DDE 1ST YEAR INSTRUCTOR (x6) Questions and Answers.docx

DDE 1ST YEAR INSTRUCTOR (X6) QUESTIONS

Q1: Quote Template: If CLINs 0003, Second Resident Course, and 0005, Advanced Studies Seminar, are not completed in the base year, but 5003 is offered in the extended fifth option year, will FYS also offer a CLIN 5005 along with SRC in 2029?

A1: TBD in the future.

Q2: Performance Work Statement (PWS), page 35 lists units of measure as "Job," while the Quote Template spreadsheet lists "Job/AU." What is the difference, and which is correct?

A2: “Job” is a code that the contracting system uses and what you will see on the contract. “AU” is the code that the financing side sees. They are both the same unit of issue, just different systems. “Job” and “AU” have the same meaning, but for different systems.

Q3: Does "AU" mean "activity unit" and if so, does that mean that each activity listed under CLINs 0001, 1001, 2001, 3001, and 4001 may be invoiced separately over the course of a contract year (e.g., the contractor would submit 4 invoices for Forums or 13 invoices for for Meetings)?

A3: “AU” does not mean Activity Unit. When a CLIN is coded “Job(AU)”, that allows for multiple billing. You can bill as many times as you want, in any amount you choose, but limited to the total funding amount on the CLIN.

Q4: How and when does a contractor invoice for each task in CLINs 0001, 1001, 2001, 3001, and 4001? For example, may a Contractor submit an invoice for the completion of one meeting? If so, for what amount?

A4: You may invoice as you choose. The unit of measure on the CLINs “Job”(AU) allows for billing in the amount you choose as many times as you choose. If you want to bill separately for each meeting as you complete them, you can do that.

Q5: May contractors, instead, invoice regularly through the fiscal year, for instance through a schedule of payments that averages all costs over a fiscal year for the x001 CLINS?

A5: Yes. See above answers.

Q6: How does Contracting prefer that invoicing be accomplished?

A6: On CLINs that have “Job”(AU), you can invoice as you please. On CLINs that have “Sessions“(S6) you can only invoice as many times as the Quantity Unit allows (ex. If you have 2 Sessions, then you can only bill twice).

Q7: Quote Template: Under Unit of Measure for CLIN 0002, what is "Sessions/S6," specifically "S6"?

A7: “Sessions” is a term that you will see on the contract, the unit of measure. “S6” is the term that our finance office uses. They are both the same unit of issue, just different systems. “Sessions” and “S6” have the same meaning, but for different systems.

Q8: Quote Template: How does a contractor invoice for DE2305, Comprehensive Exam since it is not listed specifically in the PWS or CLIN description?

A8: Comprehensive exam is mentioned in 5.2.3.5. Total number of written evaluations is six to include Foundations, four other traditional core courses and Comprehensive exam.

Q9: PWS 1.4, Objectives and 5.1 Basic Services: There is a reference to "an online elective," but there is no other reference to that requirement in the PWS, and there is no CLIN listed. Is this a valid requirement that must be proposed.

A9: No Online Elective for First Year Studies. Regional Studies and Comprehensive exams occur during that time.

Q10: In PWS 1.4, Objective; The DE2305, Comprehensive Exam is not included as an objective of this contract. Will contractors not be participating in those exams, what is FYS' plan?

A10: Add Comprehensive Exam in paragraph 1.4. – ADDED TO PWS

Q11: PWS 5.2, Quote Template, and PWS CLINs, Comprehensive Exam. There are no instructions in the PWS, nor a CLIN covering DE2305 Comprehensive Exam. What are the details in terms of time, effort, and expectations of contractors, if any?

A11: There will be a DE2305 FIG that prepares FI’s for grading. The Course Director will answer all questions during 2-week study period. FI will grade up to 50 exams that are not students from their seminar. This approach will remove bias.

Q12: PWS 1.9, Post Award Conference: May these meetings be attended virtually?

A12: Yes

Q13: PWS 1.23.2, iWATCH Training: Where is the link and/or briefing for this training found?

A13: https://www.armywarcollege.edu/iwatch/ ADDED TO PWS

Q14: PWS 1.23.4.1, Information Assurance (IA) Training: What does this training entail besides registering for ATCTS?

