SOLICITATION NOTICE
R -- Family Support Coordinator
- Notice Date
- 9/11/2003
- Notice Type
- Solicitation Notice
- Contracting Office
- Department of the Air Force, Air Education and Training Command, Maxwell AFB Contracting Squadron, 50 LeMay Plaza South Bldg 804, Maxwell AFB, AL, 36112-6334
- ZIP Code
- 36112-6334
- Solicitation Number
- F73FSC31691100
- Response Due
- 9/26/2003
- Archive Date
- 10/11/2003
- Point of Contact
- Kimberly Knott, Contract Specialist, Phone 334-953-6242, Fax 334-953-3543, - Eugene Tilghman, Sr., Contracting Officer, Phone 334-953-3526, Fax 334-953-3527,
- E-Mail Address
-
kimberly.knott@maxwell.af.mil, eugene.tilghman@maxwell.af.mil
- Small Business Set-Aside
- Total Small Business
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in the Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in the notice. This announcement constitutes the only solicitations; a proposal is being requested and a written solicitation will not be issued. Purchase Request number is F73FSC31691100 as a Request for Quote using Simplified Acquisition Procedures under the test program for certain commercial items found at FAR Subpart 13.5. This requirement will be for one base year and four option years and should be quoted on the bid schedule as such. The solicitation document and incorporate provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2001-15. It is the contractor?s responsibility to be familiar with applicable clauses and provisions. This acquisition is for the Family Support Coordinator on Maxwell AFB and Gunter Annex, Alabama. This acquisition is 100% set-aside for small business. The North American Industrial Classification System Code is 624229 with a small business size standard of $6 Mil. This request is unfunded and will be awarded pending approval of funding. Contractor shall provide full coordination and oversight of the Family Services program at Maxwell AFB and Gunter Annex, AL. See Attached Performance Work Statement and Bid Schedule. The following clauses and provisions are incorporated either by reference or full text and are to remain in full force in any resultant purchase order; FAR 52.212-1, Instructions to Offerors, Commercial Item (Oct 2000) applies to this acquisition. Submit signed and dated proposals on company letterhead and attached Bid Schedule and Performance Work Statement. The Government will make an award to the lowest priced, responsible, contractor whose proposal conforms to the solicitation. The contractor must be registered in the Central Contractor Registration database. Offerors must include a completed copy of the provision at FAR 52.212-3, Offeror Representations and Certifications-Commercial Items (Jun 2003) and DFARS 252.212-7000, Offeror Representations and Certifications?Commercial Items (Nov 1995) with the proposal. Clauses and provisions may be accessed via the internet, http://farsite.hill.af.mil. The clause at FAR 52.212-4 (Feb 2002), Contract Terms and Conditions-Commercial Items is incorporated into this RFP; 52.219-6, Notice of Total Small Business Set-Aside and 52.219-6 Alternate I, Notice of Small Business Set-Aside (Jul 1996). FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (May 2002) is applicable. The following additional FAR clauses under paragraph (b) are applicable: 52.222-21, Prohibition of Segregated Facilities; 52.222-26, Equal Opportunity; 52.222-35, Affirmative Action for Disabled Veterans and Veterans of the Vietnam Era; 52.222-36, Affirmative Action for Workers With Disabilities; 52.222-37, Employment Report on Disabled Veterans and Veterans of the Vietnam Era; 52.225-13, Restrictions on Certain Foreign Purchases; 52.232-33, Payment by Electronic Funds Transfer?Central Contractor Registration; 52.228-5 Insurance ? Work on a Government Installation; 52-232-18 Availability of Funds also applies. DFARS 252.204-7004, Required Central Contractor Registration. AFFARS 5352.223-9001 Health and Safety on Government Installations applies. The Defense Priorities and Allocations System rating is C9E. A due date for offers will be 12:00 noon, 26 Sep 2003. Offers may be mailed to 42d Contracting Squadron, 50 LeMay Plaza South, Bldg 804, Maxwell AFB AL 36112-6334 or faxed to 334-953-3527, ATTN: Kimberly Knott, or emailed to kimberly.knott@maxwell.af.mil or to Mr. Eugene Tilghman: email eugene.tilghman@maxwell.af.mil. Reference the Purchase Request number. Please email or fax any questions/comments to Kimberly Knott or Mr. Tilghman (fax and email information above). Quotes are required to be received no later than 12:00 pm CST, Friday 26 Sept 2003. BID SCHEDULE CLIN DESCRIPTION/SUPPLIES/SERVICES QTY UNIT PRICE AMOUNT 0001 Family Support