SRCSGT | R | This is a sources sought synopsis-request for information only for the Defense Activity of Non-Traditional Support for administrative and professional services for the Troops to Teachers Program.

FBO DAILY ISSUE OF APRIL 13, 2012 FBO #3793
SOURCES SOUGHT

R -- This is a sources sought synopsis-request for information only for the Defense Activity of Non-Traditional Support for administrative and professional services for the Troops to Teachers Program.

Notice Date: 4/11/2012
Notice Type: Sources Sought
NAICS: 561110 — Office Administrative Services
Contracting Office: N68836 NAVSUP Fleet Logistics Center Jacksonville Naval Air Station Building 110, 3rd Floor 110 Yorktown Rd Jacksonville, FL
ZIP Code: 00000
Solicitation Number: N6883612DANTE
Response Due: 4/30/2012
Archive Date: 5/14/2012
Point of Contact: Rose Pryer, Contract Specialist,rose.i.pryer@navy.mil,904-542-1246: Karen J Donald, Contracting Officer,karen.donald@navy.mil,904-542-1076
E-Mail Address: rose.i.pryer@navy.mil
(rose.i.pryer@navy.mil)
Small Business Set-Aside: N/A
Description: This sources sought synopsis does not constitute a Request for Proposal (RFP) and it should not be construed as a commitment of any kind by the government to issue a formal solicitation or ultimately award a contract. No contract will result directly from this notice. The Government does not intend to pay for any information furnished pursuant to this RFI. Nor is the Government tasking any Offeror to develop any technologies described herein. The US Government is in no way liable to pay for or reimburse any companies or entities that respond to this announcement. Any costs incurred by interested companies in response to this announcement will NOT be reimbursed. The requirement is for the contractor to provide all labor, equipment and materials necessary (unless govt furnished) for office automation/administrative/financial and counseling support required to facilitate the overall objectives of the Defense Activity for Non-Traditional Education Support (DANTES) in support of the Troops to Teachers (TTT) Program. The Defense Activity for Non-Traditional Education Support (DANTES) Troops to Teachers (TTT) Program consists of a national office located in Pensacola Florida and a network of 25 state and region offices that cover all 50 States and U.S. Territories. Each region provides state/territorial specific information about certification and employment opportunities under the TTT program and help participants navigate and meet state certification requirements. The state offices promote the program within the state public education community and identify state public education teaching positions. The national DANTES TTT office is located in Pensacola, Florida. All participants in the TTT Program are entered into a localized data base managed and updated by the national office in Pensacola. Stipend and bonus requests, payments and pending payments are managed through the national office. The TTT national website is developed, maintained and updated by the national office. The national office is also responsible for the TTT budget formulation, answering data calls and management and accounting of all program funding and disbursements used to support the DANTES Troops to Teachers Program network of state and region offices. All requirements in support of the Defense Activity for Non-Traditional Education Support (DANTES) Troops to Teachers (TTT) Program will be performed at the DANTES National Office located Saufley Field Road, Pensacola, Florida. The contractor shall perform the following support tasks onsite: 1) DATA ENTRY SUPPORT SERVICES: The contractor will provide onsite Data Entry services to include, but not limited to: Keep track of received data and source documents; Prepare and sort source documents, and identify and interpret data to be entered, Contacts preparers of source documents to resolve questions, inconsistencies, or missing data, Enter/correct/update candidate/prospective candidate information utilizing application program screens specifically used for DANTES data entry. Enter alphabetic, numeric, or symbolic data from source documents into computer following format displayed on screen, and enters necessary codes, Compare data entered with source documents and enter data in verification format on screen to detect errors, Review and make necessary corrections to information entered, Compile, sort, and verify accuracy of data to be entered, Process forms related to the Troops to Teachers other related DANTES programs, Generate reports and responds to inquiries regarding entered data as requested, Safeguard personal data collected, and Perform general clerical duties such as typing, answering phones, etc; 2) COMPUTER SUPPORT SERVICES: The contractor will utilize existing onsite computers, hardware/software programs and databases (i.e., NMCI etc) to develop and update data flow in order to conduct data analysis and fact-based judgment required to respond to end-user inquiries and/or to recommend data processing solutions that extend beyond pre-defined programmatic criteria and/or procedures. Monthly, quarterly and annual reports are prepared and distributed for review and approval as well as routine daily requirements. The contractor will provide onsite services to include, but not limited to: Analyze data through system life cycle and databases, identify errors and enter corrections; Use word processing software to create, copy, edit, store, retrieve and print forms, memorandums and letters using existing database or spreadsheet software to