USPACOM_Education_Pre-Proposal_Conference_Slides.pdf

Welcome to Joint Base Pearl Harbor-Hickam and our PACOM Education

Services Contracts Pre-Proposal Conference.

I’m Laura Dean, Contracts Program Manager and the Contracting Officer’s

Representative (COR).

Ms. Rickie Shiflet, Contracting Specialist from 766th Specialized Contracting

Squadron and I will be providing today’s briefing.

In today’s briefing we will be highlighting portions of the Request for Proposal

(RFP) and the Performance Work Statement (PWS).

These slides are informational only. As noted in this slide, the solicitation takes precedence and offerors must comply with the Request for Proposal (RFP).

There’s a sign in sheet. If you haven’t already done so please sign it before you leave. The sign in sheet and copy of the slides will be posted on FedBizOpps.

Only bottled water allowed in the conference room.

For smokers, the designated smoking area is across the street.

Enter and exit only through the front doors located in the lobby.

2 sets of restrooms are located in the lobby and right outside the conference room.

We will be taking 10 minute breaks….approximately every 45 minutes.

This is a presentation only and any questions should be submitted in writing. No oral questions will be entertained.

2 notices regarding this requirement were advertised on FedBizOpps. Both the

Draft Performance Work Statement (PWS) and Draft Request for Proposal

(RFP) were posted for industry comments before the final solicitation was published on 5 Mar 14. The Government considered each comment or question submitted and after a thorough review made a decision whether to incorporate the suggestion or to keep the document as is. If your comment was not implemented it was not because we did not consider it.

The current contracts for the Undergraduate, High School/Academic Skills, and

Graduate programs expire on 31 Jul 15.

To get us started, I’ll provide an overview of the PACOM theater and sites.

Then we will move into the RFP and PWS information.

Education programs will be provided at 32 sites in Korea, Japan, Okinawa, Guam, and Australia.

There are vast differences across the command. Services will be provided in different countries with different languages and culture. Each country has different VISA/SOFA requirements. Every base has different policies and force protection levels. Support services provided at each base will be a little different. If you hire local nationals, you need to be aware of local laws.

While there are differences, there are also similarities. No off base business is allowed. Although contractors are not allowed on-base housing, they are authorized to stay in lodging while they are in TDY status. Contract employee behavior is important as it reflects upon the US military and US government.

Tuition assistance is not guaranteed.

There are eight (8) installations in Japan that use the PACOM education services contracts. Camp Fuji (a small Marine base) is not shown on the attached map.

It is approximately 2 hours from Tokyo.

Although we will discuss Section H at a later time, Japan has specific requirements about the kinds of insurance contractors must hold. See Section H.

There are twelve (12) installations in Korea that use PACOM education services.

The majority of installations are Army bases.

Working in Korea brings challenges. USFK Training is required every three years for those assigned to the country and annually for individuals who travel

TDY. During the period of this contract, there will be changes to the bases.

There are plans for expansion at some bases and closures of others. Contractors must provide CBPS to their employees and you must participate in NEO training. You must have a ration control card to make any purchases in the

BX/PX or commissary and all assigned to the country must be enrolled in

DBIDS. Currently Korea bases are in the Force Protection Bravo… a heightened state of alert.

There are two (2) installations in Guam that use PACOM education services.

One Navy and one Air Force.

Guam is a US territory. Just as on a stateside base, contractors are not given BX or commissary privileges. There are particular tax guidance contractors must be aware of and travel distance is a challenge (10 hour flight from Hawaii).

There are nine (9) installations in Okinawa that use the PACOM education services contracts. With the exception of Kadena AB, Camp Shields, and Torii

Station, the majority of them are Marine bases.

Traveling to Okinawa can be challenging. There are limited flights and depending on the time of the year, tickets can be expensive. There are no direct flights from US mainland or Hawaii.

Education programs are provided at 1 site in Australia. This is a remote site and only distance learning courses are required here.

This is the breakdown by services of the 32 sites in Korea, Japan, Okinawa, Guam, Hawaii, and Australia.

Section B of the solicitation consists of the Contract Line Item Numbers

(CLINs).

These are the items for which you will submit a proposal. Each CLIN describes the service and the estimated quantities. You will complete the unit price. It’s very important that the extended amount equals the quantity times the unit price.

You must also complete the Quantity Adjustment Rate chart.

CLIN X001 is for the High School Diploma Program/GED Certificate

Preparatory Program. The instruction method is Traditional/Mixed/Alternative

Delivery.

CLIN X002 is for Academic Skills and the instruction method is

Traditional/Mixed/Alternative Delivery.

CLIN X003 is Lower Level Division College Programs. CLIN X003 is an information CLIN that’s why there’s no quantity or unit of issue. This CLIN consists of 2 SubCLINs that are based on the delivery method. SubCLIN AA is

Traditional/Mixed/Alternative delivery and AB is Credit by Examination.

If submitting a proposal for this CLIN you must submit a proposal for both

SubCLINs.

CLILN X004 is for Upper Division Liberal Arts/Business. CLIN X004 is an information CLIN. This also consists of 2 SubCLINs based on the delivery method. If submitting a proposal for this CLIN you must submit a proposal for both SubCLINs.

