W564KV-23-Q-0081_ACS Relocation Readiness Asst_QA Updated 5 SEP 23.xlsx
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- ACS Relocation Readiness Assistant
- Solicitation number
- W564KV-23-Q-0081
About this file
This document provides questions and answers regarding solicitation number W564KV-23-Q-0081 for an ACS Relocation Readiness Assistant opportunity with the Department of the Army Materiel Command Army Contracting Command. The opportunity is for contractor personnel to provide relocation readiness program services at two Army Community Service locations simultaneously but for different weekly hour requirements. The incumbent contract number is W564KV-21-P-0083. The contractor must have customer service experience and be able to work flexible hours, including the potential for part-time telework under certain contingency operations. The government will provide office space and IT equipment when possible, otherwise the contractor must supply their own equipment. The work locations are in Kaiserslautern and Baumholder, Germany.
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Sheet1
| ACS RELOCATION READINESS ASSISTANT #W564KV23-Q-0081 | |||
| QUESTIONS & ANSWERS | |||
| QUESTION | ANSWER | ||
| Q1. | The synopsis/solicitation lists qualifications (pg. 3, 8.b.iii) that are completely different than those found in the PWS (PWS 1.10.a). Can the Government please confirm that the PWS qualifications are the correct one? | The qualifications found in the PWS are the correct ones. | |
| Q2. | If quoting in Euros, what is the conversation rate the Government will use? | For FY 23, the Government use a fixed rate of 0.9381. | |
| Q3. | Given the recent rapid changes in the Euro/Dollar exchange rate, when and how often will the government adjust the conversion rate? | Please see answer above. | |
| Q4. | Quality Control Plan Q1. Does the Government want a management structure physically located in Europe? | From a customer's stand point, it would be preferred, but not required. | |
| Q5. | Quality Control Plan Q2. Does the Government want a contractor representative that shall be available by telephone or email from 0800 hours to 1700 hours Central European Time? | From a customer's stand point, it would be preferred, but not required. However, not having a contractor representative available during our opening hours will hinder communication when we need a quick answer on coverage. Such as when a contractor is absent and a backfill must be provided for example at 0800. If we have to wait until the afternoon to contact the contractor representive, we will not get a backfill for that day and this could cause serious hardship on us. | |
| Q6. | Who are authorized to bid on this opportunity? Is this applicable for vendors whose companies are registered in Germany only? Or this is also applicable to vendors outside Germany? | Any interested parties with an active SAM registration are eligible to participate. | |
| Q7. | Is this is a follow-on requirement or a new contract? If it is a follow on contract, could you please provide the incumbent contract number and the awarded price? | This is a follow-pn requirement. The contract number is W564KV-21-P-0083. | |
| Q8. | How many people are currently working under this contract? | Two persons plus backfills when primary are absent. | |
| Q9. | How many FTE's are required to perform under this contract? | Contractor will have to decide how many people are needed to accommodate a 40 hour/week schedule at one location and a 25 hour/week schedule at the second location. These hours will be simultaneous. | |
| Q10. | Please confirm if this requirement is a full-time or part-time position? | Please see answer above. | |
| Q11. | In the document under Part 4, 2.3 Materials, states: | ||
| 2.3 Materials: Automated data processing equipment (ADPE) such as a personal computer, laptop or tablet with WiFi and internet capabilities. This equipment is necessary when utilizing a backfill to perform this contract with no CAC access. This equipment may also be required as described in part 8 should ACS not be able to provide a laptop or tablet. | A laptop or tablet must be provided by the Contractor when the primary Contractor is absent and a backfill without a CAC renders services in her/his place. A CAC is needed to access our network via Government issued computers. However, a backfill without a CAC can render services as long as she/he can log on to our WIFI. A computer provided by the Contractor will allow access to some of the websites the Contractor needs to access to fulfill the PWS via WIFI without a CAC. This can be done through a temorary waiver for access to our client database. Once the backfill(s) has(ve) a CAC, this requirement no longer exists. | ||
| Q12. | Paragraph Part 5A, 5A.2.1.3 Change to Place of Performance paragraph 1.5.6 Place of performance: |
5A.2.1.3 Change to Place of Performance paragraph 1.5.6 Place of performance: During contingency operations, Contractor will be allowed to telework as directed if necessary. In case of telework due to pandemic, telework may not be needed if most ACS staff and Contractors are able to telework. This may allow sufficient distancing so Contractor can work at the regular place of duty with modified customer service practices such as appointment system for example. Should telework be required, Contractor will have to complete Telework Fundamentals Training on line and sign all required forms and memoranda required by USAG-RP and ACS. Whenever possible, the Contractor will be issued a laptop or tablet in order to connect via WiFi at his/her place of residence exclusively. WiFi connections are not authorized in public settings/places. The Contractor will sign a temporary hand receipt before any equipment leaves Government buildings and will be fully responsible for the return of the equipment once contingency operations cease. Contractor can be held liable for loss of equipment and can be fined for the value of the equipment should it be damaged or lost. Should ACS not be able to issue a laptop or tablet, the Contractor will provide computer equipment as mentioned in part 4.3 of this PWS.
