SOLICITATION NOTICE
R -- Bureau of Indian Education Special Education Technical Assistance with Advisory Board for Exceptional Children
- Notice Date
- 5/20/2011
- Notice Type
- Combined Synopsis/Solicitation
- Contracting Office
- BIA-Albuquerque Acquisition Office 1001 Indian School Road NW, Room 347 Albuquerque NM 87104
- ZIP Code
- 87104
- Solicitation Number
- A11PS00398
- Response Due
- 6/20/2011
- Archive Date
- 5/19/2012
- Point of Contact
- Marita Roth Contracting Officer 5055633015 ;
- E-Mail Address
-
Point of Contact above, or if none listed, contact the IDEAS EC HELP DESK for assistance
(EC_helpdesk@NBC.GOV)
- Small Business Set-Aside
- N/A
- Description
- Professional, Administrative and Management Support for the Bureau of Indian Education (BIE), Division of Performance and Accountability (DPA). This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. This solicitation, BIE Special Education Training and Technical Assistance, is issued as a Request for Quote (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through the Federal Acquisition Regulation. The North American Industry classification (NAICS) code is 611710 Education Support Services and the business size maximum is $7.0 Million.This acquisition is being solicited under full and open competition. The resultant contract will be awarded a firm fixed price contract as defined in FAR 16.202 with a base and four one year option year periods. The Base Period of Performance (POP) shall be from Contract Award to June 30, 2012. Reference Section 14 Period of Performance. The Government plans to make one contract award. See attachment 4 (A11PS00398/04) Note (1): The price for each CLIN shall be inclusive of all personnel costs to include time to travel, materials, professional training, site meetings, report writing and submission, contractor travel expenses EXCEPT air travel, and other costs to perform the work. Air travel will be a reimbursed expense determined at the time the task order is issued. The loaded price for Basic Rate shall be for all support involved at the two day of meeting inclusive of Note (1) terms.Note (2): The loaded price for the Day Rate shall be for a per day support inclusive of Note (1) terms. The Day Rate will be used in conjunction with paragraph 6.1.2.1 and 6.2.2.2 COTR approvals. Note (3): The AC CLINS are reserved for the reimbursement of actual air travel for the contractor, support delivered under paragraph 6.2.3 Travel Support, and 6.1.2.1, 6.1.2.2, 6.1.2.3 and 6.1.2.4 Contingency paragraph. 1. INTRODUCTION:Under the provisions of P.L. 107-110 "No Child Left Behind" (NCLB) and the Memorandum of Agreement with the U.S. Department of Education the Bureau of Indian Education (BIE) is designated as the State Educational Agency (SEA) for 183 instructional and residential programs in 23 states that receive funding under NCLB. The BIE provides over-site and supervision for schools that are funded under P.L. 95-561 that are operated by the BIE and for tribally operated schools that are funded under the provisions of P.L. 100-297 and P.L. 93-638 that receive funding under NCLB. 100% of the students that attend BIE operated and funded programs meet the criterion for being socially and economically disadvantaged which qualifies these schools to receive funding under NCLB.As the SEA for these schools the BIE is responsible for ensuring that students with disabilities are provided with a free and appropriate public education (FAPE) under the Individuals with Disabilities Education Improvement Act, Part B, Section 612(a)(1)(A), December 3, 2004, (IDEA).2. BACKGROUND:The Advisory Board for Exceptional Children was established by Public Law 108-446, Individuals with Disabilities Education Improvement Act, Part B, Section 611(h)(6), December 3, 2004, (Act)(IDEA) and in accordance with the provisions of the Federal Advisory Committee Act (FACA). As amended, 5 U.S.C. App. 2. To meet the requirements of section 612(a)(21), the Secretary of the Interior shall establish, under the BIA, an advisory board composed of individuals involved in or concerned with the education or provision of services to Indian infants, toddlers, children, and youth with disabilities, including Indians with disabilities, Indian parents or guardians of such children, teachers, service providers, State and local education officials, representatives of tribes and tribal organizations, representatives State Interagency Coordinating Councils under section 641 in the States having reservations, and other members representing the various divisions and entities of the BIA. Under subpart 37.203 of the Advisory and Assistance Services Policy, subject to 37.205 "agencies may contract for advisory and assistance services, when essential to the agency's mission."The BIE Advisory Board for Exceptional Children provides the Secretary of the Interior with advice through an annual report due the first of November each year. This report is written by the Advisory Board and facilitated by the contractor. The final copy of the report is prepared for submission to the Secretary of the Interior by the DFO (Designated Federal Official). 