Coordinator ? See Attached Performance Work Statement Base Year 1600 HR $ $ 1001 Family Support Coordinator?Option Year 1 1600 HR $ $ 2001 Family Support Coordinator?Option Year 2 1600 HR $ $ 3001 Family Support Coordinator?Option Year 3 1600 HR $ $ 4001 Family Support Coordinator?Option Year 4 1600 HR $ $ Total $ PERFORMANCE WORK STATEMENT FOR FAMILY SERVICES COORDINATOR POSITION Base Year October 01 2003-September 30 2004 With Four Option Years 1. PURPOSE: The purpose of this contract shall be for the contractor to provide full coordination and oversight of the Family Services program at Maxwell AFB and Gunter Annex, Alabama. The contractor shall provide coordination of all Family Services programs to assigned military personnel, DoD civilians, and their families, as well as serving as a liaison and advisory support to unit Commanders. This contract includes, but is not limited to: Administering the base brochure and video program, loan closet program, layette program, sponsorship packages, world-wide chamber of commerce files, recruiting, training and recognizing family services volunteers, for Maxwell AFB. Service will normally be performed on Maxwell AFB at an office designated for Family Services in the Family Support Center. Certain circumstances may warrant travel to the Gunter Annex where a Family Services Coordinator's office will be designated. 2. OBJECTIVE: The objective of the Maxwell AFB Family Services program is for employees of Maxwell AFB and Gunter Annex and tenant units, military, civilian, dependents, reservists and retirees, to be better informed about other military installations world-wide and major communities within the US; reduce the stress of relocation; be provided layettes in families with newborns (E1-E4); receive assistance in emergency situations with acquiring furnishings and be provided temporary use of household items during PCS/TDY scenarios. The contractor shall accomplish the mission by recruiting, training, supervising, and recognizing a minimum of five volunteers for Maxwell and five volunteers for the Gunter Annex. These volunteers will be scheduled, by the contractor, to perform duties as administrative assistants, customer service representative, lending closet officials, seamstress, and other necessary functions. 3. APPLICANT QUALIFICATIONS: Persons submitting applications for consideration for this position must meet the following criteria: a. Highly motivated, self-starter with strong organizational, customer service and administrative related skills. Must be able to perform duties under minimum amount of supervision from the Relocation Assistance Manager, or other appointed representative. b. 1 year minimum experience in inventory management. c. 3 years minimum experience with all Family Services related procedures to include supervisory skills, or a BA/BS in counseling or other related field. d. 3 years minimum experience with Non Appropriated Funds management. e. Must be able to operate government vehicles, specifically 1 1/2 ton trailer trucks. Must have current drivers license and applicable insurance. f. Have considerable knowledge of all Family Support Center programs to include the following: - Relocation Assistance - Transition Assistance - Personal Financial Management - Air Force Aid Society - Information and Referral - Career Focus - Readiness - Volunteer Resources g. Extensive knowledge of the following computer applications: - Microsoft Word - Microsoft Excel - Microsoft Powerpoint - Microsoft Access - Microsoft Label Works - FAMSERV, Family Services? Automated Database 4. GOVERNMENT OBLIGATIONS The Government will provide the following at no cost to the contractor: (Prior to contract start, an inventory will be conducted of all Government-furnished property by the equipment custodian 42 MSS/DPF). a. Facilities, equipment, supplies of a general nature, and guidance in services necessary for conducting counseling, preparing and distributing motivational and training materials, and performing orientation and liaison functions. Primary source of support will be 42 ABW unless otherwise specified. Support includes: (1) Office space on Maxwell AFB. Approximately 130 square feet of office space will be provided in building 677 for performance of the contract. (Note: Space provided will be in accordance with applicable AF regulations and availability of space.) (2) Sufficient Telephones: telephone logs will be maintained by the contractor for all long distance calls by date, time, called party and purpose of call. (3) Access to electric typewriter and a computer with word processing software, microsoft access and a printer. (4) Supplies, forms, publication, reference