Sources Sought - Draft PWS.pdf

1 Ver: Apr 2025

DRAFT

Performance Work Statement (PWS)

1.0 INTRODUCTION The U.S. Armed Forces (Army, Air Force, Navy, Marine Corps, Space Force, National Guard, and Reserve) and Coast Guard require academic and student support services for undergraduate and graduate (credit and non-credit) degree programs, delivered in face-to-face traditional and alternative learning formats, to military personnel serving outside of the Continental United States (OCONUS).

Areas may include:

The United States Central Command (CENTCOM), and United States Africa Command

(AFRICOM) Service locations for this contract are subject to change and may include any country within these overseas AORs.

Appendix A lists the countries currently in the AORs and the military bases where services are currently required. Services under this contract may be required at any military location in the

AORs.

2.0 BACKGROUND

This program operates in accordance with DoD Directive 1322.08E, “Voluntary Education

Programs for Military Personnel”; DoD Instruction 1322.19, “Voluntary Education Programs in

Overseas Areas”; and DoD Instruction 1322.25, “Voluntary Education Programs.” In accordance with these directives and instructions, educational programs and services comparable to those

Service members receive in the Continental United States (CONUS) must be provided in overseas areas as well. Programs and education support services enable Service members to achieve their educational and vocational goals, advance in their professional responsibilities, and transition to the civilian workforce upon completion of their military careers. For almost 75 years, public academic institutions have provided US Armed Forces serving overseas with accredited college degree programs. This program has evolved to where Service members deployed to remote locations within contingency areas also receive a variety of educational services in a variety of delivery formats to include traditional face-to-face classroom instruction, and course delivery using a variety of technology-based solutions (e.g., online learning, streaming, hybrid, etc.). The number of courses requested by the local Education Services Office

(ESO) may vary according to troop population, mission, and geographic considerations.

3.0 SCOPE The Contractor shall provide the personnel, management and materials necessary to deliver a variety of education programs and services to US Armed Forces serving in

OCONUS (CENTCOM, and AFRICOM AORs). In coordination with DoD’s existing network of military education and learning resource centers, the contractor shall provide accredited college instruction leading to the award of undergraduate and graduate degrees, academic and financial assistance advisement. The contractor awarded the undergraduate liberal arts degree program will also provide testing support services at National Test Centers (NTC). Academic degree programs shall be delivered via face-to-face instruction and alternative learning formats.

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The objective of this requirement is to provide Service members with educational opportunities comparable to what are available to CONUS- based Service members. The contractor shall ensure educational programs, courses, and content are the same as those provided through formal academic processes on the home campus. The purpose of this contract is to obtain post-secondary (credit and non-credit) programs needed to enable Service members to achieve their educational goals. This contract is not a guarantee of program enrollments by Department of

Defense (DoD) personnel and other eligible personnel in an educational institution’s academic programs and the government is not requesting online-only programs. The contractor must be capable of delivering required services onsite. Abbreviations and definitions used in this PWS are contained in PWS Appendix XXXXX and XXXXX respectively.

4.0 REQUIREMENTS The Contractor shall provide non-credit, certificate, undergraduate and graduate degree programs, educational services, and testing services at military locations in

OCONUS (CENTCOM and AFRICOM AORs) as follows:

4.1 Degree Programs

4.1.1 Accreditation and Institutional Requirements

4.1.1.1 The contractor shall be an accredited institution recognized by the US Department of

Education for face-to-face undergraduate and graduate courses, and regionally or nationally accredited by an agency recognized by the US Department of Education for distance learning courses and course delivered via alternative learning formats. Accreditation is neither divisible nor transferable. A non-accredited institution or organization cannot claim accredited status solely because of any affiliation or arrangement with an accredited institution. Only accredited institutions may provide course offerings.

4.1.1.2 Regional accreditation is required for face-to-face instruction. Per DoDI 1322.19, to receive tuition assistance (TA), Service members in the overseas duty location who are not already enrolled in a postsecondary course may not receive TA unless they enroll in courses offered by contracted universities. The course can be face-to-face, hybrid, online, or other alternative delivery format. This restriction is for the first course only. To preserve federal resources and students' time, credit received in face-to-face courses must be widely transferable to other regionally accredited institutions and must count toward an undergraduate or graduate degree program. Given the transient nature of military students, it is especially important that credits earned by students be portable to other educational institutions. The requirement for that support lifelong learning by Service members and other authorized adult learners within the U.S.

military communities served by the voluntary education organizations of each of the U.S. Forces in CENTCOM and AFRICOM AORs.

4.1.1.3 The contractor shall be in compliance with voluntary education program directives and instructions. The contractor shall ensure it has taken the necessary steps to comply with the following programs and principles:

a. Be in compliance with DoD Directive 1322.08E, Voluntary Education for Military Personnel, DoD Instruction 1322.19, Voluntary Education Programs in Overseas Areas, and DoD

Instruction 1322.25, Voluntary Education Programs.

b. Agree to sign the Department of Defense Voluntary Education Partnership Memorandum of

Understanding; and

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c. Contractors shall adhere to the Principles of Excellent for Education Institution Serving

Service members.

