Department of Defense Education Activity, Hqs, Procurement Div, 4040 N. Fairfax Drive, 4th Floor, Arlington, Va 22203

70 -- DODEA SPECIAL EDUCATION APPLICATION SOFTWARE SOL MDA410-99-R-0001 DUE 121098 POC Mr. DeLuca, 703/696-3843 x 1403, Frank Brisebois 703/696-1420 x2709 This is a combined synopsis/solicitation (NO OTHER SOLICITATION SHALL BE ISSUED) for DODEA Special Education Application (DSEA) software, prepared in accordance with the format in FAR Subpart 12.6 and issued under the authority of FAR Subpart 13.5 -- "Test Program for Certain Commercial Items." FAR 13 -- Simplified Acquisition Procedures. This announcement constitutes the only solicitation for this requirement. Written proposals are being requested and a written solicitation will not be issued. The solicitation number is MDA410-99-R-0001. The solicitation is being issued as a Request for Proposal (RFP). The minimum quantity shall be one lot of DSEA software sufficient for providing support for at least one hundred DODEA Special Education teachers at at least fifty DODEA schools, with a total of at least two thousand special education students under care. General background information regarding DODEA is available on internet at www.odedodea.edu. Duration of the initial contract shall not exceed one year following date of award, with five one-year option periods which shall be exercised at the sole discretion of the contracting officer. If an option year is required, the contracting officer will advise intent to the contractor in writing at least 60 days prior to expiration of the contract. Offeror shall quote software one-time license fee and annual software maintenance fee on a per-student basis. The one-time license fee shall include the cost of maintenance for the first year. For evaluation purposes only, the following quantities and delivery schedule will be used: QTY QTY QTY QTY QTY QTY CLIN DESCRIPTION YR1 YR 2 YR 3 YR 4 YR 5 YR 6 0001 SOFTWARE 0001AA DSEA SOFTWARE 10,359 260 260 260 260 260 (PER STUDENT) 0002 TRAINING 0002AA TRAIN-THE-TRAINER 4 6 5 3 3 3 AT CONTRACTOR FACILITY (PER STUDENT) 0002AB USER TRAINING 23 63 3 3 3 3 AT CONTRACTOR FACILITY (PER STUDENT) 0002BA TRAIN-THE-TRAINER 1 1 1 1 1 1 AT GOVT FACILITY (PER SESSION) 0002BB USER TRAINING AT 1 2 1 1 1 1 GOVT FACILITY (PER SESSION) 0003 DOCUMENTATION 0003AA DSEA SOFTWARE 10 10 1 1 1 1 DOCUMENTATION (PER COPY) 0004 SOFTWARE MAINTENANCE 0004AA DSEA MAINTENANCE 0 10,359 10,619 10,879 11,139 11,399 (PER YEAR) (NOTE: First year maint is to be included in CLIN 0001AA) Software shall be provided on CD-ROM media and with full commercial documentation. Documentation shall also be separately orderable. 1.0-SCOPE-The software shall enable users to efficiently maintain all records of Special Education cases, shall ensure that legally-required procedures are followed, shall provide automated support for all required administrative processes and shall maintain a database of Special Education statistics and information. Software maintenance shall include correction of software bugs, software upgrades and new releases to maintain state-of-the-art product, and toll-free (CONUS) hot-line telephone technical support during an eight-hour time period each day except weekends and government holidays. Training shall be available both for end users and for government personnel who will conduct training for other end users. 2.0-PURPOSE-DSEA shall provide automated support for DSEA administrative information management, shall ensure that legal procedural requirements are met, and shall significantly reduce the workload of Special Education record-keeping. 3.0-REQUIREMENTS: 3.1- The DSEA shall facilitate the development of Individualized Educational Plans (IEP), 3.2- The DSEA shall facilitate the development of Individualized Transition Plans (ITP), 3.3- The DSEA shall facilitate the documentation of the assessment process, 3.4- The DSEA shall facilitate the development of Annual Review Reports, 3.5- The DSEA shall facilitate the development of Three-year Review Reports, 3.6- The DSEA shall have a feature to print pre-formatted letters to parents/guardians, 3.7- The DSEA shall document the legally valid completion of 1) the referral process, 2) the assessment process, 3) the eligibility determination process, 4) IEP development, 5) IEP modification/maintenance, 6) the one-year report process, and 7) the three-year report process. 3.8- The DSEA shall allow for import and export of case records in ASCII format on an individual and on a group basis. 