RFQ_DoDEA_LMS.pdf

September 25, 2013

To: All Prospective Small Business Vendors

From: Department of Defense Education Activity, Procurement Division, 4800 Mark Center Drive, Alexandria, VA 22350-1400

Subject: Request for Quote (RFQ) HH601014RCPT002/ DoDEA Learning Management System (LMS)

1. Request for Quote (RFQ): The Department of Defense Educational Activity (DoDEA) Procurement Division hereby issues this competitive RFQ to solicit all interested small business vendors for the purpose of entering into a contract for a Learning Management System (LMS). DoDEA will conduct this acquisition using Parts 12, 13.5 and 19 under the Federal Acquisition Regulation (FAR). This RFQ is 100% set-aside for small businesses. Small business vendors are encouraged to check the Federal Business Opportunities (FEDBIZOPPS) website at http: www.fedbizopps.gov for any amendments to this solicitation as amendments can be posted up until the close date of the RFQ. If you are a small business interested in this acquisition, you may participate by submitting your response in accordance with the following instructions provided below.

2. RFQ Questions Cutoff Date: The cut-off date for all questions is 08 October 2013 at 10:00 A.M.

EST. Questions must be submitted in writing via email to Nina.Lin@hq.dodea.edu with the subject line “RFQ Questions LMS HH601014RCPT002.” Questions may not be accepted after this cutoff date/time. Telephone inquiries will not be accepted. Questions concerning this solicitation received prior to the above cutoff date/time will be answered via an amendment to the RFQ and posted on FedBizOpps.

3. RFQ Closing Date. The closing date for all quotes is 24 October 2013 at 10:00 A.M. EST. Quotes shall be submitted by mail via U.S. Postal Service or a commercial carrier to the following address:

Department of Defense Education Activity (DoDEA) Attn: Nina Lin / RFQ HH601014RCPT002 LMS 4800 Mark Center Drive, 5th Floor, East Tower Suite 05G02-10– Procurement Division

No other form of submission will be accepted. Late quotes may not be considered. If you are a suitable small business vendor for the requirement and do not provide a quote, it is requested that you submit a “No Bid” response and include a brief statement as to why you are unable to submit a quote in response to this solicitation.

4. Type of Contract: A Firm-Fixed Unit Price Contract is anticipated.

5. Period of Performance: The period of performance shall be for one 12 month base period with the Government’s option to extend performance for up to four consecutive 12 month option periods in accordance with FAR 52.217-9, Option to Extend the Term of the Contract.

6. Anticipated Award Date: The anticipated award date for this contract is in the December 2013/January 2014 timeframe.

7. Description of Requirement: The Contractor shall provide both products and services in accordance with the attached Statement of Work (SOW)(See Attachment 1). The Contract Line Item Numbers (CLINs) below are suggested CLIN structures. The contractor may submit fewer or more CLINs whichever may be appropriate to their submission. All items must have a price or be marked “NSP” for “Not Separately Priced.” Each item will state the description, quantity, unit, unit price, and estimated amount.

CLIN Item Description Qty Unit Unit Price

Total Price

0001 Onboarding/Installation 1 Each $ $

0002 Administrator Training 1 Each $ $

0003 Migration and Validation 1 Each $ $

0004 Technical Support 12 Months $ $ Base Year Total $

1001 Upgrade and Maintenance 1 Each $ $

1002 Technical Support 12 Months $ $

Option Year One Total $

2001 Upgrade and Maintenance 1 Each $ $

2002 Technical Support 12 Months $ $

Option Year Two Total $

3001 Upgrade and Maintenance 1 Each $ $

3002 Technical Support 12 Months $ $

Option Year Three Total $

4001 Upgrade and Maintenance 1 Each $ $

4002 Technical Support 12 Months $ $

Option Year Four Total $

Total Base Year + All Option Years

8. Inspection and Acceptance: Inspection and acceptance of the products and deliverables to be furnished shall be performed by the Government Point of Contact (POC). The Contracting Officer or the Government POC may inspect all received items to ensure the deliverables meet the DoDEA specification requirement and any aspect of performance under this contract at any time. Government inspection and acceptance for all contractual items listed herein will be at destination.

9. Limitation of Authority: No person in the Government, other than a Contracting Officer, has the authority to provide direction to the Contractor, which alters the Contractor’s obligations or changes this contract in any way to include shipping instructions. If any person representing the Government, other than the Contracting Officer, attempts to alter contract obligations, change the contract specifications/statement of work or tells the Contractor to perform some effort which the Contractor believes to be outside the scope of this contract, the Contractor shall immediately notify the Contracting Officer and receive direction from the Contracting Officer.

