25R025_AMD1_EX1_Responses to Vendors Questions_082125.pdf

EXHIBIT 1 – ANSWERS TO VENDORS’ QUESTIONS

Question Number

Reference Question Category

Vendor's Question Government's Response

25RE025_ATT1_PWS_081225.pdf

1.3 Scope of Work

Contractual How many total Full-Time Equivalents (FTEs) are assigned to this requirement?

This is performance based acquisition. The Government does not dictate the number of FTE. The contractor shall provide the number of FTE indicative of the work in the PWS.

25RE025_ATT1_PWS_081225.pdf

3.1 Place of Performance

Contractual Are the FTEs required to work at a Government site or at the contractor’s site? At the contractor's site. Where the contractor personnel work is at the contractor's discretion. Government worksite will be offered.

25RE025_ATT1_PWS_081225.pdf

3.5 Security Requirements

Contractual

Please clarify if a Facility Clearance is required for the contractors facility or the Government site. If so, what level is required?

A Facility Clearance (FCL) is not required.

25RE025_ATT1_PWS_081225.pdf

3.5 Security Requirements

Contractual Will the Government sponsor the Facility Clearance upon award? A Facility Clearance (FCL) is not required.

25RE025_ATT1_PWS_081225.pdf

2.3 Phase-Out

Contractual Is there an incumbent contractor currently performing this work? There's no contract of this magnitude for travel support services awarded by DoDEA. There is a contract of smaller magnitude.

6 DD254 (1a) Contractual Will DODEA sponsor our FCL? We have everything in place (FSO, policies, etc.) and I have my TS clearance (being held by our partner company, Alytic).

I also have my CAC card.

A Facility Clearance (FCL) is not required.

3.1.2 (Instructions) - Factor B, Past

Performance Contractual

a. The Offeror shall submit at least three (3) recent and relevant past performance information. To be recent, the effort must be on-going or must have been completed within the last three (3) years by the date of issuance of this solicitation. The relevancy analysis will focus on if the Offeror has provided services similar in scope, magnitude of effort, and complexity as a single contract ranging from $1M or above. Will the government please increase the period of performance completion from 3 years to 5 years? Also please consider changing the minimum contract value from $1 million to $ 500,000?

There will be no change to “within the last three (3) years.” Contract range has been deleted.

3.1.1. Volume II - Factor A, Technical Proposal Contractual Will the govt please provide the key personnel LCATs? Will the govt please provide an estimated level of effort by LCAT?

Please refer to PWS for key personnel. Estimated level of effort is up to the contractor determination based on the level of effort described in the performance work statement.

PWS 2.1.2

Technical What is the estimated number of labor hours required for this effort? Estimated level of effort is up to the contractor determination based on the level of effort described in the performance work statement.

Solicitation

Contractual Is there an incumbent vendor? If so, what is the contract number? No, there is a contract of smaller magnitude.

PWS

Technical

For the travel processors, are there expected to be different levels of capabilties or skill?

In accordance with the PWS, it is the contractor's responsibility to provide personnel capable of successfully performing the required tasks.

PWS 2.1.2

Technical Is there an equivalent labor category for this effort, if so what are the equivalent labor categories?

In accordance with the PWS, it is the contractor's responsibility to provide personnel capable of successfully performing the required tasks.

Solicitation 3.1.1.d

Technical What is the estimated amount of additional work during peak travel periods/surge periods?

No, estimate is available; however, please refer to subparagraph 2.2 of the

PWS.

Solicitation 3.1.1.d

Technical When are peak travel periods (i.e. summer months, holidays etc.)? Routine travel throughout the Fiscal Year. There are increase in transactions for RAT, EDT, PCS aligning with School Year calendars (Spring Authorization, and fall vouchers).

15 Solicitation Contract Clauses Contractual Can you please confirm that this is not subject to the Service Contract Act? No in accordance with 29 CFR Part 541(c)

16 PWS 2.1.2 Technical How many full-time travel processors have historically been used to perform this work?

16 (including contractor personnel and government personnel).