4.1.1.4 The contractor shall maintain the same admission and graduation standards that exist for the same programs at the main administrative and academic office. The Contractor shall include credits from courses taken in the CENTCOM and AFRICOM AORs in establishing academic residency to meet degree requirements. The contractor will conduct on-installation courses that carry identical credit values, represent the same content and experience, and use the same student evaluation procedures as course offered through the main campus.

4.1.1.5 The Contractors shall comply with requirements of Military Services Academic Portals

(Air Force Automated Education Management System (AFAEMS), Army IgnitED, Navy

College Management Information System (NCMIS). These portals provide centralized methods of applying for TA and in which academic institutions post enrollments, invoice for student enrollment, post class schedules, and provide grades for Service members.

4.1.1.6 In AORs where more than one university is providing academic services, the Contractors shall jointly develop a Cooperation Agreement that outlines the programs awarded pursuant to each contract and the courses to be offered by each Contractor.

a. The Cooperation Agreement shall be provided to the contracting officer (CO) and Contracting

Officer Representative (COR) thirty (30) business days prior to commencement of the contract.

b. The Cooperation Agreement shall be reviewed every two years, unless an earlier review is requested. If the Cooperation Agreement is amended, the amended version of the Cooperation

Agreement shall be provided to the CO and COR within thirty (30) business days of completion.

4.1.2 Academic Programs Offered

The contractor shall:

4.1.2.1 Provide accredited courses supporting the degree programs identified in Appendix B, Academic Programs, to include:

a. Certificates and Credentials listed in Credentialing Opportunities On-Line (COOL)

b. Lower and Upper-level Liberal Arts courses leading to award of Certificates and Associate of

Arts/Associate of Science and Bachelor of Arts/Bachelor of Science Degrees

c. Graduate courses leading to award of a Graduate or master’s degree

d. Aviation courses leading to award of undergraduate certificates, Associate of Science and

Bachelor of Science Degrees

Degree programs shall be consistent with the degree programs available at the Institution of

Higher Education’s home campus. Students' participation in the degree programs shall be funded through military tuition assistance (TA) based on service policy, under the GI Bill, U.S.

Department of Veterans Affairs, or funded individually by an eligible student. The Government will not provide funding for student tuition for academic courses through this contract. TA funding used by Service members taking courses under this contract requires military service approval via separate processes in accordance with each military services’ education policy. The

Contractor is not responsible for obtaining TA approval for Service members enrolled in courses under this contract.

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4.1.2.2 Enroll students, provide institutionally related advisement, provide administrative/clerical support services for the program, deliver instruction in the programs, assess first time college students, and implement a system to determine appropriate academic placement. The services, supplies, and support provided in-theater shall be consistent with home campus support.

Contractor shall utilize home campus support services only when feasible and without jeopardizing face-to-face, on-ground student support and guidance services.

4.1.2.3 Develop an unofficial Degree Plan by the end of the student’s second course for all students pursuing a degree with the contractor. The Degree Plan shall project and schedule courses annually and by term, include a variety of delivery formats, and account for irregular military work schedule and unanticipated changes in the mission. At a minimum, the Degree

Plan shall include the number of credit hours and/or courses needed to successfully complete the

Contractor’s residency requirement.

4.1.2.4 Provide an electronic degree completion report listing all individuals (to include military personnel, family members, DoD civilians, and DoD Contractors), by service affiliation, who have completed the requirements for a certificate, Associate, Bachelor’s, or Graduate degree to the COR. The report shall include, but is not limited to, source and total amount of tuition (TA, GI Bill, student self-pay, Military Spouse Career Advancement Account, etc.) military affiliation, type of degree awarded, date of degree, degree program, and location. The Contractor shall submit the report within thirty (30) days after the end of each term that comprises the academic year (e.g. fall, winter, spring, summer terms, etc.).

4.2 Education Program Requirements

4.2.1 Education Program Instruction

The Contractor shall deliver the program(s) awarded as follows:

4.2.1.1 Degree programs described in Appendix B at the location specifics in Appendix A. If degree programs are required at additional sites within the CENTCOM AOR, the on-site

Education Services Officer (ESO) or Site-Specific Technical Assistant (SSTA) will request services through the COR. The Contracting Office is the only Government representative authorized to add performance locations to the contract.

4.2.1.2 The course quantities requested by local ESOs will vary according to troop population, mission, operation tempo, and geographical considerations. Changes to set term dates may be expected and shall be accommodated based on exercises and deployments and other events impacting installation populations. Modification of term lengths requires approval by the COR with coordination of the local ESO or SSTA. All credit awarded under this contract for traditional and hybrid instruction shall be resident credit.