10. Solicitation Provisions and Contract Clauses : The following Federal Acquisition Regulation (FAR) and Defense Federal Acquisition Regulation Supplement (DFARS) clauses are incorporated by reference. It is the contractor’s responsibility to be familiar with applicable clauses and provisions. The complete text of FAR and DFARS clauses and provisions referenced in this document are available electronically from the following web site: http://farsite.hill.=af.mil/vffar1.htm

PROVISIONS/CLAUSES INCORPORATED BY REFERENCE

52.203-3 Gratuities APR 1984 52.203-6 Alt I Restrictions On Subcontractor Sales To The

Government (Sep 2006) -- Alternate I

OCT 1995

52.204-7 System for Award Management JUL 2013 52.204-10

52.209-9

Reporting Executive Compensation and First-Tier Subcontract Awards Updates of Publicly Available Information Regarding Responsibility Matters

JUL 2010

FEB 2012

52.212-1 Instructions to Vendors—Commercial Items JUN 2008 52.212-3 Offeror Representations and Certification--Commercial

Items

JAN 2011

52.212-3 Alt I Offeror Representations and Certification--CommercialAPR 2002 52.212-4 Contract Terms and Conditions--Commercial Items JUN 2010 52.212-5 Dev Contract Terms and Conditions Required to Implement

Statutes or Executive Orders--Commercial Items

MAR 2011

52.219-6 Notice Of Total Small Business Set-Aside NOV 2011

52.219-8 Utilization of Small Business Concerns JAN 2011 52.219-14 Limitations on Subcontracting DEC 1996 52.222-3 Convict Labor JUN 2003 52.222-21 52.222-26 52.222-35 52.222-36 52.222-37 52.222-50

Prohibition Of Segregated Facilities Equal Opportunity Equal Opportunity for Veterans Affirmative Action For Workers With Disabilities Employment Reports on Veterans Combating Trafficking in Persons

FEB 1999

MAR 2007

SEP 2010

OCT 2010

SEP 2010

FEB 2009

52.225-13 Restrictions on Certain Foreign Purchases JUN 2008 52.232-33 Payment by Electronic Funds Transfer--Central

Contractor Registration

OCT 2003

52.233-1 Disputes JUL 2002 52.233-3 252.201-7000

Protest After Award Contracting Officer’s Representative

AUG 1996

DEC 1991

252.204-7004 Alt A Central Contractor Registration (52.204-7) Alternate A SEP 2007 252.212-7000 Offeror Representations and Certifications—

Commercial Items

JUN 2005

252.212-7001 Dev Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Defense Acquisitions of Commercial Items

MAR 2011

252.226-7001

252.232-7003

Utilization of Indian Organizations, Indian-Owned Economic Enterprises, and Native Hawaiian Small Business Concerns Electronic Submission of Payment Requests and Receiving Reports

SEP 2004

JUN 2012

252-232-7010 Levies on Contract Payments DEC 2006 252-243-7001 Pricing of Contract Modification DEC 1991 252-243-7002 Request for Equitable Adjustment MAR 1998

252.247-7022 Representation of Extent of Transportation by Sea AUG 1992 252.247-7023 Transportation of Supplies by Sea MAY 2002

PROVISIONS/CLAUSES INCORPORATED BY FULL TEXT

52.209-7 Addendum 52.212-1 52.212-2 Addendum 52.212-4

Information Regarding Responsibility Matters Addendum to Instructions to Vendors Evaluation – Commercial Items Addendum to Contract Terms and Conditions

Feb 2012 Jan 1999

52.217-6 52.217-8

Option for Increased Quantities Option to Extend Services

Mar 1989 Nov 1999

52.217-9 Option to Extend the Term of the Contract Mar 2000 52.232-18 Availability of Funds Apr 1984 52.233-4 Applicable Law for Breach of Contract Claim Oct 2004 52.252-1 Solicitation Provisions Incorporated by Reference Apr 1998 52.252-2 Clauses Incorporated by Reference Feb 1998 52.252-5 52.252-6 252.232-7006

Authorized Deviations in Provisions Authorized Deviations in Clauses Wide Area Work Flow Payment Instructions

Apr 1984 May 2011 June 2012

52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (FEB 2012)

(a) Definitions. As used in this provision--

Administrative proceeding means a non-judicial process that is adjudicatory in nature in order to make a determination of fault or liability (e.g., Securities and Exchange Commission Administrative Proceedings, Civilian Board of Contract Appeals Proceedings, and Armed Services Board of Contract Appeals Proceedings). This includes administrative proceedings at the Federal and State level but only in connection with performance of a Federal contract or grant. It does not include agency actions such as contract audits, site visits, corrective plans, or inspection of deliverables.

Federal contracts and grants with total value greater than $10,000,000 means--

(1) The total value of all current, active contracts and grants, including all priced options; and

(2) The total value of all current, active orders including all priced options under indefinite-delivery, indefinite-quantity, 8(a), or requirements contracts (including task and delivery and multiple-award Schedules).

Principal means an officer, director, owner, partner, or a person having primary management or supervisory responsibilities within a business entity (e.g., general manager; plant manager; head of a division or business segment; and similar positions).

(b) The offeror ( ) has ( ) does not have current active Federal contracts and grants with total value greater than $10,000,000.

(c) If the offeror checked “has” in paragraph (b) of this provision, the offeror represents, by submission of this offer, that the information it has entered in the Federal Awardee Performance and Integrity

Information System (FAPIIS) is current, accurate, and complete as of the date of submission of this offer with regard to the following information:

(1) Whether the offeror, and/or any of its principals, has or has not, within the last five years, in connection with the award to or performance by the offeror of a Federal contract or grant, been the subject of a proceeding, at the Federal or State level that resulted in any of the following dispositions:

(i) In a criminal proceeding, a conviction.

