USARC DEERS Support Services

Solicitation / RFP / RFQ

This solicitation seeks administrative support services for the U.S. Army Reserved Command (USARC) to operate DEERS/RAPIDS workstations and issue CAC Cards to eligible recipients at the USARC Identification Card Office.

• Provision of personnel, equipment, supplies, facilities, transportation, travel, tools, materials, and supervision for DEERS/RAPIDS support services.

• Adherence to the attached Performance Work Statement (PWS).

• Service Contract Reporting (SCR) via SAM.gov for all contractor labor hours.

• Travel is authorized and requires Government preapproval, not to exceed $25,000.00 per instance.

• Pricing Arrangement: Firm Fixed Price.

• Period of Performance:

  • Phase-in: 06 July 2026 - 05 August 2026 (1 month)
  • Base Period: 06 August 2026 - 05 August 2027 (11 months)
  • Option Year One: 06 July 2027 - 05 July 2028 (12 months)
  • Option Year Two: 06 July 2028 - 05 July 2029 (12 months)

• The contract may include options to extend services for up to 6 months.

• Proposal Due Date: 05 June 2026, 4:00 PM EST.

• Submission Method: Electronically to specified contract specialists.

• Evaluation Basis: Lowest Price Technically Acceptable (LPTA).

• Evaluation Factors: Mission Capability, Price, and Past Performance.

• Proposals must be organized into three volumes: Mission Capability, Price, and Past Performance.

• Specific formatting and page limitations apply to each volume.

• The acquisition is set aside for Small Business.

• NAICS Code: 561110 (Office Administrative Services).

• Size Standard: $12,500,000.00.

• The solicitation incorporates FAR clauses by reference, including those related to commercial products and services, small business, labor standards, and payment procedures.

• Insurance requirements are detailed, including Workmen's Compensation, Employer's Liability, Comprehensive General Liability, and Comprehensive Automobile Liability.

• Offerors must refer to Attachment 1 (PWS), Attachment 2 (Pricing Schedule), and other technical exhibits for detailed requirements.

Statement of Work (SOW) / Performance Work Statement (PWS)

This document outlines the Performance Requirements Summary (PRS) for contractor services related to mission-essential items, focusing on ID and CAC card issuance and management.

The contractor is responsible for:

• Accountability, control verification, and issuance of ID and CAC cards (IAW PWS 5.1.1).
• Timely and accurate updates to Defense Enrollment Eligibility Reporting System (DEERS) and Real-Time Automated Identification System (RAPIDS) (IAW PWS 5.2).
• Development of accurate customer service handouts (IAW PWS 5.3).
• Development and maintenance of Site Rosters (IAW PWS 5.7).
• Providing accurate and timely Weekly and Monthly Reports (IAW PWS 1.11.1 and 5.11.1).
• Maintaining Site Standard Operating Procedures (SOPs) and Continuity Books (IAW PWS 5.5.6).
• Meeting training requirements for employees (IAW PWS 1.9 and 5.12).
• Completing and submitting required deliverables on time and with accuracy (IAW PWS 1 and 5).
• Providing ID Card Operator Support, ensuring accurate issuance of various cards to eligible recipients only (IAW PWS 1.6.1.8 and 5.1).
• Maintaining minimum productive hours at all sites (IAW TE 4-5).
• Filling vacancies in a timely manner (IAW PWS 1.12.3).

Specific performance thresholds are defined for each objective, often including maximum error rates (e.g., 100% accuracy for DEERS/RAPIDS updates, 95% accuracy for handouts, 98% timeliness for reports, 70% score for SOPs, 95% training completion, no more than one late deliverable per month, no more than two complaints per month for ID card operations, 90% minimum productive hours, 100% of vacancies filled within 21 days).

Failure to meet these Acceptable Quality Levels (AQLs) will impact the contractor's CPARS. Remedies typically involve providing a corrective action plan to the COR/ACOR and USARC G-1/APO, and correcting deficiencies at no additional cost to the Government. Some remedies may include decrementing contract value for unfilled vacancies.

Not explicitly detailed in this PRS document, but references PWS paragraphs for specific details.

• Compliance with regulatory guidance for ID/CAC cards.
• Use of DD Form 1172 and DD Form 2842 for validation.
• Surveillance methods include Period Sampling, Random Sampling, and Validated Customer Complaints.
• Government surveillance is not limited to PRS objectives.

Forms / Attachments / Pricing Sheets

This document is a pricing schedule for the USARC DEERS Support Services opportunity, detailing costs for various CLINs across different performance periods. It serves as a template for bidders to understand and propose pricing.