CLIN X005 is for Vocational Technical Program. CLIN X005 is an information

CLIN and consists of 2 SubCLINs. If submitting a proposal for this CLIN you must submit a proposal for both SubCLINs.

CLIN X006 is for Lower Level Aviation Program. CLIN X006 is an

CLIN X007 is for Upper Level Aviation Program. CLIN X007 is an information

CLIN. This also consists of 2 SubCLINs based on the delivery method. If submitting a proposal for this CLIN you must submit a proposal for both

SubCLINs.

CLIN X008 is for Graduate Aviation Program. The instruction method is

Traditional/Mixed/Alternative delivery.

CLIN X009 is for Lower Level Education Program. CLIN X009 is an

CLIN X010 is for Upper Level Education Program. CLIN X010 is an

CLIN X011 is for Graduate Education Program. The instruction method is

Traditional/Mixed/Alternative delivery.

CLIN X012 is for Graduate Management/Business Admin Program. The instruction method is Traditional/Mixed/Alternative delivery.

CLIN X013 is for Graduate International Relations Program. The instruction method is Traditional/Mixed/Alternative delivery.

These are examples of the various ways proposals may be submitted.

Offeror 1 proposed on CLINs X001, X002, X003, and X006. As required in M-2 of the solicitation, Offeror 1 proposed on the CLINs for the High School/GED Certificate Preparatory

Program, Academic Skills, and Lower Level Division College Program as a consolidated group.

In addition elected to bid on CLIN X006, Lower Level Aviation Program as well.

Offeror 2 elected to propose on the Education program and as instructed, proposed on CLINs

X009, X010, and X011. Per M-2 of the solicitation, CLINs for the Lower Level, Upper Level, and Graduate Education Programs must be proposed as a consolidated group.

Offeror 3 chose to submit a proposal for the Upper Division Liberal Arts/Business Programs, Upper Level Aviation Program, Graduate Level Management/Business Administration, and

Graduate Level International Relations Programs, CLINs X004, X007, X012, and X013.

Offeror 4 chose to submit a proposal for all levels of the Aviation program CLINs X006 Lower

Level, X007 Upper Level, and X008 for Graduate Level.

Offeror 5 chose to submit a proposal for only CLIN X005, Vocational Technical Program.

IT IS IMPERATIVE THAT YOU CAREFULLY READ AND ADHERE TO THE

INSTRUCTIONS IN M-2, BASIS FOR CONTRACT AWARD. AS INDICATED IN M-2 OF

THE SOLICITATION, OFFERORS MAY SUBMIT OFFERS ON 1 OR MORE OF THE

CLINS AND NEED NOT OFFER ON ALL CLINS WITH THE EXCEPTION OF CLINS

X001-X003 AND X090-X011.

The Quantity Adjustment Rate (QAR) is implemented only if the total actual quantities vary between 20 – 30% from the estimated quantities.

In this chart you will propose the rates that will be used if the estimated quantities fluctuate between 20 and 30%.

If the estimated quantities is greater than 30% the price will be negotiated per

CLIN.

The quantity variance calculation formula is located in Section H-6.

Section C consists of the Performance Work Statement (PWS) which is

Attachment J-1. The PWS details the requirements and education programs cited in Section B of the solicitation.

Section E is Inspections and Acceptance.

The solicitation contains FAR clause 52.246-4, Inspection of Services.

The Contracting Officer/Education Services Officer (ESO) may conduct inspections as necessary to ensure that acceptable standards are met and that the

Contractor is adhering to the terms of the contract.

The period of performance is a 2 year base period with 5 one year option periods for a total of 7 years if all options are exercised.

The base period is from 1 August 2015 – 31 July 2017.

If initial class registration meets the minimum class size, the Government may request an extension of services at locations not listed. For adding a program the Government would conduct a needs assessment to ensure viability.

The Government may request additional programs not listed in the PWS at any

PACOM location if initial class registration meets the minimum class size and the program to be offered is similar in nature to the one currently offered under the contract.

The extension of new locations or programs will require a modification to the contract.

No appropriated funds are utilized for this requirement and all funding is received through the tuition charged by the contractor via tuition assistance or paid directly by the student.

Each service has its own Request and Authorization for TA form. Ensure you use the appropriate form.

This contract will be administered by the 766th Specialized Contracting

Squadron at Joint Base Pearl Harbor-Hickam, HI. Any issues concerning the contract should be addressed to the 766 SCONS.

Submit invoices to the address shown on the TA form. Payment for TA enrollments will be made by the Accounting and Finance Office specified in the

Service directives or by Government Purchase Card (GPC).

Section H identifies special contract requirements.

Contractors are required to maintain insurance during the entire performance of the contract and it must be obtained before commencing work under the contract. Please note paragraph H-2 b. concerning an endorsement regarding cancellation or changes. Many insurance documents have different verbiage and does not adhere to this requirement. Coordinate with your insurance company to ensure the correct verbiage is included before submitting your insurance documents. Subcontractors are also required to obtain and maintain the required insurance.