(ii) In a civil proceeding, a finding of fault and liability that results in the payment of a monetary fine, penalty, reimbursement, restitution, or damages of $5,000 or more.

(iii) In an administrative proceeding, a finding of fault and liability that results in--

(A) The payment of a monetary fine or penalty of $5,000 or more; or

(B) The payment of a reimbursement, restitution, or damages in excess of $100,000.

(iv) In a criminal, civil, or administrative proceeding, a disposition of the matter by consent or compromise with an acknowledgment of fault by the Contractor if the proceeding could have led to any of the outcomes specified in paragraphs (c)(1)(i), (c)(1)(ii), or (c)(1)(iii) of this provision.

(2) If the offeror has been involved in the last five years in any of the occurrences listed in (c)(1) of this provision, whether the offeror has provided the requested information with regard to each occurrence.

(d) The offeror shall post the information in paragraphs (c)(1)(i) through (c)(1)(iv) of this provision in FAPIIS as required through maintaining an active registration in the Central Contractor Registration database via https://www.acquisition.gov (see 52.204-7).

(End of provision)

ADDENDUM TO FAR 52.212-1 INSTRUCTION TO VENDORS - - COMMERCIAL ITEMS

(June 2008)

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

(a) Quote Format - All vendors must submit written quote materials as described below in three separate volumes: Volume I - Technical Capability, Volume II - Past Performance, and Volume III - Contract/Price. Any reference to pricing information must not be included in any volume other than Volume III. These volumes will be evaluated against the criteria listed under Evaluation Factors under FAR 52.212-2, Evaluation, Commercial Items.

Volume I - Technical Capability – Vendors must demonstrate their understanding of the Government’s requirement and approach to performing the work as described in the Statement of Work (SOW) (Attachment 1) by providing a written Technical Capability Statement, access to the proposed LMS for a hands-on evaluation, and a completed Government Product/Service Accessibility Template

(GPAT)(Attachment 2). These items shall be in accordance with Paragraph b (Quote Composition Requirements and Instructions) below.

Volume II - Past Performance - Vendors must demonstrate performance of similar work relevant to requirements of the SOW by submitting Past Performance documentation in accordance with Paragraph b (Quote Composition Requirements and Instructions) below.

Volume III - Contract/Price - Instructions for preparation of the Contracting/Pricing Volume are provided at Paragraph (b) (Quote Composition Requirements and Instructions) below.

(b) Quote Composition Requirements and Instructions

Volume I – Technical Capability

a. A Technical Capability Statement (no more than 25 pages with one original and 5 copies) demonstrating an understanding of the SOW, to include, but not be limited to the following:

1) Usability and Breadth of Features (Reference SOW 4.1) – To what extent does the LMS provide a full featured, highly usable and intuitive system for the following focal areas:

General system interface and associated features;

Course interface, associated tools and features;

Content and assessment management interfaces and associated features;

User and profile management interfaces and associated features;

Administrator interface, associated tools and features;

2) Curriculum Management and Alignment (Reference SOW 4.2) – To what extent does the

LMS incorporate a native curriculum management repository, and inline content creation functionalities to search for and align instructor generated learning content to Common Core State Standards?

3) Plagiarism Prevention (Reference SOW 4.3) – To what extent does the LMS support plagiarism prevention by incorporating features to scan student work and generate actionable reports for course instructors?

4) Mobile Learning (Reference SOW 4.4) – To what extent does the LMS provide native mobile and tablet applications developed for Apple iOS, Google Android and Amazon Kindle platforms, to efficiently perform both student and instructor activities?

5) Secured Communication (Reference SOW 4.5) – Does the vendor provide Secured Sockets

Layer (SSL) encryption to the LMS in order to ensure all data communication between the client and server systems remain encrypted?

6) Documentation and Help Resources (Reference SOW 4.6) – To what capacity does the

LMS solution provide contextually relevant help resources, including written documentation and video tutorials to assist users complete routine tasks, or troubleshoot errors that may occur within the system?

7) Training Resources (Reference SOW 4.7) – To what extent does the vendor provide training for functional administration of the LMS in the form of instructor-led webinars or pre-recorded video tutorials that can be reused and re-distributed amongst DoDEA LMS administration team members and above school level staff?

8) System Migration (Reference SOW 4.8) – To what extent does the vendor assist DoDEA

LMS administration staff with developing and executing a data migration plan including validation and regression testing for all migrated content, courses, users, grades and enrollment records?

9) Maintenance and Technical Support (Reference SOW 4.9) – To what extent:

Does the vendor provide on-going 24/7 global technical support for regular system maintenance, upgrades, and issues unable to be resolved by DoDEA LMS administrative staff?

Does the proposed technical support solution include Service Level Agreements (SLAs) and provisions for issue prioritization and appropriate issue escalation procedures?

b. Access to the proposed LMS for a hands-on review. The vendor will provide 6 evaluators with access to the LMS (ex. Web link and login/password combination).

c. Attachment 2, Government Product/Service Accessibility Template (GPAT) shall be completed by vendors to address Section 508 Compliance.

Volume II – Past Performance

a. Vendors shall identify three projects that demonstrate recent and relevant past performance.