3. SCOPEBIE requires the professional services of a contractor for technical and logistical support to conduct Advisory Board Meetings under the provisions of the Federal Advisory Committee Act (FACA). 4. REFERENCES34CFR ?? 300 - Assistance to States for the Education of Children with Disabilities Individuals with Disabilities Education Improvement Act (IDEA), December 3, 2004. FACA - Federal Advisory Committee Act as amended, 5. U.S.C. App. 2.5. GLOSSARY Advisory Committee/Board: The Federal Advisory Committee Act (FACA) defines the term "advisory Committee" as "any committee, or subcommittee or other subgroup thereof which is established or utilized by the President or an agency in the interest of obtaining advice or recommendations for the President or one or more agencies or officers of the federal Government".APA: Publication Manual of the American Psychological Association published by the American Psychological Association (2001)BIE Advisory Committee/Board: The BIE Advisory Board for Exceptional Children consists of fifteen members; federal and non-federal employees. Contracting Officer's Technical Representative (COTR): the Government representative designated by the Contracting Officer authorized to act within the limitations imposed under the terms of the contract and by the Contracting Officer (CO). The awarded contractor will receive a letter of appointment signed by the CO that appoints a COTR by name and phone number and which also identifies their responsibilities. This letter will be signed by the CO and the COTR.Days: A reference to calendar days.Designated Federal Official (DFO): The individual designated by the agency head, for each advisory committee for which each agency head is responsible, to implement the provisions of sections 10(e) and (f) of the Act and any advisory committee procedures of the agency under the control and supervision of the Committee Management Officer.DoI: Department of InteriorFACA: The Federal Advisory Committee Act governs the establishment, operation, and termination of advisory committees within the executive branch of the Federal Government. The Act defines what constitutes a Federal advisory committee and provides general procedures for the executive branch to follow for the operation of these advisory committees. In addition, the Act is designed to assure that the Congress and the public are kept informed with respect to the number, purpose, membership, activities, and cost of advisory committees.Fall Meeting: This meeting will be scheduled in late September or October of each year.IDEA: The Individuals with Disabilities Education Act of 2004: Public Law 108-446. Law established "(A) to ensure that all children with disabilities have available to them a free appropriate public education that emphasizes special education and related services designed to meet their unique needs and prepare them for further education, employment and independent living 1400(d)(10(A)".Office of Special Education Programs (OSEP): The Office of Special Education Programs (OSEP) is responsible for ensuring states' compliance with the Individuals with Disabilities Education Act (IDEA). IDEA guarantees the free appropriate public education (FAPE) of children with disabilities in the least restrictive environment (LRE). To assist states in meeting the needs of students with disabilities, OSEP has developed a continuous improvement monitoring process.Reasonableness Determination: The Government considers a cost reasonable if it is one a prudent business person would incur in a competitive business. 6. CONTRACTOR TASKS: The BIE Special Education Advisory Board for Exceptional Children is established in accordance with IDEA 2004 and meets 3-4 times per year, based on a schedule established by the Advisory Board (i.e. January, April, September and additional meeting as deemed necessary). The contract shall assist BIE with (a) subject matter expertise (SME) on relevant statutes to the Advisory Board accomplishing their duties; (b) the logistical arrangements, set up, and delivery of the meeting to include supporting the requirements with non-federal attendees; and (c) preparing the Advisory Board's Annual Report.6.1 Subject Matter ExpertiseThe contractor shall provide qualified SME who are knowledgeable of the laws and regulations relating to special education and related services. 