27Q0004_QA.pdf

Question Number

Category Page/Section of RFQ Question Answer

1 General PWS 1.2 (p. 1); CLIN 0001 (p. 3)

Is this a new requirement, or are these services currently being performed under an existing contract? If an existing contract, please provide the contract number and current contractor.

This is a new procurement requirement. There is no incumbent contractor currently performing these services under an existing Government contract, and no existing contract vehicle is available for this requirement.

Program Baseline

PWS 2.1, 2.2 (pp. 2-3);

CLIN 0001 (p. 3)

To support accurate staffing and pricing, please provide the following for the most recent school year: (a) number of active teams and student participants; (b) competitive titles offered; (c) number and length of competitive seasons; and (d) approximate number of matches per week during the regular season.

Participation may vary by school. DoWEA plays Rocket League (3 players) and Valorant (5 players), maximum of 12 Rocket League teams and 12 Valorant teams. While there may be 8 players on game day there may be more players on the team. The Far East event is limited to 3 for Rocket League and 5 for Valorant. Winter season runs from the beginning of November to the end of January (possibly one or two days in February depending on how the last weekend in January falls on the calendar). Our intent is to run a full round-robin during the regular season to seed the Far East Championship. The top 6 teams in each title qualify for the Far East Championship event. Last year’s game schedule looked like: Rocket League best of 5 twice a week, Valorant one match (first to 13) twice a week. Occasional double headers happened to fit all the games in for the full round robin

Competition

Support PWS 2.2.1-2.2.2 (p. 3);

PWS 3.3 (p. 9)

Is regular-season competition structured as a single Pacific Region league, by district or country (for example, Japan, Korea, Okinawa, Guam), or in another format? Are matches typically played during the school day, after school, or on weekends?

One Pac League. Games may be played M-Saturday (no Sundays), after school during the week.

Schedule / Transition

PWS 2.1.1 (p. 2); PWS

5.0 Deliverables (p.

12); Base Period of Performance 01 Nov

The base period begins 01 November 2026, and the initial Annual Esports Operations Plan is due within 30 calendar days after award. Is the SY 2026-2027 esports season currently in progress? Please provide the anticipated start dates of the SY 2026-2027 regular season(s) and the culminating Far East event.

Winter season starts 28 October 2026. Far East 29-30 January 2027

Personnel Screening

PWS 3.5, 3.5.1, 3.5.7-

3.5.9 (pp. 9-11); Base Period of Performance

PWS 3.5.1 notes childcare background checks may take 120 days or more, and PWS 3.5.7 states contractor personnel may not perform duties until written Personnel Security approval or LOSS authorization is provided. Given the 01 November 2026 start: (a) May contractor personnel perform duties that do not involve student interaction (for example, planning, scheduling, reporting, and coordination with Government staff) while checks are pending? (b) Does the Government consider virtual interaction with students (for example, remote match administration, voice or text chat, or broadcasts) to be direct interaction requiring a completed check?

Personnel who interact directly with students, whether virtually or in person, must meet the applicable Childcare background screening requirements. This may include personnel involved in coaching, student training, competition support, or other activities requiring student interaction. Personnel performing only administrative, program management, scheduling, or technical support duties without student contact are generally not expected to require Childcare screening based solely on those duties.

While awaiting final Childcare background clearance, contractor personnel may interact with students under approved Line-of-Sight Supervision (LOSS). Supervision must be maintained at all times by an individual who has received a final favorable DoD Childcare background determination.

DoWEA requires its designated esports coaches, who are a DoWEA employees, to be physically present during all practices and games.

This requirement applies regardless of whether contractor support is provided virtually or in person. The coach may serve as a LOSS supervisor.

Place of

Performance PWS 3.2, 3.3 (pp. 8-9);

PWS 4.2 (p. 12)

Outside of the culminating Far East event, does the Government anticipate any requirement for contractor personnel to be physically located in the Pacific Region or present at participating schools? Or may services, including competition technical support, be performed remotely from the contractor's location, provided all operational windows are supported?

All but the Far East Championship event may be performed remotely.

Operational Availability

PWS 3.3 (pp. 8-9);

PWS 6.0, Esports Operational Window definition (p. 15)

To support staffing, please provide: (a) the typical days and hours, including local time zone, of regular-season matches and other operational windows; (b) the historical frequency of activities occurring outside administrative business hours or on weekends; and (c) the advance notice the Government anticipates providing when operational windows are added or changed outside the annual esports operations plan.

Game Days: Approximate 1500-2000 Japan Standard Time.

Rarely support will be needed on weekends for regular season but may occur.

Only weather (typhoon or snow day-kids don’t come to school) and network outages will justify a reschedulable game cancellation.

Technical Support

PWS 2.4.1, 2.4.5, 2.4.7

(p. 5); PWS 3.1 (p. 8)

During operational windows that fall outside normal administrative hours, will authorized DoWEA Pacific Region IT personnel be available to act on issues requiring changes to Government systems? Is there an existing IT support request process or designated IT point of contact at each participating school?

Yes. On-site IT support will be available during the first two weeks of the eSports season to assist with issues that may require changes to Government systems. After the initial two week support period, additional IT support can be provided as needed.

