The subscription service shall cover standard US publishers and may include copy catalog options for Canada (English and French), England/United Kingdom, and Germany.

2.7 Task 6, Inventory System: The Contractor’s solution shall possess the following:

2.7.1 Inventory module that shall allow school information specialists to inventory an individual school.

The inventory system shall be able to accommodate and account for circulation activity during the inventory period.

2.7.2 Inventory function that shall allow users to inventory items when the system is offline using a simple text file or another method.

2.8 Task 7, Reporting System: The Contractor’s solution shall include a reports module with systemwide, region-wide, district-wide, and school-level reporting features. Note: Using these features industry-standard circulation reports and statistics can be generated to enable DoDEA compare results and collections.

2.8.1 Headquarters (HQ) Reports: At a minimum, the reporting system shall enable DoDEA HQ staff to generate reports on school information centers at the following levels: system, region, district, and specific student populations (elementary, middle, and high school).

2.8.2 Region Reports: The reporting system shall permit region-level staff to generate reports including, but not necessarily be limited to, the following statistics for their region’s school information centers:

region, districts within each region, and specific student populations (elementary, middle, and high school) at the region, district, or school levels.

2.8.3 School Reports: The reporting system shall enable individual school reporting for a variety of statistics that apply to a specific school. The navigation for generating these pre-packaged, calendar-based, school-specific reports shall be intuitive and user-friendly and include, at a minimum, reports on (1) overdue materials, (2) user-specific transaction lists, (3) circulation statistics, and (4) inventory.

2.8.4 Report Types: The reporting system shall allow a variety of standard reports for HQ, regions, districts, and schools to include:

1) Circulation statistics for the entire collection and specific call signs within the collection.

2) Collection age reports for the entire collection and specific call signs in the collection.

3) Collection value reports for the entire collection and specific call signs in the collection.

4) Inventory reports (missing items, marked items, lost items, etc.).

5) Weeding recommendations (based on criteria set by administration).

2.8.5 Customized Reports: The reporting system shall allow information specialists at all levels to create a variety of customized reports addressing individual school, district, region, or systemwide needs.

2.8.6 Barcode Scanner. Plug and Play hand held barcode scanner (tethered and wireless) for the circulation desk.

2.8.7 Hardware Specification: The Contractor shall specify the hardware specifications for all schools to include but not necessarily be limited to the information specialist administration/cataloging workstation, circulation workstation, dedicated OPAC workstation.

2.9 General Requirements

2.9.1 Delivery of Print and Digital Resources—The Contractor shall:

2.9.1.1 Deliver web-based materials (such as access codes) three days after receipt of delivery order.

2.9.1.2 Ship all print materials and manipulatives to the Americas by commercial carrier or

USPS and to Europe and the Pacific only by commercial carrier. Provide, upon shipment of materials, a digital shipment notification that includes the following:

Contract number and delivery order number Contract line item number indicating materials and quantities shipped Destination and date of shipment Shipping carrier name and tracking number of shipment Estimated date of arrival of shipment and, if applicable, shipping slip Note: Delivery orders will include door-to-door addresses.

2.9.2 Technical Support: The Contractor shall provide industry-standard technical support for its digital resources for the life of the contract via telephone or email within one business day from the initial contact to include but not limited to assisting with service problems, product setup, upgrades, and troubleshooting.

2.9.3 Third-Party Programs, Software, and/or Applications: The Contractor shall ensure that its and its subcontractors’ (third-party) programs, software, and applications meet the same technical requirements, such as single sign on (SSO), Federal Risk and Authorization Management Program (FedRAMP) Level 2, etc. For additional information, see Technical Exhibit #1, 1.1.7.

2.9.4 Meetings: The Contractor shall (1) attend virtual meetings at no additional cost to the Government and (2) provide the medium through which each meeting occurs, record each meeting’s minutes.

The Contractor shall submit the draft minutes to the COR within two business days of the event and finalize the minutes two business days after receipt of written feedback from the COR. Note:

Costs associated with attendance at face-to-face meetings, if any, shall be handled/paid for as stated in the contract.

2.9.4.1 Post-Award Conference: Participate in a video- or teleconference with the COR five business days after award IAW FAR Subpart 42.5.

2.9.4.2 IT Meeting: Convene a video- or teleconference with DoDEA Information Technology staff ten business days after award, per Technical Exhibit #1.

2.9.4.3 Other Post-Award Meetings: Meet with the Contracting Officer (KO), COR, and/or other

Agency personnel, as appropriate, to review Contractor performance, as required by DoDEA. The KO may discuss the Agency’s view of Contractor performance, and the Contractor shall apprise the Agency of any problems being experienced. The Contractor shall take appropriate action to resolve any outstanding issues the Agency raises.

2.10 Performance Standards and Acceptable Quality Levels

2.10.1 Performance Standard: Tasks shall be completed by the required completion date.

2.10.2 Acceptable Quality Level: See PWS 7, Performance Requirement Summary (PRS).

3 Constraints

3.1 Place of Performance: Work shall be performed at the Contractor’s facilities.

3.2 Liaison and Alternate Liaison—The Contractor shall:

3.2.1 Provide a liaison and alternate liaison to be responsible for the performance of work. Their names shall be designated in writing to the Contracting Officer. They shall have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract. Each shall have at least one year of experience working in a similar role.

3.2.2 Notify the COR in writing regarding any change in either the liaison’s role ten business days in advance of the change If the liaison or liaison alternate is changed post-award, the replacement shall meet or exceed the qualifications and experience of the person assigned upon contract award.

3.3 Holidays and Hours of Operation

3.3.1 The liaison or alternate liaison shall be available during the hours of 9AM to 3PM Eastern

Standard Time (EST), except for Federal holidays. The following list shows recognized Federal holidays: New Year’s Day, Martin Luther King Jr.’s Birthday, Presidents Day, Memorial Day, Juneteenth National Independence Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day.

3.3.2 Although there are different time zones within Europe and the Pacific and different hours for specific schools throughout DoDEA, the normal business hours for the regions roughly correspond to the following: Americas, 0700-1500 EST; Europe, 1300-2100 EST; and Pacific, 2000-0400

EST.

3.4 Availability: The Contractor shall make all resources available for the life of the contract.

3.5 Anti-Bias, Diversity, and Inclusion—The Contractor shall provide resources free of age, racial, color, national origin, disabling conditions, sexual, gender, religious, and ethnic bias and present balanced coverage of multi-cultural contributions and representation, where appropriate.

3.6 Privacy—The Contractor shall:

3.6.1 User Accounts: Require, wherever applicable, that individual accounts possess unique usernames and passwords that do not require personally identifiable information (PII) to access online content, i.e., first & last name and any other unique personal information.

3.6.2 Contractor Personnel: Ensure…