ATTACHMENT 7_TPP Pre-Soliciation Questions_ 11.25.2025.pdf

Travel Pay Processing Services Pre-solicitation

Questions and Answers

FA4690-26-R-0003

1. Can the government confirm if the anticipated RFP will be set aside as WOSB with a size standard of $12M or full and open? The pre-solicitation mentions both full and open and WOSB with a size standard of $12M.

a. The Government intends to set aside this procurement for Women-Owned Small

Businesses (WOSB).

2. Can the government provide an estimated volume of vouchers processed over one year?

a. Contractor employees computed ~89.7K payments in FY25.

3. For planning purposes, could you confirm whether the Government intends to retain the

WOSB set-aside, or if additional socioeconomic categories would be considered as part of market research?

a. The Government intends to retain a WOSB set-aside. Market Research has already been completed for this acquisition.

4. Since the PWS specifies a requirement of 25 vouchers per FST per day, can you confirm the average daily or monthly total number of vouchers historically processed? This will help us determine the appropriate number of FSTs required to maintain performance metrics.

a. Performance metrics are measured on an individual level. For example, if the contractor has five vacant FST positions, the daily requirement will be 30 FSTs x 25 vouchers = 750 vouchers per business day, on average. Fully staffed, the average daily requirement is 925 vouchers per day (37x25).

5. Is there a requirement for all contractor personnel to work on-site, or is a hybrid model

(on-site PM with remote FST support) acceptable if performance thresholds are met?

a. Contractor employees are required to work on-site

6. Does the Program Manager need to be physically onsite full-time, or is partial remote oversight allowed? Also, is the PM permitted to oversee multiple contracts as long as performance standards are met?

a. The Program Manager will need to be physically present to address FST and

Government needs. Managing other outside programs will be contingent on the successful management of this contract and at the discretion of the contractor.

7. Will the contractor have access to current Standard Operating Procedures, training references, and workflow materials to align our training program with the existing processes?

a. Yes, all training materials used to facilitate the current training program will be made available to the contractor.

8. Should we plan for all monthly and quarterly meetings to be in-person, or can these be conducted virtually at the Government’s discretion?

a. Either option is acceptable

9. The PWS states Interim Secret is acceptable at the start of work. Can you confirm that

Interim Secret remains acceptable for the duration of the effort unless a final adjudication is required?

a. Yes, the process described is acceptable

10. Does the Government have an anticipated NAICS code, contract type (e.g., FFP, T&M, hybrid), and small business/set-aside strategy (e.g., small business, WOSB/EDWOSB) for this requirement?

a. The Government intends to set aside this procurement for Women-Owned Small

Businesses (WOSB). The anticipated NAICS code for this requirement is 561110 – Office Administrative Services, with a size standard of $12,000,000. The contract will be awarded as Firm-Fixed-Price (FFP) contract. Only vendors certified in the appropriate small business categories (WOSB/EDWOSB/SDVOSB) are eligible to compete for this requirement.

11. Beyond the 12-month base period described in the draft PWS, does the Government anticipate including option periods, and if so, how many and of what duration?

a. The Government anticipates a base year followed by two one-year option periods, with an additional six-month extension at the Government's discretion. This would result in a potential contract duration of up to three years and six months if all options and the extension are exercised.

12. Authorized Staffing Levels (FTEs)?

a. The PWS requires the contractor to maintain at least 80% of “authorized positions.”

How many full-time equivalent (FTE) positions does the Government currently anticipate for this requirement, by functional area (Relocation/Travel Pay vs. Travel Accounting vs. Program Management)?

13. Can the Government provide historical workload data (e.g., monthly average and peak volume of travel vouchers and travel accounting transactions) and identify any seasonal spikes (such as PCS cycles or end-of-year surges) that would materially affect staffing and overtime planning?

a. Historically, the peak season begins mid-June and ends mid-September, with voluntary overtime typically being offered to authorized contractor employees.

Voluntary overtime is typically offered through mid-November, as the workload/payment timeliness allows. Emergent workload or other external factors may extend or constrict these timelines.

14. Definition of “Processed” Vouchers & Accuracy: For the standards of 25 vouchers per workday and 84% payment accuracy for fully proficient FSTs, how does the Government define: “processed” voucher (e.g., fully adjudicated and ready for payment vs. including rejects/returns) and “accuracy” (voucher-level pass/fail vs. error-count or error-type based)?

a. A processed voucher includes both a fully computed payment and those returned to the customer for corrections

b. Accuracy is based on fully computed and audited payments, specifically, the number of returns to the FST for corrections before the computation is released for payment.

There are other considerations when computing accuracy, such as assigned team and reject reason, that determines successfully meeting this performance metric.

15. Training Materials & Transition Support: Will the Government make available any incumbent-developed SOPs, job aids, or training materials to support the contractor’s 120-day proficiency training plan, and what is the expected timeline for Government review and approval of proposed contractor training materials?

a. Yes, all training materials used to facilitate the current training program will be made available to the contractor. The training materials should be completed and approved within 60 days of award, with maintenance and process improvements reviewed and approved throughout the POP.

