DoDEA - Substitute Caller Automation Software
Cancelled Solicitation Posted
- Solicitation number
- HE125426QE004
- Agency
-
DOD Education Activity
Department of Defense
- Responses due
- Set-aside
- No set-aside
Opportunity facts
- NAICS code
- 541511 Custom Computer Programming Services
- Place of performance
- Alexandria, Virginia 22350, United States
- Points of contact
Notice details come from SAM.gov. Updated .
About this opportunity
The Department of Defense Education Activity (DoDEA) is soliciting proposals for Substitute Caller Automation Software designed to streamline substitute teacher assignment and management across two DoDEA districts: the Southeast District (10,310 students) and the Mid-Atlantic District (9,509 students). The software solution must include automated substitute outreach, dynamic assignment matching based on certification and availability, multi-channel communication capabilities, mobile access, real-time analytics, and comprehensive security compliance. Key requirements include obtaining labor union approval, achieving full deployment by March 15, 2026, and passing the DoDEA IT Cyber Cloud Questionnaire, with all DoD data stored within U.S. territories and protected through encryption and multi-factor authentication. Evaluation will prioritize technical capability and delivery schedule over price using a best-value determination method, with specific assessment across system security, reliability, user interface, communication methods, matching capabilities, and support features. The proposal deadline was December 15, 2025, with the solicitation posted on December 4, 2025.
This is a 100% small business set-aside with a total contract value of $34,000,000 covering a base period from January 5, 2026, through May 31, 2026, followed by three optional extension years extending through May 31, 2029. The base year pricing includes software implementation and training for both locations, with recurring annual fees for the three option periods and a FAR 52.217-8 Option to Extend Services provision. No incumbent contractor information is identified in the solicitation materials. The place of performance is Alexandria, Virginia 22350, with implementation required at Camp Lejeune and Fort Campbell schools. Offerors must complete multiple technical objectives, IT compliance checklists, delivery schedules, and pricing sheets as part of their proposal submissions, with comprehensive compliance requirements related to telecommunications equipment, cloud computing, and trafficking in persons prevention certifications.
Notice text
This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation: proposals are being requested, and a written solicitation will not be issued. This solicitation: HE1254-26-QE-004 is being issued as a Request for Proposal (RFP). All solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2025-03.
Please review all attachments to this combined solicitation carefully. A list of line items number(s) and items, quantities, and units of measure for the base year, three (3) option years and the FAR 52.217-8, Option to Extend Services, are attached as well as a
description of requirements for the items to be acquired and the dates and places of delivery and acceptance.
The provision at 52.212-1, Instructions to Offerors-Commercial Products and Commercial Services, applies to this acquisition and is included by reference. The 52.212-1 Addendum to Paragraph (b) is incorporated by full text in the attached SF1449:
The provision at 52.212-2, Evaluation-Commercial Products and Commercial Services, is included by reference and applicable to this acquisition. The specific evaluation criteria is included in the 52.212-1 Addendum to Paragraph (a) and is incorporated by full text in the attached SF1449:
Offerors shall include a completed copy of the provision at 52.212-3, Offeror Repesentations and Certifications-Commercial Products and Commercial Services with its offer.
The clause at 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial services, applies to this acquisition.
The clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Products and Commercial Services, applies to this acquisition and is incorporated by full text in the attached SF1449:
Proposals must be submitted via email NO LATER THAN 12:00 p.m. EDT, 15 December 2025. in response to this solicitation.
The points of contact for this acquisition are Mr. Kevin Gomez, kevin.gomez@dodea.edu and Mr. John Myers, john.o.myers@dodea.edu.
Files
| File | Type | Posted |
|---|---|---|
| 26QE004_Encl 6_52.204-26.pdf | ||
| 26QE004_Attachment 4_Delivery Schedule.xlsx | XLSX spreadsheet | |
| 26QE004_Encl 1_52.209-7.pdf | ||
| 26QE004_Attachment 5_ Pricing Sheet.xlsx | XLSX spreadsheet | |
| 26QE004_Attachment 3 _IT Compliance Checklist.xlsx | XLSX spreadsheet | |
| 26QE004_Encl 8_252.239-7009.pdf | ||
| 26QE004_Encl4_Letter of Commitment.pdf | ||
| 26QE004_Encl 3_52.222-56.pdf | ||
| 26QE004_Attachment1_PWS.pdf | ||
| 26QE004_SOL_SF1449.pdf | ||
| 26QE004_Encl 7_52.204-26.pdf | ||
| 26QE004_Encl5_CPARS.pdf | ||
| 26QE004_Encl 2_52.212-3.pdf | ||
| 26QE004_Attachment 2_Technical Objectives.xlsx | XLSX spreadsheet |
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