HH601014RCPEQ01_-_Crisis_Behavior_Mgt_Questions_5-15-14.docx

AMENDMENT 1

May 14, 2014

DoDEA hereby issues Amendment 1 to the following DoDEA HH601014RCPEQ01- Crisis Behavior Management Training Program request for quote (RFQ) to answer Prospective Vendors’ questions and extend the IT submission closing date from 19 May 2014 at 11:00 AM EST to 22 May 2014 at 11:00 AM EST.

Answer to Vendors’ Questions:

Q.1. I was wondering if this is a follow-on requirement. If so, could you provide the incumbent name, contract number, start and end dates, and value?

Answer: There is no incumbent. The proposed contract is the first systemwide contract for this service.

Q.2. We noticed on the timeline for the opportunity that “the closing date for all preliminary IT components is 19 May 2014 at 11:00 A.M. EST, but quotes are not due until June 12th, and were just hoping to clarify this statement. At the moment, we are assuming that the preliminary IT components aspect is the actual technology that will be used and how, which is then restated in the June 12th submission with possible expansion of details?

Answer: DoDEA requests the same IT components be submitted on 22 May 2014 at 11:00 A.M. EST to HQ DoDEA, Alexandria, Virginia and on June 12, 2014 at 11:00 A.M. EST to DDESS, Peachtree City, Georgia.

To clarify, the IT components submitted on 22 May 2014 will be evaluated by DoDEA IT Division in accordance with the Performance Work Statement (PWS), Section 5.0 Technical Requirements and IT components submitted on June 12, 2014 will be evaluated by DoDEA Technical Evaluation Team in accordance with the Performance Work Statement, Section 4.0 Requirement. Please note Attachment 4 - PWS, section 1(b) Volume 1 c. “Vendors will provide logins and passwords for up to four reviewers.”

Q.3. Is this request for small businesses only? Can a large state University bid on this request?

Answer: This requirement is full and open to all businesses.

Q.4. Does providing a temporary user name/password to our Website, where materials would be downloaded, satisfy aspects of the technical requirements?

Answer: Yes

Q.4a. Would you anticipate the need to have us provide assistance in navigating our user site?

Answer: No

Q.5. Does the Department of Defense Education Activity (DoDEA) currently have a provider in place for providing a train-the-trainer model training program to support DoDEA teachers and staff educating DoDEA students grades K-12 who have the potential of being in crisis, aggressive or out of control?

Answer: The proposed contract is the first systemwide contract for this service. Prior to this time, there were a variety of contracts at the district level.

Q.5a. If so, can you provide information on who the current provider is of this program?

Answer: N/A

Q.5b. Are you able to share information related to the cost of the program? (i.e. cost per class)

Answer: Vendors must propose pricing.

Q.6. Does the DoDEA have a specific expectation for the length of an initial train-the-trainer certification class?

Answer: Based on market research, most vendors require 4-5 days of training.

Q.7. We do have a maximum size limit for a train-the-trainer certification class. In the RFQ, Scope of Work 3.1 - you indicate “approximately 20 teachers per Area”. Are you able to commit to not having more than 20 individuals in a class?

Answer: Based on past experience, most classes will have fewer than 20 participants. It is not expected that any class will have over 20 participants.

Q.7a. If not, by how many might you exceed 20?

Answer: As stated, DoDEA does not expect any class to exceed 20 participants. If the unexpected occurs, it would be only one or two additional people.

Q.8. With regard to 3.2 in the Scope of Work - 3.2 DoDEA shall require all of its trainers to be certified throughout the five year period and to take on-site recertification training as required, preferably every 3-4 years. Our recertification period is typically every two (2) years; will this be acceptable as an alternative to every 3-4 years?

Answer: All vendors will be evaluated based on their quote and pricing. DoDEA will select the vendor that represents the best value to the Government. Therefore, a quote requiring re-certification every two years will receive the same consideration as one that requires re-certification every three or four years.

Q.9. With regard to 3.3 in the Scope of Work - DoDEA also expects to have 1-2 additional initial certification training sessions during the option years at each site listed above with approximately ten teachers [and staff] at each training. Once initial certification and re-certification classes begin occurring in the same year, does DoDEA, anticipate a desire to have those trainings take place one after the other (within same location) or that there would be a gap between initial and re-certification classes?

Answer: DoDEA anticipates a gap between initial and recertification trainings.

Q.10. To confirm, from section 8.2. Travel costs will be invoiced to the DoDEA after expense has been incurred. Travel (transportation, lodging, meals) are not to be factored into the unit price of each training.

Answer: Correct. Travel costs should not be included in the unit price. Estimated travel costs may be provided as a separate estimated price, but all travel expenses will be in accordance to the Joint Travel Regulation (JTR).