create, enter, revise, sort or calculate and retrieve data for reports; and use graphics software to provide graphs and charts for reports and presentations; Prepare a wide variety of recurring correspondence, internal reports and other documents from information obtained from DANTES staff, files and other sources and reviews and finalize documents and reports prepared; Screen incoming mail and route to appropriate staff members for review/action. Review outgoing correspondence for procedural and grammatical accuracy and conformance with administrative requirements; Receive and direct telephone calls or visitors to appropriate staff or office for requests for information, guidance and application follow-ups as related to the DANTES Troops to Teachers Program; Establish, update and maintain office records that may be needed or will assist in the efficient operation of the office. Maintain, purge and dispose of office records/files in accordance with established regulations, and procedures; Assist staff with clerical and procedural requirements and instructions. Make travel arrangements such as scheduling transportation, making reservations and preparing travel authorizations. Assist with the reserving space for display booths and outside exhibits advertizing the Troops to Teachers Program; and Requisition office supplies, printing support and related material; 3) FINANCIAL ANALYST SUPPORT SERVICES: The contractor shall provide accounting support onsite. Regional audits may be scheduled requiring travel to audit sites. The contractor will assist the DANTES onsite Financial Officer with financial and audit tasking required to provide oversight of funds allocated to the 25 state region offices under the DANTES Troops to Teachers (TTT) Program. The contractor will collect and analyze data to detect deficient controls, duplicated effort, extravagance, or non-compliance with regulations and DANTES TTT Program policies. The contractor will input applicant information, review applications for compliance with instructions governing the TTT Program, follow up with participants in cases where information is not complete, assure schools or school districts meet qualifying standards, and prepare financial documents for submission to DFAS. The contractor will provide services to include, but not limited to: Contractor will conduct routine monthly audits of the 11 Regional TTT sites to monitor expenditures against allocated funding; Produce monthly DOE and DOD TTT participant Stipend and Bonus Expenditure Report; Conduct quarterly detailed audits of the 11 Regional TTT sites to ensure that expenditures against allocated quarterly funds are properly reported and discrepancies are identified and causative research is conducted to resolve questionable expenditures. Audit reports will be drafted and presented to the Financial Officer for approval/action; Process financial applications and follow-up actions to assure TTT participant compliance with program requirements; Generate required financial and audit reports utilizing Financial Data Software Applications and Dynamic, self-created queries to extract/ report financial data from DANTES TTT and J2T (Jobs to Teach) software systems, WEB site content and/or manual processes; Track TTT hires/Cost per Hire and generate reports used to provide historical expense report data for annual funding review/request; Conduct continual FAS (Financial Analysis System) Data reviews with Regional Financial Managers and the DANTES Financial Officer to monitor/track TTT Program expenditures; Communicate with the Regional Offices to gain an understanding of the area being reviewed. Obtain input, analyze and assess information obtained through interviews, observation and review of documentation and advise the Financial Officer of findings and barriers as a result of audits conducted; Execute internal audit procedures, schedules, priorities and programs for achieving audit objectives and goals; 4) ADMIN AND CLERICAL SUPPORT SERVICES: The contractor shall provide administrative and clerical support onsite. The contractor will evaluate relative customer records stored in the DANTES TTT system databases, identify unique data processing exceptions and/or identify new or changed application system requirements as a result of legislation analysis or policy interpretation. The contractor will use authorized application system permissions to create dynamic data queries to produce statistical program reports. The contractor will provide services to include, but not limited to: Analyze data to determine eligibility for and validate participant stipend/bonus information; Calculate/maintain data utilizing WEB site �Hit � counters to determine weekly averages; Communicate through E-mail, phone and correspondence with State Offices to collect/document promotional requirements; Develop/maintain spreadsheets to record marketing material quantities ordered, manipulate/display imported data from various database tables and calculate monthly repayment plans; Inform TTT participants of eligibility rules, enrollment procedures and expense claims, increases and provide marketing information; and Maintain office supply inventories, order materials for trade shows, plan/organize conference details, coordinate travel plans, create document templates and populate the templates with participant status data. Create/coordinate graphics for making presentations, provide support to DANTES Program Managers (i.e. phone messages, correspondence preparation, timekeeping duties, voice mail POC, and preparation of Memorandum of Agreement (MOAs); 5) ADMINISTRATION