PRESOLICITATION NOTICE
U -- Department of Defense (DoD) Roundtable:
- Notice Date
- 12/3/2001
- Notice Type
- Presolicitation Notice
- Contracting Office
- Other Defense Agencies, Department of Defense Education Activity, DoDEA Headquarters Procurement Branch, 4040 North Fairfax Drive, Arlington, VA, 22203-1635
- ZIP Code
- 22203-1635
- Solicitation Number
- MDA410-02-R-0002
- Response Due
- 12/14/2001
- Archive Date
- 12/29/2001
- Point of Contact
- David Taybron, Contract Specialist, Phone (703) 696-3845 xt 1412, Fax (703) 696-4871 - Vicki Liedel, Contracting Officer, Phone (703) 696-3845 xt 1411, Fax (703) 696-4871
- E-Mail Address
-
dtaybron@hq.odedodea.edu, vliedel@hq.odedodea.edu
- Description
- 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. Solicitation No. MDA410-02-R-0002 is issued as a request for proposals (RFP) and this announcement constitutes the only solicitation and no further written solicitation will be issued. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2001-01. The North American Industry Classification System Code (NAICS) is 6117110 and the Business Size Standard of $5.0 M applies to this procurement. Services required: Contractor shall plan, execute, and provide follow-up for the Department of Defense (DoD) Roundtable: "Education Issues of the Mobile Military Child." in Seattle, Washington, 26 and 27 February 2002 . The Educational Opportunities Directorate of the Department of Defense (Ed Op) is tasked with improving the educational transition of children of our mobile military families. The roundtable format has been selected as a means of canvassing areas of the country that are highly-impacted by military presence to: 1) surface educational transition issues, 2) discuss possible solutions to transition issues, 3) promote partnerships between military installations and surrounding school districts. Families of active duty military personnel include approximately 760,000 school-aged children. DoD operates schools overseas and at a limited number of stateside locations. These schools serve about 110,000 students leaving 650,000 to be educated outside DoD-managed schools. More specifically, the Department of Defense Education Activity (DoDEA) provides schooling for eligible DoD military and civilian dependents from preschool through grade 12 with two programs: the DoD Domestic Dependents Elementary and Secondary Schools (DDESS) for dependent students at locations within the United States, and the DoD Dependents Schools (DoDDS) for dependent students residing in foreign countries. The DDESS system serves an estimated 36,360 students in 70 schools located in seven states, Guam and the Commonwealth of Puerto Rico. The DoDDS system serves about 76,428 students in 154 schools in 13 countries. As many as 650,000 school-age students of military members may be enrolled in public school systems surrounding military installations in the United States. In the past, DoD has not played a major role in advocating for these military children. However, in the year 2000, DoD established the Educational Opportunities Directorate (Ed Op) and chartered it to address transition issues associated with the education of students of mobile military families. Ed Op has been charged with helping to increase connections between military and civilian community schools to address educational issues and concerns affecting the quality of kindergarten through 12th grade educational opportunities for all military students, whether in DoD or in local school districts in the United States. The end result should be a continuum of quality education for all military children regardless of where their parents are assigned. Beginning in the fall of 2000, Roundtables were established as one of the means by which Ed Op would begin to accomplish its mission. SCOPE OF WORK: Contractors will perform planning, execution and follow-up for the DoD Roundtable: Education Issues of the Mobile Military Child in the Seattle area of the state of Washington on 26-27 February 2002. The Roundtable will consist of approximately 100 participants including: Installation commanders and the top enlisted persons from major Army, Navy, Air Force, Marine and Coast Guard bases in the state of Washington; 20 military dependent high school students selected from public schools in the Tacoma-Seattle area; Parents from major Army, Navy, Air Force, Marine and Coast Guard installations in the state of Washington; State Legislators representing the State Education Committee; State Department of Education representatives; and DoD and Service leaders from Washington DC Headquarters. Ed Op shall provide an agenda to the contractor who will execute the planning, conference, and follow-up requirements of the Roundtable and the previously mentioned objectives. Contract Line Item Number (CLIN) 0001: PRE-ROUNDTABLE DISCUSSION PREPARATION - The contractor will implement the DoD-provided agenda, propose participants, provide administrative oversight, obtain and negotiate all facilities agreements including room accommodations, register participants and coordinate press releases. Additionally, the contractor will provide pre-conference materials for participants and develop and print program materials. The contractor shall implement a conference with DoD leaders, state and local educational leaders, and military community leaders, military parents and students that will provide: a) An opportunity for representatives from major military installations and their surrounding school districts to work together to discuss transition issues associated with the mobile military student; b)An opportunity for representatives from major military installations and their surrounding school districts to work together to determine solutions to transition issues they identify; c) An opportunity for representatives from major military installations and their surrounding school districts to work together to begin or enhance a plan to implement solutions to transition issues; d) A written record for Ed Op of the issues and solutions discussed by participants in order that the directorate can take action based on data; e) An opportunity for the DoD to highlight its responsibilities and actions regarding the educational transition of the military dependent child. DELIVERABLES FOR CLIN 0001: 1. Submit a plan for implementing the Roundtable. The plan shall include a proposed invitation and letter, site, registration materials, breakout formats, conference procedures, list of proposed participants, and facilitator training agenda. No action to implement shall be taken until coordinated with the Ed Ops Office. 