17 PWS 2.2.4 Technical How many PSC transactions are there each year? Between 4,000 or 5,000 average.

18 PWS 2.2.5 Technical How many DFAS cases /inquiries are there each year? It varies from year to year

19 PWS 2.2 Technical Other than full-time travel processors, how many other full-time employees have historically worked on the efforts outlined in PWS 2.2?

There's no contract of this magnitude awarded by DoDEA. There's a interim contractor performing this work that is in a small scale.

20 PWS 3.1 Contractual The PWS states that work will take place at the contractor's offices however, sam.gov states that work will take place in Alexandria, VA. Can you please confirm where work is expected to occur?

Performance will be done at the contractor's site.

21 PWS -Section 2.2.1 Travel Clerks Could you confirm the number of Travel Clerks currently performing on the contract?

There's no mentioning of travel clerks in subparagraph 2.2.1 of PWS. Up to the contractors determination based on the level of effort described in the performance work statement.

3.1.2 Volume III - Factor B, Past

Performance

Past Performance

Given that we have only 10 days to submit the proposal, could we provide CPARS instead of PPQ?

PPQ is required. Please refer to subparagraph 3.1.2 of Addendum to FAR 52.212-1.

Is this an LPTA or best value? See Addendum to FAR 52.212-2 of the solicitation.

24 PWS -Section 2.o “Requirements” Requirements

Per the RFP, the offeror will have to submit 16 key resumes, which is an impossible task with the short turn-around of 10-day submission deadline.

Request reduction in the number of key personnel to the PM resume

There's no stated number of resumes in the RFP nor the PWS.

25 PWS -Section 2.o “Requirements” Requirements Can you confirm the Key resumes required is 16 There's no stated number of resumes in the RFP nor the PWS.

26 SF33 General Request 1 week extension on submission deadline The submission deadline will be extended to Monday 25 August 2025 at

1:00PM EST.

27 NA

Contractual and Technical How many resources you are expecting total from the new contract? Up to the contractor’s determination based on the level of effort described in the performance work statement.

28 NA Technical

1. How different this PWS from previous PWS?

2. Any new requirements added to this PWS compare to previous?

The solicitation was issued on 12 Aug 2025 and there were no changes to the PWS.

29 2.1.2 Contractual and Technical

1. Howmany Key resourece?

2. Who are all considered as a key personal besides Program Manager (PM)?

3. Do we have to provide key resources resumes?

4. Attach the resumes to technical proposal?

1. Up to the contractor’s determination based on the level of effort described in the performance work statement.

2. For key personnel, see sub-paragraph 2.1.2 of the PWS.

3. See subparagraph 3.1.1.c of Addendum to FAR 52.212-1.

4. See subparagraph 3.1 of Addendum to FAR 52.212-1.

DD254 attachment

(25RE025_ATT3_DD254)

Contractual do we have to provide sub-contrators (Teaming partners) DD254 along with Prime? No

31 3.1 Contractual Contractors work from their home (alternate work location)? Not from MC? Remote work location shall be determined by the contractor and must be within the USGovernment worksite will not be available.

32 3.8.2 Technical

1. Is there a travel involved?

2. What is the travel budget if there is a travel involved?

There's no traveling involved.

33 3.1.2 of 25RE025_ATT2_PPQ Contractual and Technical

Can you please clarify "References will not be accepted from any subcontractors partnering with the offeror for this requirement. Offerors shall make their best effort to send out a sufficient number of past performance questionnaires to reasonably expect submission to the contracting officer at least one questionnaire on each cited contract/work effort."

See the following for clarification: References submitted by subcontractors partnering with the offeror for this requirement will not be considered. Offerors must make their best effort to distribute a sufficient number of past performance questionnaires to reasonably ensure that at least one completed questionnaire is submitted to the contracting officer for each referenced contract/work.

34 PWS, Section 2.2, Pages 4-5 Technical Is there a seasonal or cyclical pattern to travel volume that affects staffing or surge support?

