Department of Defense Education Activity, Hqs, Procurement Div, 4040 N. Fairfax Drive, 8th Floor, Arlington, Va 22203

B -- EVALUTION OF THE DDESS PILOT CONSOLIDATION IN AL, SC, AND VA. SOL MDA410-97-Q-0013 DUE 082697 POC David Taybron, Contract Specialist, 703-696-3845, ext. 1412 This is a combined synopsis/solicitation for commercial items prepared in accordance with the format FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. The solicitation, MDA410-97-Q-0011, is being issued as a request for quotation. This solicitation/contract will include all applicable provisions and clauses in effect through FAC 90-46. The standard industrial code is 8211. The small business size standard is 500 employees. The Department of Defense Education Activity (DoDEA) is a Department of Defense field activity under the direction, authority and control of the Deputy Assistant Secretary of Defense for Personnel Support, Families, and Education. The Department of Defense Domestic Dependent Elementary and Secondary Schools (DDESS) exists to provide for the education needs of eligible Department of Defense military and civilian dependents in grades kindergarten through 12 at sites both in the United States and overseas. These schools are located on 18 military installations in 7 states and Puerto Rico. Prior to 1996, DDESS was organized into 16 districts, each with a separate superintendent. During the 1996-97 school year, a pilot program involving the consolidation of functions was conducted in three states. The schools in Virginia (Quantico and Dahlgreen), South Carolina (Fort Jackson and Laurel Bay) and Alabama (Maxwell and Fort Rucker) were administratively aligned with one superintendent in each state. The districts within states maintained separate administrative, curriculum, staff development, logistics, fiscal, and other support functions. A. CONTRACT SCOPE AND OBJECTIVES: The contractor shall conduct studies of the DDESS system collecting and compiling information regarding the consolidation of functions in the 3 pilot states. In conducting these studies, the contractor shall coordinate their efforts with the DDESS headquarters and the superintendents of the three states pilots. The contractor shall first design a management plan and a study plan that addresses the development of the needed data collection instruments for meetings with primary sources such as DDESS headquarters staff, the various stakeholders in the 3 pilots to include; school board members, superintendents, installation commanders, certified and non-certified staff, unions, parents and organizations representing parents with students enrolled in the DDESS. The evaluation design is to address three major aspects: (1) the School District Consolidation; (2) School Board's Issues; and (3) the replication of the consolidation of functions to other states as specified. The study shall include the collection of information regarding: (a) Opinions and attitudes of DDESS personnel, parents and other interested stakeholders regarding the impact of the pilot on the total school program in those areas served by a single state superintendent; (b) Effective and efficient delivery of administrative and logistical support to the separate installation/school communities under the pilot consolidation project; and (c) Factors to be considered in determining the replication of consolidation of functions to other states. The objectives of this project are to: (1) collect and analyze data and information from a variety of sources regarding the effectiveness and efficiency of the state consolidation pilot program, to include opinions of stakeholders; (2) identify the factors to be considered in determining the appropriateness of replicating the consolidation of functions in other states. These outcomes shall be presented in a report and orally to the Special Assistant to DDESS. B. TASKS TO BE PERFORMED: The Study Plan shall include a plan of all tasks in accordance with this study. These plans shall be submitted for review by the Special Assistant for DDESS and the Director, DoDEA. The contractor shall revise plans in accordance with these review comments. The study is to address three aspects: (a) Aspect 1: School District Consolidation; The contractor will evaluate the effectiveness and efficiency of the delivery of the central or district office services to the separate installation and school communities under the state consolidation pilot. The contractor will also: (i) Develop a plan to evaluate the availability and quality of services for the 1996-97 school year. The evaluation is to include, but not limited to: (A) Personnel -- Determine and analyze the number of positions as result of the consolidation. Examine the effects of increased travel of the superintendents. Compare and contrast the responsibilities and span of control of superintendents and central office personnel in the pilot districts before and after consolidation. (B) Costs -- Examine the changes in cost by major budgetary categories, i.e., salaries, travel, etc. (C) Reallocation of Resources -- Include new initiatives in support of the DoDEA Community Strategic Plan; e.g., increased integration of technology in the curriculum, standardized testing program(s) and increased levels of accountability. (D) Address the increase/decrease or duplication of services. Address curriculum support, logistics, facilities, pupil personnel services, human resources office, communication, accountability, oversight of the budget and expenditures, staff development, etc. (E) District Demographics -- Impact of the number of schools within the pilot, number of students, number of certified and non-certified staffed, union contracts, total district budget, etc. (ii) Collect and analyze the data to be included in the development of the Final Report. (b) Aspect 2: School Board Issues; The contractor shall, in addressing the School Board, evaluate their perceived effectiveness and efficiency of having one state superintendent for each of the consolidated districts. The contractor shall develop the instruments and techniques to gather data to include written and telephonic surveys, face-to-face interviews. The contractor shall seek input fromthe various stakeholders. The contractor will develop a plan to (1) Evaluate the Availability of Superintendents -- Span of control, effective and efficient resolution of site based concerns, etc.; (2) Decision Making -- Local determination vs. statewide concerns, site based management, multi-tiered, etc.; (3) Political and Social Impact -- Local representation opportunities for parental participation, empowerment and flexibility, comparability with civilian school districts, etc.; and (4) School board member training. The contractor will collect and analyze the data to be included in the development of the Final Report. (c) Aspect 3: Consolidation of Functions in Other States; The contractor will define and discuss the essential elements in considering the replication of consolidation of functions in other