2. Submit timeline of events with weekly update conference calls to Ed Op regarding progress. 3. Identify site and site costs. The selected site will be commensurate with the military per diem assigned to the area in which it will be held. DoD will provide travel orders for federal government-connected participants. The contractor will cover travel expenses for non-federal government participants. The contractor will provide food, lodging, and meeting facilities for all participants. 4. Submit press release plan and press releases for Ed Op approval. 5. Submit pre-conference materials for Ed Op approval. Disseminate to participants upon approval. 6. Make arrangements and payment for facilities, meeting/lodging accommodations and catering. CLIN 0002: ROUNDTABLE EXECUTION - Execute the approved Roundtable agenda. This includes providing 7 small group discussion sessions with 2 trained facilitators per session to record issues and concerns as well as the senior leadership forum. DELIVERABLES FOR CLIN 0002: 1. Provide a facilitator (one per small group), one recorder/note-taker, two chart stands, and magic markers for recording each of the seven small group discussions (total of 7 facilitators, 14 chart stands, and markers for recording). Facilitators must have previous experience and demonstrated skill in group facilitation. 2. Provide training for facilitators including expectations based on outcomes, review of facilitator roles and specific discussion procedures. 3. Facilitate small group discussions and senior leadership forum as indicated in agenda. 4. Brief participants in the senior leadership forum regarding the format as well as their roles and responsibilities. 5. Manage the contracts and payments for the facilities and catering. CLIN 0003: POST ROUNDTABLE FOLLOW-UP - The contractor will produce an executive summary of the Roundtable, compile a data report of issues and suggestions from each of the 7 discussion sessions, prepare a complete list of participants and their addresses, prepare and send summary information to each participant and others identified by DoD. DELIVERABLES FOR CLIN 0003: 1. Prepare and submit draft Executive Summary to Ed Op that details the three major objectives of the roundtable as it pertains to each session. 2. Supply a camera-ready copy of the Executive Summary and 30 additional copies to be sent to Ed Op. 3. Send the Executive Summary to each participant with a cover letter supplied by DoD. 4. Submit detailed compilation of data collected by facilitators from each session regarding issues and suggested solutions. 5. Submit complete list of participants including their titles and addresses. TERMS, CLAUSES/PROVISIONS: This will be a firm fixed-price contract. The Government will award a contract resulting from this solicitation to the responsive responsible offeror whose offer conforming to this solicitation will be most advantageous to the Government, price and other factors considered. As allowed in FAR 13.106-2(b)(1), the contracting officer may use one or more, but not necessarily all of the evaluation procedures provided in FAR Part 14 or 15. Factors for evaluation of proposals: Technical Plan, which will detail how the proposed offeror will satisfy this requirement (Potential contractors are required to have and exhibit experience in planning, facilitating and executing military and/or civilian conferences; an understanding of the issues affecting the mobile military child; experience facilitating small group discussions; and experience moderating a senior leadership forum.), Past Performance history (include corporate or Government references with phone numbers for all related work within the past three years), and the Proposed Price. Technical Plan is more important than Past Performance. In accordance with FAR Part 15.304(e), the evaluation factors other than cost or price, when combined are more important than cost or price; however cost/price will contribute substantially to the selection decision. Award will be based on best value to the Government. Evaluation may be made with or without discussions. Should a revised proposal be warranted, to clarify and document understandings reached, at the conclusion of any discussions conducted, an opportunity to submit a final proposal revision may be allowed. A response to the requirements shall be submitted on contractor letterhead or formal quotation form and must address all requirements listed in a separate technical proposal. Proposal must contain the name, title and signature of person authorized to submit proposals on behalf of the contractor. A complete copy of the FAR provisions 52.212-3, Offeror Representations and Certifications-Commercial Items shall be submitted with the proposal. FAR provision 52.212-4, Contract Terms and Conditions-Commercial Items; 52.212-5, contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items, to include clauses 1,2,12,13,14,15,21,24, and 27 and (c) 1,2 and 4 apply to this acquisition and are incorporated by reference. In addition, the following clause is included as an addendum: Department of Defense FAR Supplement 252.204-7004, Required Central Contractor Registration and 252.225-7001 Buy American Act and Balance of Payments Program.The following provisions and clauses shall apply to this solicitation: 52.252-2 Clauses incorporated by Reference. This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Full text of a clause may be accessed at http://www.arnet.gov/far (FAR); The following clauses apply FAR 52.212-1; 52.212-2; 52.212-3 (offerors must include a completed copy of these Representations and Certifications along with their offer); 52.212-4; 52.212-5. 52.232-18, Availability of Funds (APR, 1984) "Funds are currently not 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." Proposals shall include all information required in 52.212-1, a price for the services proposed by CLIN and totaled and a completed copy of provision 52.212-3. Refer all questions no later than 10 December, 2001 and proposals shall be received by 4:30 p.m., 14 December 2001, to David J. Taybron, Contracting Officer, Procurement Division, 4th Floor, 4040 N. Fairfax Drive, Arlington, VA 22203-1635;PHONE: 703-696-3845, ext. 1412; FAX: 703-696-4871; or EMAIL: dtaybron@hq.odedodea.edu.
- Place of Performance
- Address: Seattle, Washington
- Country: USA
- Country: USA
- Record
- SN20011203/00000352-011207172800 (fbodaily.com)
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