Routine travel throughout the Fiscal Year. There are increase in transactions for RAT, EDT, PCS aligning with School Year calendars (Spring Authorization, and fall vouchers).

35 PWS, Section 2.2, Pages 4-5 Technical Is there a ticketing system/platform in use to manage customer interactions?

Yes. ServiceNow

36 PWS, Section 2.2.1, Page 4 Technical Are the stated volumes (e.g., 5,000 RAT authorizations, 10,000 CBA transactions) historical averages, projections, or maximum thresholds? The stated volumes are historical averages.

37 PWS, Section 2.2.1, Page 4 Technical Will contractor personnel have direct access to DTS, TOPS, and DFAS systems, or will access be mediated through government personnel? Yes. Contractor personnel will have access to DTS and TOPS.

38 PWS, Section 2.2.5, Page 5 Technical What are the expected response times for travel inquiries and DFAS coordination? DFAS and DoDEA inquiries may be made at any time.

39 PWS, Section 2.3, Page 5 Technical Is there an incumbent contractor for this effort? If so, will the Government share company name with industry?

There's no contract of this magnitude for travel support services awarded by DoDEA.

40 PWS, Section 4.2, Securing GFP Are personnel required to be on-site or is remote work acceptable? Personnel work site is the contractor’s decision. Government’s work sites will not be provided.

Solicitation, Sub-factor 4, Staffing

Plan, Page 38 Technical

Can the Government define what constitutes “peak travel periods”? Are there seasonal spikes or specific fiscal year cycles Offerors should plan for?

Routine travel throughout the Fiscal Year. There are increase in transactions for RAT, EDT, PCS aligning with School Year calendars (Spring Authorization, and fall vouchers).

Block 8a of the DD254 and page 8, line item 0001 of the solicitation (as well as other sections) list the Place of Performance as the DODEA site at 4800 Mark Center Dr., Alexandria, VA. However, the Performance Work Statement (page 9, “Securing GFP”) states the Place of Performance is the contractor’s facility/home or remote work.

Place of Performance

Can you confirm:

1. Is remote work permitted under this contract?

2. Will the GFP laptops contain classified information?

3. If so, and the Place of Performance is the contractor’s facility, will the contractor be required to have an AIS processing system?

1. Remote work is permitted under this contract, however it is at the discretion of the contractor.

2. GFP laptops will not contain classified information.

3. The contractor will be issued a GFP and will be provided with VPN to access DoDEA network.

Task 2, Key Personnel Support

(2.1.2), page 3.

Contractual

The PWS identifies Travel Processors as a key personnel role for the contract.

Can the Government provide an estimated level of effort for this role?

Up to the contractors determination based on the level of effort described in the performance work statement.

Subfactor 3 Key Personnel

Qualifications, p. 38 Technical

Can the Government confirm if resumes and letters of commitment of key personnel are excluded from the 30 page limit restriction for Volume II and can be provided in an Appendix?

Resumes and letters of commitment of key personnel are excluded from the 30 page limit restriction for Volume II.

Volume III - Factor B, Past

Performance p. 38 Technical

Can the Government confirm if Volume III can include past performance information from an offeror's Subcontractor in the roster of the minimum three references?

See subparagraph 3.1.2 of Addendum to FAR 52.212-1.

46 PWS 2.2 Technical This section of the PWS provides insight into the expected volume of actions per year. Can the Government advise the historical annual volume over the past 5 years for the services called out in paragraphs 2.2.1 and 2.2.2?

Up to the contractors determination based on the level of effort described in the performance work statement.

Evaluation Factors for Award-Past

Performance, Factor B Contractual

Will the Government include in the evaluation of past performance the results from a Subcontractor that is being proposed as part of the Prime Contractor's team?

No

Solicitation, Standard Form 1449, Block 8 Contractual

Can the Government provide an offer due date extension? The due date for submittal of proposal will be extended to 27 August 2025 at 8:00 AM EST.