An established IT support request process is also in place, and all eSports coaches have access to submit support tickets when assistance is required. In addition, each participating high school has a designated Site Technician who can provide local IT support and coordinate with regional IT personnel when necessary. Site Technicians are also provided a checklist to verify system functionality before each practice and game, helping identify and address potential issues before the scheduled eSports session begins.

Pricing / Technical

CLIN 0001 description, 'platform access' (p. 3);

PWS 2.4.1, 2.4.3 (p. 5);

PWS 4.1, 4.2 (pp. 11- 12)

The CLIN x001 description includes 'platform access.' Please clarify whether the contractor is expected to provide and pay for the tournament or league management platform and any associated subscriptions or licenses, or whether a Government-approved platform is already in use. If a platform is currently in use, please identify it.

The contactor will select and provide the platform.

Category Page/Section of RFQ Question Answer

10 Technical PWS 2.4.2-2.4.4 (p. 5);

PWS 4.1, 4.2 (pp. 11- 12)

Are game titles, game licenses or player accounts, gaming hardware (PCs, consoles, peripherals), and network connectivity Government-furnished at each participating school? Has the Government already identified any title availability, regional account, or latency restrictions affecting participating locations?

All the items listed will be provided by the Government. We will be playing Rocket League and Valorant. We are required to connect to American servers for both games.

11 Cybersecurity

PWS 2.4.6 (p. 5); PWS

3.1 (p. 8); Att. 4 Enclosure 5, DFARS 252.239-7009 (p. 23)

If a contractor-provided platform or communication tool is used with students, does the Government anticipate any specific authorization requirement (for example, DoD Cloud Computing SRG impact level or DoWEA approval) prior to use? What is the typical approval process and timeline for a new esports platform or communication tool?

Yes. Any contractor provided platform or communication tool that will be used by students would need to be reviewed and approved by DoWEA prior to implementation. The specific authorization requirements would depend on the platform, the type of information being processed, how student accounts are managed, and whether the service requires access to or integration with Government systems.

New platforms or communication tools would typically undergo a technical and cybersecurity review to determine whether they meet applicable DoD/DoWEA security, privacy, and information assurance requirements. The review may also include considerations such as cloud hosting requirements, student data protection, account management, network accessibility, and compatibility with the existing managed eSports environment.

Approval timelines can vary depending on the complexity of the platform and whether it has already been evaluated or approved for use within DoWEA. Contractors should therefore identify any required platforms or communication tools as early as possible and should not assume that a new service can be introduced or used with students without prior Government approval.

Pricing / CLIN

Structure

CLIN 0001 (PWS 2.1,

2.2, 2.4), CLIN 0002

(PWS 2.5), CLIN 0003

(PWS 2.6) (pp. 3-7);

PWS 2.3, 2.5.4

CLIN x001 references PWS 2.1, 2.2, and 2.4, and CLIN x002 describes championship-specific support. PWS 2.3 (Coaching Support) does not appear in any CLIN description, and PWS 2.5.1, 2.5.3, and 2.5.4 (regular-season event coordination and broadcasting) are not clearly assigned to CLIN x001 or x002. Please confirm which CLIN should include these requirements.

Coaching support services identified under PWS Section 2.3 and regular-season broadcasting services identified under PWS Section 2.5 shall be included in the proposed price for CLIN 0001, Esports Program Support Services.

CLIN 0002 shall include only those services associated with championship event planning, coordination, execution, and broadcasting, as applicable, under PWS Section 2.5.

Vendors shall ensure that all applicable PWS requirements are included in their proposed pricing without duplication of costs between CLINs 0001 and 0002.

The Government has revised the applicable CLIN descriptions to clarify the allocation of services.

Event Support /

Broadcasting PWS 2.5.4 (p. 6); CLIN 0002 (p. 3)

PWS 2.5.4 requires the contractor to develop recommendations, identify required resources, and prepare budget information for regular-season broadcasting. Does the Government anticipate regular-season broadcasts being produced within the contractor's firm-fixed price, or will resources identified in the contractor's budget information be funded separately if approved? Please provide the anticipated number of regular-season broadcasts per season and confirm whether they will also stream through DoWEA's YouTube account.

The Government will not separately fund or reimburse regular-season broadcasting costs. Vendors shall include all associated broadcasting expenses in their proposed unit pricing.

Historically, the program has planned for two (2) as-live broadcasts during the regular season, designated as “Featured Matches of the Week.” Vendors should use this anticipated broadcasting frequency when developing their quotes.

Event Support /

Broadcasting PWS 2.5.5 (p. 6); CLIN 0002 (p. 3)

CLIN x002 states championship equipment is Government-furnished and broadcasts will be produced through DoWEA's YouTube account. Please provide a list of the Government-furnished championship equipment (for example, gaming stations, production and streaming equipment, cameras, and audio) and confirm whether venue internet bandwidth for streaming will be provided. Is live commentary (shoutcasting) expected?

Computers and peripherals are provided on location. Observer machines are provided on location. Live feed from the venue is not expected.

In previous years, live commentary was provided.

10G fiber network is provided.