16. Incumbent & Transition Approach: Is there a current incumbent performing this work, and does the Government anticipate a formal transition/overlap period with the incumbent, or a “cold start” on the first day of the period of performance?

a. Yes, there is an incumbent currently performing the work. The transition process for the personnel aspects will need to be coordinated through the incumbent. A formal Transition period is not established.

b.

17. Clearances & Onboarding Timeline: For the IT Level II / Interim Secret (Tier III) requirement, what is the Government’s current average timeline from submission to interim eligibility, and will existing investigations (e.g., current Tier III/Tier V) be accepted as meeting the interim requirement at award?

a. The average timeline is 1-3 weeks. Existing investigations will be accepted as meeting the interim requirement at award.

18. On-Site vs. Telework: Is all work required to be performed on-site at Ellsworth AFB, or will the Government consider limited telework or off-site performance for certain positions or tasks, provided all security requirements are met?

a. All work must be performed on site at Ellsworth AFB.

19. Government-Furnished Resources & Workstations: The PWS notes that office space, equipment, and network access will be government-furnished. Are there any constraints on workstations (for example, one workstation per FST vs. shared desks or shift work) that would affect offerors’ staffing models or scheduling assumptions?

a. Each FST and the PM are provided with their own workstation and equipment necessary to achieve their respective duties.

20. Evaluation Focus & Staffing Realism: When the formal solicitation is released, how does the Government anticipate weighting evaluation factors among technical approach (including ability to meet performance thresholds), staffing and training realism, past performance, and price?

a. Evaluation factors and relative weight of factors/subfactors has not been finalized and is currently under review prior to release of the formal solicitation.

21. Is there a current incumbent performing these Travel-Pay Processing Services at Ellsworth AFB? If so, please identify the incumbent contractor and the current contract number.

a. Incumbent Contractor: LEO TECH LLC 7501 Memorial PKWY SW STE 113 Huntsville, AL 35802

Contract: FA469024C0005

22. Please confirm the total number of authorized contractor positions required under this effort and identify how many positions are required for each section (e.g., Relocation Section vs Travel Accounting Section). Also, please clarify whether the on-site Program Manager is included in this authorized position/FTE count.

a. The total number of authorized contractor positions for the base year of this contract is 37 FTEs. The number of positions required for each section will be determined based on workload and can vary but will not exceed the authorized total of 37 FTEs for the base year. The on-site Program Manager is a separate FTE and is not included in the total count for the contractor positions required under this contract. The total number of FTEs may decrease or remain the same in each subsequent option period, range will be 30-37 FTEs and PM.

23. For the on-site Program Manager, does the Government expect this position to perform any production work (e.g., voucher processing), or is it intended to be a managerial/oversight role only? If production work is expected, please describe the anticipated level of effort.

a. The on-site Program Manager is intended to be a managerial and oversight role only.

The Government does not expect this position to perform any production work, such as voucher processing. In addition to overseeing the contractor workforce and ensuring training and quality control standards are met, the Program Manager will also be responsible for recruiting and filling vacant positions to maintain required staffing levels.

24. In reference to PWS 5.3, does the Government require that a proposed Program Manager resume be submitted with the contractor’s proposal?

a. Yes, in reference to PWS 5.3, the Government requires that a proposed Program

Manager resume be submitted with the contractor’s proposal. The resume must document at least one (1) year of Program Management experience, and include certification of relevant manager or supervisory training, as outlined in PWS.

25. The PWS notes productivity and accuracy requirements but does not provide total workload volumes. For both the Relocation Section and the Travel Accounting Section, please provide historical workload and backlog data, including, if possible: (a) monthly and annual volumes (vouchers and accounting transactions), (b) peak/low season patterns (e.g., PCS season, deployments, exercises), and (c) typical backlog levels at month-end for each section. This information is specifically requested/valuable if the FTE count is determined by the contractor.

a. The FTE count is not determined by the contractor. Historical data for FY25 showed a total of 89.7K vouchers processed. The peak season for the Relocation Section and Travel Accounting Section typically begins in mid-June and ends in mid-September, with voluntary overtime offered to authorized contractor employees during this period. Voluntary overtime may extend through mid-November, depending on workload and payment timeliness, though emergent workload or external factors could alter these timelines. Backlog levels at month-end are managed to ensure minimal delay and to meet required performance standards. Monthly and annual volume data can be provided as needed based on AFIMSC/FMFK tracking systems.