4.0-SCHEDULE FOR DELIVERY AND SUPPORT- The successful offeror shall provide copies of the software and complete documentation to all sites specified by the government in a delivery order within 30 days after receipt of order (ARO). All shipping costs to CONUS addresses or to APO/FPO for overseas activities shall be included in the quoted prices. All shipping shall be by first class mail. Training services shall begin as scheduled by the contractor when provided at contractor facilities. When provided at government facilities, training shall begin when scheduled by the government, but not prior to 30 days ARO. 5.0- TESTING, TRAINING AND TECHNICAL SUPPORT- The successful offeror shall provide a toll-free (CONUS) hot-line telephone technical support during a minimum of eight hours each day except weekends and government holidays. The successful offeror shall provide two types of training: 1) a user-training course which lasts no more than five full days, and provides complete training for an end-user of the software; 2) a train-the-trainer course which lasts no more than ten full days, and provides complete training for a candidate who will serve as a trainer for end-users. Training prices shall be proposed both for on-site training at CONUS government facilities and for presentation at contractor-provided facilities. Training provided at a contractor facility shall be priced on a per-student basis. Training provided at a government facility shall be priced on a per-session basis. When training is at a government facility, the government will provide equipment for student use and will reproduce copies of the training materials from an original provided in advance by the contractor. The trainee shall retain all training materials provided. Contractor travel required to conduct classes at government facilities shall be compensated IAW the Joint Travel Regulations. 6.0-WARRANTY/DELIVERY- Submission of descriptive literature, two copies of the proposed software and a detailed technical proposal responding to all specified requirements is required for this procurement. Descriptive literature shall describe all aspects of functional use and operation of the software. The government will install and test the proposed software on one or more 486/75 MHz computers, with minimum 16 MB RAM and minimum 100 MB free hard disk, running under Windows for Workgroups. The software will also be installed as network software in a client/server mode, using a 200 MHz or higher Pentium with minimum 32 MB RAM and minimum 500 MB free hard disk, running under Windows NT. The software is required to function properly in both configurations. The technical proposal shall describe the offeror's proposed technical support, warranty and license terms and conditions for the software, and shall include names, addresses and telephone numbers for a minimum of six current customers, who are users of the proposed software and are willing to provide information regarding their experience with your company and product. 7.0-YEAR 2000 COMPLIANT-The Offeror warrants that each item of software and firmware delivered or developed under this purchase order shall be able to accurately process date data (including, but not limited to, calculating, comparing, and sequencing) from, into, and between the twentieth and twenty-first centuries, including leap year calculations, when used in accordance with the item documentation provided by the offeror, provided that all listed or unlisted items used in combination with such listed item properly exchange date data with it. Purchased items must perform as a system in accordance with the Offeror's warranty. That warranty shall apply to the purchased items as a system. The duration of this warranty and the remedies available to the Government for breach of this warranty shall be as defined in, and subject to, the terms and limitations of any general warranty provisions, provided that not withstanding any provision to the contrary in such warranty provisions(s), or in the absence of any such provision(s), the repair or replacement of any listed item whose non-compliance is discovered and made known to the offeror in writing within ninety (90) days after acceptance. Nothing in this warranty shall be construed to limit any rights or remedies the Government may otherwise have under this contract with respect to defects other than Year 2000 performance. 8.0-EVALUATION-The offeror must meet all requirements detailed in this synopsis/solicitation. The government will install and test the proposed software, and will evaluate the software for: 1) suitability for use by DoDEA Special Education teachers and administrators, 2) ease of integration with Chancery Software Ltd. Win School, and 3) general ease of use. No offerors will be allowed to observe or participate in any of the testing. It is anticipated that a firm-fixed price Indefinite-delivery, indefinite-quantity single award purchase order will result from this RFP. The government will award a purchase order to the offeror that provides the greatest overall benefit in response to this synopsis/solicitation including price and other factors -- this is a best value procurement. The performance of the software in the government software test will be the most important factor in the evaluation. Cost to the government will be the second most important factor. Past performance will also be evaluated, as