Previous broadcasts can be found here.

https://www.youtube.com/playlist?list=PL8G3AaYsJ80hKP4-ShkbtWRsO3RsJpTDn

Category Page/Section of RFQ Question Answer

Event Support /

Pricing

PWS 2.5.2, 2.5.7 (p. 6);

PWS 4.1 (p. 11); CLIN 0002 (p. 3)

To provide a common pricing basis for CLIN x002, which includes contractor travel, please provide a planning assumption for the culminating Far East event:

(a) host location for SY 2026-2027 and whether the location rotates in future years;

(b) event duration, including setup and teardown days;

(c) approximate number of participating teams and students; and

(d) any minimum on-site contractor staffing expectation.

(a) Okinawa Japan. Historically Okinawa is the primary location for Far East but if the venue changes the other locations may be South Korea (Seoul) or mainland Japan (Tokyo).

(b) event duration, including setup and teardown days;

This year for example:

1/27-drop off equipment (contractor not needed) 1/28-set up/test network day 1/29-day 1 1/30-day 2/break down 1/31-Sunday no work 2/1-pick up equipment (contractor not needed)

(c) Maximum 6 Rocket League teams and 6 Valorant teams

(d) Minimum on-site contractor staffing expectation: One (1)

Travel /

Installation Access

PWS 3.2 (p. 8); PWS

4.2 (p. 12); CLIN 0002

(p. 3)

For contractor travel to the culminating event: will the Government sponsor contractor personnel for installation access?

Will on-installation lodging and dining facilities be available to contractor personnel? Does the Government anticipate any host-nation entry or status requirements for short-term contractor travel?

The Government will provide an escort for contractor personnel requiring installation access in support of the culminating Far East Esports event. Contractor personnel are anticipated to require an on-site presence only for this one (1) event.

On-installation lodging may be available, subject to eligibility and availability. The Government may assist with coordinating lodging reservations; however, accommodations are not guaranteed, and all lodging expenses shall be the responsibility of the Contractor.

Contractor personnel shall not be authorized access to military dining facilities during contract performance.

The Contractor is responsible for ensuring its personnel meet all applicable entry requirements for Japan, including obtaining any required passports, visas, or other travel documentation. U.S. citizens may travel to Japan using a regular (blue) U.S. passport, subject to applicable Japanese immigration requirements. The Government will not sponsor or facilitate visas or other country-entry authorizations under this contract.

17 Travel PWS 2.5.1, 2.5.3 (p. 6);

PWS 2.6.3 (p. 7)

Other than the culminating Far East event, does the Government anticipate any in-person events (for example, regional tournaments, showcases, or school visits) requiring contractor travel during a typical year? If so, please provide the anticipated number and locations.

No, travel will only be required for the culminating Far East event.

Pricing / College

Recruitment

CLINs 0003-5003 (pp.

3-7); Att. 3 Price Sheet;

PWS 2.6 (p. 7)

CLIN x003 is priced per 'Each' with an estimated quantity of 120 per year (60 for the FAR 52.217-8 period).

(a) Please define what constitutes one 'Each' (for example, one engagement activity, one virtual session, one student served, or one hour of support).

(b) Will each unit be ordered through a separate task order?

(c) Should offerors assume units are delivered virtually, or will some units require in-person contractor presence, such as at the culminating Far East event?

DoWEA does not have any established pathway or resources to collegiate esports but has identified this as an initiative.

For CLIN x003, the unit of issue "Each" represents one (1) individual student receiving College Recruitment Support Services in accordance with PWS Section 2.6, Objective #6.

The scope of services provided to each student may vary based on individual needs and may encompass all or a portion of the activities identified in PWS Section 2.6. Vendors shall propose a firm-fixed unit price per student that accounts for the potential variation in the level of support required.

The estimated quantity of 120 Each per contract year represents 120 individual students, not 120 separate sessions, activities, labor hours, or task orders. Under FAR 52.217-8 the estimated quantity is 60 for that period of performance/ordering period.

Individual task orders may authorize services for one or multiple students. A separate task order is not required for each student.

The Government has not established a guaranteed number of task orders per year. Task orders will be issued based on actual program requirements and within the ordering limitations of the contract.

Offerors should assume that units under CLIN 0003 will be delivered virtually unless otherwise directed by the Contracting Officer’s Representative (COR) on a case-by-case basis. When in-person delivery is required, units may be delivered during the culminating Far East Esports event

Pricing / College

Recruitment

PWS 2.6.1 (p. 7); PWS

5.0 Deliverables (p.

13); CLINs 0001, 0003

The Collegiate Esports Program and Scholarship Repository (PWS 2.6.1) is due within 60 days after award and updated quarterly, while CLIN x003 services are ordered only as needed. Should recurring PWS 2.6 deliverables be priced under CLIN x001 or CLIN x003?

Recurring deliverables under PWS 2.6 should be against CLIN 0001.

Category Page/Section of RFQ Question Answer

College

Recruitment PWS 2.6.3 (p. 7); PWS

3.4 (p. 9)

Does the Government have existing relationships with collegiate esports programs or organizations that the contractor should leverage? Should collegiate outreach include programs nationwide, or focus on particular regions? Does the Government consider collegiate participation at the culminating event (for example, showcases or recruiting sessions) consistent with PWS 3.4, or will each engagement require written Contracting Officer authorization?

