ACES Questions and Answers.pdf

Solicitation Number: W9124721R0005 Questions

NOTE: All Government answers are in BOLD

1. Due to multiple numbering questions, PWS numbering issues have been corrected throughout.

2. PWS 1.4.2 states “Provide lifelong learning opportunities to enhance job performance, skill qualifications, and career growth for the Army and its future leaders.”

• Will the contractor be required to find new opportunities? ‘Lifelong Learning Opportunities’ is assisting ACES professionals in the delivery of adult education programs such as Tuition Assistance Eligibility, ArmyIgnitED Enrollment and review of Soldiers academic history. Opportunities in higher education, testing, certifications.

3. PWS 1.4.3 states “Promote the development of critical thinking and decision-making skills through a variety of Programs, including basic skills and postsecondary, enabling Soldiers to adapt to new challenges.”

• Will the contractor be facilitating these programs of growth? No. They will be providing information and assistance on these programs

4. PWS 1.4.4 states “Leverage emerging technologies to streamline education, training, and business practices. Design, build, and implement education enterprise architecture.”

• Will the contractor provide IT support to create new technological architecture? No

5. PWS 1.5 states “The Contractor is required to have at least one individual that is considered the Site Manager at each location. The site manager serves as the principal interface with the Government for all contractor employees.”

• Is this an additional FTE on each site? No

• What are the requirements needed for this position outside of what was mentioned in RFP? There are no additional requirements needed for this position outside the requirements of the RFP.

• Are they required to be onsite? No

• Is this a standalone position or can it be a dual position? It is the contractor’s responsibility to determine, based on the PWS tasks, how the position will be filled.

6. PWS 1.5 and 5.1.7, Will the contract using GoArmyEd or ArmyIgnited or both? Army IgnitED will be the system utilized under the resulting contract. PWS paragraphs 1.5, 5.1.7, 5.2.15, 6.1.4, and 6.1.5 will be corrected to deleted references to GoArmyED and replace with Army IgnitED.

7. PWS 1.9.5 Is the current staff currently working onsite or remotely? Testing services are not performed remotely. Admin Services currently are performed remotely and in person.

Clifton, Heather D CIV USA ACC Changed to assistance verses guidance.

This answer doesn’t really answer the question. We (contracting) can fix this statement. I have changed the language to better address the question.

8. PWS Sections 1.10, 1.12.1.3, and DD254. Requires Contractor personnel to receive a Tier 3 background check and the attached DD 254 which requires that Contractor personnel receive a NACI background check.

• What background check level is required for this contract: Tier 1 or Tier 3?

Tier 1 in accordance with PWS amended paragraphs 1.10 and 1.12.1.3.

NACI has been replaced with the term Tier 1 per the Office of Personnel Management Notice 15-03.

• Is the requirement for background checks specifically related to the requirements set forth for HSPD-12 compliance and the issuance of CAC cards? Please see all security requirements under PWS amended paragraphs 1.10, 1.12.1, 1.12.2, and 1.12.3 (and subparagraphs under each).

• Is there a Facility Clearance requirement, if so, what? There is no Facility Clearance requirement. PWS paragraph 2.1.7 has been deleted.

9. PWS 1.10 Security Requirements states, “Contract personnel performing work under this contract shall have a Tier 3 background check”

• Is this a National Agency Check with Local and Credit (NACLC)? NACI has been replaced with the term Tier 3.

• Do any of the locations require the contractors to obtain/maintain a secret clearance? If so, will the government identify the locations? No

10. PWS 1.11. Is there a 1.11? Added. See PWS for numbering corrections.

11. PWS 1.12.1. Security Clearance. It states, “The security requirements are in accordance with the attached DD254 (reference Attachment 1).”

• Does the current contract have a DD 254 and Facility Secret Clearance requirements? DD254- Yes, There is no Facility Clearance requirement.

• What classified data, if any, will the staff be handling? There is no classified data.

• Will classified data be solely transmitted and stored using Government networks, systems, or at the government workplace? No, there is no classified data.