4.2.2.1 The Contractor’s instructional delivery shall be consistent with the instructional methods used at the home campus. Instructional delivery methods shall include face-to-face on-site instruction, hybrid instruction, and alternative delivery methods offered by the contractor

5 Ver: Apr 2025 utilizing latest technology advancements and the most recent delivery methods used in higher education.

4.2.2.2 Instructors shall be available to teach all awarded programs at all sites as indicated in

Appendix B. Face-to-face class instruction is considered traditional education in a physical classroom or other live synchronous video and audio learning technology format. With the live synchronous video and audio learning technology format, students shall meet in a classroom and have live synchronous audio and video communication with the instructor. Instructors shall be in a classroom with other students. Distance learning is a field of education that delivers on-line instruction to students who are not physically present in a traditional education setting such as a classroom. Hybrid instruction is a combination of distance learning and face-to-face classroom instruction. For this contract, hybrid instruction is when instruction is delivered face-to-face at least fifty (50) percent of the time. The Contractor shall have the exclusive right to teach On-site classroom courses on US military installations within the geographical areas. This exclusive right does not limit the access of students to alternative instruction delivered by non-contracted schools originating from the United States. Students may participate in distance learning programs of their choice. No restriction on access to alternative instruction is implied or authorized under this contract.

4.2.3 Student Enrollments and Class Size

4.2.3.1 Course Registration and Enrollments – All enrollments shall be in conformance with the applicable guidance listed below:

a. Status of Forces Agreement (SOFA)

b. Host Nation Agreements

c. DoD, Military Service and Command Policies

The Contractor shall only enroll those academically qualified individuals who have a valid

Identification and Privilege Card issued by the Military Services and who meet the eligibility required herein. With written authorization of the KO or the COR, the Contractor may enroll other individuals. The Contractor shall only enroll those individuals who meet the requirements of the country’s SOFA or other formal Host Country Agreements.

4.2.3.2 The Contractor shall receive and review class enrollment and drop/withdrawal requests in accordance with Military Service requirements as directed by Army, Air Force, Navy, Marine

Corps, Space Force, National Guard, and Reserve and Costa Guard policies. The Contractor must establish a record for the Service member in the Contractor’s student information system, unless such a record is already established. The Contractor may register military TA students only after the students receive approval for TA for the applicable course.

4.2.3.3 The Contractor shall register all students in the same manner, subject to the same academic regulations, and with the same support as those students would receive on-campus.

4.2.3.4 For each term of the academic school year, the Contractor shall report Face-to-Face and

Alternative Learning enrollments per CLIN per site for each Military Service in an Excel compatible spreadsheet format. The Contractor shall provide a summary page and list of all enrolled non-SOFA students, identified in paragraph 4.2.4 f though h below, by category for each enrollment period no later than 10 business days following the end of the enrollment period.

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4.2.3.5 Class Size – The Contractor shall establish minimum and maximum class size for any single location and will coordinate with the ESO on available space and facilities.

a. When the demand for an on-site course has exceeded capacity, the Contractor and ESO shall make a good faith effort to provide a duplicate course at the same location in the same term.

Considerations regarding offering a duplicate on-site course include but are not limited to faculty and space availability.

b. For locations where course delivery is received via live-stream (no instructor physically in the room), the minimum enrollment shall be three students in order to create a classroom environment for students and to support team activities at the remote location. The Contractor may make exceptions to this enrollment minimum on a case-by-case basis depending upon student’s course needs for degree progression.

4.2.4 Student Eligibility

Eligible students include:

a. U.S. Military Personnel

b. U.S. DoD Civilians

c. Dependent Family Members

d. U.S. DoD contractors and United States Government (USG) sponsored citizens

e. United States Armed Forces Retirees, Widows, and their dependents

f. Non-USG sponsored citizens

g. Local Nationals

Priority for enrolling for all courses shall comply with DoDI 1322.19 and will be given in the following order: Service members, U.S. DOD Civilians, dependent family members of service members and DoD Civilians, military retirees, U.S. non-DOD personnel, local nationals, third country nationals. The Contractor, in coordination with the COR, shall formulate a system to provide such priority and it shall be published and provided to the COR prior to the initial commencement of contracted services.

4.2.5 Student Withdrawals and Refunds

4.2.5.1 Report student course withdrawal to each service’s centralized portal for students using

TA.

4.2.5.2 Pay proportionate refunds to the Government and the students in accordance with DoDI

1322.25.

4.2.6 Course Schedule

4.2.6.1 The Contractor, after consulting and coordinating with the COR, shall develop annual and term course schedules to ensure courses are projected and available to permit degree/program progression. The Contractor shall not deviate from schedules without approval of the COR.

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a. Annual Schedule: The annual course schedule shall be the masterplan for all term schedules.

The annual course schedule shall be finalized thirty (30) calendar days prior to commencement of each academic year’s first term and published at least three (3) weeks prior to commencement of each academic year’s first term registration on the institution’s website. The first annual course schedule shall be developed during the Contractor’s phase-in period. The annual schedule shall ensure that range of course offerings facilitate student progression towards degree completion, considers historical data on course offerings and student enrollment patterns, and takes into consideration scheduled military training activities and other military related factors that might impact course participation and enrollment.

b. Term Schedule: Each term, the Contractor shall finalize the schedule listing courses and instructors no later than thirty (30) calendar days prior to the term start date. The Contractor shall publish the finalized course schedule for each term by location on the institution’s website.