A14: Online training. See link below at A16

Q15: PWS 1.23.4.1, Information Assurance (IA) Training: Where does an FI register for ATCTS? Understanding the requirement better by seeing the website will help to gauge the amount of time this will take to complete.

A15: After the contractor is issued their CAC, they will be able to use the link below to register for their ATCTS account. Should only take a few minutes to fill out the request. There is help on the ATCTS page. https://atcts.army.mil/iastar/registration.php

Q16: PWS 1.23.4.2, Information Assessment (IA) Web site: Anti-terrorism Level 1 Training (1.23.1) and OPSEC Training (1.23.3) have website training associated with each. Is there an equivalent website training for IA?

A16: https://public.cyber.mil/training/cyber-awareness-challenge/ is acceptable to individuals who do not have a CAC card, otherwise the Army’s official site is required to be used.

Q17: PWS 1.23.7, Additional Training Requirements: Does “not to exceed 10 hours” imply for the life of the contract or each contract year?

A17: For the life of the contract.

Q18: PWS 4.2, Equipment: Where does an FI find the list and location to download the “… necessary root certificates and or other software as defined or mandated ….”?

Understanding the requirement better by seeing the website will help to gauge the amount of time this will take to complete.

A18: A7: This information will be provided after award. This is a 5-15 minute task at most.

Q19: PWS 5.2.1, Orientation Program and Foundations Course: When implemented, will the Foundations Course require a physical presence for students and instructors at Carlisle Barracks, as the current Orientation Program requires?

A19: No.

Q20: PWS 5.2.1, Orientation Program and Foundations Course: What more can you tell us about what is planned for the Foundations course?

A20: TBD. Development of the course begins later but will be similar in content to the REP Foundations Course.

Q21: PWS 5.2.1.3, Orientation: This paragraph states that the written requirement will be 1,000 words, but not how long will the forum be. Past PWSs listed the Orientation forum as three online entries over four days. What is the expectation for Orientation forums under this PWS?

A21: TBD as we transition to the Foundations Course for Class of 2027.

Q22: PWS 5.2.1.6, Evaluations (also 5.2.2, 5.2.3.5, 5.2.4.5, 5.2.5.5, 5.2.5.6, 5.2.6.5): This paragraph refers to 10 days. Is that 10 calendar days or 10 working days as in current contracts?

A22: 10 calendar days. – UPDATED PWS to reflect “calendar”

Q23: PWS 5.2.3, Evaluating Written Requirements': This requirement states there will be 50 student papers, which is different than the new system in 5.2.2 in which there are two seminars of twenty students each. Which is correct?

A23: Both are correct. You may be assigned up to 50 under special circumstances.

Q24: PWS 5.2.3, Evaluating Written Requirements': If indeed there are 50 student papers, under what scenario would FYS instructors get 50 instead of 40 student papers?

A24: TBD but unusual.

Q25: PWS 5.2.3, Evaluating Written Requirements, CLINs x001 (PWS page 37-52): PWS Page 37, CLIN 0001, states "Core Course Written Requirement IAW PWS 5.2.2;" but should that be "Evaluating Written Requirements IAW PWS 5.2.3"?

A25: Yes. CLIN description updated.

Q26: PWS 5.2.3, Evaluating Written Requirements, CLINs x001 (PWS page 37-52): PWS Page 37, states "4 sessions per instructor." However, if there is one paper per core course plus the comprehensive exam paper, should this requirement be 5 sessions?

A26: Adjustment: 6 written requirements when you include Foundations and Comprehensive exam. CLIN description updated.

Q27: PWS 5.2.3, Evaluating Written Requirements, CLINs x001 (PWS page 37-52): What are the anticipated writing requirements for the students for the DE2304 paper, and what is the requirement for the comprehensive exam, in terms of length of paper and number of sub parts of each requirement?

A27: There will be written requirements for both 2304 and 2305. The length will be determined based on the Course Director’s prerogative.

Q28: PWS 5.2.3.3, Evaluating Written Requirements, Formative Assessment: How much time does FYS expect an instructor to expend completing an average formative assessment?

A28: This is not the decision of the Government- the Contractor must make that determination for themselves.

Q29: PWS 5.2.3.3, Evaluating Written Requirements, Formative Assessment: How many students submitted formative assessments are anticipated per course?

