Attachment 3 - ACWS Transition Information for Offerors - Community Needs Assessment.pdf

Army Contract Writing System (ACWS) Transition Information for Offerors

a. The Army Contracting Enterprise (ACE) is in the process of deploying new solicitation and contract writing software to Army contracting o ices worldwide. Known as the Army Contract Writing System (ACWS), this modern software suite will soon replace most existing Army contract writing systems, including the system used to create and release this Solicitation.

b. During this transition period, O erors are hereby advised:

1. The Contracting O ice may use any combination of contract writing systems to create and release documents related to this solicitation (e.g. solicitation amendments and awards, if any). Due to this:

i. This solicitation may contain di erent o er submission instructions than other solicitations released by the same Contracting O ice (e.g. requiring o er submission via the PIEE Solicitation Module vs. e-mail). O erors should review all o er submission instructions contained in the solicitation documents and direct any questions or concerns to the Contract Specialist or Contracting O icer.

ii. If the Contracting O ice switches contract writing systems prior to award, documents you receive from the Contracting O icer or view on SAM.gov or other forums may appear noticeably di erent than the initial solicitation or previous solicitations or awards from the same Contracting O ice. This is normal and expected.

iii. A change between contract writing systems may cause important information concerning solicitation response (amendments) or accepted terms (awards) to take on di erent formatting or appear in di erent parts of later documents issued.

O erors shall review all documents carefully to locate this important information and direct any questions or concerns to the Contract Specialist or Contracting O icer.

2. The Government does not intend to use the transition between contract writing systems to e ect any changes to solicitation or award terms and conditions without accompanying document narratives explicitly stating such changes are deliberate and desired. While the Contract Specialist and Contracting O icer will take care to minimize or eliminate any inadvertent changes when adapting to the new contract writing software, you, as the O eror, may still be the first to spot such errors. Therefore, O erors shall:

i. Notify the Contracting O icer immediately if any observed changes, removals, or additions a ect your award eligibility, violate or alter existing quote/proposal terms, or could a ect Contract performance post-award.

ii. Take special care to ensure all fill-in Clauses are populated and remain populated across documents received from the Contracting O ice throughout the Solicitation and Award process.

iii. Contact the Contracting O icer listed on the first page of the solicitation or solicitation amendment for guidance if you notice or suspect any inadvertent change has occurred between document issuances.

3. The Contracting O icer will correct problems a ecting award documents (if any) via bilateral modification, at no cost to the Contractor. Any such modification will reconcile the award with the latest version of this solicitation reflecting deliberate action by the Contracting O icer (e.g. the first issuance if no amendments, or the latest amendment with accompanying narratives), inclusive of any documented pre-award negotiations or accepted supplemental o er terms.

4. In the unlikely event a network disruption, contract writing system error, or financial system error threatens timely award of the requirement set forth in this solicitation, the Contracting O icer:

i. May elect to use alternative mechanisms to obligate funds and allow work or deliveries to legally begin to the benefit of, and with legal protection for, both parties.

ii. Will incorporate the latest version of this Solicitation into such mechanisms to serve as a framework for contract execution until any such system problems are resolved.

iii. Will ensure any action taken does not conflict with the stated o er evaluation and award methodology of this requirement.

Will issue a complete, properly-formatted award accurately reflecting this requirement and all applicable terms and conditions once systems return to normal.