SUPPORT SERVICES: The contractor shall provide administrative support onsite. The contractor will extract, analyze and organize data to respond to requests from higher headquarters, congressional staffers and state and local agencies. The contractor will provide guidance and support to the Admin and Clerical Support Services to include, but not limited to: Serve as backup on all specialized administrative functions; Coordinate interdepartmental planning for exhibits and trade fair presentation in support of the TTT program; Assign and track administrative support policy and procedure documentation; Responsible for the accuracy, clarity and quality of administrative documentation; Assist and support the Director and Management personnel with Departmental implementation of projects related to the DANTES TTT Program; Provide WEB site navigation assistance to participants and end-users of WEB-based systems to obtain user accounts, submit applications for the TTT Program and request program information; Schedule meetings and appointment arrangements on behalf of the director and Management personnel; Search databases to compile statistical reports and/or to support specific Program Management decisions/actions; Edit/propose WEB page content for IT posting; and Develop/maintain promotional books, propose conference themes, and create professional agendas and marketing brochure drafts; 6) ACCOUNTING SUPPORT SERVICES: The contractor shall provide accounting support onsite. The contractor will process financial data using pre-defined software applications and dynamic self-created queries to extract/report financial data from system databases. The contractor will electronically research and compile financial reports (i.e. TTT participant salary, expense, object class, and line item data.), draft/propose relative budget submission procedures. The contactor will monitor check requests, funding allotments, obligations, expenditures, as well as maintain Government Accounting Office (GAO) report data responses, prepare collection letters and track legal compliance of TTT applicants to ensure financial qualifications are fulfilled. Services include, but not limited to: Create/maintain spreadsheets to track Local Education Agency (LEAs) by state, state office expenses; prepare financial briefs and budget estimates for the TTT director; Collect and compile financial data to maintain quarterly and annual budget reports for State Offices and the Department of Education; Create various departmental documents to support budget submission and balance new hire data; prepare collection letters; Collect, analyze, and assemble data to track check requests, funding allotments, obligations, expenditures, collections and credits; Attend and contribute data to inform TTT Program Manager and sponsors of funding and participant status to support budget decisions; and Recommend adjustment of internal TTT financial processing procedures. Provide input to technical system specifications; 7 ) PROGRAM SUPPORT SERVICES: The contractor shall provide onsite counseling and guidance to interested military personnel on the Troops to Teacher Program based on Department of Education (DOE) and/or Department of Defense (DOD) guidelines governing the TTT Program regarding certification requirements, routes to certification and employment potential. The contractor will be required to man career fair DANTES TTT booths used as a promotional tool for the Troops to Teachers Program and assist as required with civic presentations to promote the TTT program. The contractor will respond to information inquiries, develop/edit WEB page content in order to maintain currency of DANTES catalog data. Services include, but not limited to: Prepare/release various marketing correspondence, develop announcements for mass-mailing releases; Research background on participants and confer with State Offices to identify exceptional participants whose accomplishments will be used to highlight and promote TTT accomplishments for media and public relations use; Counsel military personnel and veterans regarding program benefits, registration methods, how to apply and research teacher certification requirements, how to identify/enroll in certification programs, and how to locate teaching vacancies; Respond to E-mail, phone and face-to-face inquiries concerning program and eligibility criteria. Counsel prospective participants to assist them in submitting resumes reflecting their teaching interests relative to state district teaching opportunities; identify/contact technically withdrawn registrants who are still eligible for stipends or bonuses and counsel regarding stipend/bonus usage; Review/respond to INTERNET chat issues; tailor responses to individuals and/or develop generic information bulletins for all chat participants; research and collect contact-descriptive information about university-sponsored, distance-based teacher certification programs; Edit/create WEB page content to market the TTT Program. Research/analyze external educational WEB sites to determine feasibility to reference or link the DANTES WEB sites, critique other educational WEB site promotional approaches and recommend various INTERNET methods of providing meaningful information; Monitor and maintain content of Troops to Teachers � Facebook page and other similar social media outlets to market the TTT Program. Research/analyze educational WEB sites promotional approaches and recommend various internet methods of providing meaningful information on the Troops to Teachers Program; and Prepare presentations and conduct