DoWEA does not currently have established relationships or formal pathways with collegiate esports programs or organizations. Developing these connections is an objective of the requirement. Given that DoWEA serves students from across the United States, collegiate outreach should be conducted nationwide rather than limited to specific geographic regions.

Collegiate participation in the culminating Far East Esports event, including showcases, recruiting sessions, and informational engagements, is permissible under PWS Section 3.4, provided such participation does not involve sponsorships, advertising, endorsements, donations, or other external financial support. Routine collegiate engagement consistent with the PWS does not require separate Contracting Officer authorization. Any proposed activity that would deviate from the contract requirements must be submitted to the Contracting Officer for review and authorization prior to implementation.

Compliance /

Student Protection

PWS 2.5.4-2.5.5 (p. 6);

PWS 2.6.4 (p. 7); PWS

5.1 (p. 14)

For live and as-live broadcasts and student recruiting profile materials (for example, gameplay footage and highlight reels), will participating schools obtain and maintain parental consent and media releases for students, or is the contractor expected to collect them?

The government will collect a General Acknowledgment form from each student. Section 3.9.2. of the Esports Handbook covers this.

Coaching Support

PWS 2.3.1-2.3.2 (p. 4);

PWS 4.1 (p. 11)

Are there existing Government-approved training, digital citizenship, or responsible gaming materials in use that the contractor should build from? Does the Government anticipate these resources being delivered as written materials, live virtual sessions, recorded modules, or a combination?

There is no material at the regional level. A combination of delivery methods is acceptable.

For CLIN x003 College Recruitment Support Services (120 Each per year), what constitutes one "Each" (an engagement session, a student, a task order, or an hour)? How many task orders are expected per year, and will CLINs x001 and x002 also be ordered through individual task orders?

For CLIN x003, the unit of issue "Each" represents one (1) individual student receiving College Recruitment Support Services in accordance with PWS Section 2.6, Objective #6.

The scope of services provided to each student may vary based on individual needs and may encompass all or a portion of the activities identified in PWS Section 2.6. Vendors shall propose a firm-fixed unit price per student that accounts for the potential variation in the level of support required.

The estimated quantity of 120 Each per contract year represents 120 individual students, not 120 separate sessions, activities, labor hours, or task orders. Under FAR 52.217-8 the estimated quantity is 60 for that period of performance/ordering period.

Individual task orders may authorize services for one or multiple students. A separate task order is not required for each student.

The Government has not established a guaranteed number of task orders per year. Task orders will be issued based on actual program requirements and within the ordering limitations of the contract.

Please provide the location, dates and duration of the culminating Far East championship, the expected number of contractor personnel on site, and broadcast production expectations (cameras, casters, streaming equipment – Government-furnished vs contractor).

Will contractor personnel need SOFA status, and will on-installation lodging or other logistics support be available?

Computers and peripherals are provided on location. Observer machines are provided on location. Live feed from the venue is not expected.

In previous years, live commentary was provided.

10G fiber network is provided.

Previous broadcasts can be found here.

https://www.youtube.com/playlist?list=PL8G3AaYsJ80hKP4-ShkbtWRsO3RsJpTDn

The Government will provide an escort for contractor personnel requiring installation access in support of the culminating Far East Esports event. Contractor personnel are anticipated to require an on-site presence only for this one (1) event.

On-installation lodging may be available, subject to eligibility and availability. The Government may assist with coordinating lodging reservations; however, accommodations are not guaranteed, and all lodging expenses shall be the responsibility of the Contractor.

Contractor personnel shall not be authorized access to military dining facilities during contract performance.

The Contractor is responsible for ensuring its personnel meet all applicable entry requirements for Japan, including obtaining any required passports, visas, or other travel documentation. U.S. citizens may travel to Japan using a regular (blue) U.S. passport, subject to applicable Japanese immigration requirements. The Government will not sponsor or facilitate visas or other country-entry authorizations under this contract.

Category Page/Section of RFQ Question Answer

Personnel Screening

PWS 3.5, 3.5.1, 3.5.7-

3.5.9 (pp. 9-11); Base Period of Performance

Given that childcare background checks may take 120 days or more and no work may begin before written approval, may contractor personnel without direct student contact perform remote program management, scheduling and technical advisory work from outside Japan (e.g., CONUS) while checks are pending? Which positions are expected to require student contact?

Contractor personnel working remotely, including from CONUS, may perform program management, scheduling, administrative, and technical support duties while background checks are pending, as long as they do not interact directly with students and have received written Government authorization in accordance with PWS Section 3.5.7.

Personnel who interact directly with students, whether virtually or in person, must meet the applicable Childcare background screening requirements. This may include personnel involved in coaching, student training, competition support, or other activities requiring student interaction. Personnel performing only administrative, program management, scheduling, or technical support duties without student contact are generally not expected to require Childcare screening based solely on those duties.

While awaiting final Childcare background clearance, contractor personnel may interact with students under approved Line-of-Sight Supervision (LOSS). Supervision must be maintained at all times by an individual who has received a final favorable DoD Childcare background determination.

