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CELDT RFP Erratum #5: September 26, 2011

CELDT Request for Proposals: Erratum #5 refers to changes to the process of the RFP providing clarification on the requirements of the RFP.
Request for Proposals:
California English Language Development Test

The California Department of Education (CDE) has reviewed each technical proposal that was timely submitted in the response to the California English Development Test (CELDT) Request For Proposal (RFP). The evaluation team has determined that all bids were nonresponsive, because of material deviations from the RFP requirements. Because such deviations were pervasive in all submissions, CDE believes that additional direction is needed to allow bidders to submit a responsive technical proposal.  Therefore, CDE has determined that: i) prior technical proposals will be deemed “DRAFTS;” ii) the cost proposals previously submitted will be returned to each bidder unopened; and iii) CDE shall issue this Erratum containing the further clarifications on the RFP requirements set forth in Section II below to all potential bidders. Potential bidders will be allowed to submit a FINAL technical proposal and FINAL cost proposal by 5:00 p.m. PT on October 18, 2011, pursuant to the process set forth in Section I below. FINAL Proposals will be accepted by any potential bidder, whether or not a prior proposal was submitted and deemed a draft.

  1. Clarification:

    CDE will provide clarification (Section III of this Erratum) of the RFP and examples related to specific sections of the RFP.

  1. Additional Questions and Answers:

    Bidders will have an opportunity to submit questions for clarification of the RFP, this Erratum and all Errata associated with the RFP. The bidder must include its name, email address, and telephone number with its submission of questions. The bidder should specify the relevant section and page number of the RFP for each question submitted. Questions must be received by 5:00 p.m. PT on October 3, 2011. All questions must be submitted either by email or facsimile. Bidders should address all questions to:

Kerri Wong
California Department of Education
Assessment and Accountability Division
Fax: (916) 319-0967

The CDE will make every effort to email and/or post its responses to all bidders by 5:00 p.m. PT on October 7, 2011(tentatively). The CDE reserves the right to rephrase any question, to decline to answer any question and/or to respond to late or improperly submitted questions at its discretion.

  1. Submission of FINAL Technical Proposal and FINAL Cost Proposal:

    Each bidder must submit a Final Technical Proposal that describes its experience, its qualifications to conduct the required activities, and its approach to completing the tasks. One original (clearly marked FINAL – ORIGINAL) AND ten copies of the Final Technical Proposal, along with all required attachments, must be sealed, marked, and packaged separately from the Cost Proposals. The Final Technical Proposals submitted must comply with the format and content requirements detailed in this section. All Final Technical Proposals must be clearly labeled on the outside of the envelope of package with the following proposal title:

California English Language Development Test
Test Administration 2012 – 2015

Proposals sent by regular postal services, express courier, or hand-delivered must be directed to the CDE at the following address:

California Department of Education
Assessment and Accountability Division
1430 N Street, Suite 4202
Sacramento, CA 95814
Attn: Kerri Wong

Separately, each bidder must submit a Final Cost Proposal that describes the costs for completing the tasks in the Final Technical Proposal. One original (clearly marked FINAL – ORIGINAL) and ten copies of the Final Cost Proposal must be sealed, marked and packaged separately from the Final Technical Proposal. The Final Cost Proposal will NOT be opened unless the Final Technical Proposal has met the requirement of Step I, Parts 1 and 2 (see RFP Sections 9 and 11). All Final Cost Proposals must be clearly labeled on the outside of the envelope of package with the following proposal title:

California English Language Development Test
Test Administration 2012 – 201

The Final submission, consisting of both the Final Technical Proposal and the Final Cost Proposal, must be received no later than 5:00 p.m. PT on October 18, 2011 at the CDE. Transmission by electronic mail (modem/internet) or facsimile (fax) shall not be accepted. It is the bidder’s responsibility to ensure that the Final submission is received by the CDE by the deadline.

  1. Evaluation Process of Final Proposals:

Final Proposals will be reviewed and evaluated in accordance with Section 11.0 of the RFP.

Questions October 3, 2011 (5:00 p.m. PT)
CDE Response to Questions October 7, 2011 (5:00 p.m. PT, tentative)
Final Proposals Due

October 18, 2011 (5:00 p.m. PT)

Review of the Final Proposals October 24 – 28, 2011 (tentative)
Bid Opening Date

November 4 2011 (10:00 a.m. PT, tentative)
1430 N Street, Suite 1108

Five-Day Posting of Intent to Award November 14 – 18, 2011 (tentative)
Contract Start Date  

January 1, 2012
(contingent upon DGS approval)

Section III: Clarifications

The following clarifications are intended to identify common or significant areas of non-responsiveness to the RFP requirements that were identified in the review of the draft technical proposals.  Not all areas of non-compliance discovered in the review of the drafts have been addressed. The primary purpose of these clarifications is to help each bidder submit an accurate FINAL technical proposal that will be considered for its merit, rather than being deemed defective and disqualified for misstatements, incompleteness or technical/formatting errors.

