DoDEA - Substitute Caller Automation Software

Form / Attachment / Pricing Sheet

This document, "Attachment 2: Technical Objectives," outlines specific technical requirements and compliance questions for potential offerors regarding an automated substitute outreach and placement platform. It serves as a checklist for bidders to demonstrate their platform's capabilities and adherence to government standards.

• Instructions: Offerors must answer all questions with "Yes" or "No" in Column B and provide a detailed explanation (200 words or less per question) in Column C. Failure to answer all questions or exceeding the word limit for explanations may result in proposal unacceptability.
• Technical Objectives: Questions cover various aspects of the platform, including:
  • Security compliance with DoDEA guidelines and industry standards.
  • Reliability, uptime, and service continuity.
  • User-friendliness and intuitive interface design.
  • Automated outreach capabilities (real-time contact via phone, text, email, app).
  • Dynamic matching based on substitute criteria (certification, availability, location).
  • Dashboard features for managing pools, tracking status, and configuring communications.
  • Mobile access for administrators and substitutes.
  • Analytics and reporting for real-time visibility.
  • Adherence to IT compliance checklists (Attachment 3).
  • Multi-channel communication support.
  • High availability and minimal downtime.
  • Training materials and user support (including biannual updates).
  • Long-term technical support and software updates.

This attachment is critical for bidders to understand the specific technical and operational requirements of the automated substitute outreach and placement platform. A thorough and compliant response is mandatory for proposal acceptance. Bidders must carefully review each question and prepare detailed, concise explanations to demonstrate their platform's capabilities and compliance with government expectations.

Form / Attachment / Pricing Sheet

This document is a "Letter of Commitment" intended to be submitted by a potential offeror or subcontractor. It serves as a formal declaration that the company is committed to performing the work required by Solicitation HE1254-25-R-E007 for the Department of Defense Education Activity (DoDEA) Student Transportation Services (STS) for Ft. Liberty Military Community, NC, should they be awarded the contract.

• Fields for Date, Company Name, and Company Address.
• A subject line referencing the specific solicitation.
• A statement of commitment to perform the work.
• Signature, Name, and Title fields for the authorized representative.

This form is a required attachment for bidders to demonstrate their commitment to fulfilling the contract requirements if selected. Bidders must complete and submit this letter as part of their proposal.

Solicitation / RFP / RFQ

This solicitation is for a Substitute Caller Automation Software solution for the Department of Defense Education Activity (DoDEA). The goal is to streamline the process of assigning substitute or temporary personnel, increase operational efficiency, reduce administrative workload, align substitute placements with scheduled lesson plans, and ensure timely communication with substitutes. The software will include licenses and technical support for two DoDEA regions: Southeast District and Mid-Atlantic District.

• Substitute Caller Automation Software (licenses and technical support)

• Implementation and maintenance at two DoDEA regions.

• Contract Type: Firm-Fixed-Price (FFP)

• Period of Performance: Base year plus 3 additional option years, with a maximum 6-month extension possible under FAR 52.217-8.

• Estimated Value: USD 34,000,000.00

• NAICS Code: 541511

• Set-Aside: 100% small business set-aside.

• Offer Due Date: 15 December 2025, 12:00 PM Local Time.

• Submission Method: Via email to designated points of contact (Mr. John Myers and Ms. Colleen Pritchard).

• Evaluation Factors: Technical Approach (Technical Objectives and IT Compliance Checklist), Delivery Schedule, and Price. Technical Capability and Delivery Schedule combined are significantly more important than price.

• Key Deadlines: Questions due by 15 December 2025, 12:00 PM EDT. Offers due by 08 December 2025, 12:00 PM EDT.

• This acquisition is a 100% small business set-aside.

• The solicitation includes various FAR and DFARS clauses related to contract terms, payment, representations, and certifications.

• Attachments include: IT Compliance Checklist, Technical Objectives, Delivery Schedule, and Pricing Sheet.

Form / Attachment / Pricing Sheet

This document is Enclosure 5, a form for the Contractor Performance Assessment Reporting System (CPARS). It outlines the requirements and procedures for designating a contractor representative responsible for receiving and responding to performance assessments.