DoWEA requires its designated esports coach, who is a DoWEA employee, to be physically present during all practices and games. This requirement applies regardless of whether contractor support is provided virtually or in person. The coach may serve as a LOSS supervisor.

26 General Please provide the list and locations of the 12 participating DoWEA Pacific high schools (Japan, Korea, Okinawa, Guam, etc.), the planned games and number of teams/rosters per school, the regular-season start and end dates, and the number of matches per week, so offerors can staff the esports operational windows accurately.

Japan, South Korea, Okinawa, Guam. School locations can be found here: https://www.dodea.edu/pacific

Pac Region plays Rocket League (3 players) and Valorant (5 players), maximum of 12 Rocket League teams and 12 Valorant teams. While there may be 8 players on game day there may be more players on the team. The Far East event is limited to 3 for Rocket League and 5 for Valorant.

Winter season runs from the beginning of November to the end of January (possibly one or two days in February depending on how the last weekend in January fall on the calendar).

The intent is to run a full round-robin during the regular season to seed the Far East Championship. The top 6 teams in each title qualify for the Far East Championship event.

Last year’s game schedule for reference:

Rocket League best of 5 twice a week, Valorant one match (first to 13) twice a week.

Occasional double headers fit all of the games in for the full round robin.

Winter season starts 28 October 2026. Far East 29-30 January 2027.

The workbook uses 6 months/60 recruitment units, but solicitation pp. 6–7 show 12 months/120 units for CLINs 5001/5003, and the extension dates also conflict. Could the Government please provide the authoritative corrected schedule, including the correct period length, quantities, and extension dates?

CLINS 5001-5003 were updated to reflect the needs for a 6 month period of performance/ordering period.

The 52.217-8 can be exercise anything after the base period, the period of performance listed reflects that possible range. The notice of intent for the option period and length would be provided to the vendor withing the timelines identified in the applicable FAR clause.

Personnel Screening

PWS 3.5, 3.5.1, 3.5.7-

3.5.9 (pp. 9-11); Base Period of Performance

How will the November 1 start date work with the personnel screening timelines? May remote staff without student contact begin approved duties while their screening is still in progress?

The November 1, 2026, performance start date does not require all contractor personnel to have completed the applicable screening process before commencing authorized activities. Contractor personnel whose screening remains pending may perform administrative, planning, coordination, and other approved duties that do not involve contact with minors, provided the Government has authorized those activities in writing.

Personnel requiring interaction with students, whether virtually or in person, must comply with the screening and authorization requirements of PWS Section 3.5. Contractor personnel awaiting a final favorable Childcare background determination may engage in student-facing activities only when expressly authorized by the Government under approved Line-of-Sight Supervision (LOSS) arrangements.

Contractors are responsible for planning mobilization and coordinating personnel screening requirements with the Government to minimize impacts to performance. All applicable PWS requirements and deliverable deadlines remain in effect unless otherwise modified by the Contracting Officer.

Category Page/Section of RFQ Question Answer

Reference: SYNSOL p.

3 and corresponding option CLINs;

Attachment 3; PWS 2.6 and 5.

For CLIN 0003 and its option-period counterparts, please define one payable "Each" of College Recruitment Support Services, the evidence required for acceptance, and when the service is authorized for payment. Please also clarify how vendors should price the repository due within 60 calendar days after award and its recurring updates when recruiting services are described as as-needed and individually task-ordered.

For CLIN 0003 and its option-period counterparts, one (1) payable "Each" represents College Recruitment Support Services provided to one

(1) individual student in accordance with PWS Section 2.6, Objective #6, and the specific requirements authorized under the applicable task order.

Services may include all or a portion of the activities identified in PWS Section 2.6, depending on the individual student's needs. Each student shall constitute one (1) unit, regardless of the number of activities, sessions, or labor hours required to complete the authorized services.

For inspection and acceptance, the Contractor shall provide documentation identifying the student served, the services performed, the dates of performance, and confirmation that the authorized activities were completed. Documentation shall be submitted to the designated COR for review and verification.

Payment shall be authorized upon completion of the services specified for each student under the applicable task order, Government acceptance of those services, and submission of a proper invoice. Partial or incomplete services shall not constitute a payable unit unless otherwise authorized by the Contracting Officer.

Pricing for the repository should fall under CLIN 0001

Reference: SYNSOL championship CLIN descriptions, pp. 3 to 7;

PWS 4.2.

Please identify the championship equipment and resources the Government will furnish, including available quantities and handover arrangements. Does the furnished inventory include broadcast and production equipment, network/internet connectivity, power distribution and furniture, or only gameplay stations and peripherals? Please identify any equipment, software, shipping or other resource gaps vendors must price.

Computers and peripherals are provided on location. Observer machines are provided on location. Generators and power distribution is provided. Live feed from the venue is not expected. In previous years, live commentary was provided.

Previous broadcasts can be found here.

https://www.youtube.com/playlist?list=PL8G3AaYsJ80hKP4-ShkbtWRsO3RsJpTDn

Reference: PWS 2.5.2 to 2.5.5 and 4.1 to 4.2.