Recent is defined as within the last three years. Relevant is defined as work similar in complexity and magnitude to the work described in the SOW. When citing each source of past performance, the following information shall be included:

Organization name and address Point of Contact name, phone number, and email Description of the project to include performance dates Organization's assessment of your performance, including any issues or challenges met and how they were resolved.

b. Vendors shall send Attachment 3 titled Past Performance Questionnaire to their 3 references.

These references shall independently complete and return the questionnaire directly to DoDEA by the RFQ close date.

c. The Government may also consider past performance information obtained through other sources.

Volume III – Contracting/Price:

a. The Contracting/Pricing Volume shall include an Administrative Cover Letter that includes the following information:

Complete Business Mailing Address

Tax identification number (TIN)

Dun & Bradstreet Number (DUNS)

Cage Code/NAICS Code

Contact Name, Phone, Fax, and email address

b. A completed price quote in accordance with the schedule of Contract Line Item Numbers (CLINs) shall be included. The contractor may submit fewer or more CLINs whichever may be appropriate to their submission. All items must have a price or be marked “NSP” for “Not Separately Priced.” Each item will state the description, quantity, unit, unit price, and estimated amount. A unit and total price must be identified for each individual CLIN. If a CLIN is not separately priced, please indicate so with “NSP.”

c. All issued amendments to the solicitation shall be included.

d. Completed FAR Clause 52.207-9, Information Regarding Responsibility Matters.

e. Vendors are cautioned that no reference to proposed price(s) shall be made in any other volume, but Volume III.

f. Vendors shall comply with all requirements of the quote submission instructions. Deviations shall be fully explained; however, inclusion of price/cost in documents other than the Contracting/Pricing Volume is not an acceptable deviation.

g. Quote preparation costs – This Request for Quote does not commit the Government to pay any costs incurred in the preparation and submission of your quote or in making any necessary studies for the preparation thereof, or for any visit the Contracting officer may request for the purpose of clarification of the quote or for preparation of negotiations. By the submission of its quote, the vendor assumes all costs associated.

2. Addendum to Paragraph (c) Period for acceptance of quotes: This paragraph (c) is changed to read as follows: The vendor agrees to hold the prices in its quote firm for 120 calendar days from the date specified for receipt of quotes, unless another time period is specified in an amendment to the solicitation.

3. Addendum to Paragraph (e) Multiple quotes. This paragraph (e) is changed to read as follows:

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

4. RFQ Due Date: The closing date for all quotes is 24 October 2013 at 10:00 A.M. EST. Quotes shall consist of three separate volumes: Volume I - Technical Capability, Volume II - Past Performance, and Volume III - Contract/Price; and be submitted by mail via U.S. Postal Service or a commercial carrier to the following address:

Department of Defense Education Activity (DoDEA) Attn: Nina Lin / RFQ HH601014RCPT002 LMS 4800 Mark Center Drive, 5th Floor, East Tower Suite 05G02-02– Procurement Division

End of Addendum to 52.212-1

52.212-2 EVALUATION--COMMERCIAL ITEMS (JAN 1999)

(a) The Government will award a contract resulting from this solicitation to the responsible vendor whose quote conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate the quotes: Technical, Past Performance, and Price. The order of importance of these factors is: Technical, Past Performance and Price. When combined Technical and Past Performance are significantly more important than price. The government is using Simplified Acquisition Procedures for this procurement.

Evaluation Factors:

Factor 1: Technical Capability: Vendors will be evaluated on how well they demonstrate their understanding of and ability to perform the requirement as set forth in the Statement of Work (SOW) as well as the general quality of the proposed products and services.

Factor 2: Past Performance: Vendor’s Past Performance will be evaluated to determine the vendor’s likelihood of success on the present requirement.

Factor 3: Price: Price will be evaluated to ensure price reasonableness.

(b) Options. The Government will evaluate quotes for award purposes by adding the total price for all options to the total price for the basic requirement. This evaluation will include an option to extend services for 6 months (as allowed by FAR 52.217-8), to run after the completion of the last annual option period. The Government will extrapolate the vendor’s pricing of the last annual option period to arrive at a price for the potential 6 month extension of services option. The Government may determine that a quote is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

Addendum to Provision:

(d) If the subject solicitation has been issued as a Request for Quotation, all references to offer and offeror are hereby changed to quote and vendor respectively, except for in paragraph (c), which stands as written.

If a quote is provided, the Government may make an offer based on all or part of a vendor’s quote, as originally presented or as subsequently modified.

(e) If any component of the contractor’s quote is not acceptable to the Government, then the Government may reject the quote without further evaluation.

(End of provision)

ADDENDUM TO FAR 52.212-4 --CONSENT TO DE-OBLIGATION OF EXCESS FUNDS

AFTER FINAL PAYMENT

(a) This paragraph is an addendum to FAR 52.212-4.

(b) The Contractor agrees that, after final payment has been made, the Government may unilaterally, and without obtaining further approval from the Contractor, adjust the final quantities of goods and/or services delivered and accepted under this contract and adjust the final price of this contract to conform to the total amount paid as of the date final payment was made.

(c) In accordance with FAR 4.804-3, the paying office shall close the contract file upon issuance of the final payment voucher. No contract modification will be issued to de-obligate the excess funds.

(d) If this contract is a type of indefinite-delivery contract (e.g., indefinite-delivery indefinite-quantity, requirements), this paragraph shall apply to each order issued under the contract on a case-by-case basis.