Contractors must accept the Government Purchase Card (GPC) for payment of tuition.

All phase-in actions must be completed in sufficient time to ensure full operation on 1 August 2015.

Upon expiration of the agreement, contractors shall complete courses in session at no increase in tuition rates for the students already enrolled and enrolled students will be afforded an opportunity to complete the degree requirements in

USPACOM by a specific date which will be negotiated as part of the phase-out procedure.

Price Adjustment for Quantity Fluctuation applies only for the option periods and not the base period. The adjustments are determined and paid for at the

CLIN level and only for the affected CLIN.

Price adjustments may be made to compensate for increases/decreases in estimated quantities with a quantity variation range of 20-30% for each CLIN.

There are established dates in which the adjustments are reviewed. The calculation formula is detailed in paragraph H-6.

Contractors are required to furnish each employee and their dependents living in

Korea who have been granted SOFA status a chemical biological protective system.

Contractor personnel must abide by the host country laws. As Laura stated earlier, your employees represent the US military and government.

All individuals entering Korea, whether assigned to or temporary duty status, are required to take a USFK theater specific training.

Logistics support is subject to availability as determined by the installation commander. Personnel assigned to Guam are not granted logistics support privileges.

Relocation costs for contractor personnel and/or dependents is the sole responsibility of the contractor

Clauses may be referenced by titles or in full text. Full texts of all clauses can be obtained at http://farsite.hill.af.mil/

FAR clauses 52.216-19 (Ordering), 52.216-22 (Indefinite Quantity), and

252.216-7006 (Ordering) are applicable only to CLINs X001 and X002 (High

School and Academic Skills).

There are 4 Attachments to this solicitation.

Attachment J-1 is the Performance Work Statement (PWS) and has 9 appendices.

Attachment J-2 is the military Affiliated Enrollments – Credit Hours

Attachment J-3 is the Certificate/Degree Completion form

Attachment J-4 is the Degrees by Area, Service, and Level form

These attachments will be covered in later slides.

Section K is the Representations and Certifications. There are sections in which you must fill in or complete. You must carefully read the clauses and ensure that all fill-ins are completed and the information provided is accurate.

FAR clauses 52.204-7 System for Award Management: requirement that a prospective awardee shall be registered in the SAM database prior to award, during performance, and through final payment of any contract. I will be checking SAM when the proposals come in and again before making any awards. You need to make sure you are registered in SAM and that your registration is current. If you are not, you will not be awarded a contract even though you may have provided the best value proposal.

Section L is the instructions for submitting a proposal. This is very important so you should carefully read and follow the instructions.

L-1 Formal Communication: all communication regarding this solicitation must be in writing to the Contracting Officer and submitted to me, Rickie Shiflet.

Any inquiries submitted after 10 Apr 14 may not be answered.

L-2 Debriefings: all offerors may request a debriefing either after receiving notification of elimination from the competitive range or after award of a contract. Requests for debriefings must be submitting in writing within 3 calendar days from notification. Debriefings will be conducted within 5 days of the request to the maximum extent practicable.

L-6 Site Visit: We will be conducting a site visit to several installations with any interested parties limited to the participation of 1 individual. The request should have been submitted to the Contracting Officer and any participants completing the mandatory USFK Theater Specific Required training. To ease access to the bases it was recommended, but not required, that the representative possess a

DoD ID card. Participants may attend all sites or only certain sites.

L-7 Submission of Complete Proposals: You must strictly comply with Sections

B, C, G, H, K, L & M. Failure to submit a complete proposal at the time of proposal submission may result in the elimination from consideration for award.

L-8 General Information:

The Government reserves the right to revise or amend the PWS or solicitation prior to proposal closing date. Revisions will be via formal amendment

(Standard Form 30) to the Request for Proposal.

If the amendments require material changes in quantities or prices, the proposal closing date may be postponed to enable offerors to revise their proposal. Any change in proposal closing date and time will be via an amendment.

BEFORE WE PROCEED WITH THE PROPOSAL INSTRUCTIONS, WE

WILL TAKE A 10 MINUTE BREAK.

L-9 Proposal Preparation Instructions: this is a very important section that you must follow precisely. This section specifies the instructions and evaluation criteria.

You must meet all the solicitation requirements in order to be eligible for award.

If you have any exception to the solicitation terms and conditions you must provide a complete rationale.

A proposal shall consist of 3 separate volumes. Volume I is the Executive

Summary/Price Proposal. Volume II is the Technical Proposal and Volume II is

Past Performance Information.

Volume I Executive Summary/Price Proposal.

Must submit 3 paper copies (1 original and 2 copies) and 1 electronic copy.

In the Executive Summary, you must submit Page 1 of the RFP with blocks 12, 13, 15, 16, 17, and 18 of the Standard Form 33 completed. Block 14 will be completed to acknowledge any amendments that were issued. Also, complete the necessary fill-ins and certifications in Sections I through K.

Only pages that require a fill-in for Sections C thru I shall be returned while Section K shall be returned in its entirety.

This section shall include any affirmation of no Exceptions, Deviations, or Waivers if none proposed.

