United States Army



SUBJECT; Memorandum of Understanding (MOU) for use of The Army University (ArmyU) Army Virtual Learning Environment (AVLE) contract(s) managed by the Directorate of Distributed Learning (DDL). 1. REFERENCES. a. Army Regulation (AR) 70-13, Management and Oversight of Service Acquisitions, 30 Jul 10.b. TRADOC Regulation (TR) 5-14, Acquisition Management and Oversight, 16 Jan 18.c. TRADOC Regulation 350-70, Army Learning Policy and Systems, 10 Jul 17.d. Army Contracting Command (ACC) Pamphlet 70-1, Contract Operations, 26 Mar 10. e. TRADOC Pamphlet 350-70-12, Distributed Learning - Managing Courseware Production and Implementation, 13 May 13.f. SAAL-PP memorandum, dated 21 Oct 10 subject: Post Award Oversight and Surveillance of Contracts. g. DoDI 5000.72, DoD Standard for Contracting Officer’s Representative (COR) Certification, Para 3b, 26 Mar 15. h. The Army Virtual Learning Environment Ordering Guide, Jan 18. i. Distributed Learning Courseware Validation, Packaging, & Texting Policy for the Army Learning Management System (ALMS), 09 Apr 14.2. PURPOSE. This memorandum establishes responsibilities between Army Requiring Activities (RAs) and the Directorate of Distributed Learning (DDL). It also establishes the Contracting Officer Representative (COR) responsibilities for the DDL and RAs that request to utilize the AVLE Contract(s): W911S0-18-D-0008 CPC2 Joint Venture LLC, W911S0-18-D-0009 NIS-Keybridge, LLC, W911S0-18-D-0010 Dawson-Innove JV LLC, W911S0-18-D-0011 Webworld Technologies, W911S0-18-D-0012 StraCon Services Group, and W911S0-18-D-0013 ACLC, LLC. The focus of the memorandum is to ensure the effective oversight of contract requirements. 3. GENERAL. a. This memorandum establishes processes and procedures for the RAs who use the AVLE contract via Task Orders (TO) and to ensure proper oversight and management of those TOs. The RAs will provide an On-Site COR (OSCOR) to support the TO effort by ensuring availability of Subject Matter Experts (SME) to provide review of product deliverables. This is a critical function that can only be provided by the RAs experts and, without proper support, could lead to contract failure. b. In addition, the RAs must ensure the availability of students representing the appropriate target audience in order to conduct timely instructional validation IAW TRADOC Regulation 350-70. c. In accordance with SAAL-PP memo dated 21 Oct 2010, the Contracting Officer (KO) must appoint a properly trained COR in writing before awarding any service contract that exceeds $150,000.00 or those for complex services below that amount. The COR has the overall responsibility for ensuring satisfactory fulfillment of government contract requirements. For the AVLE contracts, multiple DDLCORs have been designated from the managing office at DDL, Fort Eustis. RAs requiring services from these contracts may be located across the United States. While the performance of work by AVLE contractors is normally at their place of business, there are requirements that will place them onsite at the RAs for a period of time. The DDLCORs will be unable to physically monitor contractor performance on those occasions and will rely on the Onsite Contracting Officer’s Representative (OSCOR) for surveillance. IAW AR 70-13. para 2-6. A., the KO will appoint an individual to assist the DDLCOR. This memorandum requires that each RA nominate an OSCOR to assist in contract surveillance, deliverable review, and milestone compliance. d. DDLCORs are dual hatted in that they are Instructional Systems Specialists (ISS) that serve as CORs on designated TO. In their role as ISS, the DDLCORs review proponent requirements for instructional strategy and design. They perform deliverable reviews and make comments based on their expertise in this area. As the ISS, the DDLCOR is the liaison between the proponent and the contractor ensuring both parties abide by the TRADOC Regulations and Pamphlets in completing the TO. The ISS chairs all contract IPRs.e. DDLCORs also work with DDL Computer Scientist(s) to ensure compliance with the technical standards and specifications for the contract requirements.f. DDLCORs also work with the DDL Implementation Team to ensure group trials and functional testing of the desired delivery platforms are conducted to standard as defined by ALMS Validation, Packaging, and Testing Policy. 