FA701424R0002 Questions and Answers 2 of 2.pdf

PLANS PROGRAMS BUDGETING AND EXECUTION (PPBE)

Solicitation # FA701424R0002

Mission Partner Questions

1. What software tools are used during the training? Are there any licenses required for these tools?

Answer: Excel, Financial Systems, data Analytics tools, Performance Management Software, Business Analytics Software, and Budgeting Software.

Are there any licenses required for these tools?

Answer: Yes, licenses are required for some of the software.

2. Attachment 2 PWS - Section 1.4 - Is it the contractor’s responsibility to prepare pre and post course test material for Task 1 and course critique survey material for all the courses?

Answer: Yes, if it is aligned in the contract. In many cases, contractors are expected to develop comprehensive training materials, including pre- and post-course tests to assess learning outcomes, as well as course critique surveys to gather feedback from participants. These materials are essential for evaluating the effectiveness of the training program and making improvements for future iterations.

Task 1 -1.1

All classes will be held virtually and maintained at the unclassified level unless specifically directed otherwise by HAF/A8P/A8X.

3. Attachment 2 PWS - Can we assume all the courses are going to be held virtually from the contractor site?

Answer: Yes, we can assume that all PPBE courses will be held virtually from the contractor site.

The sensitivity of the information and location of PPBE courses would depend on various factors such as the type PPBE courses, the preferences of the participants, any existing agreements or contracts, and logistical considerations. According to Task 1 1.1 all class will be held virtually unless otherwise request in person or sensitivity of the class being held.

4. Attachment 2 PWS - Section 1.6 - Will the Government provide baseline course materials to the contractor to start with?

Answer:

a. The Planning, Programming, Budgeting, and Execution (PPBE) process is a structured approach used by the AirForce to allocate resources and make decisions about funding priorities. As part of this process, course materials are often developed to train personnel involved in PPBE activities. These materials typically cover topics such as budget formulation, resource allocation, program evaluation, and financial management.

5. Attachment 2 PWS - Section 1.7 - Will the Government provide course instructional media (such as

Canvas, Moodle) and for communication (Zoom, Teams, etc., )? Or is it the contractor’s responsibility to procure the required virtual tools to support the performance?

Answer: The contractor is responsible for procuring and providing the required virtual tools support for course instructional media. This should be added to the PWS and Contract.

6. Can the Government provide current level of effort supporting the program?

Answer: Yes, the Air Force can provide a current level of effort supporting the PPBE program. The

AF is actively involved in the PPBE process as part of the Department of Defense’s overall resource allocation and financial management activities. The AF, like other branches of the military, participates in the Planning, Programming, Budgeting, and Execution phases to ensure effective allocation of resources for current and future acquisition programs.

Planning phase- AF engages in defining strategies, analyzing changing conditions and trends, assessing threats and technology advancements, and understanding the long-term implications of various choices within its budgetary constraints.

Programming phase- AF defines alternative force structures, weapon systems, support systems, and evaluates their resource implications over multiple years. This phase involves analyzing trade-off options to optimize resource allocation.

Budgeting phase- AF formulates, justifies, executes, and controls its budget to ensure efficient resource utilization. Scrutiny is placed on the initial years of program budgets to maintain fiscal responsibility.

Execution phase- Involves implementing the decisions made during planning, programming, and budgeting stages in real-world. This ensures that allocated resources are utilized effectively to achieve desired outcomes.

Air Force plays a crucial role in contributing to the successful execution of the PPBE process by aligning its financial management efforts, with DoD priorities, and goals set by the Secretary of

Defense.

7. Can you advise what specific LMS (e.g., Air University, Blackboard, Microsoft Teams) is used by

HAF/A8P and HAF/A8X?

Answer: Microsoft Teams

8. This course shall be taught by the contractor virtually in a seminar environment that is accessible for students from their issued Air Force Computer. There are issues with compatibility of MS365 environments, where access is limited to the DOD environment without the use of CAC enable devices and VPN. Training delivery in the DOD virtual environment could have limitations.

