SOLICITATION NOTICE
R -- Accounting Technician services for the Chapel Office, Eielson AFB, Alaska
- Notice Date
- 12/19/2003
- Notice Type
- Solicitation Notice
- Contracting Office
- Department of the Air Force, Pacific Air Forces, 354 CONS, 3112 Broadway Ave, Unit 5B, Eielson AFB, AK, 99702-1887
- ZIP Code
- 99702-1887
- Solicitation Number
- Reference-Number-FH500433450100
- Response Due
- 12/23/2003
- Archive Date
- 12/24/2003
- Point of Contact
- Anna Gulewich, Contract Administrator, Phone 907-377-3364, Fax 907-377-2389, - Robert Miller, Contracting Officer, Phone 907-377-3169, Fax 907-377-2389,
- E-Mail Address
-
anna.gulewich@eielson.af.mil, robert.miller2@eielson.af.mil
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. Solicitation FH500433450100 is hereby issued as a Request for Quote. This solicitation document and all incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2001-06. This acquisition is 100% set-aside for small businesses and NAICS code 541219 (SIC 8721) applies, which has a small business size standard of $7,000,000. The requirement for the Accounting Technician consists of: (Example:CLIN #0001, Description and Quantity) 0001 Providing bookkeeping services for the Chapel, Eielson AFB, AK for a period of (9) nine months. PLEASE SEE STATEMENT OF WORK provided below. A properly formatted version of this Statement of Work is available by contacting Ms. Anna Gulewich. Contractor must be CCR registered to receive award. Take note of the following provisions: 52.232-18, AVAILABILITY OF FUNDS; 52.212-1, Instructions to Offerors - Commercial Items; 52.212-3, Offeror Representations and Certifications -- Commercial Items; 52.212-3 (ALT III); 52.212-4, Contract Terms and Conditions -- Commercial Items; 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items; To reference FAR clauses see - http://farsite.hill.af.mil/ Upon request from the Contracting POC listed below, offerors shall include a completed electronic copy of the provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items, with its offer, along with alternate I. In addition to the information required above, the following additional information must be provided: TIN #, Cage Code, Duns #, and Vendor POC email and telephone #. Submit signed and dated quotes and resumes to 354 CONS/LGCB, preferably by email to anna.gulewich@eielson.af.mil, by fax to (907) 377 - 2389, or by mail to 354 Broadway Ave Unit 5B, Eielson AFB AK 99702-3112. Resumes and Quotes must be received no later than 1600 (4:00pm) AST, 23 Dec 2003 to be considered for award. If any information regarding the solicitation is required, please contact Ms Anna Gulewich at the above information, or by telephone at (907) 377-3364. The Government reserves the right to award without discussions. -------------------------------------------------------------------ACCOUNTING TECHNICIAN STATEMENT OF WORK Eielson AFB Chapel Tithes and Offering Fund 1. Environment: A. The Eielson AFB chaplain service mission is tailored around the 354th Fighter Wing?s mission. We provide for the religious and spiritual needs of the Air Force and their families. We support individual rights under the First Amendment to the US Constitution and provide an opportunity for everyone to freely exercise their religious beliefs. B. The Chapel Tithes and Offering Fund (CTOF?s ) provide essential resources for chapel programming. The majority of CTOF assets come through weekend worship service tithing and offerings with the remainder coming through fundraisers and donations. All assets must be fully protected and accounted for. 2. Qualifications: A. A degree in business or general public accountant is preferred but not required. Two years previous experience as an accountant and in accounting procedures is highly desirable. However, in-depth experience utilizing a database program for funds management and experience using QuickBooks for Windows software, Microsoft Word, Excel, and PowerPoint software can compensate for educational requirements. The person must be positive, self-directed, motivated, and able to interface well with people. The chapel staff will provide initial training in current CTOF procedures. The contractor may be tasked to provide training to any future assigned personnel. B. The contractor must possess the ability to constructively interact with staff and lay volunteers in sometimes-stressful situations. The contractor must be able to communicate funds and financial data in understandable terms to staff and lay volunteers. C. Contractor shall be responsible for all damages, claims, liabilities, costs or attorneys fees that arise from or relate to performance of this contract or which are caused or contributed by the contractor during the performance of this agreement. D. The contractor must be able to maintain a neat, clean and well-groomed professional appearance and conduct himself or herself in a business like manner. E. The contractor must furnish a resume with academic and work related references along with the submission of their offer. 3. Duties and Responsibilities: Individual is responsible for maintaining, administering, and accounting for all assets and obligations of the Eielson AFB CTOF. Performance is in accordance with general accepted accounting principles, USAF/HC QuickBooks Reference Guide, Air Force Instruction 52-105, Vol II (Chaplain Service Resourcing), MAJCOM supplements, and Eielson AFB chapel operating instructions. C. Operate USAF/HC authorized QuickBooks accounting software system to conduct all financial transactions for the Eielson AFB CTOF account. D. The accounting technician is responsible to the Wing Chaplain and NCOIC for administering all fund transactions. The accounting technician responsibilities include: (1) Execute all accounting procedures required by QuickBooks to include: transactions for receiving, obligating, disbursing, transferring of funds, and printing monthly reports depicting status of funds. (2) Properly codes all transactions with account and class codes as required. (3) Safeguards all CTOF assets to include blank checks, signed checks, monies, equipment, and debit cards. (4) Print checks to pay for outstanding