(e) This paragraph shall be deemed to be written agreement of the parties as contemplated by the changes paragraph of the Contract Terms And Conditions – Commercial Items clause of this contract (FAR 52.212-4(c)).

(End of addendum to FAR 52.212)

52.217- 6 OPTION FOR INCREASED QUANTITY (MAR 1989)

The Government may increase the quantity of supplies called for in the Schedule at the unit price specified. The Contracting Officer may exercise the option by written notice to the Contractor within 15 days before contract expiration. Delivery of the added items shall continue at the same rate as the like items called for under the contract, unless the parties otherwise agree.

(End of clause)

52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 15 days before contract expiration.

52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days of contract expiration; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 5 years and 6 months.

52.232-18 AVAILABILITY OF FUNDS (APR 1984)

Funds are not presently available for this contract. The Government’s obligation under this contract is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for this contract and until the Contractor receives notice of such availability, to be confirmed in writing by the Contracting Officer.

52.233-4 APPLICABLE LAW FOR BREACH OF CONTRACT CLAIM (OCT 2004)

United States law will apply to resolve any claim of breach of this contract.

52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (APR 1998)

This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es):

http://farsite.hill.af.mil/ http://www.acquisition.gov/far/

(End of Provision)

52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

http://farsite.hill.af.mil/ http://www.acquisition.gov/far/

52.252-5 AUTHORIZED DEVIATIONS IN PROVISIONS (APR 1984)

(a) The use in this solicitation of any Federal Acquisition Regulation (48 CFR Chapter 1) provision with an authorized deviation is indicated by the addition of “(DEVIATION)” after the date of the provision.

(b) The use in this solicitation of any Defense Federal Acquisition Regulation Supplement (48 CFR Chapter 2) provision with an authorized deviation is indicated by the addition of “(DEVIATION)” after the name of the regulation.

52.252-6 AUTHORIZED DEVIATIONS IN CLAUSES (APR 1984)

(a) The use in this solicitation of any Federal Acquisition Regulation (48 CFR Chapter 1) clause with an authorized deviation is indicated by the addition of “(DEVIATION)” after the date of the clause.

(b) The use in this solicitation of any Defense Federal Acquisition Regulation Supplement (48 CFR Chapter 2) clause with an authorized deviation is indicated by the addition of “(DEVIATION)” after the name of the regulation.

252.232-7006 WIDE AREA WORKFLOW PAYMENT INSTRUCTIONS (JUN 2012)

(a) Definitions. As used in this clause--

Department of Defense Activity Address Code (DoDAAC) is a six position code that uniquely identifies a unit, activity, or organization.

Document type means the type of payment request or receiving report available for creation in Wide Area WorkFlow (WAWF).

Local processing office (LPO) is the office responsible for payment certification when payment certification is done external to the entitlement system.

(b) Electronic invoicing. The WAWF system is the method to electronically process vendor payment requests and receiving reports, as authorized by DFARS 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports.

(c) WAWF access. To access WAWF, the Contractor shall--

(1) Have a designated electronic business point of contact in the Central Contractor Registration at https://www.acquisition.gov; and

(2) Be registered to use WAWF at https://wawf.eb.mil/ following the step-by-step procedures for self-registration available at this Web site.

(d) WAWF training. The Contractor should follow the training instructions of the WAWF Web-Based Training Course and use the Practice Training Site before submitting payment requests through WAWF.

Both can be accessed by selecting the “Web Based Training” link on the WAWF home page at https://wawf.eb.mil/.

(e) WAWF methods of document submission. Document submissions may be via Web entry, Electronic Data Interchange, or File Transfer Protocol.

(f) WAWF payment instructions. The Contractor must use the following information when submitting payment requests and receiving reports in WAWF for this contract/order:

(1) Document type. The Contractor shall use the following document type(s).

2-in1

(Contracting Officer: Insert applicable document type(s). Note: If a “Combo” document type is identified but not supportable by the Contractor's business systems, an “Invoice” (stand-alone) and “Receiving Report” (stand-alone) document type may be used instead.)

(2) Inspection/acceptance location. The Contractor shall select the following inspection/acceptance location(s) in WAWF, as specified by the contracting officer.

HE1254

(Contracting Officer: Insert inspection and acceptance locations or “Not applicable”.)

(3) Document routing. The Contractor shall use the information in the Routing Data Table below only to fill in applicable fields in WAWF when creating payment requests and receiving reports in the system.

Routing Data Table* Field Name in WAWF Data to be entered in WAWF Pay Official DoDAAC HQ0347 Issue By DoDAAC HE1254 Admin DoDAAC HE1254 Inspect By DoDAAC HE1254 Ship To Code ____

Ship From Code ____ Mark For Code ____ Service Approver (DoDAAC) ____ Service Acceptor (DoDAAC) ____ Accept at Other DoDAAC ____ LPO DoDAAC ____ DCAA Auditor DoDAAC ____ Other DoDAAC(s) ____

(*Contracting Officer: Insert applicable DoDAAC information or “See schedule” if multiple ship to/acceptance locations apply, or “Not applicable.”)