a. Please confirm does it mean that the Government will issue laptop or tablet to the ACS Relocation Readiness Assistant contractor employee (in the above scenario/change to place of performance due to contingency operations) and in case the Government doesn’t have available laptop or tablet to issue that is the time that the contractor will provide computer, laptop or tablet?
| b. Does the above change to place of performance due to contingency operations happened in the existing/previous contract? | ACS will provide IT equipment under contingency operation, if available. Should ACS not have sufficient equipment to provide a laptop under contingency operations, the Contractor will have to provide such equipment during the duration of the contingency. The only serious contingency plan put in place recently was during the onset of COVID. ACS staff were teleworking. The Contractor filling this requirement had to work from the office due to lack of laptop. Contractor worked under social distancing and mitigation strategy. Should we face the same contingency again, we may have to design a plan with part time telework and some hours/days in the office when customers could pick up/return items with social distancing and sanitation measures. | |
| Q13. | In the document under Part 4, 2.5 Background Checks: The Contractor shall provide Background Checks in accordance with this PWS and as determined by the Government. |
a. Does the background check needs to be done prior the award? Or upon proposal submission?
b. Does the background check needs to be done after the award?
c. Where does the ACS Relocation Readiness Assistant contractor employee process his/her background check? Is it inside the base with the assistance of the Government? Please advise.
| d. Will there be a cost associated with the background check? Who will cover the cost? | Lack of background checks is often the factor which prevents Contractors from obtaining a CAC in a reasonable time. This means that they will not be able to fullfill 100% of the PWS until a CAC is obtained. Full access to our network cannot be granted without a CAC. We need background checks to be completed as soon as possible. Prior to award would be optimal. However, for US citizens Companies must process the background check through the secutiy portal used by our security personnel i.e. the Personnel Security Investigation Center of Excellence. Our security personnel can access background checks results with the person's name and SSN to verify that backgournd checks were completed and that no derogatory information was found. For Local National personnel, the company would have to provide a LNSP. Background checks can be completed by us as well. However, as stated above Contractors with alreardy completed backgournd checks would help us speed up the CAC process. | |
| Q14. | In the document paragraph 5.2, 5.2.2 to 5.8.4.1 there are words saying (No Change) like stated below: |
5.2 No Change
5.2.2 No Change
5.2.3 No Change
5.2.4 No Change
5.2.5 No Change
5.2.6 No Change
a. Please confirm what does it mean?
b. Are these supposedly part of the tasks of the ACS Relocation Readiness Assistant contractor employee? Since there are words under the following paragraph states:
5.1. Change to shall provide Relocation readiness Program service via telework using email, telephone or any other online platform authorized for use by the Government and/or local S6.