26. The PWS references daily averages (e.g., 25 vouchers/day per fully proficient FST) and an

84% payment accuracy standard. Over what period will these metrics be measured (daily, weekly, monthly, or quarterly)? Can the government clarify at what level (individual FST, section, or contract) will the accuracy metric be applied?

a. The FTE count is not determined by the contractor. Historical data for FY25 showed a total of 89.7K vouchers processed. The peak season for the Relocation Section and Travel Accounting Section typically begins in mid-June and ends in mid-September, with voluntary overtime offered to authorized contractor employees during this period. Voluntary overtime may extend through mid-November, depending on workload and payment timeliness, though emergent workload or external factors could alter these timelines. Backlog levels at month-end are managed to ensure minimal delay and to meet required performance standards. Monthly and annual volume data can be provided as needed based on AFIMSC/FMFK tracking systems.

27. When is the contractor’s Quality Control Plan (QCP) required to be submitted (with proposal, at award, or within a specified number of days after award)? Will the Government provide a Quality Assurance Surveillance Plan (QASP), and if so, when will it be made available?

a. The contractor’s Quality Control Plan (QCP), along with the Staffing Plan and

Training Plan, is required to be submitted with the proposal. The Government will not provide a Quality Assurance Surveillance Plan (QASP) as part of this effort. The contractor is responsible for developing and submitting the QCP as part of their proposal package.

28. Does the Government anticipate a formal transition or phase-in period at contract start? If so, what is the expected duration, and will there be any overlap with incumbent staff to support knowledge transfer during the initial training period (up to the 120 business days referenced for new FSTs)?

a. A phase-in or transition period is not established in the current contract; therefore, a formal period of knowledge transfer is not anticipated. The transition process for the personnel aspects will need to be coordinated through the incumbent. Incumbent staff are eligible to perform under any contract so long as they meet standards set in the contract.

29. The PWS references required training topics (including Exhibit 1) and multiple systems

(e.g., RTS, FMWF, DTS, DJMS, DEAMS, LeaveWeb, RTS Web Reports). Will the Government provide: (a) Exhibit 1 and any other required training materials prior to proposal submission or at contract award, (b) who is responsible for coordinating/overseeing the training (contractor of the government), and (c) Is time spent on these trainings fully billable, and can the Government provide an estimate of expected training hours per FST per year?

a. Training materials will be provided at contract award, to further develop as necessary, changes/updates to training materials must be approved by Designated Government Representative. Training program shall be fully implemented within 60 days of contract start date. Exhibit 1 will be provided prior to proposal submission and will be used to develop a training plan for evaluation.

b. Training will be overseen by the contractor, audits for accuracy and fully processed vouchers will be overseen by the government. If an individual does not meet the prescribed standards, the contractor will be required to provide corrective actions to ensure all individuals meet standards.

c. Training is billable.

30. The PWS requires completion of Government-directed CBTs and other mandatory training (e.g., Human Relations, Force Protection, Information Assurance, OPSEC). Is time spent on these trainings fully billable, and can the Government provide an estimate of expected training hours per FST per year?

a. Mandatory Government-Directed training courses are billable will be completed during work hours.

31. The PWS defines an administrative workweek and states that FST schedules will fall between 0600–1800, Monday through Friday. Are there defined core hours during which full coverage is required, is coverage required between all hours of 0600-1800, or may the contractor stagger FST schedules anywhere within the 0600–1800 window provided that coverage and performance requirements are met?

a. No, the expectation is that the FTEs will complete their 8-hour shift between the hours cited. The contractor may stagger FTE schedules anywhere within the 0600– 1800 window if performance requirements are met, with exceptions to scheduled shifts outside of that window for proficient FTEs at the discretion of the contractor.

32. Is regular telework authorized for FSTs or is work strictly in person (other than unique situations such as during inclement weather, base access restrictions, or declared emergencies)? For remote work will the Government provide the necessary VPN or other remote access capabilities?

a. Telework is only situational and needs to be approved by the government prior.

33. Last year, the requirement was set aside for WOSBs; however, the recent pre-solicitation notice indicates that this upcoming solicitation will be issued as a full and open competition. Could you please confirm whether this is correct?

a. The Government intends to set aside this procurement for Women-Owned Small

Businesses (WOSB), or Economically Disadvantaged Women-Owned Small Businesses (EDWOSB), or Service-Disabled Veteran-Owned Small Businesses (SDVOSB). The anticipated NAICS code for this requirement is 561110 – Office Administrative Services, with a size standard of $12,000,000. Only vendors certified in the appropriate small business categories (WOSB/EDWOSB/SDVOSB) are eligible to compete for this requirement.

34. The Pre-Solicitation Notice posted on SAM.gov indicates this procurement is expected to be full and open competition; however, the previous procurement was set aside for Woman Owned Small Businesses (WOSB). Confirming if this procurement will remain a WOSB set-aside?

a. The Government intends to set aside this procurement for Women-Owned Small

Businesses (WOSB), or Economically Disadvantaged Women-Owned Small Businesses (EDWOSB), or Service-Disabled Veteran-Owned Small Businesses

(SDVOSB).

