IB08 QA Solicitation W9124D24Q0207 2024 FtKnoxRaider Challenge Final 9JUL24.pdf

W9124D24Q0207 Raider Challenge Questions and Answers (Q&A)

Q&A to US Army Contracting: Raider Challenge – Fort Knox, 2024 October Question #1: “5 Months” is listed as the work timeframe. With the date of the event set for later October, the maximum timeframe one can expect to work on this contract would be thru all of AUG/SEPT/OCT. Having no idea when this contract will be awarded, it would seem three months would be the maximum working window for this event. Would this be a more accurate work time frame at this point?

Response #1: The estimated award date for this action is 31 July 2024. The 5 Months covers AUG 2024 thru DEC 2024. This extended period allows for preparation, execution and post event analysis in the form of After-Action Reviews (AARs).

PWS 1.5.7

1.5.7. Period of Performance:

Title Event

Begin Event End Venue

City Venue St. Venue

Name

2024 USACC

JROTC Raider Challenge Registration

5 August

September

2024 USACC

JROTC Raider Challenge National Championship

October

27 October

Fort Knox, KY

394 2nd Dragoons Rd

JROTC

Directorate

2024 USACC

JROTC Raider Challenge Post Award Debrief

December

Online

Question #2: The contract states the Contractor is to be involved in the “promotion and production” aspects for the following: “development and distribution” of all paperwork required to participate to include Standard Operating Procedure (SOP) booklets, scoresheets and correspondence (the rules of the meet). Reading this, the bidder selected would seem to be at minimum assisting in “production”, as well as the “development” along with other actions listed. These terms strongly indicate the contractor will be working either solo or with another entity to produce the items listed.

Is the Contractor simply distributing forms, paperwork, score sheets and the SOP that YOU will create or will we be consulted and asked for assistance in creating or formatting these documents as several of these will be coming from scratch for the Army in 2024?

Response #2: The Contractor is responsible for developing digital and analog scoring systems and develop a digital system for online registration. The Online websites will be stand alone, solely dedicated to the Fort Knox National Raider Challenge and will be used to promote Government provided SOP and administrative event information. Contractor will develop training for Government Soldiers on the proper use of analog and digital scoring systems. The Government will develop the SOP and may elicit inputs for the contractor when developing additional administrative products.

Please see the solicitation W9124D24Q0207: see page 74 through page 100.

NATIONAL RAIDER CHALLENGE COMPETITION, STANDARD OPERATING

PROCEDURES (SOP)

Question #3: Paragraph The Item No “d” states, “d) event/staff personnel; “Could the Army possibly REFINE this number to include total number of judges, their duties, days/hours or other factors that will not cause us to overbid where the Army may likely be bringing their own personnel for much of their duties? Or is it possible this “staffing” is ONLY for the office scoring personnel? Does it include individuals needed for electronic and/or analogue timing?

Response #3: The Contractor shall provide appropriate staffing for internal operations related to RSOI (24 hour operations), event scoring and training of Government personal (analog and digital), team photos, and award ceremony set-

up. Government will provide personnel to facilitate event lanes, operate scoring systems, present awards, and facilitate logistical operations for the competition.

Please see the solicitation technical exhibit A: Performance Requirements Summary, page 65, solicitation W9124D24Q0207

Question #4: PWS 1.3.e. Item “e” states the following, “ e) judges assignment, manuals, monitoring, and training”. Please refine what you are seeking by “monitoring” the event sites? To watch your people do your jobs? To watch our people doing timing or other event aspects? What would be your specific metrics to have the contractor “train” and especially what is meant by “monitor” the events?

Response #4: The Government is responsible for daily event operations. The Contractor train Government to operate the digital and analog scoring systems and provide on-site technical support at two (2) locations to help trouble shoot system or operator errors. The Contractor will train the Government to operate the digital and analog scoring systems and provide on-site technical support at two (2) locations to help trouble shoot system or operator errors.

Please see the PWS 3.2.1 The Government will provide necessary workspace to include furniture and electrical power access for the Contractor to register teams upon arrival at Fort Knox and monitor event progression to include recording scores and tabulating winners.

Question #5: PWS 1.3. Item “g” states the following: What would this contract define as “event materials” as written in “g") transportation of event materials

Response #5: The Contractor is responsible to provide and transport items needed for internal operations related to event scoring (digital and analog), taking and publishing photos, and award trophies. Government will provide printers, paper, and office space for the Contractor use. Contractor will provide photo printer and photo paper for the team pictures. Government will provide and set up all equipment necessary to run each event lane to include a means of physically protecting the digital scoring systems.