For consistent travel, staffing and production pricing, please provide the anticipated event location, dates, number of event days, game titles, participating teams, daily operating hours, and available venue/network capacity.

Venue-Okinawa, Japan 1/27-drop off equipment (contractor not needed) 1/28-set up/test network day 1/29-day 1 1/30-day 2/break down 1/31-Sunday no work 2/1-pick up equipment (contractor not needed)

Rocket League and Valorant

All but the Far East Championship event can be performed remotely.

Pac Region plays Rocket League (3 players) and Valorant (5 players), maximum of 12 Rocket League teams and 12 Valorant teams. While there may be 8 players on game day there may be more players on the team. The Far East event is limited to 3 for Rocket League and 5 for Valorant.

Winter season runs from the beginning of November to the end of January (possibly one or two days in February depending on how the last weekend in January fall on the calendar). Our intent is to run a full round-robin during the regular season to seed the Far East Championship.

The top 6 teams in each title qualify for the Far East Championship event.

Last year’s regular season game schedule looked like: Rocket League best of 5 twice a week, Valorant one match (first to 13) twice a week.

Occasional double headers happened to fit all of the games in for the full round robin. Winter season starts 28 October 2026. Far East 29-30 January 2027

Far East network 10G fiber

Category Page/Section of RFQ Question Answer

Reference: SYNSOL championship CLIN descriptions; PWS 3.2 and 4.2.

Will any lodging, dining or ground transportation be furnished or made available to contractor personnel supporting the Far East event? Please identify eligibility, availability, associated charges and reservation responsibilities so vendors can determine which commercial travel and transportation costs to include.

The Government will provide an escort for contractor personnel requiring installation access in support of the culminating Far East Esports event. Contractor personnel are anticipated to require an on-site presence only for this one (1) event.

On-installation lodging may be available, subject to eligibility and availability. The Government may assist with coordinating lodging reservations; however, accommodations are not guaranteed, and all lodging expenses shall be the responsibility of the Contractor.

Contractor personnel shall not be authorized access to military dining facilities during contract performance.

The Contractor is responsible for ensuring its personnel meet all applicable entry requirements for Japan, including obtaining any required passports, visas, or other travel documentation. U.S. citizens may travel to Japan using a regular (blue) U.S. passport, subject to applicable Japanese immigration requirements. The Government will not sponsor or facilitate visas or other country-entry authorizations under this contract.

Reference: Handbook 3.5.1, 3.6 and 3.7; PWS

3.3 and 2.5.4.

The Handbook identifies the winter athletic season unless otherwise arranged. Please confirm whether vendors should plan for additional seasons and provide the anticipated 2026 to 2027 titles, team and match volumes, peak concurrent matches, operational support windows, and number and duration of regular-season broadcasts.

DoWEA Pac currently holds one eSports season per year (currently winter season). Future plans may change. If so The Government will notify the contractor.

Pac Region plays Rocket League (3 players) and Valorant (5 players), maximum of 12 Rocket League teams and 12 Valorant teams. While there may be 8 players on game day there may be more players on the team. The Far East event is limited to 3 for Rocket League and 5 for Valorant. Winter season runs from the beginning of November to the end of January (possibly one or two days in February depending on how the last weekend in January fall on the calendar). Our intent is to run a full round-robin during the regular season to seed the Far East Championship. The top 6 teams in each title qualify for the Far East Championship event. Last year’s regular season game schedule looked like: Rocket League best of 5 twice a week, Valorant one match (first to 13) twice a week. Occasional double headers happened to fit all of the games in for the full round robin.

We historically planned on two as-live broadcast and themed them “featured matches of the week” during the regular season.

Reference: SYNSOL p.

19, FAR 52.216-22

minimum/maximum provision; p. 20, FAR 52.216-18 and

a. Does the $1,583,093.89 maximum cover all orders under the base period, all four option years and any FAR 52.217-8 extension combined, without resetting when an option is exercised?

b. What are the anticipated award and initial task-order dates, and does the Government anticipate issuing program-support or championship task orders at award to satisfy the guaranteed minimum?

c. What minimum order amount should vendors use for FAR 52.216-19(a), which currently states "to be determined at award"?

d. Because Attachment 3 uses estimated quantities for evaluation, would a quote whose total evaluated price exceeds the lifetime ordering ceiling remain eligible for award?

a. The maximum covers base and all option years (inclusive of FAR 52.217-8).

b. Anticipated award 28- 30 OCT 2026. CLINS 0001 and 0002 would be issued on the initial task order.

c. Minimum order award amount is $2,500.00.

d. Yes, the maximum total would be adjusted based on the successful vendor's pricing.

52.216-19; p. 30, price instructions;

Attachment 3.

Attachment 3 provides a six-month extension with 6 monthly units, 1 championship and 60 recruiting units at Option Year 4 rates. SYNSOL pp. 6 to 7 list 12 monthly units and 120 recruiting units for the 5000-series CLINs, while pp. 14 to 15 contain inconsistent performance dates.

Please confirm the controlling extension dates, quantities and pricing treatment, including whether one championship must be priced during the extension, and reconcile the ordering period in FAR 52.216-18 with the applicable performance periods.