35. Section 1.5 requires maintaining a staffing level of at least 80% of authorized positions, but the document does not specify the total number of authorized positions. What is the total number of authorized FST positions and the total number of authorized Program Manager positions?

a. The total number of authorized contractor positions that is intended for the base year of this IDIQ contract is 37 FTEs. The number of positions required for each section will be determined based on workload and can vary but will not exceed the authorized total of 37 FTEs for the base year. The on-site Program Manager is a separate FTE and is not included in the total count for the contractor positions required under this contract. The total number of FTEs may decrease or remain the same in each subsequent option period; range will be 30-37 FTEs and PM.

36. The Multifunctional Team Meeting Tentative Schedule contains only placeholder dates

(TBD). Will the government provide an anticipated timeline/cadence for these meetings (e.g., within 30 days of award, second week of the month, etc.) to aid in proposal planning?

a. MFT meetings will take place monthly. Exact dates of each meeting will be coordinated after award. A Kickoff/initial MFT meeting will occur after award.

37. Section 3.2 outlines monthly performance thresholds for new FSTs during the 120-day initial training period. Could you clarify who is responsible for the validation of the accuracy and voucher numbers that AFIMSC/FMFK leadership will perform, and what is the expected turnaround time for this validation?

a. The Government will collect, consolidate, and supply this data to the contractor monthly.

38. Section 3.3 indicates that, during the initial training period (of 120 days), FST work schedules will be between the hours of 0600-1800 of typical operation days to accommodate training. Confirming if the government expects FSTs to work 12-hour days during this time? If so, will the government consider the additional 4 hours as overtime? If the government considers this overtime, will FSTs be subject to the overtime requirements as stated in Section 4.0 sub bullet F during this time?

a. No, the expectation is that the FTEs will complete their 8-hour shift between the hours cited. The contractor may stagger FTE schedules anywhere within the 0600–

39. Section 3.4 references an Exhibit 1 that outlines the knowledge required to be a fully proficient FST. Confirming if the subsequent sub bullets (i.e., A through E) replace Exhibit 1 or will Exhibit 1 be provided with the solicitation?

a. Exhibit 1 will be provided with the solicitation.

40. Section 4.0 sub bullet A indicates that a Full-Proficient FST shall be responsible for an average of twenty-five (25) vouchers per workday, per FST. Could you clarify the average number of vouchers that are received per day and per week?

a. No, but Contractor employees computed ~89.7K payments in FY25.

41. Section 6.0 indicates that contractor employees must possess an “Interim Secret” clearance to meet the minimum eligibility requirements to perform work on this contract.

Confirming proposed staff must possess at least an “Interim Secret” clearance by the Period of Performance (PoP) start date, and AFIMSC/FMFK will not sponsor proposed staff that do not possess at least an “Interim Secret” clearance before or after the PoP start date?

a. Yes, all staff must possess an Interim-Secret clearance prior to starting and counting toward the FTE requirement under the contract.

42. Is there an incumbent contractor?

a. Incumbent Contractor: LEO TECH LLC

7501 Memorial PKWY SW STE 113

43. If there is an incumbent contractor, can the government provide the contractor's name, contract number, period of performance, and contract value?

a. Incumbent Contractor: LEO TECH LLC

7501 Memorial PKWY SW STE 113

Period of Performance: 26 Sep 2025 – 25 Jan 2026

Total Value: 1,872,085.39

44. Is it required to bid and use SCA rates for this contract?

a. SCA rates will apply to the contract.

45. If SCA rates are applicable, will the government provide the appropriate SCA Wage

Determination document for this solicitation and the Occupation codes for all in-scope positions?

a. Yes

46. Will the final RFP provide the number of personnel (headcount) to be staffed by Labor Category or Occupation Code?

a. Yes, the total number of authorized contractor positions for the base year of this IDIQ contract is 37 FTEs. The number of positions required for each section will be determined based on workload and can vary but will not exceed the authorized total of 37 FTEs for the base year.

47. Will the final RFP provide the historic staffing levels - number of personnel (headcount) by Labor Category or Occupation Code?

a. No

48. Are there any recurring performance challenges or service gaps under the current contract that the government would like improved in the follow-on effort?

a. No

49. What areas of support are most critical to mission success — and where has contractor performance fallen short in the past?

a. Past Performance information on incumbent will not be provided.

50. Are there any lessons learned from prior contractor transitions such as either onboarding or offboarding that the government would like the next contractor to be aware of or improve upon?

a. There are no lessons learned to provide at this time.

51. What has been the most frequent source of any missed Performance Objective?

52. Has the government been satisfied with the incumbent’s communication and issue escalation protocols, or are there changes desired in contractor-Government interaction?