states. Information is to be gathered from the various stakeholders. Demographics and geography, to include size and complexity of the consolidated district and the effectiveness/efficiency of a single superintendent in providing support for the unique and/or special programs provided by a individual district, time sensitive issues related to the notification of intent to consolidate functions and the effects on the educational and administrative services received by the stakeholders. This data will be used to make recommendations and used in the Final Report. The Management Plan: The contractor shall present a comprehensive Management Plan to show how they plan to control and monitor the progress of each tasks to the Contracting Officer's Technical Representative (COTR) at the initial planning meeting. This plan is to include major milestones and an overview of procedures for accomplishing each phase of the subject requirement. Following the COTR's review, the contractor will revise the plan in accordance with the comments provided. The Survey Questionnaire: The contractor shall develop survey(s) to solicit information from the stakeholders gathered from the initial interviews and pertinent data. The contractor shall implement a coding systems by which confidentiality can be maintained. The survey shall be approved by the COTR prior to use. The final instrument shall be in accordance with the COTR's recommendations. The contractor will then gather, analyze and report this data to the COTR. The Study Findings and Recommendations: The contractor shall collect all the required information then prepare all final data sets for analysis with complete documentation. The contractor will edit the data and ensure the accuracy of the coding. The contractor shall provide documentation of the survey processes used in the data collection and analysis to ensure that the critical technical issues have been considered and that the decisions are documented for further analysis. The contractor shall execute the reviewed management plan and study plan then prepare a initial draft for approval. After the comments are returned, the contractor is to present a final formal technical report of the findings and implications. The report is to include recommendations regarding the issues to be addressed in considering replication of the consolidation of functions in other states. The data obtained in the study is to serve as the basis for these recommendations. C. DELIVERABLES AND REPORTING REQUIREMENTS: For all technical reports the contractor shall follow the guidelines of the Publication Manual of the American Psychological Association, Third Edition. The contractor shall provide (1) copy of the Initial Report as a Word 6.0 for Windows 3.1 on 3.5" diskette and (3) copies of the report printed from the file. Graphs and tables used in reports used in reports and briefing shall be provided in PowerPoint or Excel Format. The contractor shall provide (1) copy of the Final Report as stated above. Government Review Time: The contractor shall allow (5) working days for Government Review of the Initial and Review Drafts, and the Final Copy. The Study Plan: There shall be a meeting between contractor and the Government within (7) days afterreceipt of award (ARO) of contract. This meeting is to exchange any information necessary for performance of the contract. The Management Plan: The draft plan shall be submitted at the initial meeting (5 days ARO). The Final Plan shall be submitted within (14) days after receipt from COTR. Progress report: The contractor will prepare (1) written progress report addressing each of the tasks. This report is to be submitted to the COTR midway through the term of this contract. Data Sets and Technical Manual: Initial Draft -- within 21 days ARO, the contractor shall submit to the COTR, (3) copies of the data sets and a report covering the work required by Aspects 1, 2, and 3. Review Draft -- within 10 days after receipt from COTR, the contractor shall submit (3) revised copies of the data sheets and report, including lessons learned on Aspects 1, 2, and 3. Final Copy -- within 10 working days after receipt from the COTR, the contractor shall submit (3) copies of the data sheets and a report covering allthe requirements, including lessons learned for Final Review. The Final Copy shall incorporate all changes required by the Final Review. The contractor shall brief the Special Assistant for DDESS on all findings within (10) working days of receipt of the review comments. (3) paper copies of this brief with PowerPoint files on 3.5" disk shall be delivered to the COTR. Final Report -- Initial Draft: Within (10) working days of receipt comments from COTR, (3) copies of the Final Report of Study Analyses. The report should include a background section on the scope, methodology and findings. Review Draft: Within (10) working days of receipt from COTR, (3) copies of a Final Report of Study including COTR comments. Final Report -- Final Copy: Within (10) working days, the contractor shall submit (3) copies of the Final Report of Study Analyses including COTR comments on review draft. The report shall include a background section on the purpose of the study methodology and findings. The final copy shall incorporate all the changes required. At this time the contractor will provide the Special Assistant for DDESS a briefing on the final report. D. GOVERNMENT FURNISHED FACILITIES: Use of meeting rooms and Government telephones at the DDESS Headquarters and District Offices will be made available for performance of this requirement. Invitational Travel Orders to accomplish travel identified in approved Study Plan. FAR 52.212-1, Instructions to Offerors-Commercial Items, is incorporated by reference and applies to this acquisition. FAR 52.212-2, Evaluation-Commercial Items, is incorporated by reference and applies to this acquisition. The following factors shall be used to evaluate quotes: technical capability, experience, past performance, and price. Sources shall provide information in sufficient detail to demonstrate their ability to perform. All factors are approximately equal to price. All Offerors SHALL include a COMPLETE copy of the provision 52.212-3, Offeror Representations and Certifications-Commercial Items, with its quote. FAR 52.212-4, Contract Terms and Conditions-Commercial Items is incorporated by reference and applies to this acquisition and resulting contract. Respondents will not be notified of the evaluation results. Quotes are due by 3:00 PM EDT on or before August 26, 1997, to the attention of David Taybron at the address above. ADDITIONAL CONTRACT REQUIREMENTS: DPAS rating is C9E. CBD Numbered Note: Note 22 applies. Offerors must acquaint themselves with the new regulations concerning Commercial Items acquisitions contained in FAR Part 12 and must ensure that all Representations and Certifications are executed and returned as called for in this solicitation. (0224)

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