Answer: If students are having trouble accessing MS365 or using their CAC enabled devices and

VPN. We will offer classroom training to accommodate those who need the class, but do not have access. This should be delivered on a case-by-case bases. One of the benefits to having virtual training you can be anywhere in the United States or even outside united states and still have access to this training. The video training, training templates, and cheat sheets that will be provided virtually will allow AF students to go back and review training later.

9. Will the Contractor be required to utilize DOD/ AF provided hardware/ software to deliver virtual courses?

Answer: No, the contractor will not be required to utilize DOD/AF provided hardware software to deliver virtual courses. Contractors typically have the flexibility to use their own hardware and software solutions to deliver virtual courses. According to the PWS, as long as they meet the specified requirements and standards set by the Air Force (AF). Contractors may choose to use their own equipment and software platforms that are compatible with the DOD/AF systems to deliver virtual courses efficiently. However, there may be specific instances where the DOD/AF mandates the use of certain hardware or software for security or compatibility reasons.

It is essential for contractors to closely review the PWS and Contract terms specifications to understand any requirements related to hardware and software utilization for delivering virtual courses in a DOD/AF context.

10. Page3: The Contractor shall maintain all aspects of the course to include all instructional blocks, instructor guides, practical exercises, student registration/attendance status, historical records, and course critiques. These requirements indicate a LMS without stating such.

Answer: The Contractor is responsible for the maintenance of all components related to the PPBE

Class. This means ensuring that instructional blocks are up to date, maintaining the instructional guides that provide detailed instructions on how to conduct each segment of the course effectively.

11. Can we leverage our corporate LMS or are we responsible for facilitating through the GOV LMS or equivalent system of record?

Answer: Yes, the AF can leverage the corporate Learning management System (LMS) for training purposes or an equivalent system.

12. This paragraph refers to the need to provide a hands-on IT training course. This course is not referenced elsewhere in the PWS. Is a hands-on IT training course meant to be a task as well? (PWS.

1.0.1.b)

Answer: Yes, Some students will achieve more with hands on training by use of the computers virtually, instead just listening to a lecture.

a. The AF students would learn how to integrate IT tools and software applications into each phase of the PPBE process. This includes utilizing data analytics, financial management systems, budgeting software, and other IT solutions to enhance decision-making and resource allocation.

b. Cybersecurity is the sensitive nature of defense budgeting and planning; training would cover cybersecurity best practices specific to handling classified information within IT systems used in the PPBE process.

c. Automation and Efficiency: The training would focus on leveraging automation capabilities within IT systems to streamline budget formulation, execution tracking, and reporting processes.

A/F students would learn how to optimize workflows through IT automation for increased efficiency.

d. Data Management: The understanding how to effectively manage large datasets, financial information, program performance metrics, and other critical data within IT platforms is essential for successful implementation of the PPBE process. The training would cover data governance principles and best practices.

e. IT Governance Frameworks: The participants would be introduced to IT governance frameworks relevant to defense acquisition programs. This includes understanding compliance requirements, audit trails, access controls, and data integrity measures within IT systems supporting PPBE activities.

13. This paragraph refers to nine specific tasks within the PWS but it appears there are seven tasks within the PWS (Introduction to PPBE Course, PPBE Executive Course, Program and Budget Review

Course, Testing, Make-up and Ad Hoc Courses, Electronic Student Handouts and Other Instructional

Material, and Program Management.) Please confirm the list of seven tasks is complete. (PWS 1.0.2)

Answer: The 7 Task within PWS are as follow:

a. PWS

b. Information Technology (IT)

c. New Course Offerings when required.

d. PPBE Training

e. Perform Task under instructional review.

f. Team of SME

g. Not mission essential.