53. Will the incumbent contractor’s personnel be eligible for transition/hire under the new contract, or is the government anticipating full staff turnover?

a. Yes, the contractor’s personnel will be eligible for transition/hire under the new contract

54. Is the incumbent eligible to bid?

55. Will the final RFP identify any of the positions to be staffed as Key Personnel?

56. What is the total number of authorized FST positions so we can accurately calculate the

80% minimum staffing requirement?

a. The projected total authorized contractor positions will be 37 FTEs. The number of positions required for each section will be determined based on workload and can vary but will not exceed the authorized total of 37 FTEs for the base year. The on-site Program Manager is a separate FTE and is not included in the total count for the contractor positions required under this contract. The total number of FTEs may decrease or remain the same in each subsequent period; range will be 30-37 FTEs and

PM.

57. Will the Government allow remote/telework options for portions of the processing work, or must 100% of work be performed on-site?

a. All work must be performed on site at Ellsworth AFB.

58. Are all AFIMSC/FMFK training materials and systems access required before the 120-day initial proficiency window starts, or is system access granted on Day 1?

a. Proficiency window accounts for system access timelines

59. What is the current average monthly volume of vouchers for the supported population?

a. Contractor employees computed ~89.7K payments in FY25.

60. Are contractor personnel expected to enter controlled/restricted areas (6.10), or will all work occur in standard administrative spaces?

a. All work will occur in standard administrative spaces.

61. Exhibit 1 (Training Topics) is referenced but not included. When will this exhibit be provided?

a. Exhibit 1 will be provided during solicitation.

62. Can you confirm that the Incumbent on the current contract is Leo Tech LLC?

63. Please clarify whether this bid will be evaluated under the LPTA criteria?

a. Specifics of the evaluation factors have not been finalized and are under review. This will be provided during the Formal solicitation.

64. Will contract performance be subject to the Service Contract Labor Standards?

65. The draft PWS does not specify expected overtime hours. Can the Government clarify whether overtime hours should be assumed, estimated, or excluded in offerors’ pricing, and, if so, how many hours per year are specified?

a. Overtime hours should be expected but are not guaranteed. Any overtime will be coordinated between the Designated Government Representative and the Contractor’s

Program Manager when workload dictates. The total potential overtime hours will be specified on SF1449.

66. The previous PWS placed responsibility on the Air Force to maintain and provide all training materials, including any required train-the-trainer updates. In contrast, the draft PWS dated Nov. 17, 2025, states that the Contractor must develop, maintain, and conduct all orientation and initial proficiency training (formal and OJT) for FST personnel. Can the Government confirm this represents a shift in responsibility from the current contract, transferring training development to the Contractor?

a. Yes, the Contractor will be responsible for maintaining and conducting all orientation and initial proficiency training for FST personnel. Government-provided training materials, which will be made available to the contractor, will be used to facilitate the training program.

67. If the Contractor is now responsible for developing training, will the Government provide any baseline training materials, references, or curriculum to ensure accuracy and consistency? If applicable, can the Government direct the incumbent contractor to provide the training materials they currently use for FST orientation and initial proficiency training?

a. Government-provided training materials, which will be made available to the contractor, will be used to facilitate the training program. Incumbent contractors do not complete training on the current contract.

68. PWS states that the initial training program must ensure all 'new' FSTs meet specific performance thresholds. Are the same thresholds expected for incumbent or carryover FSTs, or will separate standards apply?

a. The same standards will apply to all incumbent FSTs.

69. Section 3.3 states that during the initial training period, FST work schedules will fall between 0600–1800 to accommodate training. Does the Government intend for FSTs to work hours in excess of 8 hours per day, prompting overtime. If so, should offerors include overtime labor in pricing for the training period?

a. No, the expectation is that the FTEs will complete their 8-hour shift between the hours cited. The contractor may stagger FTE schedules anywhere within the 0600–

70. PWS states that vacancies must be filled with personnel who possess, at minimum, Interim

Secret eligibility. Can the Government confirm whether “eligibility” refers to candidates who are able to obtain an Interim Secret clearance, or whether candidates must have already been submitted for—or granted—an Interim Secret determination prior to assignment?

a. “Eligibility” refers to candidates who can obtain an Interim Secret clearance.

71. The PWS states that contractor personnel must have a favorably completed NACI or higher investigation before receiving a Restricted Area Badge, and that an AF Form 2586 must be completed prior to unescorted entry. Can the Government clarify whether contractors are required to initiate or complete the NACI (or higher) background investigation before an employee’s start date, or whether interim access will allow personnel to begin work while the investigation is in process?

a. Interim access will allow personnel to begin work while the investigation is in process

72. Section 6.7 (Controlled Unclassified Information) requires compliance with DoDI 5200.48 and AFI 16-1404 regarding the marking, handling, safeguarding, and transmission of CUI.

In order to properly price the requirement, can the Government clarify whether contractors will be required to meet CMMC Level 1 (self-attestation), CMMC Level 2 (self-attestation), or a third-party C3PAO-conducted CMMC Level 2 certification? Third-party audits can add significant cost (often $40–50K+), so this determination is essential for accurate proposal pricing and compliance planning.

a. CMMC requirements will be issued when formal solicitation is issued.