(4) Payment request and supporting documentation. The Contractor shall ensure a payment request includes appropriate contract line item and subline item descriptions of the work performed or supplies delivered, unit price/cost per unit, fee (if applicable), and all relevant back-up documentation, as defined in DFARS Appendix F, (e.g. timesheets) in support of each payment request.

(5) WAWF email notifications. The Contractor shall enter the email address identified below in the “Send Additional Email Notifications” field of WAWF once a document is submitted in the system.

Xxxxxx.Xxxxxx@hq.dodea.edu (COR To Be Determined) Nina.Lin@hq.dodea.edu

(g) WAWF point of contact. (1) The Contractor may obtain clarification regarding invoicing in WAWF from the following contracting activity's WAWF point of contact.

Shirley.Robinson@hq.dodea.edu

(2) For technical WAWF help, contact the WAWF helpdesk at 866-618-5988.

11. Administrative Information

a. Points of Contact:

Contracting Officer:

Nina Lin 4800 Mark Center Drive, 5th Fl Suite 05G02-02- Attn: Procurement Division Alexandria, VA 22350-1400 Telephone: 571-372-1445 Nina.Lin@hq.dodea.edu

Contracting Officer’s Representative (COR):

To Be Determined

4800 Mark Center Drive, 6th Fl Alexandria, VA 22350-1400 Telephone: 571-372-XXXX XXXXX.XXXXX@hq.dodea.edu

The COR is not authorized to make any commitments or changes that will affect price, quality, quantity, delivery or any other terms and conditions of the contract. Reference DFARS clause 252.201-7000 (Contracting Officer’s Representative).

b. Invoice Submission: Invoices shall be submitted electronically through Wide Area Work Flow (WAWF) in accordance with instructions found in DFARS Clause 252.232-7006.

c. Tax Exemption Status: DoDEA is an activity of the Federal Government. As such, state agencies are precluded from taxing them by reason of the Supreme Court decision in McCullough v. Maryland, 17 US 316 (1817). In addition, the various states have codified this immunity by appropriate statutes. DoDEA Federal Tax Identification Number: 26-2331642.

d. Contract Type: Contract award type shall be a Firm-Fixed Unit Price Contract. The period of performance shall be a 12-month base year from date of award with four 12-month options.

e. Commercial Provision - Section 508 - IT Requirement: All electronic hardware and software procured under this contract/purchase order must comply with Section 508 of the Rehabilitation Act of 1973, as amended, (29 U.S.C. 794d) and the Architectural and Transportation Barriers Compliance Board Electronic Information Technology (EIT) Accessibility Standards (36 CFR part 1194). Further information is available via the Internet at http://www.section508.gov.

ATTACHMENT 1: Statement of Work (SOW)

K-12 Learning Management System (LMS)

Statement of Work

1.0 INTRODUCTION

1.1 The Department of Defense Education Activity (DoDEA) serves the educational needs of the dependents of military and civilian employees by providing PK-12 instruction to approximately 87,000 students in seven states, twelve foreign countries, Guam, and Puerto Rico. The number of learners varies based on the deployment of military troops worldwide. DoDEA has approximately 7,500 teachers worldwide. DoDEA’s curriculum, resources, and student achievement scores on standardized assessments compare favorably to high-performing US public schools.

1.2 DoDEA is divided into three administrative areas. DDESS (Domestic Dependent Elementary and

Secondary Schools) covers the schools in seven states and Puerto Rico, and for administrative purposes, Cuba. DoDDS (Department of Defense Dependent Schools) is divided into DoDDS- Europe and DoDDS-Pacific. The former administers the schools in England, Germany, Italy, Belgium, Netherlands, Spain, Portugal, Turkey, and Bahrain. The latter covers the schools in Korea, Japan, and for administrative purposes, Guam. DoDEA also operates a fully accredited Virtual High School with its main office in Virginia and with teaching hubs in Germany and Korea.

2.0 BACKGROUND

2.1 Since 2006, DoDEA has amassed a volume of K-12 courses and resource related sites, which are currently hosted on its Learning Management System (LMS) platform, Blackboard 9.1.

2.2 In support of DoDEA’s Community Strategic Plan (CSP), the organization has engaged in the adoption of 21st century teaching and learning initiatives, integration of Common Core State Standards (CCSS), proficiency in science, technology, engineering and mathematics (STEM), a one-to-one student laptop initiative, and the expansion of system-wide digital resources.

2.3 To support CSP goals for Student and School Excellence, and to further provide consistency in system-wide digital resources, DoDEA is in the process of redefining the role of specific system architectures related to instructional content development, alignment to CCSS, delivery and social interactions within both K-12 classroom and Virtual School environments.

3.0 SCOPE

3.1 DoDEA requires a system-wide, state-of-the-art, LMS that is cleanly designed and provides an intuitive interface to its K-12 students and educators for the creation, delivery and tracking of web based curricular content and instructional activities. With consideration to the range of cognitive and fine motor skills of DoDEA’s K-12 student population, the system interface shall be easy to navigate while being both efficient and judicious in its display of visual, contextually relevant information to avoid confusion and reduce impeding instructional flow.

3.2 The proposed LMS shall provide an online presence for K-12 classrooms in both its brick-and-mortar and Virtual Schools. As the LMS is core to the classroom presence for teachers and students operating in the DoDEA Virtual School program, the adopted system shall include a robust set of content creation, instruction, assessment and collaboration tools to both replicate and extend modalities found in a traditional K-12 classroom environment.