49 Form DD254, Block 4 Contractual Can the Government confirm the number of FTEs on the incumbent contract? There's no contract of this magnitude for travel support services awarded by DoDEA.

Performance Work Statement, Page 3, Section 2.1.2.1 Travel Processors and

Section 2.1.2.2 Liaison/Program Manger, Paragraphs 3, 4

Technical

Can the Government confirm the number of FTEs on this contract? This is performance based acquisition. The Government does not dictate the number of FTE. The contractor shall provide the number of FTE indicative of the work in the PWS.

Performance Work Statement, Page 3, Section 2.1.2.1 Travel Processors, Paragraph 3

Technical Can the Government confirm if all Travel Processors are considered Key Personnel?

As specified in sub-paragraph 2.1.2 of the PWS, travel processors are key peronnel.

Solicitation, Page 38, Section 3.1.1(c)

Sub-factor 3, Key Personnel Qualifications, Paragraph 3

Contractual Can Letters of Intent be provided in lieu of Letters of Commitment? No

Solicitation, Page 38, Section 3.1.1(c)

Sub-factor 3, Key Personnel Qualifications, Paragraph 3

Contractual Due to the expedited timeline, would the Government consider removing the requirement for obtaining the Letters of Commitment from all KPs?

No

Solicitation, Page 38, Section 3.1.1(c)

Sub-factor 3, Key Personnel Qualifications, Paragraph 3

Contractual Can the Government clarify whether all employees on Contract will be Key Personnel? If so, will all employees require resumes and Letters of Commitments in the proposal?

Yes, all employees on the contract are considered key personnel and resumes and Letters of Commitment are required

55 Performance Work Statement Technical Can the Government provide the level of effort for this contract (total annual labor hours or similar metric)?

Up to the contractors determination based on the level of effort described in the performance work statement.

Performance Work Statement, Page 3, Section 2.1.2.1 Travel Processors and

Section 2.1.2.2 Liaison/Program Manger, Paragraphs 3, 4

Technical

Can the Government clarify on the educational and years of experience required for each of the position types on this contract? In accordance with the PWS, it is the contractor's responsibility to provide personnel capable of successfully performing the required tasks.

Solicitation, Page 38, Section 3.1.1(c)

Sub-factor 3, Key Personnel Qualifications, Paragraph 3

Contractual Will Key Personnel resumes be required to be approved by the COR during the Period of Performance?

After the technical evaluation and awarding of the contract, Government is not required to review resumes during the Period of Performance.

Solicitation, Page 38, Section 3.1.2

Volume III - Factor B, Past Performance, Paragraph 8

Contractual Can the Government extend the deadline for receipt of the PPQs from Contracting Officers?

PPQs are due by the response date and time specified in the solicitation.

Performance Work Statement, Page 6, Section 3.2 Work Schedule and Hours of Operations, Paragraph 3 Contractual

Is each FTE epected to work 1912 hours? Up to the contractors determination based on the level of effort described in the performance work statement.

60 Performance Work Statement Technical Is the LOE expected from the Program Manager equivalent to the other Travel Processors?

Up to the contractors determination based on the level of effort described in the performance work statement.

Solicitation, Page 38, Section 3.1.2

Volume III - Factor B, Past Performance, Paragraph 6

Technical Can the Government expand the scope of the PP "Relevancy and Recency" to include Contracts valued at less than $3M and/or more than $5M?

Dollar range within subparagraph 3.1.2.a of Addendum to FAR 52.212-1 has been deleted.

Solicitation, Page 3, Section B.8.

Contract Type and Pricing, Paragraph

Contractual Can the Government advise on the expectations for pricing of the Travel

CLIN?

Contractor personnel are not required to travel; therefore, the contract will not contain a travel CLIN.

63 Solicitation Contractual

Can the Government confirm whether this contract is perfomance based? That is, will payment of the FFP be contingent on the contractor providing the required number of FTEs, or on the contractor meeting the enumerated metrics in the PWS e..g., "5,000 settlement vouchers annually")?

This is performance based acquisition, and this will be an FFP contract.