• Is the contractor required to have a Facility Clearance? No

• If so, is the contractor required to have a Facility Clearance (FCL) prior to contract award or will the government allow an interim process for the FCL once award is made, after the government issues the DD254, and provides sponsorship for the FCL? Not applicable

• If so, which sites and labor categories need to have Secret clearance? How many people at each site? Not applicable

12. IT levels are not required to have classified levels so how will the DD254 be approved by

DSS? When DDS approves the 254 it will verify the workload based off the PWS.

IT levels do not have classifications but are based on the work of the contractors.

13. PWS 1.12.1.2 states “Originate the request through your Contractor Company Facility

Security Officer (FSO) based on bona fide contractual occupational requirement.”

Clifton, Heather D CIV USA ACC Emily, please delete 2.1.7

Nottingham, Emily F CPT MIL USA ACC Done

Clifton, Heather D CIV USA ACC Emily, I do not see a PWS paragraph 1.11. Was it added back in as RESERVED?

Nottingham, Emily F CPT MIL USA ACC Yes and highlighted

Clifton, Heather D CIV USA ACC Emily, Sabrina needs to reach back to her security folks and ask for an answer to this question.

I do not see in the PWS were IT is applicable outside of the IA/IT training and the DFARS 252.211-7003 provision.

Nottingham, Emily F CPT MIL USA ACC Answered by the USARC Security personnel. E-mail uploaded to PCF.

• Does the requirement outlined in this section require the contractor to initiate the process for the original/initial T3 background check OR is the contractor simply required to do follow up verification in JPAS? The contractor must originate the initial T3 background check.

• Does the Government require all companies to have a certified FSO? Yes, per

PWS 1.12.1.2

14. PWS 1.12.1.3 states “Contractor personnel shall have a favorable Tier 3 background check with inquiry in accordance with Security definition for personnel who occupy “ADP (Automated Data Processing) Sensitive” positions”

• Which form of initial request is the government referencing, the form for the initial T3 or the form for the local background check required for TASS? PWS Paragraph 1.12.1.3 states Tier 3

• Is the contractor responsible for initiating the T3 investigation? PWS paragraph

1.12.1.3 states the contractor shall have favorable Tier 3 for ADP positions no later than 30 days after the award of the contract.

• References AR 380-67, paragraph 3-601. Does this paragraph exist? If not, what is the correct reference? The correct reference is AR 380-67, Appendix K, “ADP Position Categories and Criteria for Designating Positions”.

15. PWS sections 1.12.1.3, 1.12.2.1, and 1.21.1: Section 1.12.1.3 requires Contractor personnel to, “have a favorable Tier 3 background check // no later than 30 days after the award of the contract,”; Section 1.12.2.1, requires Contractor to submit CAC registration documentation (which would require proof of background check), “no later than ten (10) business days after contract award.”; and Section 1.21.1, which requires Contractor personnel to obtain CAC cards within the 14-day phase-in period.

• Considering that initiation of HSPD-12 required background checks is a government responsibility, what is the actual timeline requirement for Contractor personnel to obtain a CAC card: 10 days, 14 days, 30 days, or a combination thereof (e.g. 30 days to received background check and 10 additional days to complete CAC process)? First, HSPD-12 are initiated by the Contractor.

Secondly, PWS paragraph 1.12.2.1 requires the contractor to submit the CAC registration within 10 days of contract award. The registration can be submitted earlier than 10 days. The 14-day phase-in under PWS 1.21.1 is for the contractor to on-board and obtain CAC in preparation for full performance. Lastly, the requirement at PWS paragraph 1.12.1.3 is specific to personnel who occupy ADP Sensitive positions. Those persons will have 30 days for a favorable Tier 1 background check with inquiry IAW AR 380-67, paragraph 3-601. These are all separate actions.

i.

16. PWS 1.15.1.2 states “Contractor personnel performing work under this contract shall be able to read, write, speak, and understand the English language to effectively carry out all contract requirements.” One of the listed locations is Puerto Rico.

• Will any other foreign language be required? No

Sabrina needs to go back to her security folks to get these answers.

Nottingham, Emily F CPT MIL USA ACC RA, Mr. Vaughn, stated that the contractor provides the background checks.

Clifton, Heather D CIV USA ACC Emily, please double check this AR and ensure that the paragraph reference is accurate.