4.2.6.2 Undergraduate classroom instruction shall generally not exceed eight (8) weeks in duration. Adherence to these guidelines is at the discretion of the Contractor. Courses less than six (6) weeks long will not be authorized without COR approval.

4.2.7 Course Syllabus

4.2.7.1 The Contractor shall develop and produce a course syllabus listing learning outcomes, instructional and reference materials, examination information, grading procedures, incomplete policy, involuntary withdrawal policy, and student requirements for each course.

4.2.7.2 The Contractor shall make a copy of the course syllabus available three weeks before the start of classes. The syllabus shall also be available on the institutional website one week prior to the term start date. The syllabus shall be specific and current to the course content provided in theater.

4.2.8 Student Services

4.2.8.1 Veterans Administration (VA) Education Benefits – the Contractor shall:

a. Secure a determination from the VA (no later than 45 days before registration for the first course of the Contractor approved programs) concerning full-time course load for purposes of financial benefits granted to a student.

b. Process and certify applications for VA Benefits.

c. Notify the VA of ineligible veterans.

4.2.8.2 Advisement – The Contractor shall be responsible for advisement to all students and prospective students for all programs and shall:

4.2.8.2.1 Provide all Service members an unofficial education plan before enrolling in the first class.

4.2.8.2.2 Inform students of federal and institutional financial aid for which they qualify and assist in applying for the aid. Assist students with completion of the Free Application for

Federal Student Aid (FAFSA).

4.2.8.2.3 Provide students with a formal degree plan after completion of six semester hours of credit.

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4.2.8.2.4 Provide the student an official evaluation of all prior learning after six (6) undergraduate hours of study and the student has arranged for all prior college transcripts and

Joint Service Transcripts.

4.2.8.2.5 Have on-line communication services, i.e., email and other internet capabilities between sites and home campus to facilitate rapid communications with faculty, students, and program administrators.

4.2.8.2.6 Ensure the faculty is available to students for consultation outside of class time. The

Contractor shall require its faculty establish and publish a schedule of these consultation hours no later than the second day after the beginning of a course. Consultation can be face-to-face or through electronic format.

4.2.9 Financial Aid Resources

The Contractor shall make available to all students and prospective students, military and non-military, information on available financial aid. Information shall include the following resources per DoDI1322.25: College Scorecard (https://collegecost.ed.gov/scorecard), The College

Navigator (https://nces.ed.gov/collegenavigator/ ), Financial Aid Shopping Sheet

(https://www2ed.gov/policy/highered/guid/aid-offer/index.html), and CFPB Paying for College webpage (https://www.consumerfinance.gov/paying-for-college).

The Contractor shall provide FAFSA to students and advice on the availability of using TA in combination with other financial assistance.

4.2.10 Library Services

4.2.10.1 The Contractor shall ensure students have access to the resources that meet both the

Contractor’s standards and the accreditation standards for the subject courses offered. This shall include access to home campus library system, electronic databases and librarian services at a distance. The Contractor shall meet this requirement by placing reference materials in local libraries and/or through the internet and other emerging technologies.

4.2.10.2 Institutional Support of Research for Degree Programs

The Contractor shall ensure that research and other source materials are readily available. The

Contractor shall ensure faculty and students have access to the home campus library system, including research support. This requires access through internet to virtual text databases and research librarian assistance.

4.2.11 Grades

4.2.12.1 The Contractor shall provide grades to each student no later than 14 days after course completion. Students shall have access to grades via academic website.

4.2.12.2 Follow Service guidance on each Services portal to submit grades. Submit grades no later than 14 calendar days to each services’ portal (Air Force, Space Force, and Air Force

Reserve: Air Force Academic Institution Portal; Army National Guard, Army Reserves: Army

IgnitED portal; Navy, Marine Corps, and Navy Reserve Components: Navy College

Management Information System (NCMIS) Academic Institution Module).

https://collegecost.ed.gov/scorecard), https://nces.ed.gov/collegenavigator/ https://www2.ed.gov/policy/highered/guid/aid-offer/index.html https://www.consumerfinance.gov/paying-for-college).

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4.2.12 Transcripts

4.2.12.1 The Contractor shall provide official transcript upon student’s request.

4.2.12.2 Ensure all student requests for transcripts or official academic standing are processed within 15 days of receipt by the Contractor’s issuing office. The Contractor shall work with the appropriate Service organizations to establish an electronic transfer system compatible with the

Joint Services Transcript System.

4.2.13 Tuition Assistance

4.2.13.1 Tuition Assistance (TA) is Government funding provided to Service members for payment of tuition. TA and enrollments cannot be guaranteed by the Government and are not a consideration for this contract. The exact percentage of Government TA liability will be determined by each service in accordance with applicable directives. The Government retains the option to pay 100% of the unit cost for each enrollment/course designated as mission essential training.