• Phase-In Period (July 6, 2026 - August 5, 2026): Covers DEERS Support Services (CLIN 0001) and associated travel (CLIN 0003) with a NTE of $25,000.00, and Service Contract Reporting (CLIN 0004).
• Base Period (August 6, 2026 - July 5, 2027): Includes 11 months of DEERS Support Services (CLIN 0002), travel (CLIN 0003) with a NTE of $25,000.00, and Service Contract Reporting (CLIN 0004).
• Option Year 1 (July 6, 2027 - July 5, 2028): Covers 12 months of DEERS Support Services (CLIN 1001), travel (CLIN 1002) with a NTE of $25,000.00, and Service Contract Reporting (CLIN 1003).
• Option Year 2 (July 6, 2028 - July 5, 2029): Includes 12 months of DEERS Support Services (CLIN 2001), travel (CLIN 2002) with a NTE of $25,000.00, and Service Contract Reporting (CLIN 2003).
• All DEERS Support Services are listed as Firm Fixed Price (FFP).
• Travel costs are Not-to-Exceed (NTE) $25,000.00 per period and require Government preapproval.
• Service Contract Reporting (SCR) requires contractors to report labor hours via SAM.gov.
• The 'Roll Up' sheet indicates zero values for direct labor rates and total prices across all periods, suggesting that detailed pricing is to be filled in by the offeror.

Bidders must use this pricing schedule to formulate their proposals. It outlines the contract structure, performance periods, and specific cost categories (DEERS Support, Travel, SCR) that need to be priced. The NTE for travel and the requirement for SCR reporting are key details for cost estimation and compliance.

Form / Attachment / Pricing Sheet

This document, Technical Exhibit 8, provides a list of Wage Determinations applicable to various ID Card Facilities and Army Reserve Centers across different states and territories. It serves as a reference for contractors to understand the minimum wage and benefit rates required for labor on this contract, as mandated by the Service Contract Act.

• Site Name and Address: Identifies the specific facility or location.
• City, State, County: Specifies the geographic location.
• Wage Determination Number: The unique identifier for the applicable wage determination.
• Revision Number and Date of Last Revision: Indicates the most current version of the wage determination.

Bidders must consult this exhibit to ensure their proposed labor costs comply with the specified wage and benefit rates for each location where contract services will be performed. Failure to adhere to these wage determinations can lead to non-compliance and potential penalties. The document lists wage determinations for locations including Alabama, American Samoa, California, Colorado, Florida, Georgia, Hawaii, Illinois, Kentucky, Massachusetts, Michigan, Mississippi, New Hampshire, New York, North Carolina, Pennsylvania, Puerto Rico, South Carolina, Texas, Utah, Virginia, and Washington.

Form / Attachment / Pricing Sheet

This document, "Technical Exhibit 6 - RAPIDS Certification Training Matrix," outlines the required and recommended training courses for personnel involved with the RAPIDS (Record of Access Personnel Identification System) and related security management functions. It serves as a guide for identifying necessary certifications and training modules.

• Course Categories: The matrix is divided into "VERIFYING OFFICIAL COURSES" and "Courses Required for SSMs Only (SSM COURSES)."
• Course Details: Each entry includes a Course #, Name, Estimated Duration, and checkboxes indicating if the course is required for SSM (Site Security Manager) and VO (Verifying Official) roles.
• Specific Courses: Examples include "RAPIDS Certification Introduction and DoD ID Card Policy," "RAPIDS 7 Basics for Verifying Officials and Site Security Managers," and courses related to Desktop and Deployable Workstations.
• SSM Specific Courses: Training for Site Security Managers includes "RAPIDS 7 for Site Security Managers" and "Site Security Manager Roles and Responsibilities."

This matrix is crucial for bidders to understand the specific training and certification requirements for personnel who will be operating or managing the RAPIDS system. It helps in assessing the qualifications needed for staff and potentially in developing training plans as part of their proposal. Bidders should pay close attention to the courses marked as required for SSM and VO roles, as these are likely critical for contract performance.

Form / Attachment / Pricing Sheet

This document is a DD Form 254, DOD Contract Security Classification Specification. It provides the security classification guidance for a contract, including the classification level of the work, any special security requirements, and the facility clearance information.

• Contract number and title
• Security classification level for the contract and specific tasks
• Information on handling classified information
• Requirements for facility clearances
• POC for security-related matters

This form is critical for bidders to understand the security requirements associated with the opportunity. It details the level of security clearance needed for personnel and facilities, which can impact a bidder's ability to perform the work and their proposal preparation. Bidders must ensure they can meet these security requirements.

Form / Attachment / Pricing Sheet

This document, Technical Exhibit 2, outlines the Deliverables Schedule for the contract. It is crucial for bidders to note that this list is not exhaustive and does not include all required deliverables. Bidders must review all contract documents, including the PWS, contract clauses, and other technical exhibits, to ensure full compliance. Deliverables not detailed in this table but required by Part 5 Specific Tasks must still be delivered in accordance with Part 5.