Proof of accreditation by a regional accrediting agency recognized by the US Department of

Education for face-to-face undergraduate and graduate courses and proof of current accreditation by a regional or national accrediting agency recognized by the US Department of Education for distance learning courses. The documents must state the name of the accrediting agency.

Proof of membership in the Servicemembers Opportunity Colleges (SOC) consortium and program/specialized information. PARAGRAPH L-9 C. 1 EXECUTIVE SUMMARY (F) IS

BEING REVISED VIA AMENDMENT TO DELETE THE INDIVIDUAL SERVICES SOC

MEMBERSHIP AND ONLY REQUIRE MEMBERSHIP IN THE SOC CONSORTIUM.

Price Proposal. Complete Section B with proposed unit and extended prices for each CLIN proposed including all option periods. Extended amount must equal unit price multiplied by number of units.

Mathematical calculations must be correct especially when using the Excel program and the rounding of figures. No price data should be included in any other volume of your proposal.

In addition to completing the unit prices, a proposal for the Quantity Adjustment Rate table must also be submitted.

Volume II Technical Proposal.

Must submit 7 paper copies (1 original & 6 copies) and 1 electronic copy. This volume is limited to no more than 45 pages.

There are 3 subfactors and each subfactor is limited to 15 pages.

CAREFULLY READ THE REQUIREMENTS AND ENSURE ALL

INFORMATION IS ADDRESSED AND YOU DO NOT EXCEED THE PAGE

LIMITATIONS.

What’s being covered in the following slides is the general description of the item. You need to ensure you carefully read each item for the specific details and address all the elements requested for that item.

Subfactor 1 – Program Management.

Subfactor 1 consists of 4 elements that need to be addressed in your proposal.

The first is residency requirement and student degree progression.

The second is your marketing plan and strategy.

The third is percentage of programs delivered by full time faculty in face-to-face/traditional format and utilizing student surveys.

The fourth is student diagnosis for placement purpose and determining enrollment in the appropriate delivery method….traditional, distance learning, or hybrid format.

Subfactor 2 – Support Services.

Subfactor 2 consists of 4 elements that need to be addressed in your proposal.

The first is providing the required services at multiple overseas military installations and the technology to be used to provide the services.

The second is internet access. Internet access for instructional, administrative, and student support services to include access to home campus library system, posting of grades, transcript requests, and financial aid information.

The third is providing support services to students from the information gathering stage to graduation. Be sure to provide all the information required for the description….schedules, federal assistance guidance, etc.

The fourth is how students obtain textbooks/course material or other resources to ensure they’re available for use prior to the first day of class.

Subfactor 3 – Management/Staffing.

Subfactor 3 consists of 3 elements that need to be addressed in your proposal.

The first is your organizational structure and identifying specific home campus support services that will maximize reach-back capability and efficiently size in-theater program staff.

The second is strategy for faculty and staff recruitment, retention, and maintaining a pool of certified substitute faculty members.

The third is providing annual professional development/training comparable to home campus and new staff/instructor orientation training.

Volume III is Past Performance Information.

You must submit 6 paper copies (1 original and 5 copies) and 1 electronic copy.

There is no page limit for this volume.

Your proposal shall consist of a Table of Contents, Summary page which describes the role of the offeror and each subcontractor, teaming partner, or joint venture, an information sheet for each contract/program that has been identified as a reference (Attachment L-1), consent letter from each subcontractor, teaming partner, and/or joint venture partner authorizing the release of past performance information (Attachment L-4), client authorization letter for each identified effort for a commercial customer authorizing the release of requested information on the offeror’s performance to the Government, organization structure change history, and a list of questionnaire recipients.

Make sure the questionnaire recipient’s name, organization, email, and telephone numbers are included.

The questionnaires should been sent to the points of contact for the contracts/agreements identified in your Past Performance volume. It is your responsibility to follow up to ensure your questionnaire recipients complete and submit the questionnaires. The completed questionnaires should be returned directly to 766 SCONS.

The maximum number of references are 5 for the prime offeror and 3 for each subcontractor or teaming/joint venture partner.

Your references should be for ongoing or contracts/agreements completed in the

7 years from the date of the issuance of the solicitation. The solicitation issuance date is 5 Mar 14.

If you have no relevant past performance history, you must state so.

Documents submitted in response to this RFP must be fully responsive and consistent with:

1. Requirements of the RFP (CLINs and PWS) and government standards and regulations pertaining to the PWS

2. Evaluation Factors for Award in Section M of the RFP

3. Page limitations specified. Excessive pages will be removed from the proposal and will not be evaluated

4. Format for the proposal volumes

Format shall follow the following:

Each volume shall be separately bound in 3 ring binders with the correct number of copies submitted. Each binder shall be clearly identified on the front and side and contain a Table of Contents, Cross References, and List of Tables and

Drawings.

Cover pages, Table of Contents, and Tabs will not count against the page limit however, tables, charts, graphs, and figures count toward the page limit.

Paper size is 8 ½” x 11” paper except for fold-outs for charts, tables or diagrams which may not exceed 11” x 17”.