Therefore, the contractor will be paid based on meeting the terms and conditions of the contract.

Solicitation, Page 38, Section 3.1.1(d)

Sub-factor 3, Key Personnel Qualifications, Paragraph 4

Contractual Can the Government clarify whether contractor personnel will be permitted to work remote from anywhere?

Remote work location shall be determined by the contractor and must be within the US. Government worksite will not be available.

Pg 2: 1.3 Scope of Work: • Renewal Agreement Travel (RAT) and

Educational Travel (EDT) managed through DTS • DTS Centrally Billed

Account (CBA) Reconciliation • Permanent Change of Station (PCS) processing • Support functions related to the Defense Finance and Accounting Service (DFAS)

Technical

Can we assume the CBA cards would be for all RAT/EDT/PCS travel? Are there any other methods of payment/reimbursement for the airfare?

RAT EDT will be CBA with some self procurement.

Pg 6: 3.1 Place of Performance. The place of performance for all tasks will be performed at the contractor’s facility

Place of Performance

Can the govenrment kindly clarify if Remote telework allowed at the contractor’s discretion?

Yes

Pg 2 & Pg 5 PWS: "...(DoDEA) is seeking contractor support to assist with the administration and execution of Renewal Agreement Travel (RAT) and Educational Travel (ET) for its overseas (OCONUS) workforce.

At the same time, Task 5: Defense Finance and Accounting Service (2.2.5) in the PWS states: “The

Scope

Does the Government intend for the winning contractor to perform only OCONUS services for Tasks 1-4?

It applies to both CONUS and OCONUS.

contractor shall provide customer service support to DFAS Vendor Pay and to DoDEA for travel payment inquiries and issues resolution.

Support shall include both continental U.S. (CONUS) and outside

(OCONUS).”

Pg 37 25RE025_SOL_081225: 2.4.

Page Limitations. Offeror(s) shall submit a complete proposal package in separate files with page limitations as shown below

Requirements

Can the government make an accommodation to exclude resumes and Letters of Commitment from the 30-page limit for the technical volume?

Yes

PWS 2.2.1 and 2.2.2

Technical Are the annual transaction volumes in PWS 2.2.1 and 2.2.2 (e.g., 5,000 RAT authorizations, 10,000 CBA transactions) estimates or guaranteed minimums, and how will workload increases or decreases be handled in pricing?

The annual transaction volumes are averages.

PWS 2.2.1 and 2.2.3

Technical What is the estimated workload surge? Routine travel throughout the Fiscal Year. There are increase in transactions for RAT, EDT, PCS aligning with School Year calendars (Spring Authorization, and fall vouchers).

PWS 2.1.2.1 and 2.1.2.2

Technical For PWS 2.1.2.1 and 2.1.2.2, will DoDEA approve contractor personnel before performance, and is there a required maximum onboarding timeframe?

In accordance with the PWS, it is the contractor's responsibility to provide personnel capable of successfully performing the required tasks.

Onboarding will be immediate when contract is awarded.

PWS 2.2.4

Technical Under PWS 2.2.4 PCS support, who has final authority for overweight HHG determinations: the contractor, DFAS, or another DoD entity?

The Government will make the determinations. After contract award, the Government will explain the process.

Technical In PWS 3.5, regarding the facility clearance, is a Secret non-possessing facility clearance mandatory at award, or can the contractor obtain it after award?

A Facility Clearance (FCL) is not required.

PWS 3.5

Technical Can the awarded contractor partner with a subcontractor that has an FCL clearance, as long as the prime contractor leases office space with the subcontractor to ensure all work is processed in the secured facility?

A Facility Clearance (FCL) is not required.

PWS 4.1

Technical In PWS 4.1, will the Government furnish all CAC-enabled laptops and cover repair/replacement costs, or will some IT equipment be contractor-furnished?

The Government will furnish CAC enabled laptops for all key personnel under this contract.

52.212-1

Contractual Are there mandatory page limits or formatting requirements (font, spacing, file format) beyond those stated?