A29: Currently, three courses require students to submit formative assessment items. This may change to four for Class of 2027.

Q30: PWS 5.2.3.4, Evaluating Written Requirements: Asking the contractor to personally notify students who fail to meet standards on the evaluated written requirement is a change from current practice. Please explain the new process in detail from student submission to initial FI evaluation, when the seminar FI is expected to make notifications, whether there is a second evaluation of the paper, and when the Year Group Director or Department Chair get involved.

A30: We are not changing notification. The FYG Director will inform the student. There will be a second grading of failed papers, which will be assigned in blackboard to the second grader. If the student fails the paper on the second grading, then the student’s entire coursework will be moved from Blackboard to Compass for the purposes of ARB documentation.

Q31: PWS 5.2.3.4, Evaluating Written Requirements: How will Contractors be involved in the process of repeat first submissions during DE2302 and DE2303?

A31: Contractors will be required to regrade students’ resubmissions. This is current practice based on one “assigned grading FI” adopted academic year 24.

Q32: PWS 5.2.3.4, Evaluating Written Requirements: How many times must a Contractor reevaluate a student’s submission? It is possible that a student’s second, third, or even fourth submission will not meet standards. It is not possible for a contractor to anticipate or develop an appropriate bid for such an occurrence.

A32: Resubmission are limited to one attempt to remediate an assignment per USAWC Memo 623-1 before assigning the final grade.

Q33: PWS 5.2.3.6, Evaluating Written Requirement: Should the "formerly" in "Once a student formerly submits their paper…" actually read "formally"?"

A33: Yes, PWS updated

Q34: PWS 5.2.4.1, Forum Instruction: Are the 300 hours stated for forums meant as only contact time with students in the forum, or meant to also include necessary time to prepare and evaluate student work?

A34: This includes evaluating student work in the forum.

Q35: PWS 5.2.4.4, Forum: This paragraph refers to tasks stated in paragraph 5.4.2. However, there is no paragraph 5.4.2; should this refer to paragraph 5.2.4.2?

A35: Yes, 5.2.4.2.

Q36: PWS 1.4 Objective, and CLINs 0005, 1005, 2005, 3005, and 4005, Advanced Studies Seminar: There are no instructions or description in the PWS for CLINs x005. What are the details in terms of: hours of face-to-face instruction; training and meetings to learn the format, level of content, and resources available; milestones for development; requirement for updates, and need for evaluation and grading?

A36: Added Advanced Studies to PWS. No grade assignment requirement because advanced studies are only for select FIs not covered in this SRC CLN.

Q37: PWS 1.4 Objective, and CLINs 0005, 1005, 2005, 3005, and 4005, Advanced Studies Seminar: Advanced Studies Seminar. If an advanced studies seminar is part of this bid, then creating such a course requires more work upfront and less when simply updating in subsequent years. If an advanced study course is not exercised in the first contract year, but is instead started during a subsequent option year, how does an instructor re-coup the time needed to build the course, when the option year CLIN was costed for updates only? We suggest two CLINs per year, either of which can be exercised by the government. One CLIN would be for advanced study course development and the other for updating the course.

A37: Need to adjust: One development CLIN that can be applied in any year but only applied once. There will be an update CLIN (up to 4) for use after the course development CLIN is exercised.

Q38: PWS 5.2.8, Meetings: The first line of the PWS states there will be 12 DDE meetings, while the Quote Template, CLINs 0001 to 4001 and PWS CLINS page 37-52 state there are 13 DDE meetings. Which is correct?

A38: Change PWS 5.2.8 to read 13. PWS changed

Q39: PWS 5.2.9, Training: The second line of the PWS states there will be 48 hours available with 16 hours in the first year and 8 hours in the option years. However, the Quote Template CLINs 1001-4001 and PWS page 40-52, allow 16 hours of training (4 sessions) in the option years. Which is correct?

A39: It should be 2 sessions (8 hours) for option years. CLIN X001 CHANGED

Q40: PWS 5.10, Guide for Battlefield Staff Rides: "Examples of Staff Rides, but not limited to Gettysburg and Washington DC." Please confirm that Contractors do not need to bid on CLIN 0006, 1006, 2006, 3006, and 4006 under PWS 5.10, in case in-person Washington DC trips start again, as indicated in PWS 5.2.5.2.