A page is defined as one face of a sheet of paper containing information.

2 pages may be printed on a sheet of paper and printing should be single spaced with typing not less than 10 pitch. The 10 pitch is applicable to charts and graphs. The Government must be able to read the writing on the document.

The page margins are 1” from top, bottom, and each side.

In addition to the paper copies you must submit 1 electronic copy of each volume. The electronic version is a CD with the volume number and title indicated on each CD. There should be separate files and folders so the information can be rapidly located and the electronic version shall be identical to the paper copies. If there is a discrepancy between the hard and electronic copies, the hard copies take precedence and will be used for the evaluation.

The price volume shall be submitted in spreadsheet format, such as EXCEL and

MS Word for the price narrative.

Replacement CDs will be required to update the final proposal resulting from any discussions and updates.

Each volume shall be complete in itself and shall not reference information contained in other volumes. Pricing data of any kind should only be in the Price

Proposal volume.

All pages shall be numbered with page 1 of a volume defined as the first page after the Table of Contents.

The chart at the end of Section L summarizes the proposal submission. It lists the proposal volume and title, number of electronic copies and paper copies, page limits, and due dates/times.

The important dates to remember are 24 Apr 14 and 1 May 14. The past performance volume is due on 24 Apr 14 at 2:00 p.m. HST. The remaining volumes, Executive Summary/Price Proposal and Technical Proposal are due on

1 May 14 at 2:00 p.m. HST.

The contents of the proposal volumes were discussed in the previous slides (42-

49).

Section M is Evaluation Factors for Award

M-2 Basis for Award: This is a competitive best value source selection with past performance evaluated on a basis approximately equal to price.

All technically acceptable offers shall be treated equally except for their prices and performance records. Failure to meet a requirement may result in an offer being determined technically unacceptable.

Offerors must clearly identify any exception to the solicitation terms and conditions and provide complete rationale.

The Government may award more than 1 contract from this solicitation.

Offerors may submit offers for 1 or more CLINs but are not required to submit an offer on all CLINs. However, CLINs X001, X002, and X003 must be proposed as and will be evaluated and awarded as a consolidated group. These

CLINs are for the High School/GED Preparatory, Academic Skills, and Lower

Level Division. Likewise, CLINs X009, X010, X011 must be proposed as and will be evaluated and awarded as a consolidated group. These CLINs are for the

Lower Level, Upper, Level, and Graduate Level Education programs.

If proposing on a CLIN that contains SubCLINs, you must provide a unit price for each SubCLIN within the respective CLIN. Failure to submit unit prices for all SubCLINs under a CLIN will be cause for rejection of the offer on that

CLIN.

There are 3 evaluation factors that will be used to evaluate each proposal.

Factor 1 is Technical Acceptability and it contains 3 subfactors, Program

Management, Support Services, and Management/Staffing.

Factor 2 is Price and Factor 3 is Past Performance.

The technical proposals shall be evaluated on a pass/fail basis with an assigned rating of Acceptable or Unacceptable.

Each subfactor will be rated as pass/fail and a fail in 1 or more technical subfactors constitute an overall rating of Unacceptable for the technical evaluation. Only technically acceptable proposals, either initially or as a result of discussions, will be considered for award.

Subfactor 1 Program Management will evaluate your ability and methodology used to comply with the requirements in providing program management of the education program at each site.

Proposal must address the 4 elements identified in Subfactor 1:

Residency requirement and student degree progression

Marketing plan and strategy

Percentage of programs delivered by full time faculty in face-to-face/traditional format and utilizing student surveys

Student diagnosis for placement and enrollment in appropriate delivery method

Subfactor 2 Support Services will evaluate your ability, methodology, and actions taken to provide support services at multiple installations. Your proposal must address the 4 elements identified in

Subfactor 2:

Providing required services at multiple overseas military installations and the technology to provide the services

Internet access

Providing support services to students from the information gathering stage to graduation

Obtaining textbooks/course material or other resources for use prior to 1st day of class

Subfactor 3 Management/Staffing will evaluate your ability and methodology for management of faculty and support staff. Your proposal must address the 3 elements in Subfactor 3:

Organizational structure and specific home campus support services that will maximize reach-back capability and efficiently size in-theater program staff

Strategy for faculty and staff recruitment, retention, and maintaining a pool of certified substitute faculty members

Providing annual professional development/training and new staff/instructor orientation training

Factor 2 – Price

All technically acceptable offers shall be ranked by price, including any option prices.

An offeror’s proposed prices will be determined by multiplying the quantities by the proposed unit price for each CLIN. It is imperative that you check your mathematical calculations to ensure accuracy. An example is a unit price of

$166.33 for a quantity of 12 with a total proposed price of $1,995.95. The correct calculation equals $1,995.96, not $1,995.95. Many calculation errors occur when figures are rounded off, especially when using the Excel program resulting in a few cents discrepancy.

Although you must provide a proposal for the Quantity Adjustment Rates

(QARs), it will not be included in the evaluated price. It will be evaluated to determine whether it is unbalanced and/or reasonable. The Government will not make an award to an offeror if the adjusted rate is unbalanced and/or unreasonable.