It is stated in Addendum to FAR 52.212-1 of the solicitation.

52.212-1

Contractual How should proprietary data be marked in the proposal to ensure protection under FAR 3.104 and applicable NDA requirements?

Offerors should mark their documents with proprietary information based on their own protocal.

52.212-2

Contractual Will the Government use Lowest Price Technically Acceptable (LPTA) or Best Value Tradeoff methodology?

See Addendum to FAR 52.212-2 of the solicitation

52.212-2

Contractual Will price realism be evaluated, and if so, what methodology will be used? See Addendum to FAR 52.212-2 of the solicitation

AQLs

Technical How will the Government measure compliance with the 95% AQL in PWS Objective 1: monthly, quarterly, or annually?

See paragraph 8 - PRS of the PWS.

PWS 8

Technical Will deductions or penalties apply for not meeting the 100% AQL in PWS Objective 2, and if so, what formula or method will be used?

Yes and it will be determined by the contracting officer.

PWS 2.3

Technical What is the expected transition-in period before full performance, and will the contractor be compensated for this phase?

Full performance will start 30 September 2025.

PWS 2.2.1

Technical In the event of a surge in RAT or EDT travel requests due to unforeseen events, will an equitable adjustment be available?

This is a firm-fixed-price contract.

PWS

Technical Will the COR have authority to approve changes to workflow processes, or will all require KO approval?

Only the contracting officer has the authority to change the terms and conditions of the contract.

SOL, 52.212-1, 3.1.1.c

Technical Are resumes and Letters of Commitment included in the page limits for Factor A?

No

PWS, 2.2.1 (Task 1) Defense Travel System (DTS) Technical

What is the average time to complete a single RAT authorization? Completion time will vary based on the number of travelers on the

DD1614.

PWS, 2.2.1 (Task 1) Defense Travel System (DTS) Technical

What is the average time to complete a single EDT authorization? 10 to 15 Minutes.

PWS, 2.2.1 (Task 1) Defense Travel System (DTS) Technical

What is the average time to complete a settlement voucher? Varies on complexity of the claim.

PWS, 2.2.2 (Task 2) Centrally Billed Account (CBA) Technical

What is the average time to match a single transaction in the Travel Authorization Number (TANUM) in the Defense Travel System (DTS) and reconcile the transaction with the DAI obligation report?.

Varies on complexity of the claim.

PWS, 2.2.2 (Task 2) Centrally Billed Account (CBA) Technical

What is the average time to process a DTS amendment? Completion time will vary based on the number of travelers on the

DD1614.

PWS, 2.2.3 (Task 3) Dormant Account Review – Quarterly (DAR- Q).

Technical What is the average time to review and update each travel record under Task 3?

Task 3 is performed quarterly. Requires individually reviewing each travel order. The times varies bases on the complexity. It can take anywhere from minutes to hours to complete.

PWS, 2.2.5. (Task 5) Defense Finance and Accounting Service (DFAS) Technical

What is the annual volume of inquiries and issues under 2.2.5. (Task 5) Defense Finance and Accounting Service (DFAS)?

Task 5 is daily via email, tickets, phone calls. Annual volume will vary based on the number of travelers.

PWS, 2.2.5. (Task 5) Defense Finance and Accounting Service (DFAS) Technical

What is the average time to complete a single item under 2.2.5. (Task 5) Defense Finance and Accounting Service (DFAS)?

Single item can take minutes to hours based on the complexitiy of each inquiry received.

PWS, 2.2.5. (Task 5) Defense Finance and Accounting Service (DFAS) Technical

What is the daily time frame the offeror is expected to provided service under

2.2.5. (Task 5) Defense Finance and Accounting Service (DFAS).?

DFAS and DoDEA inquiries may be made at any time.

PWS 8. Performance Requirement Summary (PRS) Contractual

Please clarify the Government’s approach to measuring and enforcing the 100% AQL—are there liquidated damages or other remedies?

It is as stated in paragraph 8 of the PWS and it will be determined by the contracting officer.