CONTRACTOR_REQUIRMENTS_3_Feb_PGL.pdf

CONTRACTOR REQUIREMENTS &

GENERAL INFORMATION

1. What are the Key AFRC geographic locations required?

ANSWER: Ref PWS 4.14.4.2. 44 main operating locations nationwide. See attachment “Operating

Locations”

2. What are the Senior Recruiters (Flight Chiefs) and what is their role on the contract?

ANSWER: Ref PWS Para 4.9.7. See job description attachment for “Senior Recruiter” and “Flight Chief”.

Flight Chiefs and Senior Recruiters have oversight of their flight's activity including monitoring promotional items ordered via the Dashboard.

3. Is there any coordination, at any level, between Air Force Reserve advertising and larger

Air Force advertising?

ANSWER: Ref PWS Para 4.12.2. Yes, we coordinate and interact regularly with Air Force Reserve advertising and share a total force recruiting database (AFRISS-TF). AFRISS-TF is the place where leads get transferred and is the lead management system. The contractor will not be having direct contact with larger Air Force Advertising.

4. The PWS states that the contractor personnel shall provide certificates of required government training as set forth in PWS Paragraphs 5.5.1. There is no Paragraph 5.5.1. - Should this read

5.3.1? Please clarify

ANSWER: Ref PWS Para(s) 5.3.2. Yes. PWS will be corrected by amendment.

5. Will the Government provide the Ref section 5.5.1?

ANSWER: Ref PWS Sections 5.3.2 Training Certificates incorrectly referred to 5.5.1 instead of 5.3.1. PWS will be corrected by amendment

6. The PWS indicates that contractor personnel shall provide certificates of required government training as set forth in PWS Paragraphs 5.5.1 – this Paragraph (5.5.1) is not included in the

PWS. Would you please provide this information?

ANSWER: Ref PWS Sections 5.3.2 Training Certificates incorrectly referred to 5.5.1 instead of 5.3.1. PWS

7. The PWS indicates that contractor personnel shall provide certificates of required government training as set forth in PWS Paragraphs 5.5.1 – this Paragraph (5.5.1) is not included in the

PWS. Would you please provide this information?

ANSWER: Ref PWS Sections 5.3.2 Training Certificates incorrectly referred to 5.5.1 instead of 5.3.1. PWS

8. Do all Training Materials previously developed by the incumbent covey or is the new contractor expected to recreate all new material?

ANSWER: 4.8.10 The government owns all of the training materials previously created. This information will be passed onto the awardee and the awardee will be expected to update, modify, change, etc. the material to keep it current and effective. The changes will be approved by the COR.

9. PWS 4.1 states that the period of performance is a one-year basic (BASE) period (PLUS) with four (4) annual option periods, yet the Solicitation pricing table is for one-year basic (BASE) period

(PLUS) and three options. Please clarify the period of performance. (BASE PLUS THREE OR BASE PLUS

FOUR)

ANSWER: Ref PWS Sections 4.1. Amendment will be processed to correct the performance period to a total of 4 years (1 base year + 3 option years).

10. In the PWS under Technical Requirements 4.1 Period of Performance. It states

Performance shall commence at date specified in resultant contractual document for a one-year basic period with four (4) annual option periods. In the solicitation Section B Pages 2-24 it appears to indicate one base year and three optional years. Can you please clarify which is it 4 total years or 5 total years?

ANSWER: Ref PWS Amendment Para 4.1. Amendment will be processed to correct the performance period to a total of 4 years (1 base year + 3 option years).

11. Are the five “key positions” to be dedicated fully to the AFRC? May the contractor provide additional key positions?

ANSWER: Ref PWS 4.8 Para. 4.8.2. The PWS requires key personnel be available between normal working hours 8-5 EST and emergency Points of Contacts to be provided. The proposal should address how this requirement will be met. The PWS, nor the government, does not detail any other positions other than the five required. The bidders may propose any technical approach, with manning above and beyond the five required by the PWS. All technical approaches will be evaluated in accordance with the evaluation criteria in section M.

12. When will AFRC provide the vendor the next year’s recruiting objectives for preparing the annual communications plan? Will the government provide the current (or most recent) plan upon contract award for Ref?

Answer: Ref PWS 4.8 Para. 4.8.3 and 4.8.4. The recruiting objectives for the following year’s communication plan are discussed and confirmed during the mid-year (31 May) review. The plan will address all current and recommended future initiatives of the advertising and marketing strategy and incorporate mid-year updates and adjustments through a comprehensive analytical review. Upon award of the contract, the government will provide mid-year review and the existing communication plan so that the awardee can satisfy the requirement to have an annual communication/advertising plan proposed by 31 Aug.

13. When should the annual communications plan, submitted by 31 Aug, be approved?

Many elements may require longer lead times to secure and place than 60 days or the beginning of the new FY (1 Oct).

ANSWER: Ref PWS 4.8 Para. 4.8.3; Page 4 and CDRL A004. The government will approve/comment within 5 business days of receipt. If changes are required, the Contractor shall have 5 business days to resubmit. The Annual Communication Plan shall be submitted by 31 August.

14. Is the date 31 May meant to be 31 March for the mid-year review?

ANSWER: Ref PWS 4.8 Para. 4.8.4. No, 31 May is the correct date. The government will provide the most recent mid-year review upon contract award.

15. Can localized marketing training of recruiters be included in order to develop each

AFRC’s local stations ability to market locally the ARFC?

ANSWER: Ref PWS 4.8 Para. 4.8.10. The PWS does not require; however, the bidder may propose within their technical approach.

16. When should the vendor expect approval of the USAFR Recruiter Training plan that is submitted by 1 Sept each year? This answer will support the vendor’s training calendar and also will be synchronized with the seasonal nature of accessions and ship dates. Are there required mechanisms for the training materials or are they at the vendor’s discretion (e.g., PowerPoint, binders, etc.)?

ANSWER: Ref PWS Para(s) 4.8 and 4.8.10. Approval of the training plans will be NLT 1 Oct each year.

Advertising training materials will be incorporated into a larger hard copy binder that encompasses all training subjects presented to each recruiter at the annual conference. The format of the materials is determined between contractor and COR. The bidder may propose additional materials if they desire.

PWS will be amended.

17. As the PWS reads, will the pricing provided in the vendor’s proposal be “locked-in” as the price? If a delivery order is issued that changes quantities or deadlines, the price of an item could change. Does the government desire that these be fixed prices for the items identified?

ANSWER: Ref PWS 4.15. Yes. The promotional items are part of a FFP CLIN. Therefore, it is expected that the bidder propose the base and option years pricing accordingly. Additional products may be added to the list during the life of the contract. Such additional products will be identified and prices negotiated by the Contracting Officer prior to adding those items to the contract and/or placement of any orders for those products.

18. The PWS states that if additional items are added, the Contracting Officer will negotiate the prices. Does this mean negotiated with the Prime Contract Vendor or involved with the Prime’s subcontractor product provider?

ANSWER: Ref PWS 4.15. Negotiating with the Prime Contract Vendor.

19. Are there expectations or plans for what is desired in the future?

Answer: Ref PWS 4.8 Para. 4.8.3 and 4.8.4. The recruiting objectives for the following year’s communication plan are discussed and confirmed during the mid-year (31 May) review. The plan will address all current and recommended future initiatives of the advertising and marketing strategy and incorporate mid-year updates and adjustments through a comprehensive analytical review. Upon award of the contract, the government will provide mid-year review and the existing communication plan so that the awardee will have knowledge of future expectations.