Question #6: PWS 1.4.2. Item “e” states the following“The contractor shall be prepared to provide the backdrop for team pictures.” The grass area behind or woods would be the background of choice and what we use at other Raider events. There are many natural limitations on this requirement (WIND primarily) that will determined largely by WHERE we are placed by the Army on-site. If we are required to gain two backdrops to take the photos required in a timely manner, ALONG WITH a metal support structure capable of keeping a 8’ high by 20’wide backdrop sturdy and safe in an outdoor location, this could cost thousands of dollars…and likely not even be used.

Response #6: The Contractor will be prepared to take photos at the location of Government choosing, indoor or outdoor. Government will provide the necessary backdrop for team pictures.

PWS states:

1.4.2 Team Pictures:

a) Picture production will mimic the registration cap with a 10% overage.

b) Contractor will provide everything required to process 144 Challenge teams and 144 Masters/All- Service teams; total 288 teams, including but not limited to photographer, props, background, and power approved by the Government NLT 05 AUG 24.

c) Government will provide location that is conducive for photography and standby of teams.

d) Team digital photographs will be released to the Government for publication to competitors without cost.

e) The contractor shall be prepared to provide the backdrop for team pictures.

The Government shall reserve the right to provide a substitute back drop if it so desires.

Requiring Activity confirmed Changes to PWS on 07/08/2024:

e) The Contractor will be prepared to take photos at the location of Government choosing, indoor or outdoor. Government will provide the necessary backdrop for team pictures.”

Question #7: PWS 1.4.2. Item “c” states the following: The photography venue used last year outside was a great fit for all. It was conducive to everything the Army sought for photographing team pictures and was very convenient for teams to see and get to.

Would suggest the contract be amended to state, “The government will provide an outdoor, covered location roughly 100’ x 30’ with existing 110v power. The building is open walled meaning the metal support structure is conducive for attaching a backdrop behind the team being photographed (recommended size 20’ x 8’. The contractor shall be prepared to provide the backdrop for team pictures. The Government shall reserve the right to provide a substitute back drop if it so desires.”

NOTE: If this area were moved more into the CENTER of the building length along the same outside wall so the sun would not shine in for hours in the morning, the photos would be greatly improved). The corner placement allowed overpowering sunlight to make shooting very challenging.

Response #7: The Contractor will be prepared to take photos a location of Government choosing, indoor or outdoor. Government will provide the necessary backdrop for team pictures and will provide access to 110v power at the selected location.

Question #8: PWS 1.3 Item “h” states the following: Under 1-3 SCOPE, h) “the design, construct and team package materials presented to each cadet chest medallion and team photo (two shots per school, one print per cadet 8x10 printout of team photo).”

Are you seeking just a raw picture with a backdrop. Are you certain the Government doesn’t want information on the printed picture about their SCHOOL NAME, EVENT NAME, DATE/LOCATION, Army/event Logos? In 1-4, the Army states their objective is, “ to provide world class competition awards and event package materials.” Without this information included as a Header or Footer, the photo would be substandard, much less meaningful and very non-standard in the JROTC event universe? ARE YOU SURE you simply want a raw photo with no overlay?

Response #8: The Contractor will design, construct, and package team materials for participating Cadets. Each awards package will include at minimum a cadet chest medallion and team photo (two shots per school, one print per cadet 8x10 printout of team photo). At minimum the photo will include the event name, location, date, and JROTC Raider Challenge logo to provide world class competition awards and event package.

PWS 1.3

1.3 Scope: The Contractor shall provide the Government with experienced contractor personnel to perform all promotion and production aspects for which aspects shall include:

a) Team registration online.

b) development and distribution of all paperwork required to participate to include Standard Operating Procedure (SOP) booklets, scoresheets, and correspondence.

c) work area setup and cleanup.

d) event/staff personnel.

e) judges’ assignment, manuals, monitoring, and training.

f) use of the online event registration system for school entry.

g) transportation of event materials.

h) the design, construct and team package materials presented to each cadet chest medallion and team photo (two shots per school, one print per cadet 8x10 printout of team photo).

i) all team and individual trophies awards for the top five placements in each of 9 team categories.

j) input to the official JROTC Raider Challenge social media sites and registration website development and topical postings.

Question #9:

Can you please be VERY CLEAR on whether the contractor has a role in the areas specifically enumerated as required under number 1 because these are outside the four areas listed randomly later in the document? This will better allow the contractor to correctly price their involvement.

Response #9: The Contractor will provide a registration website dedicated to the JROTC Fort Knox National Raider Challenge. The site may contain event SOPs, welcome letter, site maps and addition event information. The website will be independent of all other events and promotions.

Please see PWS PART 7

ATTACHMENT AND TECHNICAL EXHIBIT LISTING

7. Attachment and Technical Exhibit List

7.1 Technical Exhibit A – Performance Requirements Summary

7.2 Technical Exhibit B – Deliverables Schedule