6.1.1 Key Personnel A requirement of this contract is to maintain stability of personnel proposed in order to provide quality services. The contractor agrees to assign only those key personnel fulfill education, experience, and expert knowledge required in performance of this contract. The contractor agrees to assign to each task order only the individual whose resume has been reviewed by the COTR and determined to meet the qualifications of this contract. The contract shall not make any substitution or addition of personnel except in accordance with this clause. 6.1.1.1 If personnel assigned to a task order for whatever reason become unavailable for work under the contract for a continuous period exceeding ten (10) working days, or are expected to devote substantially less effort to the work than indicated in the task order, the contractor shall propose a substitution to such personnel, in accordance with paragraph 6.1.1.3 below. 6.1.1.2 All proposed key personnel substitutions shall be submitted, in writing, to the COTR at least fifteen days prior to the proposed substitution. Each request shall provide a detailed explanation of the circumstances necessitating the proposed substitution, a complete resume for the proposed substitute, information regarding the full financial impact of the change, and any other information required by the COTR to approve or disapprove the proposed substitution. All proposed key personnel substitutes (no matter when they are proposed during the performance period) shall have qualifications that are equal to or higher than the qualifications of the person being replaced. 6.1.1.3 The COTR shall evaluate requests for key personnel substitution and addition of key personnel and promptly notify the contractor, in writing, of whether the request is approved or disapproved. 6.1.1.4 If the COTR determines that suitable and timely replacement of personnel who have been reassigned, terminated or have otherwise become unavailable to perform under the contract is not reasonably forthcoming or that the resultant reduction of productive effort would impair the successful completion of the contract or the Task Order, the contract or Task Order may be terminated by the Contracting Officer for default or for the convenience of the Government, as appropriate. 6.1.1.5 The contractor shall maintain a list of at least four qualified individuals eligible to perform State Compliant Investigation. Within 24 hours of contract award, the contractor shall provide the COTR resumes for at least four individuals qualified to perform under this contract. Only with written confirmation from the COTR that an individual meets the contract requirements shall the contractor assign this person to a task order. The Government may use sources other than the contractor to confirm the qualifications and education information stated in the resume. Each resume shall be signed by the person certifying to the accuracy of the information in the resume and acknowledging their intent to work for the contractor.6.1.1.6 All personnel performing as SME under this contract shall meet or exceed the following minimum qualifications: See attachment 4 (A11PS00398/04) 6.1.2Technical AssistanceThe contractor shall conduct the BIE Advisory Board training to provide an overview of BIE, FACA, and the purpose of IDEA. In addition, the contractor shall training and technical assistance the BIE Advisory Board on regulatory, legislative or other educational updates relevant to FACA regulations and IDEA. The contractor shall provide supporting materials needed to facilitate the BIE Advisory Board.6.1.2.1Training and Technical Assistance: The contractor shall coordinate and collaborate with the COTR 60 days prior to the start of a meeting to determine the topics for each training session. 6.1.2.1.1The contractor shall present an orientation session that informs the meeting attendees of the role of BIE and its mission, the basic requirements of FACA, and the purpose of IDEA. 6.1.2.1.2The contractor shall provide two additional sessions on regulatory, legislative or other educational updates relevant to FACA regulations and IDEA. The COTR will approve the topic of each session which may originate from suggestions of the contractor, board member, or other source. 6.1.2.2 Materials: The contractor shall provide at the meeting all reference materials required by the Board. The reference materials include 20 copies of the Advisory Board charter and bylaws; FACE regulations; board agenda written by the Board Chairperson with input and approval of the DFO; board minutes, and the Advisory Board handbook. The contractor shall maintain these reference materials in between meetings ensuring they are protected from unauthorized release.6.1.2.3 Facilitation: The contractor shall provide key personnel for facilitation and/or support during the New-Board Member Orientation meeting. The contractor shall also provide facilitation and/or support at regular Board meetings to comply with agenda topics and times. 