Substitute Caller Automation Software Acquisition
Closed Solicitation Posted
- Solicitation number
- HE125425QE057
- Agency
-
DOD Education Activity
Department of Defense
- Responses due
- Set-aside
- Total Small Business
Opportunity facts
- NAICS code
- 541511 Custom Computer Programming Services
- Place of performance
- Peachtree City, Georgia 30269, United States
Notice details come from SAM.gov. Updated .
About this opportunity
The Department of Defense Education Activity (DoDEA) is seeking an automated substitute caller software solution to streamline the process of assigning substitute or temporary personnel across its Southeast and Mid-Atlantic school districts. The software must enhance operational efficiency, reduce administrative workload, and improve communication with substitutes by providing dynamic matching, mobile accessibility, and robust reporting capabilities. Vendors must submit a technical approach not exceeding 5 pages, complete the DoDEA Cloud Information Questionnaire, and provide pricing documentation by May 8, 2025, at 11:00 a.m. EST. The evaluation will follow a Lowest Price Technically Acceptable (LPTA) methodology, assessing technical conformity with the Statement of Objectives and cloud security requirements. Critical performance metrics include improving substitute fill rates, reducing response times, and minimizing classroom disruptions.
The contract is set aside as a Total Small Business opportunity, with a specific preference for Women-Owned Small Business (WOSB) vendors. The current incumbent platform is Tyler Technologies Sub Caller, and the contract is structured with a base year and three additional one-year option periods. The total award value is estimated at $34,000,000, covering implementation in two districts serving approximately 19,819 students. The place of performance is Peachtree City, Georgia, with the contract administered by the DoDEA Americas Regional Office. The software must meet rigorous cybersecurity standards, including obtaining a Risk Management Framework (RMF) Authorization to Operate (ATO) at Impact Level 2 (IL2), and support full implementation by July 15, 2025. The solution will require licensing, technical support, and the ability to integrate with existing HR and payroll systems.
Notice text
The Department of Defense Education Activity (DoDEA) seeks a substitute caller automation software solution to streamline the process of assigning substitute or temporary personnel. The goal is to increase operational efficiency, reduce administrative workload, align substitute placements with scheduled lesson plans, and ensure timely communication with substitutes. DoDEA requires an Automated Substitute Software type to include licenses and technical support to implement and maintain at two different DoDEA regions, Southeast District with 10,310 students and the Mid-Atlantic District with 9,509 students. This is a base year plus 3 additional option years. SEE ATTACHMENTS INCLUDING THE SOLICITATION AND AND SUPPORTING DOCUMENTATION. THE ATTACHMENT TITLED DoDEA_Cloud_Information_Questionannaire needs to be completed and submitted with the Quote or earlier.
Files
| File | Type | Posted |
|---|---|---|
| Questions and Answers_050625.docx | DOCX document | |
| Instructions_EvaluationCriteria.docx | DOCX document | |
| Solicitation - HE125425QE057.pdf | ||
| DoDEA_Cloud_Information_Questionnaire.pdf | ||
| Statement_of_Objectives_Subcaller.docx | DOCX document |
Notice history
| Notice | Type | Posted |
|---|---|---|
| This notice | Solicitation | |
| Substitute Caller Automation Software Acquisition | Pre-Solicitation |
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