25QE074_QsandRs_250725.xlsx
XLSX spreadsheet 21 KB Posted
- Attached to
- DoDEA Student Activity Fund Account Solutions Federal contract opportunity
- Solicitation number
- HE125425QE074
- Issued by
- Department of Defense Education Activity
About this file
The document is a Questions and Answers (Q&A) file for a Department of Defense Education Activity (DoDEA) solicitation seeking a Student Activity Fund (SAF) Account Solutions software platform. The RFQ (HE1254-25-Q-E074) covers a cloud-based solution to support financial management for 62 DoDEA schools, with specific requirements including multi-factor authentication, multi-currency capabilities, and flexible user access levels. Key user roles will include Bookkeepers (full access), Fund Custodians (view-only), Principals (view-only), and a Program Manager at headquarters with full system access.
The solicitation is for a commercial services contract, unrestricted and coded under NAICS 518210, replacing the current contract HE1254-20-D-0030 which expires on 07 Sep 25. The new contract is set to begin on 08 Sep 25, with quotes due by 10:00 AM Eastern Time on 01 August 2025. Payment processing will be handled through Wide Area Workflow (WAWF) and Defense Finance and Accounting Service (DFAS), with the solution requiring internet-based access and compatibility across schools located on U.S. installations, including overseas locations. The system must support both U.S. dollars and foreign currencies in a single account to minimize administrative burden.
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Other files for this federal contract opportunity
| File | Type | Posted |
|---|---|---|
| 25QE074_Attachment 2_Volume 3_Cloud Questionnaire.pdf | ||
| 52.212-1 ADDENDUM– INSTRUCTIONS TO OFFERORS - COMMERCIAL ITEMS (SEP 2023).pdf | ||
| 25QE074_COMBSYN_140725.pdf | ||
| 25QE074_Attachment 4_Volume 2_Factor 2_Pricing Sheet.xlsx | XLSX spreadsheet | |
| 25QE074_Attachment 3_Volume 3_Terms of Use.pdf | ||
| 25QE074_Attachment 1_Factor I_PWS.pdf | ||
| 52.212-2 ADDENDUM- EVALUATION – COMMERCIAL ITEMS (NOV 2021).pdf |
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Questions & Answers
| Item No. | RFQ Reference | Industry Question/Comment | Responsible Stakeholder | Government Response | |
| 1 | PWS 1.3 Scope of Work | Of the 62 schools that need to be supported by the solution, are any located in Cuba. And if so, what (if any) obstacles should we anticipate relating to how U.S. companies, banks, and technical service providers are restricted based on current embargo/sanctions? | Customer | There should be no obstacles supporting a US based school, located on a US installation, with US banking facilities. The school will access the vendor-hosted solution via the installation's secured network. How your company is affected by embargos and sanctions is the responsibility of the vendor. | |
| 2 | PWS 1.2 Background | Please clarify the organizational structure for the 62 schools? | Customer | The schools are operated by the Department of Defense Education Activity (DoDEA). Similar to a local education agency, DoD schools have a hierarchy to include Principals, Superintendents and Regional Directors of Student Excellence. There is a headquarters (HQ) for school management that includes the Director for DoDEA. | |
| 3 | PWS Overall | How will schools using Our Solution be managed? | |||
| 1. | By one individual per school | ||||
| 2. | By several individuals, each overseeing a different set of schools | ||||
| 3. | By a single group managing all schools | ||||
| 4. | By multiple groups, each overseeing a different set of schools | Customer | Oversight of the SAF Program is provided by a Fund Council, a SAF Custodian, and a SAF Bookkeeper at each of the individual 62 schools. The Principal holds overall authority for the program. Each school should have a minimum of three individuals accessing the solution: Bookkeeper with full access, Fund Custodian with view only access. and the Principal with view only access. Also, the Program Manger at HQ must have full access to ALL schools. Preferably, the District Superintendent with view only access. (If possible, superintendent should have one user ID/Password to view all schools under their control.) | ||
| 4 | PWS Overall | Aside from the restriction that schools cannot view each other's financial data, are there any other operational or administrative restrictions we should be aware of? | Customer | There are no additional financial restrictions on the program. To access the system, DoDEA expects to have multi-factor authentication in order for users to access/view individual school accounts. | |
| 5 | PWS 2 Requirements | Our system currently supports one currency per school account. However, if a school needs to manage multiple currencies—such as USD and YEN—we can create separate school accounts for each currency. Would this approach meet your needs? | Customer | It is DoDEA's preference to have a single account at each overseas school that includes both U.S. dollars and foreign currency. While having two accounts at each school is an option, it creates undue burden on personnel (accounting, reporting, auditing, end-of-year requirements, maintenance, etc.) and a potential funding increase, if there is a cost for individual subscriptions (minimum of three) at each school. | |
| 6 | General | What would be your ideal start date for this project? We’d like to align our planning with your schedule. | Contracting/Customer | 8-Sep-25 | |
| 7 | General | We do not handle electronic payment processing ourselves, but our partners do (EdStruments and MySchoolBucks). What do you currently use for electronic payments? | Contracting | There is no current electronic payment feature for the SAF program. SAF Programs conduct wire transfers to pay vendors or make transactions via bank debit cards. To pay the Contractor, the Government currently uses Wide Area Workflow (WAWF) as part of the Procurement Integrated Enterprise Environment (PIEE) for electronic invoicing and payments. The Government will process payments through the Defense Finance and Accounting Service (DFAS) upon proper submission and acceptance of invoices in WAWF. | |
| 8 | General | We would like to know if this is a brand new contract OR if there is (was) an incumbent performing these services. | |||
| If not brand new, could you please provide the current / previous contract number? | Contracting | The services are currently being performed under contract HE1254-20-D-0030, which is scheduled to end on 07 Sep 25. | |||
| 9 | PWS Overall | Can you please confirm how many physical infrastructure nodes and/or vCPUs need to be supported across the 62 schools represented in the quantity below? Does the quantity represent virtual or physical nodes? | Customer | The solution is cloud based and vendor hosted with access via the internet. |
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