6.2 Meeting Logistical SupportThe contractor shall provide all of the logistics required to conduct the Advisory Board meetings. The support includes meeting room and hotel room reservations; room set up; invitations; audio visual equipment and screen set up and operation; conference phone line set up and operations; travel arrangement; and other ancillary support.6.2.1. Meeting Room Support6.2.1.1 January Annual Meeting in AlbuquerqueThe Government will conduct the 2-day January meeting at BIE Headquarters, Albuquerque, NM. The COTR will determine the exact dates and site of the meeting and notify the contractor in writing at least 60 days prior to the meeting dates. The contractor shall work with the COTR, or COTR appointee, for the set up of the room, to include seating, tables, audiovisual equipment, and conference phone line. The contractor shall ensure the meeting space accommodates at least 20 meeting attendees to include Federal and Non-Federal attendees and contractor support personnel. The contractor will notify the contractor in writing if the number of attendees is expected to exceed 20. Contingency: If any of the meeting dates occur on a weekend day, the contractor shall reserve meeting space at a site within Albuquerque. This site will be in addition to the meeting space at BIE Headquarters which is where any meeting during the work week will be accomplished. The contractor shall coordinate the set up of the room, to include seating, tables, audiovisual equipment, and conference phone line. This will be a reimbursable cost under CLINS 0001AC subject to the Contracting Officer reasonableness determination. The contractor shall coordinate with the COTR the reasonableness of this expense prior to accepting any binding agreements to incur this charge.6.2.1.2 Fall Annual Meeting in Washington DC or other Board determined site6.2.1.2.1 Meeting Site: The Government will conduct the 2-day Fall meeting at Department of Interior Headquarters, Washington DC. The COTR will determine the exact dates and site of the meeting and notify the contractor in writing at least 60 days prior to the meeting dates. The contractor shall work with the COTR, or COTR appointee, for the set up of the room, to include seating, tables, audiovisual equipment, and conference phone line. The contractor shall ensure the meeting space accommodates at least 20 meeting attendees to include Federal and Non-Federal attendees and contractor support personnel. The contractor will notify the contractor in writing if the number of attendees is expected to exceed 20. Contingency: If any of the meeting dates occur on a weekend day, the contractor shall reserve meeting space at a site within a 20 mile radius of Department of Interior Headquarters. This site will be in addition to the meeting space at DoI Headquarters which is where any meeting during the work week will be accomplished. The contractor shall coordinate the set up of the room, to include seating, tables, audiovisual equipment, and conference phone line. This will be a reimbursable cost under CLINS 0002AC subject to the Contracting Officer reasonableness determination. The contractor shall coordinate with the COTR the reasonableness of this expense prior to accepting any binding agreements to incur this charge.6.2.1.2.2 Meeting Invitations: The Government may invite certain Congressional Representatives to attend this meeting. When this occurs, the contractor shall coordinate the meeting logistics with the invitee. The contract support includes sending a formal invitation to the Representative to include the details of the meeting location and times, members of the Board of Advisors, and the agenda for the meeting. The contractor shall coordinate with the Representative confirmation of his attendance and the times of his planned attendance.6.2.1.3 3rd Meeting - Location To Be DeterminedThe Government will conduct its 2-day 3rd meeting at a location to be determined by the Advisory Board. The COTR will determine the exact dates and location of the meeting and notify the contractor in writing at least 60 days prior to the meeting dates. If the meeting site is at a Government building the contractor shall work with the COTR, or COTR appointee, for the set up of the room, to include seating, tables, audiovisual equipment, and conference phone line. The contractor shall ensure the meeting