offsite briefings through career fair participation and exhibit booths as a method of promoting the TTT Program; and 8) MANAGEMENT ANALYST SUPPORT SERVICES: The contractor shall be responsible for all onsite counseling, advertizing, marketing and promotional event in support of the TTT Program. The contractor shall be the program lead and will prepare and conduct information briefings and presentations used to promote and recruit for the DANTES Troops to Teachers (TTT) program. The contractor will assure effective counselor guidance procedures and practices are conducted as well as assure efficient and effective operation and problem resolution assistance to internal staff support personnel. The contractor will provide training, advice and assistance to the counseling staff as well as augment the tasking for Program Support Services under paragraph 3.7. Services include, but not limited to: Responsible for the TTT Mentor volunteer program utilizing participating TTT teachers to provide assistants to prospective candidates or those interested in the program; Based on authorizing legislation eligibility criteria and Department of Education guidelines, the contractor will develop, publish, maintain and update policy guidelines that define/describe eligibility for active duty and reserve personnel; Evaluate applications not clearly meeting eligibility criteria to reevaluate candidates for acceptance or rejection; Coordinate local and CONUS/OCONUS DANTES Troops to Teachers logistical support for conferences, seminars, career fairs and other venues promoting Teaching as a Second Career; Develop and maintain TTT mentor handbooks; Develop, maintain and present briefings to a variety of audiences to include potential participants, providers of teacher certification programs and other stakeholders in public education; Develop specifications, process flow diagrams and functional requirement definitions to describe TTT data processing problems and develop modification requests to the TTT and J2T software systems, WEB site content and /or other manual processes; Contact participants and potential participants to answer inquiries, explain TTT program requirements, guide individuals through the qualification and placement processes, initiate contact via E-mail, phone and at conferences to recruit participants; and Work with DANTES Regional State Offices to develop projects utilized to promote and recruit for the TTT Program at the Regional State levels. Interested offerors will be required to submit by the closing date and time, information necessary to conduct a technical analysis. Please provide any information explaining your technical capability in providing these type of support services including past performance information. The page limitation for providing your technical capability/approach is limited to 30 pages. Additionally, you must furnish the following information: Company Name, Point of Contact (email and phone), and CCR Information (Cage Code and Dunn & Bradstreet numbers); Identify if your business in registered both in US and US Business Operating in a Foreign Country; Type of Business based on NAICS code 561110 i.e. Large Business, Small Business e.g. HUB Zone, Service Disabled Veteran Owned Small Business, 8(a), Women-Owned, etc.). Additionally, if a joint venture or partnership, the Offeror will be required to provide all information pertaining to each company as set forth above; explain if subcontracting with US Subcontractors and/or Suppliers how you can meet DoD �s Small Business Goals for the various programs. If you have an approved master, and/or company-wide subcontract plan, provide a copy; and specify if your firm 252.209-7002 DISCLOSURE OF OWNERSHIP OR CONTROL BY A FOREIGN GOVERNMENT (JUN 2010). Responses to this Sources Sought Synopsis are due no later than 4:00 pm Eastern Savings Time on 30 April 2012 to Karen J. Donald, Karen.donald@navy.mil and please copy Rose Pryer, rose.i.pryer@navy.mil Submissions should be in electronic format. Please limit submissions to no more than 30 pages (The subcontracting plan, if applicable, is not included as part of the page limitation requirements). Please note: When electronic submission of proposals is allowed, please be aware that the Navy �s computer network will not accept any attachments that are 10MB or larger, or with the extension �.zip �. PDFs are recommended. Our computer network will also periodically block IP addresses, and attachments, that it considers to be harmful, without our knowledge. As a backup, a fax number is also provided. Whichever the electronic method used, it is recommended that the Offeror confirm receipt with the Contract Specialist to make sure that their proposal was received in a timely manner. Oral communications are not acceptable in response to this notice. Information provided will be treated as Business Sensitive and will not be shared outside of Government activities and agencies without the permission of the provider. Information shall be provided free of charge to the Government.
Web Link: FBO.gov Permalink
(https://www.fbo.gov/notices/a243f545ee9009c02166e56efb412d75)
Place of Performance: Address: Saufley Field, Pensacola, FL; Zip Code: 32509
Record: SN02719788-W 20120413/120411235651-a243f545ee9009c02166e56efb412d75 (fbodaily.com)
Source: FedBizOpps Link to This Notice
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R -- This is a sources sought synopsis-request for information only for the Defense Activity of Non-Traditional Support for administrative and professional services for the Troops to Teachers Program.