3.3 DoDEA requires a secure contractor-hosted solution and expects that the LMS will be a commercial off-the-shelf (COTS) or Open Source product with some configuration required. The LMS will primarily serve to deliver instructional content to DoDEA K-12 students and allow collaboration outside of the traditional K-12 classroom. DoDEA requires the system to be scalable enough to accommodate up to 54,000 non-concurrent K-12 students, and 13,000 non-concurrent faculty and staff users globally. The system architecture shall be robust enough to scale up as user populations may increase in the future.

3.4 This requirement includes:

3.4.1 A secure, hosted, highly usable and feature rich COTS or Open Source LMS product suitable for use with a K-12 student audience;

3.4.2 Contextually relevant administrator and end user help resources to facilitate common task performance and troubleshooting;

3.4.3 Services and resources to train system administrators, faculty and above school level personnel in the technical, functional and administrative functions of the new LMS;

3.4.4 Services to assist DoDEA Information Technology (IT) staff with the planning, migration, and testing of system objects from DoDEA’s current LMS, and;

3.4.5 24/7 technical support for system upgrades and issues that are unable to be resolved internally by DoDEA LMS administration staff.

3.5 DoDEA expects to award one firm-fixed price contract for a base year and four 12-month option periods.

4.0 REQUIREMENTS – The Contractor shall:

4.1 USABILITY AND BREADTH OF FEATURES: Provide a comprehensive LMS solution that reflects a significant effort placed in interaction design (IxD) and user-centered design (UCD) principles for its user interface (UX) to help streamline the adoption and extended use of the system by all DoDEA constituencies. The solution will need to be intuitive, and provide clear, unambiguous direction for navigation and common tasks performed by both teachers and K-12 students, particularly in lower grade levels. The system will need to support the growing trend in social learning in a K-12 environment, and include extensive features and functions to allow users to perform specific tasks or consume relevant information at the appropriate levels within the system. These features are categorized as follows:

4.1.1 System level functions and features:

4.1.1.1 System notifications and alerts;

4.1.1.2 Registration and enrollment;

4.1.1.3 User authentication and account provisioning mechanisms;

4.1.1.4 System integration, extensibility and Application Programming Interface (API) support;

4.1.1.5 Course catalog;

4.1.1.6 Social collaboration;

4.1.1.7 Reporting and tracking;

4.1.1.8 Section 508 compliance and multilingual support;

4.1.2 Course level functions and features:

4.1.2.1 Inline content creation;

4.1.2.2 Course role and group management;

4.1.2.3 Surveys and polling;

4.1.2.4 Reporting and tracking;

4.1.2.5 Course notifications and alerts;

4.1.2.6 Web 2.0 interactions (blog, wiki, discussion & social collaboration);

4.1.2.7 Grade book;

4.1.3 Content and assessment level functions and features:

4.1.3.1 Standards support including Question and Test Interoperability (QTI), Instructional Management Systems Common Cartridge (IMSCC) and Shareable Content Object Reference Model (SCORM);

4.1.3.2 Contextually relevant content import, creation and configuration;

4.1.3.3 Learning Object management and reusability;

4.1.3.4 Media and rich content support;

4.1.3.5 Metadata support;

4.1.4 User level functions and features:

4.1.4.1 Profile management;

4.1.4.2 User notifications and alerts;

4.1.4.3 Social collaboration;

4.1.4.4 Reporting and tracking;

4.1.5 Administrator level functions and features:

4.1.5.1 Administrator level controls for system & lower level features;

4.1.5.2 Manual batch or automated processing of users, courses and enrollments;

4.1.5.3 Interface customization and branding;

4.1.5.4 Native customizable data import and export mappings;

4.2 CURRICULUM MANAGEMENT AND ALIGNMENT: Provide a comprehensive LMS solution that incorporates a native curriculum management repository, and inline content creation functionalities to search for and align instructor generated learning content to Common Core State Standards;

4.3 PLAGIARISM PREVENTION: Provide a comprehensive LMS solution that supports plagiarism prevention by incorporating features to scan student work and generate actionable reports for course instructors;

4.4 MOBILE LEARNING: Provide a comprehensive LMS solution that supports the growing trend in multi-platform educational resource access, including native mobile and tablet applications developed for Apple iOS, Google Android and Amazon Kindle platforms, to efficiently perform both student and instructor activities;

4.5 SECURED COMMUNICATION: Provision the hosted LMS solution with a Secured Sockets Layer (SSL) certificate to ensure all data communication between the client and server systems remain secure;

4.6 DOCUMENTATION AND HELP RESOURCES: Provide contextually relevant help resources, including written documentation and video tutorials to assist users to complete routine tasks, or troubleshoot errors that may occur within the system;

4.7 TRAINING RESOURCES: Provide training for functional administration of the LMS in the form of instructor-led webinars or pre-recorded video tutorials that can be reused and re-distributed amongst DoDEA LMS administration team members and above school level staff as required;

4.8 SYSTEM MIGRATION: Assist DoDEA LMS administration staff with developing and executing a data migration plan including validation and regression testing for all migrated content, courses, users, grades and enrollment records;

4.9 MAINTENANCE AND TECHNICAL SUPPORT: Provide on-going 24/7 global technical support via phone, email, helpdesk service portal, or combination of the three, for regular system maintenance and upgrades, as well as issues unable to be resolved by DoDEA Information Technology or delegated LMS functional administration team members. Technical support services shall operate under Service Level Agreements (SLAs) and include provisions for issue prioritization and appropriate issue escalation procedures.