73. As a follow-up to the question regarding whether CMMC Level 1 self-attestation, CMMC

Level 2 self-attestation, or a C3PAO-conducted Level 2 audit will be required, can the Government clarify the expected timeline for compliance? Specifically, if CMMC Level 2 is required, must the contractor have completed the C3PAO assessment prior to contract award, or will compliance be required by the start of performance, or at later time? Please note, there is currently a documented backlog of C3PAO assessors, and achieving full Level 2 compliance timelines can vary. Clarification will allow offerors to accurately plan compliance activities and reflect associated costs in pricing without impacting mission support.

a. CMMC requirements will be issued when formal solicitation is issued.

74. Is this a new requirement? Could the Government please provide the estimated value or anticipated dollar range for this contract?

a. This is not a new requirement. The incumbent contractor:

LEO TECH LLC

7501 MEMORIAL PKWY SW STE 113

HUNTSVILLE, AL 35802-22 Contract: FA469024C0005

75. If this is a follow-on requirement, could the Government please provide the existing contract number, incumbent contractor’s name, and the current contract value?

a. LEO TECH LLC

HUNTSVILLE, AL 35802-22 Contract: FA469024C0005

76. Sections 1.5 and 4.0 outline staff performance requirements but it is unclear how many FSTs are required or how many labor hours are estimated. Could the Government please provide the estimated level of effort, including anticipated staffing levels and labor hours by labor category?

a. Historical Data: Contractor employees computed ~89.7K payments in FY25.

The total number of authorized contractor positions for the base year of this IDIQ contract is 37 FTEs. The number of positions required for each section will be determined based on workload and can vary but will not exceed the authorized total of 37 FTEs for the base year. The on-site Program Manager is a separate FTE and is not included in the total count for the contractor positions required under this contract. The total number of FTEs may decrease or remain the same in each subsequent option period; range will be 30-37 FTEs and PM.

77. How many key personnel positions are required for this effort?

a. This will fluctuate during the duration of the contract. The number of positions required for each section will be determined based on workload and can vary but will not exceed the authorized total of 37 FTEs for the base year. The total number of FTEs may decrease or remain the same in each subsequent option period; range will be 30-37 FTEs and PM.

78. Has the Government identified any specific key personnel to keep from\ the existing team?

a. The Government has not specifically identified any key personnel to retain from the existing team. However, it is highly encouraged that the next contractor considers keeping personnel who have valuable experience with the current contract. While the decision ultimately rests with the contractor, maintaining continuity with key personnel can contribute to a smooth transition and ongoing contract success.

79. Section 5.2 lists several systems (DTS, DEAMS, DJMS, FMWF, RTS, LeaveWeb).

Could the Government confirm whether this is the complete list of systems to be used, or if additional platforms or software tools are required?

a. There are additional platforms, such as MS Office applications, that are used in daily routines. FSTs will be trained in position specific systems but should be familiar with normal/basic uses of common desktop applications.

80. Sections 1.7 and 2.0 imply on-site work at Ellsworth AFB. Could the Government confirm whether all work must be performed on-site, or if remote or hybrid support is allowable for any portion of the effort?

a. All work under this requirement must be done on-site. Remote or hybrid support is not authorized for any portion of the effort.

81.To develop accurate staffing and pricing assumptions, could the Government provide historical workload data such as average monthly voucher volume, seasonal surges, or peak processing periods?

a. The FTE count is not determined by the contractor. Historical data for FY25 showed a total of 89.7K vouchers processed. The peak season for the Relocation Section and Travel Accounting Section typically begins in mid-June and ends in mid-September, with voluntary overtime offered to authorized contractor employees during this period.

Voluntary overtime may extend through mid-November, depending on workload and payment timeliness, though emergent workload or external factors could alter these timelines. Backlog levels at month-end are managed to ensure minimal delay and to meet required performance standards. Monthly and annual volume data can be provided as needed based on AFIMSC/FMFK tracking systems.

82. Will FSTs need access to restricted areas, or will their work be limited to administrative spaces?

a. The work of the FSTs will be limited to administrative spaces. They will not require access to restricted areas

83.What is the expected processing time for Restricted Area Badges once AF Form 2586 is submitted?

a. Currently, AF2586 forms are not required.

84.Does the Government require the contractor to maintain an internal accountability log for all Government-Furnished Equipment and ADPE?

a. The Government will keep accountability of all furnished equipment.

85.What is the required notification process and timeframe for reporting lost or damaged ADPE?

a. An FTE should notify the Project Manager as soon as reasonably possibly for any lost or damaged equipment. The Project manager should use the same sense of urgency when reporting the incident to the Government.

86.Will the Government provide CUI marking templates, or should the contractor solely follow DoDI 5200.48 guidance?

a. The Government will provide all CUI coversheets.

87.Is there a designated reporting chain or system for contractor-reported security incidents?

a. Yes, the process will be provided to the Contractor upon award.

