Attachment 3 - Questions and Answers.pdf

Solicitation Questions & Answers

AFJROTC Accoutrements Purchasing Services

1. For staffing and pricing purposes, can the government provide the approximate number of individual purchase requests/transactions processed during FY25?

The Government estimates that approximately 3,462 individual purchase requests/transactions were processed during FY25. This is an estimate based on total FY25 purchasing activity and available detailed bulk-order data; it is not a guaranteed quantity. The FY25 summary reflects 12

BPA/GPC purchasing actions totaling $1,875,192.92. A representative bulk order included 449 individual WINGS orders totaling $243,218.60, or approximately $541.69 per order. Applying that representative average to total FY25 purchasing activity produces the estimated annual transaction volume.

2. If available, can the Government provide the average number of transactions processed per month during FY25, as well as the highest number processed during any single month?

Based on the estimated FY25 volume of approximately 3,462 individual purchase requests/transactions, the estimated average monthly volume was approximately 289 transactions per month. The available records do not provide a complete, validated month-by-month count of individual orders; therefore, a verified highest monthly transaction count cannot be verified.

However, using the largest FY25 BPA purchasing action of $249,319.00 and the representative average order value of approximately $541.69, the Government estimates that a peak bulk-processing period could involve approximately 460 individual purchase requests/transactions. This peak estimate is provided for staffing, capacity, and pricing purposes only. It does not establish a guaranteed monthly maximum or minimum workload.

3. Please clarify what constitutes acceptable purchasing capability. May this requirement be satisfied through available business credit, a business line of credit, cash reserves, purchasing cards, or a combination?

The Contractor shall maintain a minimum purchasing capability of $250,000 and sufficient available purchasing capacity to process compliant transactions without delay attributable solely to

Contractor financial capacity.

Acceptable capability may be supported through commercially reasonable means, including available business credit, a business line of credit, cash reserves, purchasing cards, or a combination thereof, provided the Contractor can meet the required purchasing-capacity and payment-performance requirements throughout contract performance.

4. Is the Contractor required to provide documentation demonstrating the $250,000.00 purchasing capability with its quote, after award, or only upon Government request?

The Contractor remains responsible for maintaining the required capability throughout contract performance. The Government may request documentation reasonably necessary to verify compliance with the purchasing-capability requirement during performance.

5. Regarding the requirement to maintain $250,000.00 in purchasing capability, is the Contractor expected to maintain $250,000.00 in unused/available purchasing capacity in addition to amounts already committed to purchases awaiting Government reimbursement?

The Contractor must maintain the $250,000 minimum purchasing capability throughout contract performance and maintain sufficient available purchasing capacity to process compliant transactions without delay attributable solely to Contractor financial capacity.

Accordingly, offerors should plan for sufficient capacity to support concurrent purchases. The requirement is intended to ensure that Contractor financial capacity does not delay compliant transactions.

6. Will the awarded Contractor receive training, written procedures, or other guidance regarding the

WINGS purchasing workflow?

Yes. The Government will provide WINGS access and applicable system guidance necessary for contract performance. PWS also identifies Government-provided WINGS procedures applicable to

Contractor transaction processing and documentation.

7. Please confirm that CLIN 0002 is intended to be proposed as a fixed monthly service fee and that the monthly service fee remains fixed regardless of the number or dollar value of purchase transactions processed during a particular month.

CLIN 0002 is intended to be proposed as a fixed monthly service fee. The fixed monthly fee is not adjusted based solely on the number or dollar value of transactions processed in a particular month. Reimbursable authorized purchase costs are separately addressed under CLIN 0001 and must be supported by transaction records and invoiced in accordance with the resulting contract.

8. Where a unit’s selected vendor imposes a credit card convenience fee, wire fee, or similar transaction-specific charge, is that charge treated as part of the reimbursable purchase cost under CLIN 0001

(invoiced at actual cost with supporting documentation), or is it expected to be absorbed within the CLIN

0002 service fee?

A vendor-imposed convenience fee, wire fee, or similar transaction-specific charge may be treated as a reimbursable purchase cost under CLIN 0001 only when the charge is required by the selected vendor, is reasonable, is documented, and is included in the supporting quote, invoice, or other approved WINGS documentation before payment.

The Contractor shall not pay an amount exceeding the documented amount in the WINGS request and supporting documentation. If a transaction-specific charge is not included in the approved documentation or causes the amount to change, the Contractor must return or otherwise identify the request in WINGS for correction or Government direction. Such charges are not required to be absorbed within the CLIN 0002 fixed monthly service fee when properly documented and reimbursable under CLIN 0001.

9. Is there any additional Government review or COR acceptance step between invoice submission and payment that offerors should plan for when sizing purchasing capacity?

The Contractor shall submit consolidated invoices supported by records sufficient for Government validation. The Government will perform contract administration and quality-assurance surveillance and will review, and process properly submitted invoices in accordance with the resulting contract. Offerors should account for normal Government invoice review, reconciliation, and payment processing when planning purchasing capacity.

10. Before finalizing our quote, we would appreciate clarification on one point regarding CLIN 0001. Per

PWS paragraph 4.1, accoutrement purchases are reimbursed to the Contractor at actual, documented vendor cost with no markup. Given this reimbursable, pass-through structure, could you please confirm how the Government intends CLIN 0001 to be priced in the offeror's quote — for example, as a nominal unit/extended price (with actual purchases invoiced separately at cost during performance), or as an estimated not-to-exceed ceiling value for evaluation purposes?

During performance, the Contractor will be reimbursed only for actual, allowable, and documented vendor costs incurred in support of compliant WINGS requests, subject to the CLIN 0001 ceiling and available Government funding. The Contractor shall not invoice an amount greater than the documented vendor cost and shall not apply a markup to reimbursable purchase costs.

Offerors should not use a nominal unit or extended price for CLIN 0001 unless specifically instructed. The separately priced Contractor service fee should be proposed under CLIN 0002.

PWS supports separating reimbursable accoutrement-purchase costs from the Contractor’s separately priced service fee, requiring documentation adequate for Government validation, and limiting payments to the documented amount in the request and supporting vendor documentation.