| 5.2.1 Change to: Contractor shall operate the Lending Closet IAW health and safety directions provided by the COR and/or Program Manager. The Contractor shall update Army Family Web Portal on a daily basis. | Part 8 of the PWS is the contingency plan. It lists which duties would be executed in the same manner i.e. same - nothing changes and the ones which will have to be modified due to the circumstances. Possible needed changes to be executed by the Contractor are spelled out when the tasks which would remain unchanged are not since one would refer to part 5 for those. For example 5.2.1 would change to The Contractor will operate the lending closet IAW health and safety directions [During Covid, Items returned by customers are left in a designated place, sat there for several days and the Contractor processed returns once contamination was no longer possible IAW Public Health Command guidance] | |
| Q15. | Part 5 Specific Tasks, paragraph 5.2.3 Inventory, states: |
5.2.3 Inventory: The Contractor shall create and maintain a database of the inventory of all Lending Closet items. The Contractor shall complete a physical inventory of all Lending Closet items monthly and present the inventory to the COR by the 3rd day of the following month. The Contractor shall complete Memos for Record (MFR) for disposal of all items that have reached the end of their lifecycle, removing items from inventory, adding items to
| Please confirm if there will be additional sentence that is supposed to be written after the above task? | Please see the amended solicitation for Part 5. | |
| Q16. | a. Please confirm if level C1 German language skills is required? Since it was not included in paragraph a. The Relocation Readiness Assistant Special Qualifications: |
Does the ACS Relocation Readiness Assistant contractor employee needs to be a US Citizen?
| b. Does the ACS Relocation Readiness Assistant contractor employee needs to be a German Citizen? | Qualifications in para 1.8 of the PWS are correct. The contractor will NOT be expected to speak German at the C1 level and Will NOT teach ESL. Please only pay attention to special qualifications in the PWS. The Contractor can be either a US citizen or Local National (LN). They must meet qualifications and have access to post. The employer would have to decide who works best for them (US or LN). | ||
| Q17. | Please confirm if how many years of customer service experience required in substitute for education? | 3 years of customer services can be substituted for education | |
| Q18. | Will there be an anticipated travel outside the community e.g. overseas? If so, who will cover the cost(s)? | No. | |
| Q19. | Q13. Paragraph 1.10 Contractor Travel: 1.10 Contractor Travel: Contractor shall provide their own transportation to their primary duty location. Army Community Service provides an office location and classroom space for all required classes. The Contractor shall be required to travel within the local community during the performance of this contract to attend strategic and programming planning meetings, conferences, training and working group as necessary. Transportation may be provided by ACS staff in Government Owned Vehicle (GOV) at no expense to the contractor on a space available basis. | There will be no travel outside of the region. ACS has to satelite sites i.e. Baumholder and Landstuhl that the Contractor may have to go to occasionally for training or meetings. These are within Rheinland-Pfalz's footprint and no more than 45 minutes away. Should the Contractor have to travel to one of these locations with no space available in a Goverment vehicle, the Contractor would have to drive her/his car at her/his expense. If this happens at all, it would not be more than twice per year. | |
| Q20. | Paragraph 1.3.5 Place of Performance, states: |
1.3.5 Place of Performance: The work to be performed under this contract will be performed at the ACS offices located on Kleber Barracks, building 3210, and on Smith Barracks, building 8666 or at any other location within the USAG Rheinland-Pfalz footprint that ACS may move to during the life of this contract.
| - | Are these locations close to each other? | What is meant there is that should ACS move to a different location during the life of this contract, it would be within one of posts within the Kaiserslautern or Bauholder area. It would be no more than 30 minutes away from each current location. This contract is to be performed in 2 locations simultaneously, but not for the same amount of hours (refer to PWS). So, should one of the ACS locations change either in Baumholder or Kaiserslautern or both, the contractor in each location would move to the new location. |
| Q21. | In the document page 1, number 5 states: |
Place of Performance:
USAG Rheinland-Pfalz Kaiserslautern Military Community Army Community Service Building 3210 Kleber Kaserne, Kaiserslautern, Germany Building 8666 Smith Barracks, Baumholder, Germany
a. Where is the main duty station of the ACS Relocation Readiness Assistant contractor employee? Will it be in Baumholder, Germany or Kaiserslautern, Germany?
b. Will the government cover the cost of the travel from Baumholder to Kaiserslautern/ Kaiserslautern to Baumholder? Again, both locations will require services every day simultaneously, but not for the same amount of hours. The Person in Kaiserslautern will be the one working 40 hours per week. ACS Kaiserslautern and ACS Baumholder are about 45 minutes apart.
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