• Quality Control Plan (QCP): Due 30 days after award, 1 original, Word Document, submitted to KO, CORs, and WAWF.
• OPSEC Plan/SOP: Due 90/180 days after award, 1 original, Word Document, submitted to CORs and WAWF.
• Contractor Security Representative: Due 3 business days after award or change, 1 original, Word Document, submitted to CORs and WAWF.
• Training Requirements: Training status summarized in monthly reports, 1 original, Word Document or Excel, submitted to WAWF Portal.
• CTIP Compliance Plan Implementation Statement: Due 10 days after award and annually, 1 original, Word Document, submitted to CORs and WAWF.
• Key Personnel Designation: Due 5 business days after award or change, 1 original, Word Document, submitted to CORs and WAWF.
• Post-Award/Periodic Progress Review Minutes: Due 2 business days after receipt, 1 original, Word Document, submitted to CORs and WAWF.
• Weekly and Monthly Reports: Weekly/Monthly, 1 original, Word Document, submitted to WAWF.
• Trip Reports: Due 5 business days after trip, 1 original, Word Document, submitted to USARC G-1/APO and CORs, WAWF, and Monthly status report.
• SOPs & Continuity Book: Due 6 months after award and annually, 1 original, Word Document, submitted to USARC G-1/APO and CORs, WAWF.
• CACMAT Assessment Reports: Due NLT 3 business days after assessment completion, 1 original, Word Document, submitted to USARC G-1/APO and CORs.
• Confirmation of SCR completion: Annually, 1 original, Word Document, submitted to CORs and WAWF.

This exhibit details specific deliverables, their submission timelines, formats, and recipients. Bidders must understand these requirements to accurately estimate resources and plan for contract execution. Failure to meet these deliverable requirements, even if not explicitly listed in this table but required elsewhere in the contract, can lead to non-compliance.

Performance Work Statement (PWS)

To provide administrative support services for processing identification issuance requests and issuing identification badges (CACs and USIDs) to eligible recipients for the US Army Reserve Command (USARC) Identification Card Office (ICO).

• Staffing and operating 32 designated ICOs throughout the United States.

• Processing identification issuance requests and supporting the issuance of identification badges for building and system access.

• Verifying eligibility and conducting background checks for CAC/USID issuance.

• Operating and maintaining DEERS/RAPIDS systems and workstations.

• Managing CAC card stock and consumables.

• Providing customer service handouts and recommendations for process improvement.

• Maintaining site rosters and preparing management briefings/metrics.

• Performing routine operator maintenance on workstations and printers.

• Complete 85% of DEERS/RAPIDS inputs and updates within 15 minutes of customer arrival.

• Develop and maintain accurate customer service handouts, updated semi-annually.

• Submit weekly and monthly reports to the COR.

• Maintain a Site Management Manual, updated quarterly.

• Achieve a standard 70% score on required periodic certification testing for System Operators.

• Obtain favorable NACI Tier 1 investigation for contractor personnel; Tier III Secret Clearance for PM/APM.

• Period of Performance: 30-day Phase-In, 11-month Base Year, 4 x 12-month Option Years.

• Place of Performance: Continental United States (CONUS), Puerto Rico, American Samoa, and Saipan at 32 USARC ICOs. No telework permitted.

• Mission-essential services during emergencies.

• Contractor must develop and maintain a Quality Control Plan (QCP).

• Strict security requirements including NACI/Secret clearances, Threat Awareness Reporting Program (TARP), Operations Security (OPSEC), and Anti-Terrorism (AT) Level I training.

• Contractor personnel must wear CAC/USARC Access Badges at all times while performing work.

• Firm Fixed Price (FFP) contract type.

• Contractor must report all labor hours via SAM.gov (Service Contract Reporting).

Form / Attachment / Pricing Sheet

This document, "Technical Exhibit 3-5 Site Hours Locations Staffing Performance FTEs_NEW_07MAY26 (1).xlsx", provides detailed information regarding facility sites, their operating hours, and required staffing levels (FTEs) for various locations. It also includes a breakdown of labor categories and associated hours for the base period.

Exhibit 3: Facility Sites and Hours of Operations

• Lists 39 facility sites across multiple states and territories (AL, AS, CA, CO, FL, GA, HI, IL, KY, MA, MI, MP, MS, NC, NH, NY, PA, PR, SC, TX, UT, VA, WA).
• For each site, it specifies the Site Number, Name of Site, Address, City, State, Site ID, Full-Time Equivalent (FTE) staffing requirement, and Hours of Operation.

Exhibit 4: Facility Locations

• Replicates the facility site information from Exhibit 3, focusing on Site Number, Name of Site, Address, City, State, and Site ID.

Exhibit 5: Staffing Performance FTEs

• Details labor categories such as 'Site Manager / Program Manager' and 'Verifying Official / CAC Operator'.
• Specifies whether the position is Full-Time (FT) / Exempt or Non-Exempt.
• Lists the Location, Wage Determination Code, Number of Employees (EMP.), and Net Hours required for the Base Period.
• Includes a total of 40.0 FTEs and 76800 total hours for the Base Period.
• Mentions 'Site Visit Travel' with a total of 40.0 FTEs and 76800 hours, though the breakdown is not detailed.

This document is crucial for bidders to understand the geographical distribution of required services, the operational hours of each facility, and the specific staffing and labor hour requirements. It directly informs resource allocation, logistical planning, and personnel cost estimations for proposals. Bidders must ensure their proposed staffing and operational plans align with the details provided in these exhibits.