materials from Government sources directly related to Family Services. (5) Supplemental reference materials and training aids from commercial sources. Such material will be directly related to the Family Services program. Purchases of such material will be in accordance with applicable AF regulations and subject to budgetary constraints. b. Access to copy machines/base reproduction facilities through the 42 ABW Administration for reproduction of material directly related to the Family Services Contractor will comply with applicable policies/regulations concerning the quantities and types of material reproduced. c. Access to base conference and training rooms through the 42 ABW Administration. d. Key for access to Family Services Office. e. Invitational travel orders reimbursement of travel expenses ( in accordance with Joint Travel Regulation, Vol II, AFR 177-103) for necessary attendance in CONUS civil and governmental workshops, symposiums, and conferences related to USAF Family Services objectives; for travel to base geographically separated units; and for reimbursement of entrance and activity fees needed to conduct Maxwell AFB and Gunter Annex Family Services functions. Such expenses will be subject to prior approval of the 42 ABW/CC. Reimbursement for travel to alternative locations outside the contractor's office for counseling sessions is unauthorized. The contractor will recommend to the Quality Assurance Evaluator which workshops, symposiums, conferences, and GSUs to attend and provide their schedule. This recommendation will be based on the benefits to the Family Services Office by attending versus the total cost of attending. The travel requirements will be initially submitted to the Accounting and Finance office when Maxwell AFB and Gunter Annex call for year end funding requirements. Revisions will be submitted for inclusion in Maxwell AFB and Gunter Annex budget revisions and update no later than 15 days prior to the quarter when travel reimbursement is requested or 30 days prior to the dates of travel, whichever is earlier. The travel request for approval will be approved subject to funds availability and financial management policies in effect at that time. 5.CONTRACTOR: a. Coordinate the Family Services program as per AFI 36-3009, Family Support Center Programs and any subsequent HQ AETC guidance. b. Recommend changes to the overall program as required to maintain a viable program that continues to meet the needs of the personnel and dependents employed at or living in the Maxwell/Gunter area. c. Develop program operation instructions, annual goals and objectives with plans to achieve them, and an annual program plan. d. Provide articles dealing with subjects relevant to Family Services as necessary. These articles will be completed in a format usable for publication in the base official bulletin and base newspaper. Articles will be presented to the Quality Assurance Inspector, in draft form, prior to submission. e. Establish, direct, and monitor the overall effectiveness of the Family Services Program according to Air Force and HQ AETC guidance. Identify areas of program gaps and solutions to resolve customer problems. f. Provide feedback from clients to the Family Support Center and the Volunteer Advisory Council for use in developing other programs and services relevant to relocation and customer services. g. Coordinate with other base helping agencies to determine trends in client needs and forecasting for those needs in terms of budget, resources, and volunteer manpower. Preparing narrative and statistical reports to substantiate requests for assistance. h. Establish and maintain an on-going accounting system itemizing monthly expenditures for child care, awards, awards functions, board meetings, volunteer uniforms, supplies, equipment, and training. i. Prepare the NAF budget annually by the last day of March each year with detailed information on projected spending. Manage and reconcile NAF approved donation account on a monthly basis. j. Record keeping and reporting to identify program trends, usage, and accomplishments which are provided to the installation relocation assistance program manager by the last day of each quarter on the AF Form 2806, FSC Quarterly Statistical form, and in accordance with directions from HQ AETC. Monthly record keeping of customer service surveys is also required. k. Monitor all volunteer files to ensure annotation of hours worked, training, awards received, child care services, and positions of authority held. Provide listing of all volunteers to the volunteer advisory council on a quarterly basis. l. Attending installation, civic and Government-sponsored