the third most important factor. The selected offeror must demonstrate an acceptable past performance record by submitting the names, addresses and telephone numbers of at least six (6) current customers who will provide information concerning the quality of the product(s) and support provided by the offeror. Each offeror must also complete and submit a copy of the cost model, which is available on the DoDEA internet web site at ftp://www.odedodea.edu/MIS/DSEA/DSEACOST.XLS. The cost model includes the contract line item numbers, quantities and units of measure which are being solicited (also included in this notice). The cost model provides for evaluating the cost of complete, DoDEA-wide implementation (260 sites, 600 users, 11,000 students). The cost proposal shall be prepared using the cost model and shall be submitted on 3.5 inch floppy diskette, together with a hardcopy printout of the completed model. The hardcopy printout shall constitute the offeror's proposed pricing. All requirements identified in this notice must be met by an offeror's proposal in order for it to be considered for award. Failure to meet any of the requirements will eliminate the proposed product from further consideration. Failure of an offeror to submit descriptive literature for a proposed product will result in that product being rejected from further consideration. Further, a technical proposal which fails to show that the proposed product complies with the requirements stated above will result in the rejection of that proposal. All responsible sources may submit a proposal, which will be considered by the government. The SIC for this acquisition is 7372. This acquisition has NOT been designated as a Small or Small and Disadvantaged Business set-aside, but note that FAR clauses 52.219-8 and 52.222-26 are included by reference. All offerors must be preregistered with DoD -- see the clause at http://farsite.hill.af.mil/reghtml/dfars/dfars52a.htm#P448_25208. Offerors are to include a completed copy of the provisions at 52.121-3-Offeror Representations and Certifications-Commercial Items with their bid. The following clauses also apply: 52.212-1 Instructions to Offeror-Commercial Items, 52.21.-2 Evaluation-Commercial Items, 52.212-4 Contract Terms and Conditions-Commercial Items, 52.212-5 Contract Terms and Conditions Required to Implement Statues or Executive Orders-Commercial Items, 52.203-6 Restrictions on Subofferor Sales to the Government, with Alternate I (41 USC 253g and 10 USC2402), 52.203-10, Price or Fee Adjustment for Illegal or Improper Activity (41 USC 423), 52.219-8 Utilization Small Business Concerns and Small Disadvantage Business Concerns {15 USC 637 (d) (2) and (3)}, 52.222-26 Equal Opportunity (EO 11246), 52.222-35 Affirmative Action for Special Disabled and Vietnam Era Veterans (38 USC 4212) 52.222-36 Affirmative Action for Handicapped Workers (29 USC 793), 52.222-37 Employment Reports on Special Disabled Veterans and Veterans of the Vietnam Era (38 USC 4212), 52.225-3 Buy American Act-Supplies, 52.232-33 Mandatory Information for Electronic Funds Transfer Payment. The following provision also applies: 52.214-21 Descriptive Literature. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 97-04. The clauses are incorporated by reference, with the same force and effect as if they were given in full text. Clauses can be viewed in full text at the following Internet Addresses: WWW.ARNET.gov and WWW.GSA.gov/FAR/. Quotes are being solicited on an unrestricted basis. The due date for submission of proposals is _12/10/98_, 1998 at 2:00 PM local time to DoD Education Activity, Procurement Division, Attn: Mr. DeLuca, 4040 N. Fairfax Dr., Arlington, VA 22203-1635. Award is anticipated by 01/10/99. All requests for information regarding this solicitation are to be directed to Mr. DeLuca, Contracting Officer -- (703) 696-3843 x 1403. Technical and/or administrative questions must be received no later than five (5) business days after publication of this notice and may be tele-faxed to (703) 696-3749 or (703) 696-4871, or mailed to the address for submission of proposals shown above. Or, you can E-Mail your questions to Frank Brisebois, 703/696-1420 x2709. In order to prepare the offeror's mailing list as well as distribution of possible amendments to the solicitation, please fax your company's name, address, telephone and fax numbers, and point of contact as soon as possible. Failure to do so will preclude DoDEA from the responsibility of providing you with possible amendments or other required information. It is the vendor's responsibility to make sure that the named DoDEA representative has received all faxed and/or E-mailed information. Offerors are responsible to comply with this notice and any amendments thereto. PLEASE NOTE THAT THIS ANNOUNCEMENT CONSTITUTES THE SOLICITATON, NO OTHER SOLICITATION WILL BE ISSUED. Posted 11/09/98 (W-SN269618). (0313)

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