• Fields for the contractor representative's Name, Title, Email Address, Telephone Number, and N/CAGE number.
• Instructions for the designated representative regarding receiving, reviewing, commenting on, and returning performance assessments within specific timeframes.
• Requirements for requesting a meeting to discuss evaluations.
• Hardware and software requirements for accessing CPARS Online, including supported browsers and the necessity of Adobe Acrobat Reader.
• Contact information for technical support.

Bidders need to understand the CPARS process and designate a representative as required by this form. This designation is crucial for managing performance feedback and ensuring compliance with contract requirements related to performance assessments. The document also specifies the technical prerequisites for engaging with the CPARS system.

Form / Attachment / Pricing Sheet

This document, Enclosure 6 to Attachment 6, titled "Offeror Reps and Certs," contains the representation required by provision 52.204-26, "Covered Telecommunications Equipment or Services--Representation (OCT 2020)." It requires offerors to represent their status regarding the provision of covered telecommunications equipment or services to the Government.

• Definitions: Clarifies terms such as "covered telecommunications equipment or services" and "reasonable inquiry" by referencing clause 52.204-25.
• Procedures: Instructs offerors to review the System for Award Management (SAM) at https://www.sam.gov for excluded parties.
• Representations: Requires offerors to check boxes to indicate whether they:
  • Provide covered telecommunications equipment or services as part of their offered products or services to the Government.
  • After a reasonable inquiry, use covered telecommunications equipment or services, or any equipment, system, or service that uses such equipment or services.

Bidders must complete this form to certify their compliance with regulations concerning covered telecommunications equipment and services. This representation is a required part of the proposal submission.

Form / Attachment / Pricing Sheet

This document is Enclosure 3 to Attachment 6, titled "52.222-56 Certification Regarding Trafficking in Persons Compliance Plan." It requires offerors to certify their compliance with regulations concerning trafficking in persons.

• Offerors must provide their name.
• Offerors must certify that they have implemented a compliance plan to prevent prohibited activities related to trafficking in persons, as defined by clause 52.222-50.
• Offerors must select one or both of the following:
  • Certification that, to the best of their knowledge, neither they nor their agents or subcontractors are engaged in such activities.
  • Certification that if abuses have been found, appropriate remedial and referral actions have been taken.
• Fields for Signature, Title, and Date are provided for official certification.

This form is crucial for bidders to complete as it demonstrates compliance with federal requirements regarding combating trafficking in persons. Failure to properly complete and submit this certification may impact proposal evaluation or award.

Form / Attachment / Pricing Sheet

This document, "Attachment 4: Delivery Schedule," provides the required format and instructions for offerors to submit their proposed delivery schedule for the Americas Southeast District and Mid-Atlantic District Substitute Caller Automation Software. It outlines the specific deliverables and the required information for each.

• Deliverables: Includes standard project phases such as Project Kickoff, Data Migration and Integration, Testing, Training and Deployment, and achieving Fully Operational status.
• Dates: Offerors must fill in the Start Date and Completion Date for each deliverable in MM/DD/YYYY format.
• Description: A detailed explanation of the approach for each deliverable is required, not to exceed 200 words per cell. The government will only evaluate the first 200 words if the limit is exceeded.
• Two Districts: Separate schedules are provided for the Americas Southeast District and the Mid-Atlantic District.

This attachment is critical for proposal preparation. Offerors must accurately complete the delivery schedule, including specific dates and detailed descriptions of their approach for each deliverable. Failure to provide all required dates and descriptions may result in the proposal being deemed unacceptable for award. The 200-word limit per description cell is a strict requirement.

Form / Attachment / Pricing Sheet

This document is Enclosure 6 to Attachment 6, titled "Offeror Reps and Certs," and specifically addresses the representation required by provision 52.204-26, "Covered Telecommunications Equipment or Services--Representation (OCT 2020)." It requires offerors to represent their use of or provision of covered telecommunications equipment or services.

• Definitions: Clarifies terms such as "covered telecommunications equipment or services" and "reasonable inquiry" by referencing clause 52.204-25.
• Procedures: Instructs offerors to review the System for Award Management (SAM) website (https://www.sam.gov) for excluded parties.
• Representations: Offerors must indicate:
  • Whether they provide covered telecommunications equipment or services as part of their offered products or services to the Government.
  • Whether, after a reasonable inquiry, they use covered telecommunications equipment or services, or any equipment, system, or service that uses such equipment or services.