conferences, workshops, meetings, staff meetings, and symposiums to enhance the Family Services program. Attendance at the monthly volunteer advisory council and Family Support Center staff meetings is required. m. Oversee all administration, including preparation of all volunteer and client files, correspondence, continuity folders, reports, publicity, correspondence, and staff summary sheets. Filing, input and retrieval of computerized documents, and use of accounting techniques. n. Utilize, update, and evaluate the FAMSERV Database Program in compiling inventory, client information, statistical data, volunteer records, and patron usage. o. Present the Family Services program at wives club meetings, Commanders' Calls, Family Action Information Board or relocation coordination committee. A schedule of outside meetings will be furnished to the contractor by the Quality Assurance Evaluator at least 15 days prior to requested date, whenever possible. Conflicts in scheduling will be mutually resolved with the contracting officer or the contracting officers designated representative. p. In compliance with directives from the base legal office, coordinate with various agencies to receive donated funds to support the expenditures of Family Services. q. Develop and implement a vigorous marketing effort to identify new volunteers. Screen, interview, select, train and supervise a varying number of volunteers to support the sponsorship, base brochures, lending closet, and layette programs at Maxwell AFB and Gunter Annex. r. Research, develop, and utilize a system for obtaining, tracking, disseminating and retrieving brochures on every military installation worldwide. Provide update reports to the Quality Assurance Evaluator when problems arise. s. Complete and submit the annual United Way, Combined Federal Campaign (CFC) Eligibility Application for consideration in the annual CFC budget through appropriate installation channels. t. Assist all walk-in clients in completing necessary paperwork to check out items from the lending closet. Ensure that all items are returned in a timely fashion and in the appropriate condition. u. Coordinate all purchases of items for layette program. Sew and assemble layettes. Oversee the committee to sew baby blankets. Work with Base Exchange personnel to obtain the best prices on all items. Provide demonstration of the program at the base hospital, newcomers, and wives club meetings. v. Provide inputs to the volunteer resource program manager on nominations for 42 ABW Volunteer of the Quarter and Year programs. w. Develop operating instructions for all volunteers and update them by the 15th of January each year. x. Provide information to clients in person and on the phone about local services and resources. Maintain information on the community to provide effective service delivery. Train all volunteers in customer service techniques. y. Submit all briefings, publicity items in draft form to the Quality Assurance Evaluator before issuance. z. Serve as the back-up receptionist for the Maxwell Family Support Center when requested. 6. REPORTING REQUIREMENTS: The contractor will be responsible for files and records security, providing reports and information as included under program manager responsibilities. The contractor will maintain records to provide quarterly reports to the contracting officer or designated representative. Additional reports may be required by higher headquarters. Status reports will reflect the following: a. Number of users. b. Number of meetings. c. Number of awards functions. d. Number of TDY sponsor and Welcome Wagon packages distributed. e. Number and hours of all volunteers enrolled during the quarter. f. Number of appearances at USAF groups or functions; titles and approximate audience size receiving Family Services presentation. g. Types and distribution of promotional, publicity, motivation or consumer awareness materials released for publication. h. Any and all training courses, symposiums, conferences attended pursuant to this contract. i. Inquiries from other bases, MAJCOMS, or services and type/nature of materials requested or provided. j. Other items as deemed appropriate/required by higher headquarters. 7. RESTRICTIONS: The contractor is prohibited from receiving any moneys or benefit from any source as a direct or indirect result of the counseling provided to Family Services clients.
- Place of Performance
- Address: MAXWELL AFB AND GUNTER ANNEX, MONGOMERY ALABAMA
- Zip Code: 36112
- Country: USA
- Zip Code: 36112
- Record
- SN00432117-W 20030913/030911213228 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
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