A40: Staff Rides are Optional.

Q41: PWS 5.3, Service Contract Reporting. Since no service contract reporting is required, does that mean there are no reports required from contractors to the COR(s) concerning their activities?

A41: Only the items already listed in the PWS.

Q42: PWS Exercises: Will FYS instructors be required to conduct intensive exercises for their seminars, like past Joint Overmatch or Pacific Overmatch during core or resident courses?

A42: Yes.

Q43: PWS Exercises: If FYS instructors will run such exercises for their seminars, experience shows that these events take far more time than the Training CLIN allows, but the nature and extent of these exercises are not known during the bidding process, so may not be properly compensated in the Forum or any other CLIN. Where is time spent training for large events like the Joint Overmatch exercise accounted for?

A43: CLIN for FRC and SRC include training time for exercises.

Q44: PWS Exercises: What exercises are anticipated during the life of this contract and the amount of time anticipated in training and conducting each exercise?

A44: Exercises vary but will occur within the limits provided in the contract for training and execution.

Q45: PWS pages 37-52: The description of each CLIN states, “session per instructor.” Does this imply that a contract with a team of two contractors might have to provide instructor support to, for example, two orientation seminars for up to 80 students total?

A45: If a team of two instructors is chosen then they split 1 session; a Team is considered as one (1) instructor position.

Q46: When making changes to the PWS or other bidding documents, would the Contracting Office please use Microsoft Word Track Changes when changing the masters?

A46: Track Changes are being used.

Q47: First, I note that CLINs 0001, 1001, 2001, 3001, and 4001 have five separate tasks (Orientation & Foundations Course; Core Course Written Requirement with 4 sessions per instructor; Formative Assessment with 3 sessions per instructor; Forums with 4 sessions per instructor; Meetings with 13 meetings per instructor; and Faculty Training with 4 sessions per instructor

A47: Okay. Faculty training is 2 sessions during option years. SAME AS Q:39

Q48: Will contractors only get paid one lump sum once all of these requirements are completed or can they individually bill for each specific task? For example, in the base year once one of the sessions for a core course written requirement is complete, can the contractor request a partial payment of CLIN 0001?

A48: The unit of measure on the CLINs “Job”(AU) allows for billing in the amount you choose as many times as you choose. If you want to bill separately for each course as you complete them, you can do that.

Q49: If the government is only going to disburse one lump sum for CLIN 0001 for example, will that disbursement occur after the conclusion of the period of performance (POP)? For example, after the base year, the earliest a contractor could bill for CLIN 0001 is on 01 July 2025, one day after the last day of the base year POP.

A49: See question 48

Q50: Finally, if the government will only disburse funds once all the requirements are completed for CLIN 0001 for example, what happens if a contractor misses one of the 13 meetings due to a hospitalization for example? Will there be a calculation made to deduct monies? If so, how are those calculations made if a contractor is only providing one cost figure for that CLIN?

A50: Answer to question 48 addresses this concern.

Q51: Next, I am trying to get a firm understanding for the number of students I will evaluate during, the core course (5.2.2), the written requirement (5.2.3), and the forum (5.2.4). For the core course, paragraph 5.2.2 states, “the Contractor shall instruct, evaluate, monitor academic progress, and advise two seminars, each composed of approximately twenty USAWC DEP students.” That is 40 students. No problem there.

A51: Correct.

Q52: For the forum, paragraph 5.2.4.1 states, “During each Core Course, each Contractor shall conduct and evaluate threaded discussions or role-playing simulations in one or more asynchronous online forums for their assigned seminar using the DEP LMS forum software tool.” Can you please clarify that this will be 40 students in line with paragraph 5.2.2 (Core Course)?

A52: Correct.

Q53: But, for the written requirement, paragraph 5.2.3 states, “During each Core Course, the Contractor shall evaluate/re-evaluate written requirements (papers) submitted/resubmitted by up to 50 students from the year group cohort.” Should this be 40 students or is 50 the correct number? I am good with either, but just want to make sure.

A53: 40 is expected, but flexibility for 50 exists.

Q54: Sub-paragraph 5.2.6.2 states that “Seven of the nine days require approximately eight hours of seminar facilitation while the remaining two days equivalent support four (three-hour) classroom sessions focused on a separate Advanced Studies seminar.”