Nottingham, Emily F CPT MIL USA ACC Added correct reference and changed in PWS

Clifton, Heather D CIV USA ACC Emily, FSA, I confirmed with 419th Security Officer that HSPD-12 are initiated by the contractor.

NACI has been replaced by Tier 1. Per OPM Notice 15-03 and input from USARC security officer

17. PWS 1.15.2.1 The PWS states “The following are considered key personnel by the Government: The Contractor shall provide a Program Manager (PM) who shall be responsible for the performance of the work under this contract. The name of this person, and an Alternate PM (APM), who shall act for the Contractor when the PM is absent, shall be designated in writing to the KO at the post award conference. The PM or APM shall be available between the hours of 7:00 AM to 4:30 PM, Monday through Friday, except federal holidays or when the government facility is closed for administrative reasons.

• Is the intent to have the PM and APM also support as an Education Service Advisor or a Test Examiner onsite. Is this acceptable? No

• Is there any requirement of where they must be located? No

• Is the PM required to visit locations? No If so, how often? Not applicable

• Are resumes and letters of commitment required for PM and APM per section

2.1.9? Not applicable

18. PWS 1.16. Travel is specifically excluded in the solicitation, but disaster / recovery is called out for inclusion in the QCP, is it the Government's intent that bidders' price-in disaster recovery related travel to a fail-over or COOP site in each labor category bid? No

19. What is the location of the COR? Fort Bragg, NC

20. PWS 3.1.2 Government Furnished Supplies

• Is the contractor responsible for providing all normal office supplies i.e. paper pens, notepads, etc.? No

21. PWS 3.1.7 If telework is authorized, will the Government provide internet for official business? No

22. PWS 4.1 “The Contractor shall furnish all supplies, equipment and services required to perform work under this contract that are not listed in Part 3 of this PWS”

• What supplies, equipment and services are being provided by the current contractor providing ACES services not listed in para 3? None

23. PWS 5.1.40 states “Complete appropriate training for Army IgnitED system to better service clients when they come in for assistance.”

• Will IgnitED services only be provided in person? No

• How long is the training? Unknown at this time as the system has just come on-line recently.

24. PWS 5.2 Test Examination Services

• Where will testing physically take place? Reference Technical Exhibit 6

• Will it require the contractor to travel away from the designated worksite? No

25. Will the Government provide formatting standards of font, font size, and line spacing?

Font is Arial or Times New Roman, size 12 for either. Line spacing is too generic a question to be able to be addressed.

Nottingham, Emily F CPT MIL USA ACC Changed from Yes to N/A per KO comments

Quinn, Brenda S CIV USA ACC We usually have a standard for this

26. Sec 5. The PWS identifies a 20-page maximum for the Volume I, also identified are additional requirements for a high level of detail regarding specified tasks and a thorough retention and recruitment plan.

• With the government stressing technical capability, to include retention and recruitment, will the government consider adjusting the maximum page count to 25 pages? The Government has determined that a 20 page maximum is sufficient.

27. Sec 6.2. The Government states the price proposal shall be submitted in MS Office

Excel.

Question: Please confirm the Government does not require a Cover Sheet, signed SF 1449, Section B and/or Continuation Sheets, completed Reps and Certs (Section K), or any additional information that is not contained in the Instructions to Offeror. IAW Addendum to FAR 52.212-1 Instructions to Offerors, paragraph 4, a cover sheet is required. The Addendum to FAR 52.212-1 will be revised to indicate signature is required for the SF1449 and any amendments. Reps and Certs are to be completed under FAR Provision 52.212-3 of the solicitation.

28. Sec 6.2. The Government states that if a narrative is required it may be submitted in PDF or MS Office Word.

• Question. If an offeror submits a price narrative, and the Pricing Volume is in Excel, does the Government expect the Pricing Volume with one attachment (Narrative)? If so, what is the naming used to submit the documents, e.g.

“Volume IIa and Volume IIb” or “Volume II and name the Narrative as an attachment”? Since the price proposal is to be submitted as an unprotected/unlocked MS Office excel document, the narrative (PDF or Word) would be provided separately under Volume II. It is contractors preference on how documents are to be named under Volume II.