This form is critical for bidders to complete accurately. It requires a representation regarding the use or provision of specific telecommunications equipment and services, which may impact eligibility or compliance with government regulations. Bidders must carefully review the definitions and conduct a reasonable inquiry before completing the representation.

Form / Attachment / Pricing Sheet

This document, "Offeror Representations and Certifications - Commercial Products and Commercial Services (MAR 2025) (Deviation 2025-00003) Alternate I (FEB 2024)", is a standard form that offerors must complete as part of their proposal. It requires the offeror to make various representations and certifications regarding their business status, compliance with regulations, and other relevant factors.

• Offeror Information: Requires the name of the offeror, signature of an authorized individual, typed name, and date.
• SAM.gov Completion: Details how offerors who have completed annual representations and certifications electronically in SAM.gov should proceed, generally by verifying their SAM information.
• Specific Representations: Includes sections for offerors to represent their status as:
  • Small business concern (including joint ventures)
  • Veteran-owned small business concern (including SDVOSB and SDVOSB joint ventures)
  • Small disadvantaged business concern
  • Women-owned small business concern (including WOSB and EDWOSB joint ventures)
  • HUBZone small business concern (including joint ventures)
• Certifications: Covers certifications related to:
  • Payments to Influence Federal Transactions
  • Buy American Certificate
  • Buy American-Free Trade Agreements-Israeli Trade Act Certificate
  • Trade Agreements Certificate
  • Responsibility Matters (debarment, suspension, etc.)
  • Delinquent Tax Liability or Felony Conviction
  • Knowledge of Child Labor for Listed End Products
  • Public Disclosure of Greenhouse Gas Emissions and Reduction Goals
  • Covered Telecommunications Equipment or Services

This document is critical for all potential bidders. Completing these representations and certifications accurately is a mandatory part of the proposal submission process. Failure to complete or accurately represent information may result in disqualification. Bidders must carefully review each section to ensure they meet the requirements and accurately reflect their business status and compliance with federal regulations.

Form / Attachment / Pricing Sheet

This document, "252.239-7009 REPRESENTATION OF USE OF CLOUD COMPUTING (SEPT 2015)", is an enclosure requiring offerors to represent whether they anticipate using cloud computing services in the performance of any contract or subcontract resulting from this solicitation.

• Definition of Cloud Computing: Provides a standard definition for cloud computing services.
• Offeror Representation: Requires the offeror to check one of two boxes:
  • "Does anticipate that cloud computing services will be used..."
  • "Does not anticipate that cloud computing services will be used..."

Bidders must complete and submit this representation as part of their proposal. It helps the government understand the offeror's intended use of cloud services for the contract. Failure to complete this form may impact proposal evaluation or award.

Form / Attachment / Pricing Sheet

This document is a standard provision (52.209-7) titled "Information Regarding Responsibility Matters" from October 2018. It requires offerors to provide information about their responsibility and integrity, particularly concerning past Federal contracts and grants.

• Definitions: Clarifies terms like "Administrative proceeding" and "Principal."
• Contract/Grant Threshold: Defines "Federal contracts and grants with total value greater than $10,000,000."
• Offeror Representation: Requires offerors to select whether they "has" or "does not have" current active Federal contracts and grants exceeding $10,000,000.
• FAPIIS Information: If an offeror has such contracts/grants, they must represent that their information in the Federal Awardee Performance and Integrity Information System (FAPIIS) is current and accurate.
• Past Proceedings: Requires disclosure of any criminal, civil, or administrative proceedings within the last five years that resulted in specific dispositions (conviction, findings of fault with monetary penalties/restitution, or consent/compromise with acknowledgment of fault).
• FAPIIS Posting: Mandates that offerors post this information in FAPIIS and maintain an active registration in the System for Award Management (SAM.gov).

This provision is critical for bidders to understand their disclosure obligations regarding past performance and integrity. Failure to accurately complete this section or maintain SAM.gov registration could impact their eligibility or evaluation for the opportunity. Bidders must review their history and ensure compliance with the reporting requirements outlined.

Form / Attachment / Pricing Sheet

This document is Attachment 5, a pricing sheet, for the solicitation. It provides the structure for bidders to enter their pricing for the supplies and services required. Bidders must complete all yellow-highlighted cells and no other cells. Failure to comply may result in the proposal being deemed unacceptable.