14. Tasks 1, 2 and 3 (Introduction to PPBE Course, PPBE Executive Course, and Program and Budget

Review Course) each identify a requirement to develop, provide and maintain all course materials including presentation materials, instructor guides and handouts. However, Task 6 (Electronic

Student Handouts and Other Instructional Material) also requires the Contractor to provide lesson presentation materials, lesson plans, instructional aids, and student handouts. (PWS: Task 1,2 & 3)

Answer: When a contractor is required to provide and maintain all PPBE course materials and PPBE executive course materials, it means they are obligated to:

a. Develop comprehensive course materials that cover all aspects of the PPBE process.

b. Ensure that these materials are up to date with the latest policies, regulations, and best practices related to PPBE.

c. Regularly review and update the course materials to reflect any changes or developments in the field of PPBE.

d. Provide access to these materials for participants attending PPBE courses or executive training programs.

e. Maintain the confidentiality and security of sensitive information contained in these materials.

By fulfilling these contractual obligations, the contractor contributes to the effectiveness of training programs related to PPBE within government agencies or organizations that use the PPBE process for resource management. All of this is stated in Task 1, 2, and 3.

15. The PWS identifies a separate task (Task 4) for Testing. However, the Introduction to PPBE Course

(Task 1) traditionally includes testing modules as part of the development and execution of the course. Does the Government envision a scenario in which stand-alone testing, outside of a proctored

Task 1 class, will occur? If not, recommend the Testing requirement be folded into Task 1 and integrated into the technical and pricing approach for that task. This will also ensure call orders for

Task 1 are always inclusive of the testing component. (PWS: Task 4)

Answer: Yes, Task 1 and Task 4 can be combined to ensure the following:

a. Streamline the process.

b. Enhance coordination.

c. Improve resource allocation.

d. Holistic approach

e. Add efficiency.

f. Risk mitigation.

16. The scope of the PWS for task 5 is solely to allow senior leaders to join future classes due to scheduling conflicts with an enrolled class. Because the scale and frequency of these requirements are difficult to forecast as well as whether the Government is referring to senior leader participation in a future Tasks 1, 2, or 3 class or potentially all of these, request the Government provide additional clarification as to how this task should be priced for the BPA or potentially be left unpriced at the

BPA level? (PWS: Task 5)

Answer: The PPBE course is open to all AF Staff. With that being said, the AF should issue supplementary guidance outlining specific methodologies, factors, and considerations that should be considered when determining pricing for Blanket Purchase Agreements (BPAs).

This guidance should address aspects such as cost analysis, market research, negotiation strategies, compliance with regulations, and any unique requirements related to the goods or services being procured under the BPA. By providing comprehensive pricing guidelines, the

AF can promote consistency, competitiveness, and fair value for money in BPA transactions involving various stakeholders.

17. The Government has a management task/CLIN (7). However, it is unclear whether this task is intended to cover management of the BPA only or included projected hours for managing call orders under the other 6 tasks. The latter would be difficult to project in advance given the uncertainty of which combination and number of tasks may be bundled into a single call order. Recommend the Government re-set task/CLIN 7 for BPA management and have each offeror include the management estimated to execute each task within CLINS 1 - 6 as part of those task prices. That will provide a more accurate look at the total cost of each task as well as provide a CLIN for overall BPA management (Attachment 3).

Answer- I recommend we adjust the task prices to reflect a thorough cost analysis to accurately show the true cost of each task. We should also incorporate a risk assessment into pricing to mitigate and account for any risk. Once this contract / BPA is approved and complete we should update our task prices any way to reflect the economy and changing market.

Does anyone know if we can still use performance metrics to incentivize good efficiency and good quality on a BPA? I know this to be possible with a Firm Fixed Price (FFP) contract.

This will also provide sustainability in the long term add adequate compensation for the contractors.

18. Because the Government has established a BPA for this effort, recommend that CLIN 7 be awarded and funded at the BPA level to allow the contractor the ability to manage the requirements for executing the overall BPA? (Attachment 3)

Answer: Yes, I think we should award and fund CLIN 7 at the BPA level to provide the contractor with necessary resources and authority to effectively manage and execute the requirements outlined in the BPA. By awarding CLIN 7 at the BPA level, the contractor can oversea and coordinate the specific task and deliverables associated with CLIN 7.