4.2.13.2 If the Contractor is enrolling a Military student, the Contractor shall only process student add, drop or withdrawal requests using TA funding IAW Military Service policies and procedures. The Contractor shall process drop/withdrawal requests through the appropriate

Service portal, when applicable.

4.2.13.3 The Contractor shall follow current applicable TA management processes as outlined by

U.S. Army, U.S. Air Force, U.S. Navy, U.S. Marine Corps, U.S. Space Force, or U.S. Coast

Guard policies for TA payment for tuition, student withdrawals and refunds.

4.2.14 Military Service Education Portals

Each branch of military service maintains a service unique education portal as follows:

4.2.14.1 ArmyIgnitED is the education system for the United States Army. ArmyIgnitED provides a centralized method of applying for TA for the student, and through the ArmyIgnitED

Institutional Portal, institutions can post class schedules, invoice for student enrollment and provide grades at the end of each term. Institutions must use ArmyIgnitED to submit invoices and grades for U.S. Army students.

4.2.14.2 Air Force Automated Education Management System (AFAEMS) - AFAEMS is the education system of record for the United States Air Force/Space Force. AFAEMS provides a centralized method of applying for TA for the student, and through the AFAEMS Institutional

Portal, institutions can post class schedules, invoice for student enrollments and provide grades at the end of each term. Institutions must use AFAEMS to submit invoices and grades for U.S.

Air Force/Space Force students.

4.2.14.3 Navy College Management Information System (NCMIS) – NCMIS, which is the education portal for the U.S. Navy, provides a centralized method of applying for TA for Navy, Marine Corp, and Coast Guard, personnel. Through the NCMIS Institutional Portal, institutions can post class schedules, invoice for student enrollment and provide grades at the end of each

10 Ver: Apr 2025 term. Institutions must use NCMIS to submit invoices and grades for U.S. Navy, U.S. Marine

Corp, and U.S. Coast Guard, students.

4.2.15 Requirements Contract Restrictions

4.2.15.1 Under this requirements contract, only the Contractor may market/advertise its available programs and courses on overseas installations. Pursuant to DODI 1322.19, non-contract academic institutions shall not be permitted on overseas installations, their programs and courses will not be marketed/advertised, and only the Contractor will be represented at on-installation education fairs. Subject to command policies and with installation commander approval, the

Contractor will be allowed to display literature and/or promotional materials in designated areas of the installation. However, college fairs sponsored by DOD Dependents Schools and the participation of academic institutions in Military Service programs with the purpose of transitioning Service members to civilian life are authorized.

4.2.15.2 There is no restriction hereunder regarding information and marketing materials in

Education Centers pertaining to Military Service specific programs. Government contractors providing the types of educational instruction not covered by this contract, such as adult continuing education or non-college credit, military professional training hosted by government organizations may work with the education offices and provide services on the installation.

4.2.16 Publicity and Marketing

4.2.16.1 The Contractor shall be responsible for preparing marketing materials and publicity of a general nature concerning the programs offered under this contract. All on-base, free publicity shall be coordinated with the ESO/SSTA and COR prior to dissemination. This applies to such media releases as daily bulletins, base and other newspapers, email, and Armed Forces Network

(AFN) radio and television announcements. The Contractor shall not advertise programs on-base that are in direct competition to programs that were awarded to other contractors under the solicitation for overseas education services. Commercial printing costs for contractor-produced publicity are assumed by the Contractor. Outdoor banners, in-door stand up banners, and flyers/brochures for programs offered under this contract may be placed in high traffic areas on base and in the education facility after coordination with the COR/ESO/SSTA.

4.2.16.2 Coordinate with ESO/SSTA when publicizing programs outside of the education facility. Publicity will be solely about the programs offered under this contract. Outreach efforts may include setting up tables during base community events and in common areas (high traffic areas such as BX/PX, Commissary, Library, food courts, and dining facilities) and at local unit events. At outreach events, Contractor shall not obtain unsolicited contact information from event attendees unless the individual requests the Contractor provide further information about the school and its programs following the outreach event. Contractor shall direct prospective students to the education center for additional information and tuition assistance briefings.

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4.2.16.3 All articles written by contractor personnel which describe their experience teaching on a downrange installation to include operational activity must first be coordinated with the COR and must be reviewed and approved by the appropriate military public affairs office before publication.

4.2.16.4 The Contractor may offer non-credit community service courses, credential programs, lectures, seminars, or workshops when approved by the Government prior to any commitment by the Contractor. The Contractor may partner with other agencies to sponsor base events. This is intended to serve as contractor public relations and marketing and does not imply an expansion of contract scope. Additionally, these services, if provided, shall be at no cost to the

Government.

4.2.17 Website

Develop and maintain a website specific to overseas locations. Website shall be operational and functional at the beginning of the first term supported by this contract. The website shall include at a minimum: College catalog, online registration capabilities, course syllabi for courses offered overseas, annual schedule by location and forthcoming term schedule to include course, instructor, and site. Website shall provide information on academic requirements, policies, student services, all tuition and fees to be charged, and courses for academic credit.