  1. The technical proposal and cost proposal must satisfy each element of the RFP. For example, if a proposal states “to be determined,” “to be negotiated,” “as needed,” “excluded from this proposal” or for which “zero” or “0” hours are allocated, the proposal will be deemed as non-responsive to that RFP requirement and scored accordingly. The State will not make any counter proposals and there is no opportunity for further negotiations before contract award. Therefore, if additional information is needed to address a particular requirement, please take advantage of the Question and Answer process by October 5, 2011 to obtain the information needed to fully respond to all RFP requirements.  This applies to all requirements, including those which the bidder intends to subcontract (remember, the bidder must remain contractually responsible to CDE for all subcontract work).

  2. Plans, processes procedures and descriptions:
    Throughout the various sections, the RFP requires that the bidder’s proposal include plans, processes, procedures and descriptions.  The RFP typically requires that the bidder include a completed plan, process, procedure or description in the proposal.  If the Bidder states that the plan, process, procedure or description will be prepared after contract award, the task or subtask will be deemed non-responsive and scored accordingly. The plan, process, procedure or description should describe in detail the bidders approach in addressing said task so that CDE can evaluate the plans of the respective bidders.

    The proposal must include an item development plan that specifies that a minimum of 696 items approved by the CDE to be field tested in the 2013-14, 2014-15, and 2015-16 editions, and entered into the CELDT item database. The CDE evaluation team will review the bidder’s item development plan in its entirety to describe the bidder’s approach to completing this task. Bidders may not develop the plan once the contract has been awarded. The plan in complete detail must be included in the bidder’s proposal. As stated in the RFP, the plan will be renewed and modified annually, but a baseline for such annual modifications must be provided for all three years. (RFP, Section 3.2.A)

  3. Hours must be allocated across all tasks identified in Section 3 of this RFP. Each task must identify the number of hours required to complete the task including subtasks. The task must reflect the bidder’s hours and the hours for all subcontractors performing any portion of the work related to that task. A proposal may state “included in the hours for task [X] –[Z].”  However, if a proposal states “zero (0)” hours are allocated to a particular task, CDE must assume that no work will be done and the proposal will be deemed as non-responsive to that task and scored accordingly.  If a subcontractor will perform a task, the Contractor must put in a reasonable number of hours (greater than zero) to manage and supervise the work. See “Subcontracting” below for more information on subcontractors.

  4. It is the bidder’s responsibility to ensure their bid submission is consistent with the requirements contained in the RFP. It is also the bidder’s responsibility to ensure that the information provided is consistent throughout the proposal.

The proposal must address specific responsibilities of each individual/job position title for each specific task. The individuals named in the bidder’s proposal for specific tasks must also be consistent in the narrative of said tasks. Should the bidder make reference to a “team” the bidder must also identify the individuals that are included in the “team” which must be consistent with those individuals identified in the staff organizational plan. (RFP, Section 5.4.D(3))

  1. The bidder must provide a separate timeline for each of the five fiscal years by task. The proposal must include a detailed narrative schedule that outlines chronologically each task and its activities set forth in RFP Section 3 to be performed each fiscal year under this contract. The bidder must provide one timeline for each fiscal year. In addition to the dates and the activities, the timeline must also include the task number associated with that activity in the timeline. (RFP, Section 3.1.F)

  2. The Contractor is responsible for any work it subcontracts.

  3. Bidder's cover letter must make all the acknowledgements set forth in Section 5.4.A.

  4. Subcontractors may not submit final deliverables directly to the CDE. Rather, the subcontractor must provide the final deliverables to the Bidder for its final review and approval, after which the Bidder may then submit the deliverable to CDE its review and approval.

  5. The Bidder must designate a Project Coordinator who is a part of Bidder’s management team (it could be the Project Manager) and who is responsible for managing each subcontractor. In addition, as part of the Staffing Plan, the Bidder must identify all project participants who exercise a major administrative role, major policy role, consultant or lead role.  There must be at least one employee of each subcontractor who is identified as the lead for that subcontractor. CDE, at its discretion will decide whether to work exclusively with Bidder’s Project Coordinator on subcontract issues or may work jointly with the Project Coordinator and the subcontractor lead. Bidders may not assume that CDE will work directly with the subcontractor, without participation through the Project Coordinator.

  6. The proposal must clearly demonstrate the bidder’s ability to provide oversight of all work being performed by all subcontractors, including the allocation of a reasonable number of hours for subcontractor management to the Project Coordinator’s workload. The CDE evaluation team will review the narrative of the task, the bidder’s and subcontractor’s hours associated with the task, the bidder’s and subcontractor’s management and staffing for the task and the bidder’s and subcontractor’s related capacity and experience for the task. (RFP, Section 7.15).
Questions:   CELDT Team | | 916-319-0784
Last Reviewed: Monday, August 15, 2016
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