5.0 TECHNICAL REQUIREMENTS

5.1 All online resources and instructional software shall meet DoDEA information security requirements (as defined below), such as not containing vulnerabilities posing risk to the network. All software and websites shall undergo preliminary testing to ensure that they pose no security risk to the DoDEA infrastructure. Any IT component of the Contractor’s proposal that fails to meet DoDEA’s information security and technology requirements shall be excluded from further evaluation.

5.2 All software/Plugins/Add-ons shall meet DoDEA’s following requirements:

5.2.1 DoD Information Assurance Certification and Accreditation Process (DIACAP) [Accreditation Process (DIACAP), 28 November 2007, which may be found at the following URL: http://www.dtic.mil/whs/directives/corres/pdf/851001p.pdf].

5.2.2 Security Technical Information Guidance (STIG), which may be found at the following URL: http://iase.disa.mil/stigs/stig/index.html.

5.2.3 The Contractor shall provide security patches and upgrades, to include third-party applications, in response to public released vulnerabilities associated with their software solution. Any deviations from this requirement (paragraph 5.2) shall be approved in writing by the DoDEA Chief Information Officer (CIO)/Designated Approving Authority

(DAA).

5.3 Contractor software solutions shall not interfere with other installed software and shall not modify DoDEA’s underlying system security configuration. The Contractor shall develop and provide software upgrades within 30 days of notification should any of the software/plug-ins be found vulnerable and non-compliant with DISA standards. Software upgrades and patches shall be included in the licensing cost and performed at the least disruptive times. Any additional software requirements may be subject to the DIACAP process prior to contract award.

5.4 In accordance with its testing criteria, DoDEA requires the use of software which may be installed and/or accessed in a stand-alone environment, a network environment or web-based environment that is compatible with standards cited herein. All software shall be completely functional on a standard DoDEA desktop without the need for Administrative-level user rights or a requirement to insert media (CD/DVD) to execute the software. Software shall not require modifications to folder permissions while executing. Additionally, all software shall be compatible with the following hardware baseline:

Specifications Minimum

Memory 256 Mb Hard Drive 40 GB Processor P4 – 2.4 GHz

Operating System Windows XP

5.5 All windows, fly-out menus, etc. shall work from within an environment that blocks popup windows.

Additionally, all web-based software shall not require the use of streaming videos or downloads, such as Java Applets.

5.6 All software packages shall support unattended installation methods used by enterprise software packaging and deployment systems, i.e., Microsoft Systems Management Server, Computer Associates Unicenter software delivery, and Symantec Altiris deployment solution. Older 16-bit software shall be closely analyzed against this requirement.

5.7 The Contractor shall deliver any online materials on a web-based platform and provide course or video files in QuickTime v.6.0+ and Windows Media v.9+ formats, and /or Flash 6+ format that are compatible with the hardware and operating system requirements listed in Section 5.4. The software shall run successfully in the existing DoDEA environment.

5.8 The Contractor’s solution shall be robust enough to serve the needs of a large community of learners dispersed across the world using a variety of bandwidths. The Contractor’s solution shall be scalable and able to expand to meet future growth, both in terms of the volume of instruction and the size of the student body.

5.8.1 Any portion of the Contractor's solution that involves Internet access by DoDEA students has a duty to comply with the relevant requirements of the Children's Internet Protection Act, Pub.L. 106-554, § 1(a)(4) [Div. B, Title XVII, § 1701], Dec. 21, 2000, 114 Stat.

2763, 2763A-335. Any part of the Contractor's solution that collects or stores agency-owned or agency-controlled personally identifiable information has a duty to do so in accordance with the relevant requirements of the Privacy Act, 5 U.S.C. § 552a. (See http://www.archives.gov/about/laws/privacy-act-1974.html.) Contractor solutions that collect information from children under the age of 13 through the Internet have a duty to comply with the relevant requirements of the Children's Online Privacy Protection Act, 15 U.S.C.A. § 6501 et seq.

5.8.2 Any opportunity for data integration of student or teacher accounts shall adhere to the Federal Government and DoD guidance for security of personally identifiable information available from the following URLs:

http://www.justice.gov/opcl/privstat.htm http://www.whitehouse.gov/omb/memoranda/fy2007/m07-16.pdf http://www.dtic.mil/whs/directives/corres/pdf/540011p.pdf.

All Contractor staff that has access to DoDEA student and/or teacher personally identifiable information shall take the DoD Privacy Act/Personally Identifiable Information (PA and PPI/PII) training before gaining access to the data and yearly thereafter. DoDEA contractors who have a DoDEA username and password may access the training on DoDEA's intranet. All other contractors shall access the PA and PPI/PII slides, a link to which is found on DoDEA's homepage (www.dodea.edu). Contractors shall send written confirmation listing the staff members that have taken the mandatory PA and PPI/PII training to the Contracting Officer's Representative.

5.9 Maintenance and support shall be available for…