Price evaluation will determine if the proposed prices are fair and reasonable utilizing 1 or more of the proposal analysis techniques described in FAR 15.404-

1.

The price of the 6 months extension of services authorized by 52.271-8, Option to Extend Services, will be factored as part of the total evaluated price for award and will be calculated on the basis of a potential maximum 6 months extension.

Pricing is provided only for evaluation purposes. Offerors are not entitled to any direct reimbursement from the Government under this contract.

Factor 3 – Past Performance

The Government is seeking recent and relevant performance information based on the past efforts provided by the offeror and data independently obtained from other government and commercial sources.

Recent is defined as contracts/agreements consisting of a minimum of 5 years of performance within the last 7 years from the date of the issuance of the solicitation of 5 Mar 14.

Relevant is defined as education services that involved similar scope and magnitude of effort and complexities for the program(s) proposed. Similar service encompasses providing instructional academic (high school/academic skills, post-secondary, credit and non-credit) services for the program(s) proposed and performance includes simultaneous work at multiple sites

(CONUS or OCONUS).

Past performance will be assigned a relevancy rating of Very Relevant, Relevant, Somewhat Relevant, and Not Relevant. The definitions of these relevancy ratings are described on page 146 of the RFP.

The past performance factor will be assigned a confidence assessment rating of

Substantial Confidence, Satisfactory Confidence, Limited Confidence, No

Confidence, or Unknown Confidence. These confidence descriptions are located on page 147 of the RFP.

No recent/relevant performance history or performance record that is so sparse that no meaningful confidence assessment rating can be reasonably assigned shall receive the rating of “Unknown Confidence” which means the rating is treated neither favorable nor unfavorable. In other words, it’s a neutral rating.

Past performance information for subcontractors, teaming/joint venture partners that perform major or critical aspects of the requirement will not be rated as highly as the past performance for the principal offeror.

The Government reserves the right to give greater consideration to information on contracts/agreements that are most relevant to the effort described in the RFP.

The Government reserves the right to award a contract to other than the lowest priced offer if the lowest priced offeror has a performance confidence assessment of Satisfactory Confidence or lower.

Communication conducted to resolve minor or clerical errors will not constitute discussions and the Contracting Officer reserves the right to award a contract without the opportunity for proposal revisions.

The Government intends to award without discussions but reserves the right to conduct discussions if deemed in its best interest.

Since the Government may award a contract without discussions and the opportunity for proposal revisions, offerors are cautioned to carefully review all terms and conditions in the solicitation and the PWS prior to proposal submission and to submit your best prices in the initial offer. Your proposal should contain sufficient information and in the format specified in Section L.

There are 8 attachments to the RFP. These will be covered in later slides.

The following 40+ slides will highlight most of the PWS – but they do not discuss everything. Read over carefully. Your institution must be able to comply with each of the requirements.

PWS is divided into 4 sections: 1: Description of Services, 2: Service Delivery

Summary, 3: Government furnished property and services, and 4: General

Information

Section 1: Description of Services

-The government has a requirement for services leading to award of undergraduate and graduate degrees.

-There is also a requirement for academic skills instruction and courses leading to HS diploma or GED certificate.

- Services will be conducted in Japan, Okinawa, Korea, Guam, and Australia.

This service must be provided by a college accredited by an agency recognized by the US Department of Education.

The college or university providing face-to-face courses must be regionally accredited. Distance learning courses can be provided by regionally or nationally accredited schools.

Work must be performed by a college that is a member of the Service members

Opportunities Colleges.

ORIGINALLY THE RFP AND PWS READ: “For undergraduate programs, this includes SOCAD, SOCNAV and SOCMAR. For graduate programs, the college can be a member of the SOC consortium.” AN AMENDMENT WILL

BE ISSUED TO REVISE THESE SENTENCES TO READ: “For institutions providing associate, bachelor’s, and graduate degree programs, proof of membership in the SOC consortium.” Membership in the individual services has been deleted and the requirement is only to be a member of the SOC consortium.

The academic institution’s program at the overseas locations must have the same admission and graduation standards that exist at their home campuses.

-As mentioned, local on base services and support must be consistent with what a student would get from home campus.

-Faculty and students shall have access to home campus library system

-The academic institution will host a formal graduation/commencement ceremony in every country where there are face-to-face courses and there are more than 9 students graduating.

- TA and enrollments are not guaranteed.

The contractor awarded the lower level division college program (CLIN 3) will provide National Test Center services.

Attached is a list of exams NTC will proctor. In addition to this list, the contractor will proctor electronic exams for students enrolled in distance education courses with non contracted colleges and universities on a space available basis.

Service will be provided to eligible military and civilians and others depending on the ESO and installation commander policies.

NTCs will provide services at these bases.

Appendix C also lists the bases that host NTCs (asterisk by bases)

NTCs will provide services at these bases.

Appendix C also lists the bases that host NTCs (asterisk by bases)

The contractor awarded the lower level division college program (CLIN 3) will provide Facility Monitor duties services.