Please also reconcile FAR 52.217-3, "Evaluation Exclusive of Options," on p. 36 with the inclusion of options and the potential extension in the evaluation instructions on pp. 30 and 37. Please issue corrected documents as appropriate.

CLINS 5001-5003 were updated to reflect the needs for a 6 month period of performance/ordering period.

The 52.217-8 can be exercise anything after the base period, the period of performance listed reflects that possible range. The notice of intent for the option period and length would be provided to the vendor withing the timelines identified in the applicable FAR clause.

FAR 52.217-3 was removed from the solicitation as it was not applicable to this effort.

Category Page/Section of RFQ Question Answer

Reference: SYNSOL p.

3 and corresponding option CLINs; PWS 2.3 and 2.5.4.

The program-support CLIN description cites PWS 2.1, 2.2 and 2.4 but omits coaching support under PWS 2.3. The championship CLIN cites PWS 2.5, which also includes regular-season broadcasting.

Please identify the CLINs under which vendors should price coaching support and regular-season broadcasting to avoid omissions or double counting.

Coaching support services identified under PWS Section 2.3 and regular-season broadcasting services identified under PWS Section 2.5 shall be included in the proposed price for CLIN 0001, Esports Program Support Services.

CLIN 0002 shall include only those services associated with championship event planning, coordination, execution, and broadcasting, as applicable, under PWS Section 2.5.

Vendors shall ensure that all applicable PWS requirements are included in their proposed pricing without duplication of costs between CLINs 0001 and 0002.

The Government has revised the applicable CLIN descriptions to clarify the allocation of services.

Reference: PWS 3.1 to

3.3 and 3.5; Handbook 3.6.

Please confirm whether regular-season services may be performed remotely from the continental United States while meeting all required JKST operational windows, personnel authorization, student-protection and information-security requirements. Please identify any activities requiring on-site presence beyond the Far East event.

All but the Far East Championship event may be performed remotely.

Reference: SYNSOL

CLIN 0001; DFARS

252.239-7010;

Enclosure 5; PWS 3.1 and 4.2.

Is there a required or Government-approved competition platform for registration, brackets, standings and related services, or should the contractor propose and provide one?

Please identify Government-provided licenses/accounts and clarify the approval, hosting and data-handling requirements applicable to a proposed commercial platform under DFARS 252.239-7010 and Enclosure 5.

The contractor shall select and provide the competition platform necessary to support registration, brackets, standings, and related services in accordance with the Performance Work Statement (PWS). The Government does not require a specific competition platform or provide licenses or accounts for these services. The program currently utilizes free-to-play games, including Rocket League and VALORANT.

DFARS 252.239-7010, Cloud Computing Services, is applicable to this acquisition. Any contractor-proposed platform shall comply with the applicable requirements of DFARS 252.239-7010, Enclosure 5, and other relevant solicitation provisions. Vendors are responsible for ensuring their proposed solutions meet these requirements and shall account for any associated compliance costs in their quoted prices.

Reference: SYNSOL championship CLIN descriptions; PWS

2.5.4 to 2.5.5.

Please clarify the approved workflow for broadcasts through DoWEA's YouTube account. Will authorized contractor personnel receive appropriately limited channel access, or should the contractor provide a program feed to a Government operator? Please identify the respective responsibilities and required approvals.

The government will provide a “share link” to cross post to DoWEA’s YouTube

Reference: Handbook

3.14; PWS 3.1.

Given the Handbook's restrictions on player/team communications, please identify the approved methods for contractor communications with coaches and students, including during live matches.

Please clarify whether Government email or collaboration accounts will be provided and how proposed contractor tools are approved.

Usually, the contractor will communicate via the platform’s chat feature. Discord is blocked on our school network. The contractor may communicate with coaches via government email.

Reference: PWS 3.5 to

3.5.7 and 5; SYNSOL performance schedule.

PWS 3.5.7 prohibits duties before written Government authorization, and PWS 3.5.1 states that screening may take 120 days or more.

Please clarify the screening and authorization process applicable to remote personnel who interact with students online and to personnel attending the Far East event. When may the COR initiate the required packages, and how should vendors plan mobilization against the stated November 1, 2026 performance start?

Please also clarify treatment of the 30-day operations-plan and 60-day repository milestones if required personnel authorization remains pending.

All contractor personnel, including those providing virtual services or attending the Far East event, are subject to the applicable personnel screening and authorization requirements outlined in PWS Sections 3.5.1 and 3.5.7. Required background checks must be completed before contractor personnel may engage in repeated, prolonged, or unsupervised contact with minors without an authorized supervisor, regardless of whether interactions occur in person or virtually.

While final screening determinations are pending, contractor personnel may interact with students only when appropriate Line of Sight Supervision (LOSS) is authorized and maintained. LOSS must be provided by an individual with a completed, final favorable DoD Childcare background determination. Multiple qualified supervisors may provide coverage, provided that supervision is maintained for 100% of contractor interactions with minors.

DoWEA requires its designated esports coach, who is a DoWEA employee, to be physically present during all practices and games. This requirement applies regardless of whether contractor support is provided virtually or in person. The coach may serve as a LOSS supervisor.