A54: Correct. If an FI does not execute an Advance Study (optional CLIN), they do not have seminar facilitation/instruction requirements during that time frame.

Q55: As written, this sub-paragraph on Advanced Studies is part of the larger requirement for paragraph 5.2.6 Second Resident Course (SRC). This to me conveys that the work for the two days (four 3-hour sessions) of Advanced Studies is part of the overall work effort for SRC. However, when I go to CLINs there are two separate CLINs; one for SRC and one for the Advanced Studies.

A55: No. Advanced Studies is separate.

Q56: Should there be more details about a contractor’s requirement for the Advanced Studies component of SRC? For example, beyond two days of seminar facilitation is the contractor required to conduct course development for the two days of Advanced Studies?

A56: Advance Studies requirements are covered under the Advanced Studies CLIN. Else, contractor is not involved.

Q57: If the contractor is required to develop an Advanced Studies course, should there be a new paragraph in the solicitation that describes the key duties and responsibilities for this facet of SRC?

A57: No. See earlier response.

Q58: If the Advanced Studies is just seminar facilitation, is there a reason why a separate CLIN is required for just four 3-hour classroom sessions?

A58: No. See earlier response.

Q59: Can you please confirm there are only four core courses. According to the last sentence in paragraph 5.2.2 (Core Courses), “the Contractor shall instruct, evaluate, and advise up to 40 USAWC DEP students assigned to their respective seminars during the four online Core Courses.”

A59: There are four online Core Courses plus a Comprehensive exam online course (details TBD).

Q60: On 24 April 2024, the Department Chair COL Smigowski briefed all faculty (full-time military and civilian as well as contractors) that there will be a new course, which will be called DE2305 (Comps) and will run 3 weeks in the April 2025 timeframe or thereabouts. Is DE2305 (Comps) a new core course or is it something like an advance studies?

A60: New in addition to online core courses. It is not advance studies. The comprehensive exam is simply a written requirement testing the student’s ability to apply all concepts to a series of questions. There is no “new material” (e.g., additional readings) that will be required of the FI. They need only attend the FIG and then assess/grade the written requirement (likely broken down into a series of sub questions).

Q61: If it is a new course, can you please provide additional details on the requirements?

A61: See response above.

Q62: Whether this is a new course or part of a current course, will contractors need to attend additional meetings?

A62: Attend required FI Development sessions that are published in advance of the contract period of performance (o/a May). Remember, dates are subject to change, but requirements remain fixed.

Q63: Para 5.1 According to a recent briefing to new DDE students, there will be 5 core online courses this coming academic year. DE2305 will be used for comprehensive exams. Please confirm the number of online courses as well as clarifying contractor responsibilities for DE2305.

A63: There are 5 core online courses plus a comprehensive exam for Class of 2027 but not for class of 2026. Class of 2026 will have a comprehensive exam. Details TBD for DE2305.

Q64: Para 5.2.1.1 There is no description of contractor requirements for the resident portion of Foundations Course. The task description refers to the possibility of performing both an Orientation Course and a Foundations Course. Will the Foundations Course be online only? If so, what are the contractor requirements?

A64: See question 56

Q65: Para 5.2.2: This also refers to four core courses. Please clarify the number of core online courses.

A65: There are four core online courses plus a comprehensive exam for Class of 2026. For Class of 2027, Orientation is minimized, and Foundations Course is added.

Q66: Para 5.2.3: This states that contractors will evaluate up to 50 papers per course. Based on the number of students per seminar, it would seem this number should be 40.

A66: See question 24

Q67: CLIN 1005 Refers to para 5.2.6.2, in which there is no clear explanation of contractor responsibilities relating to Advanced Studies.

A67: None unless you are exercising the optional CLIN.

Q68: CLIN 0001 and subsequent contain multiple requirements that had previously been separate CLINs. How will partial fulfillment of this CLIN for invoicing and payment be handled?

A68: See question 48

Q69: PWS page 35, Subfactor 3, Experience - The list of minimum requirements indicate one year experience and three years experience as "good." However, 52.212-2 page 6, Subfactor 3, Experience lists a minimum requirement of 3 years, with no requirement set for "good." Which is correct?

A69: Revised 52.212-2