29. Sec 6.2(a) There are multiple references to CLINS 4001, 4002, and 4003. References to these CLINS have been removed.

30. Addendum to FAR 52.212-1, paragraph 3 states that responses must be submitted thru Beta.SAM. Is that correct? Addendum to FAR 52.212-1 Instructions to Offerors, paragraph 3 has been revised to change submission from Beta.SAM to email submission only.

31. Technical Exhibit #1, PRS has multiple numbering issues and references nonexistent sections of the PWS. All have been corrected.

32. Technical Exhibit #2, Quality Control Plan, shows 3 copies to be delivered to the KO/COR. Is 1 copy sufficient? Yes, TE2 has been revised to change the copies from 3 to 1.

I recommend allowing the addtl space.

Clifton, Heather D CIV USA ACC Emily, see my comments on the solicitation. Also note that any changes to the solicitation, to include the PWS, should be highlighted for the contractors to see the changes made.

Nottingham, Emily F CPT MIL USA ACC Done

Clifton, Heather D CIV USA ACC Did we revise TE2 to state 1 copy verses the 3 copies? If not, state here that TE2 has been revised to change the copies from three to one.

Remember we cannot verbally state something is okay without changing the document being questioned.

It has been revised.

33. Technical Exhibit #3, Historical Workload Data by Location, lists Personnel Annual Hours as 2008 and 1004, which equates to full-time personnel working 38.61 hours a week and part-time personnel working 19.31 hours a week.

• Are these hours correct? They are not correct in the original solicitation. The hours have all been corrected in the amended TE #3.

• Are these hours supposed to be 2080 hours and 1040 hours to meet the full time employee 40/ part-time employee 20 hours a week requirement? See TE#3.

• Is this the total number of FTEs that are currently supporting ACES across the specified support locations as the phrase “Historical Workload” implies? In particular, the count of Education Service Advisor Personnel is roughly double the count specified in the 2017 RFP for the same requirement. See TE#3 edits. It reflects the historical productive hours, not FTEs.

• Do the hours account for holiday, vacation, and sick leave? The hours in amended TE#3 reflect that the Government does not pay for holiday, vacation, and sick leave. A full time employee would be 1920 hours when those hours are taken into account.

• Are these workloads pre-COVID? The historical workload reflects the hours that are needed to fulfill the requirement both currently and post-COVID.

34. Technical Exhibit #3, Historical Workload Data by Location, has no Text Examiner Services or Hours at the following Locations: USACAPOC-Fort Bragg, 99th RSC Fort Belvior, 81st RSB Birmingham, 88th RSC Wichita, 63rd RCS Little Rock, 63rd RSC Lost Alamitos, 88th RCS Seattle, and 9th MCS Honolulu.

If there are no test examiner services at these locations, how are ACES USARC Soldiers and customers getting test examiner services? Active component services are providing test examiner services at those locations so testing services are not required at those locations.

35. Technical Exhibit 5 “Wage Determination for Education Support Locations” includes some Wage Determinations that have been revised by the DOL.

• Are you going to update this exhibit to reflect current wage determinations? TE 5 has been revised to incorporate the most current wage determinations.

• Do you want offerors to use the most current WD as a basis of proposal? Yes

• Confirm that the offeror is to provide paid sick leave in accordance with

Executive Order 13706. The contractor has to comply with the SCA minimum wage rates and pay the prevailing rates to include fringe benefits, medical, sick and vacation time where applicable.

36. Service Contract Act (SCA)

• Is the Education Service Advisor classified as a SCA position or is exempt? If it is, what is the occupation code and title? This is to be determined by the offeror.

• Can the government provide the conformed WD for Education Advisors? Applicable WD are included in the solicitation.

I discussed TE#3 with Mr. Vaughn. He provided an updated chart that reflects the actual current workload in each location. He is not aware of where the original information in TE#3 came from.

Nottingham, Emily F CPT MIL USA ACC Done

Nottingham, Emily F CPT MIL USA ACC To create the updated TE#3, Mr. Vaughn multiplied 2080 (a one year 40 hr work week) by the current number of FTEs at each site.