Additionally, the Contractor must maintain current links to Military service education portals, if applicable, and direct students to education offices for tuition assistance policies. Website shall include information on financial aid and appropriate list of POCs at the school should students need assistance.

4.2.18 Course Materials

The Contractor shall make available all course materials and equipment for instructor and student use ten days prior to the first day of class. Students are responsible for the cost of textbooks and related materials. Students may obtain textbooks from sources other than the

Contractor. The Contractor shall provide when possible either no cost, or low-cost alternatives to printed textbooks.

4.2.19 Degree Completion

The Contractor shall award the appropriate certificate(s) and degree(s) to students who have successfully completed all program requirements. The Contractor shall send written notice, certified by a responsible school official attesting the degree program. The Contractor shall provide a degree completion report to the COR by the end of February and August of each year.

The report shall list the number of graduates, and the number certificates, Associates, Bachelor's and Graduate degrees awarded during the reporting period.

4.2.20 Graduation Ceremony

The Contractor shall conduct an appropriate graduation ceremony for its graduates. The

Contractor shall conduct a formal graduation ceremony in every country where onsite courses are held when fifteen or more students are graduating. Graduation location, date and ceremonial participants shall be made known to the COR and each local ESO/SSTA no later than 45 calendar days prior to the scheduled ceremony. When multiple contractors serve together on a

12 Ver: Apr 2025 specific installation, they may conduct a single combined graduation ceremony at a central location. Contractors may also participate in recognition ceremonies hosted by the ESO/SSTA when it has less than fifteen graduates. In instances where graduates from multiple universities to include non-contracted institutions are being recognized in one combined ceremony, it is the base ESO/SSTA’s responsibility to organize the ceremony with minor assistance from the

Contractor.

4.2.23 Field Representatives

4.2.23.1. The Contractor shall assign a Field Representative (FR) to each Education Center where the Contractor offers onsite courses. FR act as point of contact for the contracted institution at the installation. If the FR position is vacant for more than two (2) weeks, the

Contractor will provide an alternate person onsite to fulfill the FR duties. FRs or their substitute must be onsite during scheduled registration periods. FR vacancies/absences of more than two

(2) weeks must be coordinated with the COR. If the FR is absent during scheduled onsite office hours, due to extenuating circumstances, office hours may be held virtually to ensure continuity of support. Virtual office hours may also be used to augment on-site support beyond the minimum required hours.

4.2.23.2 The Contractor shall provide a FR at each Education Center for at least twenty (20) hours per week where there are at least fifty (50) enrollments in contracted courses per year. For installations where there are over 1600 enrollments per year, no less than two (2) FRs shall be assigned to the office. FR schedule shall be coordinated with the ESO/SSTA. Office hours may be scheduled based upon local installation needs and adjusted, as needed, to better serve the student and community population. For example, at sites with enrollments that arrant only 20 hours per week, the Contractor may schedule two 10-hour blocks, or four 5-hour blocks, etc.

depending on local needs. The hours may be outside of the education office’s hours if needed to better serve students. Office hours shall be posted in a conspicuous place in the Education

Center. During ESO/SSTA vacancies, the FR will assist with site visits from the COR. The

Contractor and ESO/SSTA shall agree on the local procedures for how students will be supported during FR vacancies.

4.2.23.3 FRs shall perform the following:

a. Maintain attendance records.

b. Provide program information.

c. Provide prospective student information and assistance with scheduled courses, course syllabi, institutional policy and program requirements.

d. Assist students with financial aid for grants or VA benefits.

e. Establish procedures to maintain regular communication among home campus, regional headquarters and other installation offices.

f. Coordinate the FR’s office hours with the local ESO/SSTA. The FR shall ensure that office hours are posted in a conspicuous place and that the hours are strictly observed. The FR shall inform the ESO in cases when the FR will be absent during posted office hours.

13 Ver: Apr 2025

g. Counsel students on contractor academic programs to include testing and related career goals.

h. Register students who will use active-duty TA for contractor courses only after approval from the ESO or counselor.

i. Accept TA authorizations only after they have been completed, signed, and approved by the ESO or designated representative.

4.3 Testing Support

See Appendix C

4.4 Personnel Management

4.4.1 Personnel Requirements

4.4.1.1 The Contractor shall ensure personnel supporting degree programs, teaching courses, and performing education support services, shall be fully trained, qualified, and certified where applicable to perform these duties. Qualifications for personnel providing services herein shall be the same as for personnel performing similar services at the contractor’s home campus. All personnel employed by the Contractor shall have the ability to speak and communicate in

English.