expenditures. Payments will be made within 30 days of receipt of goods/services. Supporting documentation to include: invoices, billing statements, vendor receipts, and/or a transmittal letter requesting receipt, which will be attached to the back of the expenditure. Upon receipt of a funds request from the account manager, sign and date the request. The request must be processed within 5 working days. (5) Ensures checks are signed prior to distribution. Voided check(s) must have ?Void? written across the face of the voided check and be filed in the accounting records. Follow the voiding procedures in accordance with the USAF/HC QuickBooks Reference Guide. (6) Records all deposits into the correct QuickBooks account and class. Deposit vouchers with supporting documentation will be filed in chronological order. (7) Maintains a record of outstanding orders. Performs follow-up actions on orders with specific attention to those exceeding 90 days. (8) Prepares overnight bank depository bags with deposit slips and Eielson AFB CTOF offering worksheets for weekend worship services and special services/program offerings. (9) Maintains control of the checkbook in QuickBooks and uses pre-numbered laser printed checks. (10) Maintains daily data back-up diskettes. Performs monthly closeouts and prints budget reports. (11) Reconciles and certifies the monthly bank and CTOF GPC statements NLT 10 days upon receipt of. (12) Maintains monthly accounting records and CTOF Continuity file according to contents and order listed in AFI 52-105, Vol II. (13) Maintains familiarization with CTOF non-personal services contracts and Letters of Agreement. Ensures invoice is approved by proper Program Leader and payment is made. Annually prepares TD Forms 1096 and 1099 (Federal income tax information) for all non-personal services vendors. (14) Produces annual reports and submits through the Wing Chaplain as required by MAJCOM/FOA/DRU. (15) Correct errors using methods outlined in the USAF/HC QuickBooks Reference Guide. (16) Place company orders for requested materials and supplies via phone, fax, internet, or e-mail. Inventory materials upon arrival and notify requesting person(s) of material receipt. Communicate effectively and professionally with vendors. (17) Annually input the CTOF program plan into the QuickBooks system. (18) Track and verify project officer (receipts and/or cash) returns. Contact Project Officers when returns are late. Brief Account Managers on project officer return status. (19) Work closely with the Alaska US Bank in correcting CTOF discrepancies and make adjustments in QuickBooks for bank corrections. (20) Prepare and submit accounting records for monthly assessment by the Quality Assurance Evaluator (QAE) by 5 days following receipt of the bank statement(s). Complete corrections to records by 10 days following receipt of assessment report from QAE. (21) Provide overview and procedure training to Account Managers, Program Leaders and other lay volunteers as needed to ensure an effective CTOF program. (22) Order and prepares 1099 Misc tax forms required by the IRS. (23) Provide quarterly and annual receipts of Tithes and offering to chapel members upon request. 4. Quality Assurance: The Quality Assurance Evaluator (QAE) for this contract is the NCOIC, Eielson AFB Chapel. The contractor will consult with the QAE for resolution of problems or questions about this statement of work. The Contracting Officer will make the final decision on any ambiguities in the Statement of Work. 5. Offers/Rates of Pay: All applicants will submit an offer and resume. Offers submitted will contain the individuals name and price quote for a monthly rate. The best-qualified lowest bidder will be awarded the contract. The contractor will be responsible for filing any applicable social security, federal, or state taxes. Contractor will be required to submit monthly invoices to the NCOIC before payment is made. 6. Period of Service: Contract will be in effect for a period of nine months. 7. Equipment and Supplies: All equipment needs to fulfill this statement of work will be provided by the Eielson AFB chaplain service. A computer, computer program, work area, any additional office equipment, standard office supplies (pens, paper, paperclips, staples, etc.), and internal funds request and processing forms will be provided by the Eielson AFB chaplain service. 8. Security: The contractor will comply with all Air Force computer and information security requirements. 9. Work Hours and Substitution Requirements: The requirement will be 20 hours per week at the chapel center, 2613 Wabash Ave. Days and Hours will be determined upon award of contract. However, when agreed upon by both the Contractor and Wing Chaplain or NCOIC, flexibility during duty hours will be allowed to meet special needs of both parties. The hours must be scheduled and posted with the approval of contract approving official. The contractor is required to give the chapel staff a two-week notice of any extended period of absence. Extended period of absence is defined as an absence for more than 5 days. The contractor will provide a substitute to perform services in their absence. This substitute must be of equal or greater capability than contractor and approved by the approving official. 10. CERTIFICATION OF SERVICES FOR PAYMENT: Preferred method of payment is via Electronic Funds Transfer (EFT) and is based on a monthly invoice. Contractor must submit a monthly invoice to the chaplain responsible for the service, including dates of services, monthly rate and total due. The Chaplain responsible will certify receipt of services and forward to the NCOIC, Financial Management, who will forward it to the Defense Finance and Accounting System (DFAS). Payment will be made thirty days after receipt of matched invoice and receiving report at DFAS. The contractor is responsible for all taxes on the contract.
- Place of Performance
- Address: Chapel Office, Eielson AFB, Alaska
- Zip Code: 99702
- Country: USA
- Zip Code: 99702
- Record
- SN00493122-W 20031221/031219212447 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
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