Quinn, Brenda S CIV USA ACC Lets be real. If the contractor has to pay (wage rates vacation, sick, holiday, etc..it is passed down to us. Maybe say the TE is based on productive hours which may differ from contractors price.

Quinn, Brenda S CIV USA ACC Add: and is not required under this contract.

Nottingham, Emily F CPT MIL USA ACC Original answers were provided by Sabrina. I have updated all the wage determinations, uploaded to PCF, and highlighted those changes in TE#5.

Quinn, Brenda S CIV USA ACC Why would we say that? How about: The contractor has to comply with the SCA minimum wage rates and pay the prevailing rates to incl fringe benefits, medical, sick and vacation time where applicable.

I can provide the DOL letter from the REA that is currently being done for ACES if You would like me to.

37. TE 6, Tests Administered at Locations

• For tests that have associated fees, will the Government pay these fees, or the contractor, or the individual being tested? Any associated test fees will be handled by either the Government or the Individual being tested.

• Has COVID affected the number of each test administered in this exhibit since March 2020? Yes

• Are these tests now being administered remotely? No

38. Currently only the incumbent has access to employee anniversary dates. Will the awardee be granted a modification upon award (or within 30 days of award) to allow for leave differences required by DOL per location/anniversary dates to allow for fair/adequate pricing? No modification will be granted/provided by the Government.

39. Will the government consider multiple proposals/bids/pricing options? No

40. Past Performance. Are there any considerations for firms who may have past performance of these duties? Past Performance is not an evaluation factor. Please refer back to Addendum to FAR 52.212-1 Instructions to Offer, paragraph 6.1 for Technical Capability Volume I submission instructions.

41. Will the Government provide the staffing requirements for each location? Please refer to

TE#3

42. How many contractor personnel currently staff this effort? Please refer to TE 3 Historical Data.

43. Posted on the DCSA website is the message from PSMO-I about only personnel that have required access to classified information against issued DD254s to your facility are to be processed for personnel clearances and listed in the facility PSM-Net. The posting can be found now under the Voice to Industry archive tab:

https://www.dcsa.mil/Portals/91/Documents/CTP/tools/VOI_October_2016.pdf . The posting is VOI October 2016, on page three reads: Investigations for Other than Access to Classified Information. The processing of investigations for purposes other than access to classified information related to a classified contract is the responsibility of the government contracting activity (GCA). Contractors are advised when they are requested by the GCA to process investigations, which do not require access to classified information, they are to advise their customer that they cannot process those investigations through DCSA. Considering the above, how will a contractor be able to process these investigations? There is no access to classified material for this requirement.

44. What is the current contract number? W9124J-17-C-0036

Clifton, Heather D CIV USA ACC Can they not use the TE 3 historical data? I am trying we cannot provide the number of people the incumbent has on the contract.

I have reached out to 419th Security Officer; however, Sabrina needs to reach out to her security officer. This looks like it is referencing when the Government requires the contractor to obtain a Facility Clearance (FCL).

45. What Labor Categories would be used by the Government, if they were required to staff this requirement? It is the contractors responsibility to determine the appropriate labor categories for the requirement based on the tasks in the PWS.

46. If a bidder is current and complete in SAM, is there a need to complete the included Reps and Certs? If so, which ones are to be returned regardless of SAM status? Please read the first paragraph located at FAR Provision 52.212-3 Offeror Representations and Certifications – Commercial Items. Yes, you must complete the Reps and Certs.

47. If COOP is a consideration, can the Government provide locations for each site staffed?

There is no requirement for a COOP.

48. Due to the need to acquire Tier 3 background checks, AT/OPSEC training, and CACs will the Government extend phase in to 30 days? The Government has determined that the current phase-in is sufficient. In regards to AT/OPSEC Training, the contractor employees have 180 days from employment to complete the IA/IT training and 30 calendar days to complete OPSEC training IAW PWS paragraphs 1.12.4.1 and

1.13.1.1 respectively.

Is the answer NO?

Clifton, Heather D CIV USA ACC In review of the solicitation I do not see any reference to COOP. If there is no reference to COOP revise this answer to state that there is no requirement for a COOP.

Confirmed no COOP with Mr. Vaughn