Contractor must work with local ESO to ensure there is a standard operating procedure for the monitor. Monitor will ensure windows, locks, and doors are properly secured. If there appears to be any issues, the monitor will contact the

ESO and the military police.

Section 2 of the Performance Work Statement contains the service delivery summary. It indicates the performance standards and the performance threshold

(for instance – quality logs are available upon request 90% of the time) as well as paragraph references to where contractor can find the requirement in the

PWS.

Performance Standards include requirements for program management, personnel management, and quality control.

Section 3 of the Performance Work statement explains what kind of equipment and services will be provided by the government.

The first sub paragraph discusses facilities.

The government will provide classrooms – keep in mind, every facility is different. What is provided at one base will not necessarily match what is provided at another.

The government will provide office space for the program director and administrative staff.

- Undergraduate program administrative HQ space will be provided at Yokota

AB, while graduate program director space will be provided at Kadena. If an

AI is awarded both undergraduate and graduate programs, appropriate space location will be determined after award.

- Office space for Area directors and staff will be provided in country at the most desirable (to government) location available.

- Appropriate office space will be provided to field representatives located at education centers (depending on space, there is always a possibility schools may have to share common space).

- Government will provide space to house contractors computer equipment in support of NTC.

Paragraph 3.2 addresses equipment and supplies

When available, the government will provide furniture for field representatives office (this includes desks, chairs, and storage cabinets). This does NOT include copier machines, printers or computer equipment. Classrooms will be furnished with student desks, chairs, and instructor desk/podium.

Schools can us GSA store on a reimbursable basis.

Services provided by the government:

Utilities

At least one DSN line per site (some bases provide more, but no guarantee)

Required repairs to the facilities

If provided to the government offices in the facility (some contracts have been cut), janitorial service to the common spaces and classrooms.

APO services (not Guam)

Contractors may us Defense Transportation System on a reimbursable basis.

Section 4 of the Performance Work Statement includes specific guidance on the government’s requirements to include management of personnel, conducting program quality control, maintaining equipment and supplies, submitting travel requests, and program administration.

The contractor will provide a program director and staff in theater and area directors for the regions identified in Appendix C.

-Will manage multiple offices and conduct visits.

-Remove employees who endanger others or whose conduct is inconsistent with the interest of the military or host nation.

-The contractor will ensure employees adhere to the laws of the host nation

-Ensure employees do not represent themselves as government employees (GS)

-Ensure staff size is conducive to size of in-theater program

-Ensure in-theater services are consistent with home campus services

-Provide annual training to staff

-Conduct orientation training to all new personnel.

Ensure faculty members in theater possess same qualifications required on home campus

Full-time undergraduate and graduate faculty teach not less than 50% of all face-to-face/traditional classes taught during the contract year

Full-time vocational/technical faculty teach not less than 25% of all vocational/technical face-to-face/traditional courses taught during the contract year

Certified substitute faculty members are available

Provide one field rep at each education center where programs are required (see appendix E). If awarded multiple CLINS (for example 1,2,3) – only one field rep is required for all programs (not each).

Field representatives can provide institution specific information by must avoid:

-Counseling students regarding testing or academic/vocational career goals for other institution’s programs

-Registering military students who will be using active duty TA in courses without prior approval from the ESO or counselor

-Accepting TA authorization that have not been completed, signed, and approved by the ESO or designated representative

The government will require each contractor to submit a quality control plan no later than 60 days after the Pre-performance meeting

The QC Plan will identify the person responsible for the QCP, include a requirement to maintain QC logs in the local field representatives office by term, include requirement to distribute student surveys at least 5 days prior to the end of the term and provide the results to ESO within 15 days of a request. It will also require the monitoring of teaching performance of its instructors at least once a year.

The contractor is required to supply any instructional equipment it uses related to educational program.

If using DODEA classrooms, it is required to repair/replace any equipment damaged due to contractor.

Provide internet support for your education program.

For APO/FPO mail services, coordinate with ESO for pickup/drop off.

Submit travel request at least 15 days before travel.

Only the Government is authorized to initiate official travel clearances and/or travel documents.

Be familiar with and comply with appropriate service directives.

All contract employees must have FBI fingerprint check and initiated a NACI prior to being given a CAC. If the NACI has other than favorable results, the employee is not allowed to provide instruction or support services unless written approval from the local Security Officer and Contracting Officer is obtained.

If employment is terminated/completed, employee must relinquish the CAC to

Trusted Agent.

Contracted employees must have approved travel documentation when TDY.

The local program must be accredited by the same agency that accredits its home campus program.

Under program guidance for program administration, the government has specific requirements for students withdrawals and refunds.

The contractor is also responsible for ensuring VA paperwork is processed properly.

Contractor will provide academic advisement. When a student completes 6 credits with the contractor, the contractor must provide the student with a formal degree plan.

All first time students must be accessed for placement (at proper level as well as proper delivery)

Contractor is required to notify the ESO in writing regarding excessive student absences. Excessive absence number will depend on course (condensed course might be 2 classes where 16 week course might be five).

Contractor will provide students with financial aid information.

The contractor will ensure students have access to textbooks prior to the first day of class.