Q.11. In Attachment 2 Line Item 0005 (1005, 2005, 3005, 4005) the unit is designated as NTE, can you provide the meaning of NTE?

Answer: NTE is an abbreviation for “Not to Exceed.”

Q.11a. Can these line items be completed as “Unavailable” given that travel costs will fluctuate over time, length of stay, number of travel events, etc.?

Answer: Although the actual pricing depends on many variables and, as stated in Question 10, is governed by the JTR, DoDEA requires a travel estimate. To make it consistent for all quotes, vendors should use the following chart to determine per diem (food and lodging) and airfare for each person:

Q.12. In Volume III – 5b it states that as part of the submissions another set of IT components should be submitted. Assuming there was no need to correct an issue found from the earlier submittal, I assume we will be submitting the exact same material/information?

Answer: Yes. DoDEA requests the same IT components be submitted on 22 May 2014 at 11:00 A.M. EST to HQ DoDEA, Alexandria, Virginia and on June 12, 2014 at 11:00 A.M. EST to DDESS, Peachtree City, Georgia.

Q.12a. In this section it is implied that this additional set of IT components should be submitted to Peachtree City address (along with the other materials due 12 June 2014). However farther down in 5b it appears to contradict by stating the materials should be submitted to the address in 5a, which would be in VA. Can you please confirm?

Answer: DoDEA requests the same IT components be submitted on 22 May 2014 at 11:00 A.M. EST to HQ DoDEA, Alexandria, Virginia and on June 12, 2014 at 11:00 A.M. EST to DDESS, Peachtree City, Georgia.

Q.14 In regard to Attachment 5, Past Performance – Can you confirm that the organizations we indicate in Part 1 should be the organizations that we ask to complete Part 2 (and submit directly to tracey.wilder@hq.dodea.edu

Answer: Yes, the organizations identified in Part 1 shall also be the same organizations to complete Part 2.

Q.15. We understand the number of sessions for year #1 to be three initial sessions (3) for 20 staff each. Thereafter, the number of sessions to be conducted annually may vary. Since there may be 2 initial training sessions for 10 participants at each site, the travel expense for our Instructors may be more or less. In addition the refresher sessions may be done every "two or three" years. This also increases the number of deliveries at each site. Can you specify an actual number of sessions at each site/year for which we should budget? Also, can you indicate how many travel occasions for our staff will be needed for each site?

Answer: We cannot state with certainty how many sessions will be required in the option years because it depends on many variables that are beyond our control such as retirements and transfers. It will also depend on vendor requirements—a 2-year requirement for recertification, for example, would have twice as many recertification sessions as a 4-year requirement. During the four option years, we expect that there will be 1-2 certification trainings per Area, each one having about ten participants.

Q.16. We produce a standardized participant workbook for the training program that the certified instructors will deliver to teaching staff. This is a copyright item we market to organizations using our curriculum. Are we to understand that we must submit this item as "free to copy" under the agreement or can this be presented as a "to be purchased" product in our budget?

Answer: Whether or not there is a cost associated with this item, it must be accounted for in your price quote submission. It cannot be assumed as a separate cost to be purchased at a later time indepndent from the contract.

Q.17. The RFP indicates that refresher training is preferred every 2 or 3 years. Our standard is to refresher Instructors every year after the initial training. This is consistent with most government and professional association regulations and standards. It is also consistent with currently proposed federal legislation for schools - The Keeping All Students Safe Act. Is there a prohibition for an annual refresher training for certified instructors?

Answer: There is no prohibition. See answer to Question 8.

Q.18. Will the government consider the use of Joint Knowledge Online (JKO) as the learning management system and portal for elearning?

Answer: Yes

Q.19. Does the stated requirement for a COTS solution mean that DoDEA does not expect any contextual tailoring or customization of curriculum to directly reflect the DoD schools environment?

Answer: DoDEA expects a COTS solution and will not pay for product development or customization.

Q.20 With the discontinuation of Windows XP support, does that limit the Operation System minimum specification to only Windows 7 Pro?

Answer: No.

Q.21. Will the government consider the use of YouTube as a source of streaming video?

Answer: Yes.

Q.22. The list of acceptable formats for course or video files reflects software programs. We understand the mostly widely accepted standard is MP4. Is that an acceptable format?

Answer: Yes.

Q.23. We understand Internet Explorer 9 does not run on WinXP. Will WinXP be deleted as an acceptable OS?

Answer: Yes

Q.24. What is the government estimate for the number of users on the system?

Answer: We estimate approximately 60 trainers and 775 trainees systemwide.

Q.25 I am requesting confirmation of the area services will be rendered for the above solicitation.

Answer: The training site locations are identified in Section 3.1 of the PWS as follows; Georgia (US), Germany (Europe), and Okinawa (Pacific). For consistency please refer to answer in question 11a.