4.4.1.2 The contractor shall:

a. Ensure faculty members in the AORs possess the same qualifications required on the home campus.

b. Upon their request, provide the COR and ESO a list of faculty and qualifications. Full-time and part-time faculty resumes/curriculum vitae shall be posted on the institutional web site. This data shall be updated by term.

c. Ensure faculty and students have internet access to the home campus library system, including research librarian support. This requires access through internet to virtual text databases and research librarian assistance, faxing or mailing of materials from the home campus.

d. Ensure certified substitute faculty members are available if necessary.

e. Be responsible for the development of instructional materials, classroom presentation, course related testing, class records, recording of attendance, related instructional activities, and awarding of degrees.

f. Develop, produce, and distribute a current Faculty Guide to be issued to each new faculty member in advance of his/her class-starting date. The policies and procedures stated in the guide shall be reviewed annually to ensure they conform to local command policies

14 Ver: Apr 2025 and the provisions of this contract. Distribute an electronic copy of the Faculty Guide to the COR before the start of Term 1.

g. The contractor may hire qualified and certified active-duty military personnel or U.S.

Government appropriated or non-appropriated fund civilian employees for instructional assignments if employment aligns with existing work schedules and rotational schedules and does not create an organizational conflict of interest. The Contractor shall not employ in any capacity Government Education Services Personnel (i.e., ESOs, Guidance

Counselors, Education Technicians, and/or their family members).

h. Recruit faculty and staff in a manner that promotes retention to ensure continuity of required services at all locations.

i. Fill personnel vacancies to avoid disruption of services. Unless prevented by circumstances beyond the contractor’s control, such as host country sponsorship delays and Government delays in completing background investigations, vacancies shall be filled with replacement personnel available on-site within 15 business days of the vacancy. The contractor shall utilize dual qualified on-site personnel and temporary personnel when available to mitigate disruption of services caused by vacancies.

j. Maintain minimal personnel turnover throughout the life of the contract. Once the

Contractor is aware that an employee is leaving or will no longer support a task order or particular assignment, the Contractor shall provide written notice to the COR within three

(3) business days of the Contractor learning that the employee will leave the company or assignment. The written notification shall include the date and time that the employee will leave, the reason the employee will no longer work on the task, if the position will be vacant and for how long, an anticipated replacement date, and what management action will be taken to ensure task completion or continuation of services. The Contractor shall ensure continuation of services during personnel absences due to sickness, leave, and voluntary or involuntary termination from employment such that impact to the

Government is minimal.

4.4.1.3 The Contractor shall require all employees to adhere to the host nation laws of the countries to which the Contractor assigns them. Contractor employees shall meet any local installation requirements that established as a condition of entry onto the installation. The contractor shall require all its employees comply with such Army, Air Force, Navy, Marines, Space Force, Coast Guard and local regulations as may be applicable concerning standards of conduct of non-military individuals while present on military installations. The Government has sole discretion and authority to restrict base access to any Contractor employee deemed to, for instance, endanger persons or property; or whose continued performance is inconsistent with the interests of military security; or who might place the privileges, immunities, or status of the

United States Forces in the host nation country in jeopardy. The preceding list is not all inclusive. Contractor employees shall not represent themselves as Government employees. They shall not use Civil Service grades or status. Violations by contractor staff of the personnel

15 Ver: Apr 2025 requirements herein may be cause for removal from and barring entry to any Government installation.

4.4.1.4 The Contractor shall identify key personnel who are critical to the execution of the contract and shall report those key positions to the COR. The Contractor shall notify the COR of planned replacements for key individuals.

4.4.1.5 The Contractor shall ensure its employees who complete their assignments or terminate employment with the Contractor relinquish the Common Access Card (CAC), the United States

DoD/Uniformed Services Identification and Privilege Card, base access card, and related individual support, e.g., vacate Unaccompanied Officers Quarters/Visiting Officers

Quarters(UOQ/VOQ), turn in Government furnishings, ration control cards, etc., to the designated contract official/Trusted Agent within ten (10) business days of term completion or assignment termination date.

4.4.1.6 The Contractor, in coordination with the COR, will not be required to perform services during a period of hostilities or natural/man-made disasters.

4.4.1.7 The Contractor shall establish and maintain a management/administrative capability and provide leadership and staff personnel with educational and experiential backgrounds comparable to those required for similar positions of responsibility on the home campus.

Management will meet with the COR monthly. The Contractor shall provide an administrative level representative (Contractor liaison) who meets no less than bi-weekly with COR.

4.4.1.8 The Contractor liaison shall perform functions critical to the successful performance of the contract. Typical duties include assisting with contractor employee travel arrangements, either routine or emergency, assisting with security credential issues such as contractor employee

CACs and background checks, Isolated Personnel Reports (ISOPREP) interview requests, SOFA inputs and reporting, and host country sponsorship matters that may require concurrence, input, or approval by the COR. Contractor liaison will liaise with COR on compliance inquiries, reporting deliverable and general administrative issues.

4.4.1.9 The Contractor will coordinate with the local ESO or military installation to follow

Noncombatant Evacuation Operation (NEO)/Emergency Evacuation Program (EEP) policies and procedures. These may include but are not limited to participating in NEO/EEP related exercises, creating evacuation plans and creating and maintaining NEO/EEP packets.