space accommodates at least 20 meeting attendees to include Federal and Non-Federal attendees and contractor support personnel. The contractor will notify the contractor in writing if the number of attendees is expected to exceed 20. Contingency: If any of the meeting dates occur on a weekend day, the contractor shall reserve meeting space at a site within Albuquerque. This site will be in addition to the meeting space at BIE Headquarters which is where any meeting during the work week will be accomplished. The contractor shall coordinate the set up of the room, to include seating, tables, audiovisual equipment, and conference phone line. This will be a reimbursable cost under CLINS 0003AC subject to the Contracting Officer reasonableness determination. The contractor shall coordinate with the COTR the reasonableness of this expense prior to accepting any binding agreements to incur this charge.6.2.1.4 4th Meeting - Location TBD (Optional)The Government may have a need to conduct a 2-day 4rd meeting at a location to be determined by the Advisory Board. The COTR will determine the exact dates and location of the meeting and notify the contractor in writing at least 60 days prior to the meeting dates. If the meeting site is at a Government building the contractor shall work with the COTR, or COTR appointee, for the set up of the room, to include seating, tables, audiovisual equipment, and conference phone line. The contractor shall ensure the meeting space accommodates at least 20 meeting attendees to include Federal and Non-Federal attendees and contractor support personnel. The contractor will notify the contractor in writing if the number of attendees is expected to exceed 20. Contingency: If any of the meeting dates occur on a weekend day, the contractor shall reserve meeting space at a site within the selected city. This site will be in addition to the meeting space where any meeting during the work week will be accomplished. The contractor shall coordinate the set up of the room, to include seating, tables, audiovisual equipment, and conference phone line. This will be a reimbursable cost under CLINS 0001AC subject to the Contracting Officer reasonableness determination. The contractor shall coordinate with the COTR the reasonableness of this expense prior to accepting any binding agreements to incur this charge.6.2.3 Travel SupportThe contractor shall make all travel reservations at the expense of the contract for non-Federal board members attending this meeting. The COTR will provide the contractor a list of non-Federal board members attending a conference. The list will include the contact information for the non-Federal individual. The contractor shall contact the individual to determine when the individual desires to travel and from what location. The contractor shall make airline reservations that accommodate, within reason, the travel dates and times desired by the non-Federal attendee. The contractor shall set hotel accommodations and transportation accommodations to and from the airport between the individual's home and airport, airport and destination hotel, and hotel and meeting site at a reasonable cost. These expenses will be reimbursed under the appropriate AC CLIN. The contractor shall attempt to locate reasonable hotel accommodations exclusive of taxes at the prevailing rate in the Federal Travel Regulations for that location. However, since hotels often refuse to honor Federal rates for Non-Federal employees the contractor shall receive prior written authorization from the contractor officer on the reasonableness of the hotel charge that exceeds the prevailing rate in the Federal Travel Regulations. The contractor shall include receipts with its invoice for these expenses.6.2.4 through 17 Continued on attachments. NOTE: There are four attachments to this solicitation, they are as follows:A11PS00398/01State Advisory Board Support 11 QA to 15A11PS00398/02State Advisory Board Support 16 Proposal PrepA11PS00398/03State Advisory Board Support 17 EvaluationA11PS00398/04State Advisory Board Support Attachment 4If you cannot access these four attachments in FBO, please send an email to marita.roth@bia.gov and I will email these three attachments to you.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/DOI/BIA/RestonVA/A11PS00398/listing.html)
- Place of Performance
- Address: Department of Interior, Bureau of Indian Education, 1011 Indian School Road NW, Albuquerque, NM
- Zip Code: 87104
- Zip Code: 87104
- Record
- SN02452939-W 20110522/110520234337-8400e740c2242a650b5bba40490f3f92 (fbodaily.com)
- Source
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FedBizOpps Link to This Notice
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