Response to Offeror Questions document.docx

Q&A Document Date: 2/07/25

Subject: Questions & Answers, RFP#25RFP12462

In accordance with the subject Request for Proposal (RFP), the following are answers to questions which have been submitted prior to 5PM, January 27, 2025. These questions are for informational purposes only; they do not alter the requirements specified within the RFP. Any changes to the RFP will be accomplished by the Office of Procurement Management through an addendum.

*The State's response will be in red font following the Vendor's question.

1. How many items per content area will be reviewed?

This has not been determined yet.

2. What is the rate for panelist pay?

$175 per day

3. Is SD open to a virtual meeting instead of in-person?

That is determined by the chosen vendor and the state.

4. Does SD have a budget for this project?

This will be worked out between the vendor and the State

5. Given that this is an “invitation only” opportunity as indicated on the South Dakota procurement site, can a qualified entity submit a proposal if the state did not officially invite the entity?

Any vendor may submit a proposal.

6. We just learned of this opportunity and as a result, did not submit a letter of intent. If a qualified entity did not submit a letter of intent, are they prohibited from responding to the RFP?

The Letter of Intent is not required.

7. Does the South Dakota Department of Education prefer in-person or virtual expert/educator meetings for the alignment study?

That is determined by the chosen vendor and the state.

8. For the recruitment of subject matter experts (SMEs) to complete the independent alignment activities, would the state of South Dakota be able to supply a database of South Dakota educators who would be eligible to serve as SMEs?

The State will recruit educators by having an application, and sharing the opportunity with district assessment coordinators, administrators, and content-specific list-servs of educators. The State will select the educators based on their applications.

9. For the recruitment of recruiting SMEs to complete the independent alignment activities, would the state of South Dakota be able to make initial SME contacts regarding the project to increase panelist interest as they would know the work is being done for the state?

Yes. Recruitment efforts will be completed by the State.

10. As a small business, our organization does not regularly complete financial audits and as such, we do not have audited financial statements available. Would any alternatives to this requirement be feasible? We could supply our previous year’s tax return which is completed by an independent CPA firm.

The State prefers audited financial statements, but will accept any financial statements.

11. Can you provide additional detail as to what is required by the statement within the RFP that reads “In addition, the bidder will need to establish a connection of the ACT assessments to career and college readiness.”? The website for the South Dakota state standards indicates “The goal is that all students will graduate college, career, and life ready.”. Does the RFP requirement indicate the vendor should go beyond the state content standards in their alignment?

This will be determined by the chosen vendor and the State, as the vendor is the expert in how to conduct the study to meet the peer review requirements.

12. Can the State clarify what is meant by “special project constraints” within evaluation criteria h?

The State will use the vendors proposal to assess special project constraints. The vendor could add information in their proposal to assist in the assessing of this area.

13. ACT test enhancements begin to unroll in early 2025. Can SDDOE clarify whether this is a study of the ACT that was administered to students in the spring of 2024 or if this will be a study of the "new" ACT?

It will be a study of the “new” ACT.

14. Does SDDOE have a preference for whether item-level content analyses take place via in-person meetings vs remotely?

That is determined by the chosen vendor and the state.

15. The RFP (2.1) states that the bidder needs to "In addition [to the alignment study], establish a connection of the ACT assessments to career and college readiness." ACT's Technical Report (2024) provides technical documentation that addresses the relationship between ACT scores and college and career readiness. Can SDDOE clarify what type of study is expected within the solicited SOW to establish a connection between the ACT and college and career readiness?

This will be determined by the chosen vendor and the State, as the vendor is the expert in how to conduct the study to meet the peer review requirements.

16. The RFP (2.1.2) states that the report from the independent alignment study is expected to provide evidence for Critical Element (CE) 3.4. This CE (3.4) addresses validity based on relations to other variables. ACT's Technical Report (2024) provides technical documentation that addresses the relationship between ACT scores and other variables. Can SDDOE clarify what information is expected from the report from the independent alignment study that the State wishes to use as evidence for CE 3.4?

This will be determined by the chosen vendor and the State, as the vendor is the expert in how to conduct the study to meet the peer review requirements.

17. The RFP (2.1.2) states that the report from the independent alignment study is expected to provide evidence for Critical Element (CE) 6.2. This CE (6.2) addresses achievement standard setting. A state's (or test developer's) standard-setting report (documenting a technically sound approach and rationale, etc.) includes the expected evidence for this CE. Can SDDOE clarify what information is expected from the report from the independent alignment study that the State wishes to use as evidence for CE 6.2?

This will be determined by the chosen vendor and the State, as the vendor is the expert in how to conduct the study to meet the peer review requirements.

18. The RFP states that the length of contract is April 30, 2025 to September 30, 2026. Does SDOE have a preference for when the alignment study workshop takes place (e.g., during the summer, during the school year)?

The goal is for this to take place during the summer of 2025.

19. The RFP states that the consultant will be responsible for "compensation for experts, educators, and/or vendor specific project team members, including travel and lodging, if applicable. Is it SDOE's preference that the alignment study workshop take place in person?

That is determined by the chosen vendor and the state.

20. What, if any, rules or restrictions are there around honoraria for educators (e.g., amount, when they are eligible to receive it, etc.)?

We pay educators $175/day. If the work is completed while they are on contract, they will need to take leave.

21. Section 4.1.d of the RFP states that proposals will be assessed by, among other criteria, "record of past performance, including price and cost data from previous projects, quality of work, ability to meet schedules, cost control, and contract administration." However, Section 3.3.3 does not specify that any price or cost data should be submitted as part of the Examples of Similar Work. Please clarify what, if any, price and/or cost data must be submitted for previous projects in order to satisfy this proposal evaluation criteria.

Each vendor should use their discretion on what to include in their proposal.

22. The RFP states that proposals will be assessed by, among other criteria, "availability to the project locale" and "familiarity with the project locale." How will these criteria be assessed?

The State will use the vendors proposal to assess the availability to the project locale and familiarity with the project locale. The vendor could add information in their proposal to assist in the assessing of this area.

23. Does South Dakota require educator involvement in the alignment process?

Being the expert, the vendor determines if this is needed, but we think educators should be included in the process.

24. If not required, does South Dakota prefer educator involvement in the alignment process?

Being the expert, the vendor determines if this is needed, but we think educators should be included in the process.