4.4.2 Personnel Medical, Dental, And Psychological Fitness

4.4.2.1 All Contractor employees must be medically, dentally, and psychologically fit for deployment or assignment overseas.

16 Ver: Apr 2025

a. Vaccine Recommendations by AOR are available at: https://www.health.mil/Military-

Health-Topics/Health-Readiness/Immunization-Healthcare/Vaccine-

Recommendations/Vaccine-Recommendations-by-AOR

4.4.2.1.1 CENTCOM AOR requirements are outlined in the Defense Federal Acquisition

Regulation Supplement (DFARS) clause 252.225-7995, Contractor Personnel Performing in the

United States Central Command Area of Responsibility and DFARS 252.225- 7040, Contractor

Personnel Performing in the United States Africa Command Area of Responsibility. This clause requires all contractor personnel to meet the theater specific medical qualifications established by the Geographic Combatant Commander before deploying to, being granted installation access, or performing work under the resultant contract. In the USCENTCOM AOR, the required medical screening, immunizations, and vaccinations are specified in the current USCENTCOM individual Protection and Individual Unit Deployment Policy and DoD Instruction (DODI)

3020.41, Operational Contract Support (OCS).

Current medical screening, immunization, and vaccination requirements for CENTCOM are available at https://www.centcom.mil/CONTACT/THEATRE-MEDICAL-CLEARANCE/

4.4.3 Insurance Requirements – Defense Base Act (DBA) Insurance

4.4.3.1 Proof of Insurance

The Contractor shall obtain/maintain Defense Base Act (DBA) insurance in accordance with

FAR Clause 52.228-3 from an insurance provider approved by the Department of Labor (DoL).

Copies of all contract insurance documents, to include the insurance policy/endorsement referencing the contract number and proof of payment, shall be provided to the COR within fifteen (15) working days after contract award. Likewise, the Contractor shall ensure that its subcontractor (if applicable) obtains/maintains DBA insurance and that copies of contract insurance documents are provided to the Government, as above. The Contractor and its subcontractor(s) must maintain DBA insurance throughout the period of performance of the contract.

4.4.3.2 Insurance Claims

The Contractor shall make timely DBA insurance claims on behalf of its employee who is injured or killed in the course of their employment under this contract and shall ensure that similar direction is included in any subcontractor agreement.

4.5 Reports and Data

4.5.1 Monthly Status Report:

The contractor shall provide to the COR a monthly status report summarizing by each installation key performance information to include: Results of quality control plan to include inspection results, pending term start dates, number of contractor personnel on-site at each downrange location, number and identity of vacant positions, status of recruitment actions, https://www.health.mil/Military-Health-Topics/Health-Readiness/Immunization-Healthcare/Vaccine-Recommendations/Vaccine-Recommendations-by-AOR https://www.health.mil/Military-Health-Topics/Health-Readiness/Immunization-Healthcare/Vaccine-Recommendations/Vaccine-Recommendations-by-AOR https://www.health.mil/Military-Health-Topics/Health-Readiness/Immunization-Healthcare/Vaccine-Recommendations/Vaccine-Recommendations-by-AOR https://www.centcom.mil/CONTACT/THEATRE-MEDICAL-CLEARANCE/

17 Ver: Apr 2025 measures taken to mitigate impact of vacancies, information on personnel in-processing to deploy to downrange locations, status of background investigations, and Government caused delays. Monthly status report shall be provided to the COR within ten (10) calendar days following the end of each month.

4.5.2 Comprehensive Student Enrollment Report

The Contractor shall submit a Comprehensive Student Enrollment Report to the COR by fifteen business days after the end of each academic term. The report shall include the total number of enrollments, enrollees, and withdrawals listed by installation/base, Military Service affiliation, level of class (undergraduate or graduate), amount of tuition, source of tuition (e.g. Tuition

Assistance (TA), GI Bill, or student self-pay), instruction mode (face-to-face, hybrid, etc.)

4.5.3 National Test Center (NTC) Quarterly Report

The Contractor shall submit an NTC Quarterly Report to the COR by the fifteenth (15th) business day after the end of each quarter of contract performance. The report shall consist of the number and types of tests taken at each location for each Military Service. Quarters shall align with the academic year: Aug- Oct, Nov-Jan, Feb-Apr, and May-Jul.

4.5.4 Academic Degree Completion Report

The Contractor shall submit an Academic Degree Completion Report to the COR after the last degree conferral of the term (30 Jan, 30 Jul, 30 Oct). The report shall include the total number of academic degrees awarded listed by installation/base, type of degree (undergraduate certificate, associate degree, bachelor’s degree, master’s degree, graduate certificate), academic program, and military service affiliation.

4.5.5 Employee Report

The Contractor shall report required data concerning contract personnel to the COR by the fifteenth (15) business day after the end of each academic term. For each Contractor employee issued a CAC and/or deriving individual logistical support (ILS) from the Contractor under this contract, the Contractor shall list last name, first name, nationality (US or non-US), & type of

CAC issued. In the event that an employee’s family members receive logistical support from the

Contractor as a result of work performed by the Contractor’s…