For computer classes, students will not be required to share computer.

Provide degree plan for all students pursuing degree. Plan will specify the number of credit hours required to complete the degree.

Syllabus will be available 3 weeks prior to start of class.

ESO may request a class when there is at least 9 students available for a course.

When there are more students interested in enrolling in a course, but the classroom cannot accommodate, the school can offer another section of the class.

Maximum enrollment is 30 for most classes. For introductory or remedial, speech, introductory algebra maximum enrollment is 20 students.

Military TA rules state students must have approved TA prior to term/course start date. If students plan to use TA, do not enroll them in a course until they have an approved TA.

Grades must be provided to students within 14 days of course completion.

Submit all questions in writing to contracting officer

Any changes in method of delivery or courses must be reviewed by A1KE and approved by CO prior to implementation.

Please review the appendices associated with the PWS.

Appendix A and B: Straight forward – abbreviations and definitions

I do want to highlight two definitions found in section B. Important when you prepare the pricing part of your proposal. Enrollment = person or student and

Session = exam or test

Appendix C: Place of Performance: Every base that uses the PACOM education contracts. As mentioned previously, asterisk denotes which bases host NTC.

(Reference Appendix E – This shows where specific programs are conducted.

For example, not all bases have graduate programs)

Appendix D: Education Programs: Spells out specific requirements for each

CLIN – For example, for lower level undergraduate program there is a list of areas (like Humanities/Social Sciences) that is broken down even further to specify the kinds of classes in that area (like Government and Sociology).

Appendix D also spells out what the government views as traditional, alternative, and mixed delivery for courses.

The government requires the contractor to provide the opportunity for students to “test out” of courses and be awarded college credit if they pass the test.

Please note the DOD and Service specific guidance regarding tuition assistance for credit by examination.

CLINs 1 and 2 are HS completion and academic skills programs. If a school intends to provide HS or GED courses via online format, it must provide an on-site tutor assistance service.

If awarded CLIN 3 (lower level division programs) must provide the HS completion and academic skills programs.

After contract awards, all schools providing undergraduate course work will need to work together to ensure there is no duplication of courses. Each will sign an agreement stating which courses can be provided face-to-face in theater.

There will be extra work associated with this -- as students may need to take lower level courses with one contracted school and transfer the credits into another school.

CLIN 3 – Lower level division program

100 and 200 level courses

- Note: because computer courses are part of Vo-Tech CLIN 5, the computer classes included in CLIN 3 cannot be duplications.

CLIN 4: Upper Division

300 and 400 level courses

CLIN 5 Technical Program

Includes Law Enforcement, Hospitality Management, Office Management, Fire

Sciences, Early Childhood (CDC), EMT, Microcomputer Applications

English as Second Language courses

Aviation program

Looking for several programs – certificates, associates, bachelors, and graduate degrees

Lower level aviation courses leading to certificates or associates degrees

Aviation Maintenance/Airframe and Powerplant certification

Aviation Management

Aviation Program leading to bachelors degree

Requesting Aviation Management/Professional Aeronautics

For graduate program

Courses leading to masters degree in Aeronautical Science

Contractor will provide program leading to certificate, bachelors and masters degrees in education

Major concentration should be in the following areas with a master’s level teacher certification option with curriculum and instruction:

Education – Administration

Education – General

Curriculum and Instruction

I already addressed two graduate programs (Aviation and Education). There are two other programs we are looking for:

Management/MBA and International Relations (with major emphasis and concentration in Government Pacific Studies)

Appendix E identifies the location for each program (note – graduate programs are not required at most locations)

Aviation programs only at Kadena and Camp Humphreys

Appendix F: Plans, Reports, and Letters: Although each of these reports are listed in the PWS, Appendix F provides a visual and central place to see specific reports, a description of the report, when it is due and who to submit it to

Appendix G: Contractor support table: This table lists what kind of support employees are eligible for depending on their status (for example if you hire a third country national, he/she is not authorized CAC. Can only have base pass).

Appendix H: Example of enrollment report due each term

Appendix I: Lists links to where you can find DOD guidance, Service specific guidance as well as USFK/J policy guidance

There are several attachments to the contract. J-2, 3, and 4 are reports that each academic institution must submit to PACAF/A1KE. Attachment J-2 is the template for reporting military affiliated enrollments. J-3 is the template for reporting degree and certificate completions. J-4 is the template to report degree completions by degree area and level and student service affiliation.

Attachment L-1 is the Past Performance Information Sheet. A separate one should be completed for each past performance reference. If you are submitting 5 references, then your past performance volume should contain 5 information sheets. Paragraph D, brief description of the effort, should contain sufficient information to accurately describe the effort. Also, all information for the points of contact should be completed and current.

Attachment L-2 is the Past Performance Questionnaire Cover Letter that is sent to the questionnaire recipients.

Attachment L-3 is the Past Performance Questionnaire. This along with the cover letter should be sent to each reference you identified in Attachment L-1. Once completed, the questionnaires should be returned to 766 SCONS and not to you, the offeror. You should send the questionnaires as soon as possible if not already.