• Supplies/Services: Includes "substitute caller automation software" and "Training" for various periods.
• Quantity & Unit: Specifies the quantity and unit of measure for each item.
• Unit Price & Amount: Fields for bidders to enter their pricing. The provided sheet shows 0.0 for all pre-filled amounts.
• Period of Performance: Outlines the base and option periods for which pricing is requested, including specific date ranges.
• FAR 52.217-8 Option to Extend Services: Includes a section for pricing related to this FAR clause.

This pricing sheet is critical for bidders to accurately quote their proposed costs for the software and training. Careful completion of the designated yellow cells is mandatory for proposal acceptability. The structure of this sheet dictates how pricing information must be presented for evaluation.

Form / Attachment / Pricing Sheet

This document is Attachment 3, an IT Compliance Checklist, which potential offerors must complete as part of their proposal submission. It outlines critical IT compliance requirements related to data security, privacy, cloud usage, access control, incident response, and personnel compliance.

• Instructions: Offerors must answer all questions with 'Yes' or 'No'.
• Compliance Plan: If an offeror answers 'No' to any requirement, they must provide a detailed explanation of their compliance plan in the provided column, not exceeding 200 words per cell. Failure to do so may result in the proposal being deemed unacceptable.
• Requirements Categories:
  • Data Location & Storage (e.g., U.S. storage, FIPS 140-2 encryption)
  • PII & Student Data Protection (e.g., FERPA, COPPA compliance, access limitations)
  • Cloud & IL2 Compliance (e.g., DoD IL2, FedRAMP Moderate PA, NIST SP 800-171)
  • Access Control & Authentication (e.g., RBAC, MFA, Azure AD/Google AD authentication)
  • Incident Response & Reporting (e.g., breach reporting within 72 hours, NIST guidelines)
  • Documentation & Audits (e.g., logs, RMF documentation)
  • Integration & Technical Standards (e.g., API integration, DoDEA data schema)
  • Personnel & Subcontractor Compliance (e.g., background investigations, subcontractor compliance reporting)

This checklist is crucial for bidders to understand the specific IT security and compliance standards mandated by the government. Accurate and complete responses, particularly the detailed compliance plans for any 'No' answers, are essential for proposal acceptability and award.

Performance Work Statement (PWS)

To procure an Automated Substitute Software solution for the Department of Defense Education Activity (DoDEA) to streamline the process of assigning substitute or temporary personnel. The goal is to increase operational efficiency, reduce administrative workload, align substitute placements with lesson plans, and ensure timely communication with substitutes.

• Implement and maintain an Automated Substitute Software solution in two DoDEA regions: Southeast District (10,310 students) and Mid-Atlantic District (9,509 students).

• The contract includes a base year plus three option years.

• A secure, reliable, and user-friendly platform for automating substitute outreach and placement.

• Automated outreach via phone, text, email, or app notifications based on predefined rules.

• Dynamic matching of substitutes based on criteria such as certification, availability, and location.

• An intuitive dashboard interface for managing substitute pools and tracking assignments.

• Mobile access for administrators and substitute personnel.

• Real-time analytics and reporting on substitute activity, fill rates, and system usage.

• Compliance with federal information security standards and passing the DoDEA IT Cyber Cloud Questionnaire.

• Multi-channel communication capabilities (voice, SMS, email).

• High availability with minimal downtime and timely technical support.

• Comprehensive training materials and user training sessions (biannually).

• Long-term technical support and software updates.

• Substitute Fill Rates: Improvement in the percentage of filled requests.

• Response Times: Reduction in time taken to assign substitutes.

• Cost Savings: Decrease in administrative labor costs.

• User Adoption: Level of engagement by substitutes and administrators.

• Feedback Quality: Teacher and student input on classroom continuity.

• Minimized Classroom Downtime: Faster placement of substitutes.

• Scalability to support both small schools and large districts.

• Implementation at Camp Lejeune and Fort Campbell schools must be completed by March 15, 2026.

• Full implementation at all schools must be completed prior to the start of the 2026/2027 school year.

• Software must be approved by relevant labor unions.

• Software must pass the DoDEA IT Cyber Cloud Questionnaire.

• No budget constraints are specified.