88.Will the Government provide the Quality Assurance Surveillance Plan (QASP) prior to award or post-award?

a. The Government will not provide the Quality Assurance Surveillance Plan (QASP) prior to award. The QASP will be provided post-award.

89.What communication channels (email, virtual meetings, in-person briefings) does the Government prefer for routine performance updates?

a. All standard forms of communication are acceptable if they effectively meet stakeholder needs. Historically, it has been a mixture of in-person and virtual communication.

90.Will there be an incumbent contractor, and if so, will the Government authorize a transition overlap period?

a. Yes, there is an incumbent contractor. The Government will provide a transition overlap period timeline in the solicitation.

91.Are there any system accounts requiring transition or re-certification from the incumbent contractor?

a. System access forms will need to be re-accomplished upon award.

92.Is there currently a backlog of unprocessed travel vouchers? If so, what is the approximate volume, and will the incoming contractor be expected to clear this backlog while maintaining the daily metrics outlined in Section 4.0?

a. The Contractor workforce will not be expected to perform any work beyond that identified in the PWS, 25 Vouchers per day per FST at 84% accuracy, on average, and 3 vouchers per hour per FTE during any overtime period.

93. It states shared computer equipment; can you please expand on what is meant?

a. There may be times in which an employee may share access to a computer.

94. How many computers are available for employees?

a. Each employee will have a designated computer.

95. Will the government identify the incumbent contractor and contract value?

a. LEO TECH LLC

HUNTSVILLE, AL 35802-22 Contract: FA469024C0005

96. Does the government have an anticipated award/ execution date for the proposed contract?

a. TBD

97. Has the government determined a transition period from contract award to contract execution?

a. The Government will provide a transition overlap period timeline in the solicitation.

98. Are there any existing vacancies in the current contract?

a. Yes, there are currently vacant positions on the current contract.

99. Will the government identify the number of Financial Service Technician(s) (FST) on the current contract?

a. The current contract has 37 Financial Service Technicians (FSTs). This number may fluctuate throughout the contract's duration based on workload. The required number of positions for each section will be determined by the workload but will not exceed the authorized total of 37 FTEs for the base year. For subsequent option periods, the total number of FTEs may decrease or remain the same, with a range of 30-37 FTEs and Project Manager (PM).

100. What is the number of Financial Service Technicians (FSTs) that equate to 80% of authorized positions?

a. 80% of the authorized positions would be approximately 30 FSTs during the base year.

101. When is the Recruitment Plan due to the AFIMSC/FMFK stakeholders?

a. The due date for the Recruitment Plan to be submitted to the AFIMSC/FMFK stakeholders will be outlined in the solicitation.

102. According to the SAM notice, the government indicates this opportunity will be solicited under NAICS 561110, the level of effort and the work identified in the PWS lends itself to small business. Will the government consider a small business set-aside in lieu of Full& Open?

a. The Government intends to set aside this procurement for Women-Owned Small Businesses (WOSB), or Economically Disadvantaged Women-Owned Small Businesses (EDWOSB), or Service-Disabled Veteran-Owned Small Businesses (SDVOSB). The anticipated NAICS code for this requirement is 561110 – Office Administrative Services, with a size standard of $12,000,000. The contract will be awarded as an Indefinite Delivery, Indefinite Quantity (IDIQ) contract with Firm-Fixed-Price (FFP) task orders.

Only vendors certified in the appropriate small business categories (WOSB/EDWOSB/SDVOSB) are eligible to compete for this requirement.

103. Is the FST position a non-exempt, SCLS/Wage Determination labor category? If so, what is the Air Force’s designated Occupation Code for the FSTs?

a. This will be on the solicitation.

104. The government indicates that overtime hours may be required. This will impact pricing or service contract act/ wage determination positions. Can the government please provide a historical reference of overtime/ surge requirements?

a. Historically speaking, overtime has been on an as needed, voluntary basis for those FST employees that have successfully met metric goals. With that in mind, under normal operating conditions, the contractor has averaged ~250 hours of overtime per year.

Please note that this is subject to increase or decrease based on Government needs.

105. Are any of the ‘multi-functional team building meetings’ participants contractor personnel? If so, which positions?

a. Yes, typically speaking, FST employees are included in team meetings.

106. Is the Functional Manager synonymous with the vendor’s proposed Program Manager?

a. In this case, the Functional Manager and the vendor’s proposed Program Manager would be the same individual. The roles and responsibilities of both positions will be carried out by the same person, who will oversee both the functional areas and the overall program management tasks for the contract.

107. The DPWS references training topics provided in Exhibit 1. No exhibit is included in the pre-solicitation notice.

a. The DPWS references training topics provided in Exhibit 1; however, no exhibit is included in the pre-solicitation notice. The exhibit will be provided in the solicitation.

108. For SS#5 what is the duration of the POP, one year or the base year and all option years?

a. For SS#5, the duration of the Period of Performance (POP) is the base year, and each option year period will have its own separate POP.