Contractors shall coordinate personnel screening requirements and submission of necessary documentation with the Government following award. Contractor personnel shall not perform duties requiring Government authorization until the applicable authorization has been provided in writing.

The 30-day operations plan and 60-day repository deliverables remain subject to the timelines established in the PWS. Contractors should plan to accomplish administrative, planning, and other authorized activities that do not require student interaction while personnel screening is pending. Any anticipated impacts to required deliverables shall be promptly communicated to the COR for Government review and coordination. Changes to contractual deadlines may only be authorized by the Contracting Officer.

Category Page/Section of RFQ Question Answer

Reference: PWS 3.5.7 to 3.5.9.

If the Government provides written authorization for an individual to perform duties under Line-of-Sight Supervision, who is responsible for furnishing qualified supervisors?

Please identify any Government-provided supervision, required arrangements and cost responsibilities that vendors should consider, subject to the prescribed suitability, continuous-supervision and marking requirements.

The Government requires a designated DoWEA esports coach, who is a DoWEA employee, to be physically present during all practices and games. When contractor personnel are authorized to perform duties under Line-of-Sight Supervision (LOSS) while awaiting a final favorable Childcare background determination, supervision may be provided by a qualified DoWEA employee, such as a teacher or designated esports coach, who has received a final favorable DoD Childcare background determination.

LOSS must be maintained for 100% of the contractor's interactions with minors, whether conducted in person or virtually, including one-on-one student interactions. Multiple qualified individuals may provide supervision, provided continuous coverage is maintained.

Contractors shall coordinate supervision arrangements with the Government before engaging in student-facing activities. Contractor personnel shall not perform duties requiring authorization until written Government authorization has been provided.

Reference: PWS 3.2;

clarification of overseas performance and access requirements.

Please identify the entry, work-status, sponsorship and installation-access arrangements required for contractor personnel supporting the Far East event in Japan, including whether any SOFA-related status or sponsorship applies. Please clarify Government and contractor responsibilities and anticipated processing lead times.

The Government will provide an escort for contractor personnel requiring installation access in support of the culminating Far East Esports event. Contractor personnel are anticipated to require an on-site presence only for this one (1) event.

On-installation lodging may be available, subject to eligibility and availability. The Government may assist with coordinating lodging reservations; however, accommodations are not guaranteed, and all lodging expenses shall be the responsibility of the Contractor.

Contractor personnel shall not be authorized access to military dining facilities during contract performance.

The Contractor is responsible for ensuring its personnel meet all applicable entry requirements for Japan, including obtaining any required passports, visas, or other travel documentation. U.S. citizens may travel to Japan using a regular (blue) U.S. passport, subject to applicable Japanese immigration requirements. The Government will not sponsor or facilitate visas or other country-entry authorizations under this contract.

Reference: Overseas performance requirements; U.S.

Department of Labor Defense Base Act guidance.

Please identify the applicable Defense Base Act or other overseas workers' compensation insurance requirements for personnel performing the Far East event, including any applicable waiver. Please also confirm whether FAR 52.228-3 or other related insurance clauses will be incorporated into the resulting contract.

The Defense Base Act does not apply to this requirement. Accordingly, FAR 52.228-3 and related Defense Base Act insurance requirements will not be incorporated into the resulting contract.

Reference: SYNSOL p.

19; incorporated

DFARS 252.204-7012

and 252.204-7020;

PWS 3.1.

Please identify the anticipated information/data categories and contractor systems in scope for the incorporated DFARS 252.204-7012 and 252.204-7020 requirements.

What NIST SP 800-171 assessment or SPRS evidence, if any, must be in place before award, and what additional requirements apply before operational access or performance?

DFARS 252.204-7012 and 252.204-7020 are required clauses and are incorporated into the solicitation. The Government does not anticipate providing contractor personnel access to Covered Defense Information (CDI) or requiring contractors to process, store, or transmit CDI in performing this requirement.

The Government's Information Technology (IT) office will coordinate any applicable technical, system-access, network-access, and cybersecurity requirements before operational access is granted. Contractors must comply with all applicable contract clauses and security requirements during performance.

Reference: SYNSOL

pp. 27 and 29 to 30;

Attachments 2 and 4.

Attachment 2 refers to a page limitation without stating a numerical limit and measures the five-year recency period from initial solicitation issuance.

SYNSOL p. 29 measures recency from the closing date and time.

Please confirm the controlling recency date and Volume II page limit, including the treatment of supporting reference documents. Please also clarify whether supplemental recommendation letters and responsibility evidence may be included in Volume IV and whether any separate page limit applies to those materials.

Volume II has been updated for clarity

Reference: SYNSOL

pp. 27 and 30;

Attachment 4 (form headed Attachment 6).

Please clarify how the font and header/footer marking requirements apply to original Government forms and signed third-party letters while preserving their content and valid signatures.

The supplied representations-and-certifications form is headed "Attachment 6," while the solicitation and filename identify Attachment 4. Please confirm the intended form.

The font and header/footer marking requirements apply to vendor-generated documents and narrative submissions.