4. RESPONSIBILITIES. a. The Requiring Activity (RA) responsibilities:Nominate an OSCOR.The OSCOR or other RA designated POC will request development of the desired product using the TADLP registration website (previously called nomination website) located at the following url: staff will review the request on the website and coordinate with the RA to ensure that the requirements can be met using AVLE. OSCOR develops the draft PWS and QASP and submits for review by the DDLCORDevelop and obtain approval for the complete Acquisition Management Oversight (AMO) packet. The packet will include all documents as outlined in TRADOC Reg 5-14.Nomination for OSCOR will be included in the AMO packetOSCOR will meet all training requirements of a CORProvide a copy of the approved AMO packet to the DDLCOR before award of any TO.Ensure availability of Subject Matter Experts (SME) to provide review of product deliverables.(7) Provide guidance to the Contractor on the requirements as set forth in the TO. Refer disputes between OSCORs and Contractor to the DDLCORs and the KO for resolution.(8) Review Contractor Monthly Status Report and provide a signed/dated copy to the DDLCOR within 48 hours of receipt to authorize the DDLCOR to process invoices for payment.(9) Notify the DDLCORs immediately if it appears the contractor is changing the scope of the contract or delivery schedules.(10) Systematically monitor the contractor's efforts to ensure the technical requirements and intent of the TO are on schedule and report efforts to DDLCOR.(11) Promptly reject, in writing, all work that does not comply with the TO Quality Assurance Surveillance Plan (QASP) requirements. Report all discrepancies to the DDLCOR for action by the KO. Ensure the contractor follows KO guidance and takes the appropriate corrective action to resolve the discrepancies in a reasonable amount of time.(12) CORs discussed in this MOU are referred to as "DDLCOR" and "OSCOR" only to denote the location of the numerous CORs for the AVLE contract. The COR appointment letters when completed, will state the name "COR" only.b. The DDLCORs responsibilities:(1) Review RAs Performance Work Statement (PWS) to ensure instructional and technical requirements are well articulated and correct based on desired delivery platform. (2) Receive and review contract deliverables, collect and disseminate all comments to vendor. (3) Receive and review validation plans and assist proponents in group trials and functional testing for the ALMS.(4) Complete all functions normally associated with the role of COR to include:Nominate as COR in Contracting Officer Representative Tracking (CORT) Tool using MICC assigned Task Order Request (TOR) number.Answer all contractor questions regarding the PWS and RAs requirements with assistance from OSCOR and SME(s). Coordinate Post Award meeting with all parties (Contractor, RAs SME(s), OSCOR, DDLCOR, and Computer Scientist.5. POLICY/PROCEDURESSteps in the Complete Process to use the AVLE contract are as follows:RA notifies DDL they want to use AVLE contract by requesting development of the desired product using the TADLP nomination/registration website located at the following url: will submit these requests on the website IAW milestone schedule provided by DDL. DDL staff will review the request on the website and coordinate with the RA to ensure the requirements can be met using AVLE. DDL Strategic Plans and Policies, AU) prioritizes the requests for development using the AVLE and submits prioritized list to CG, Army University, for approvalRA sends draft PWS/QASP to DDLRA simultaneously processes AMO packet to get General Officer approval IAW TR 5-14Once AMO is approved, RA sends to DDLDDL works requirements with RA and the MICCTO proposal submitted back from the vendorRA provides board members for the technical reviewContract AwardedVendor starts workDDLCOR and OSCOR start their responsibilities as previously stated in paragraph 46. Coordinating Instructions.a. At a minimum, ALL CORs (DDL and OS) must complete the following Defense Acquisition University on-line training (and submit completed certificates with their COR nomination):CLM 003 - Ethics training for Acquisition Technology and LogisticsCLC 222 Section 888 - On-line Training for Contracting Officer Representative CLC 106 - COR with a Mission FocusMICC Enhanced COR TrainingDefense Acquisition University - Combating Trafficking in PersonsWAWF (only DDLCOR is completing electronic invoicing)b. All CORs (DDL and OS) will complete the COR nomination process using the CORT Tool. The MICC Fort Eustis KO will appoint CORs using this electronic process. All COR nominations that do not meet the minimum COR training requirements will not be approved/appointed by the KO.c. This policy is effective 1 April 2018.d. Any acquisition packages submitted to the DDL AVLE contract management office prior to 22 Feb 18, will have until the award of the TO to complete the required training. At the KOs discretion, an additional 30 days may be granted to facilitate completion.6. The POC for this policy is Pamela Budke, (913) 684-1601 (DSN 552) or pamela.d.budke.civ@mail.milKirby BrownDeputy to the Commanding General ................
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