109. Are the FSTs on the current contract exempt or non-exempt positions? If non-exempt, will the Government provide existing occupation codes?

a. Occupation codes will be provided in the solicitation.

110. Is there a specific number of years’ experience required for a qualified FSTs?

a. FSTs qualifications will be provided in the solicitation.

111. Is the Offeror required to have at least a Secret Facility Clearance when the proposal is submitted?

a. The offeror is required to be able to have personnel that meet the Interim Secret at the start of the work.

112. How will the transition of training responsibilities be managed? Will there be a formal handoff period for the contractor to take full ownership of the training program?

a. The Government will provide the Contractor with the current training materials. The contractor will then develop, maintain and conduct a formal and OJT proficiency training program for new FTEs using those materials. The COR will assist with the transition of this responsibility and approval of training materials.

113. Will the government provide access to existing training resources, systems, or tools to assist the contractor in developing the training program?

a. Yes, all training materials used to facilitate the current training program will be made available to the contractor.

114. Are the performance metrics thresholds based on calendar days or business days?

a. Business days.

115. How will the contractor address performance deficiencies for personnel who do not meet the established thresholds for voucher processing or accuracy? Is there a formal process for implementing corrective actions and a grace period?

a. Yes, the process is outlined in PWS.

116. Are there specific requirements for record-keeping related to training and performance assessments? Additionally, how frequently will the government conduct audits or reviews of the contractor’s performance?

a. Performance assessments are conducted monthly and aggregated throughout the POP.

Training record creation/maintenance will be the Contractors responsibility.

117. Regarding Section SS#5, do substantiated complaints need to be directly relevant to the contractor’s performance or can they encompass other factors?

a. Regarding Section SS#5, substantiated complaints should be directly relevant to the contractor’s performance. Complaints not related to the contractor’s ability to meet contractual obligations or performance standards may not be considered in the evaluation.

The focus will be on complaints that directly impact the contractor's execution of contract requirements, quality of work, timeliness, and overall performance.

118. Given this is an SBA Certified WOSB Program Set-Aside (FAR 19.15) for services (NAICS 561110), please confirm if Limitations on Subcontracting clause (FAR 52.219-14) will be included in the solicitation, requiring the WOSB prime to perform at least 50% of the cost of the contract incurred for personnel with its own employees. We are in the process of getting our WOSB certification and will be partnering with another WOSB firm.

a. Yes, since this is an SBA Certified WOSB Program Set-Aside under FAR 19.15 for services, the Limitations on Subcontracting clause (FAR 52.219-14) will be included in the solicitation. This clause requires the WOSB prime contractor to perform at least 50% of the cost of the contract incurred for personnel with its own employees. If you are in the process of obtaining your WOSB certification and plan to partner with another WOSB firm, you must ensure that the subcontracting arrangement complies with these limitations. The prime contractor is still responsible for meeting the 50% performance requirement, which includes the cost of personnel, even if a subcontractor is involved.

119. What is the importance of prior performance on the contract award? I assume it will be provided in the solicitation but given our lack of credentials here, wanted to be sure if it will be overweight in evaluations.

a. Prior performance is important because it serves as an indicator of a contractor’s ability to successfully execute the requirements of the contract. However, in the case where a contractor has no past performance, the evaluation will be neutral. The lack of past performance will not result in a disadvantage.

120. Section 5.3 requires the Program Manager to have a minimum of one (1) year of Program Management experience. Will the Government clarify if specific Air Force Financial Management (FM) experience or certification (e.g., CDFM, FM Certification Level II or higher) is a desired qualification for the PM role?

a. Prior Air Force FM experience is not required per PWS.

121. PWS requires the contractor to develop, maintain, and conduct orientation and initial proficiency training, including formal and On-The-Job Training (OJT). Will the evaluation of the contractor's proposed Training Program include an assessment of the instructor qualifications, detailed curricula content, and proposed time/cost savings resulting from exceeding the mandated proficiency thresholds (e.g., getting FSTs proficient faster than 120 days)?

a. No training plan will evaluated prior to award. Solicitation will give more information.

122. Section 5.2 lists specific financial systems including Reserve Travel System (RTS), Financial Management WorkFlow (FMWF), Defense Travel System (DTS), Defense Joint Military Pay System (DJMS), and Defense Enterprise Accounting & Management System (DEAMS). Will the solicitation scoring methodology specifically evaluate the experience of proposed FST candidates (via resumes) with these exact systems for voucher processing, and if so, how?

a. In the case where a contractor has no past performance, the evaluation will be neutral.

The lack of past performance will not result in a disadvantage.

123. PWS requires the contractor to maintain at least 80% staffing and promptly fill vacancies with qualified personnel. Given we don’t have a FSO, the IT Level II access and minimum "Interim Secret" eligibility requirement for all FSTs, can we kindly know the current government clearance process timelines to process clearance?

a. The average timeline is 1-3 weeks.