SOLICITATION NOTICE
R -- Resource Program Manager
- Notice Date
- 4/18/2005
- Notice Type
- Solicitation Notice
- NAICS
- 561110
— Office Administrative Services
- Contracting Office
- Department of the Air Force, Air Mobility Command, 6th Contracting Squadron, 2606 Brown Pelican Ave., MacDill AFB, FL, 33621-5000
- ZIP Code
- 33621-5000
- Solicitation Number
- S5180426BASIC
- Response Due
- 4/29/2005
- Archive Date
- 5/14/2005
- Small Business Set-Aside
- Total Small Business
- Description
- This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; a proposal is requested, and a written solicitation will NOT be issued. The purchase request number is S5180426BASIC. The solicitation incorporates provisions and clauses as those in effect through Federal Acquisition Circular 01-05. DESCRIPTION: Volunteer Resource Progam Manager- -Desired Outcome; to recurit train place volunteers at MacDill AFB agencies and to recognize contributions that volunteers make the community. C-1 FUNCTIONAL OPERATIONS GENERAL 1.1.1. SCOPE OF WORK: Contractor shall plan, coordinate, and provide outreach activities to implement the Volunteer Resource Program (VRP) and the MacDill Very Important People (MacVIP) program. 1.2 PERSONNEL The Contractor shall: 1.2.1. Be responsible for the performance of the work. The contractor will meet monthly with the Functional Area Coordinator (FAC) to review the volunteer program. 1.2.1.1. Serve as primary point of contact/liaison between the Family Support Center (FSC) and other base agencies who desire to have volunteers. 1.2.1.2. Know the mission, expectations, and ?personality? of agencies employing volunteers and shall advise these agencies requesting volunteer services on the issues regarding volunteer management. 1.2.1.3. Be responsible for soliciting and maintaining written job descriptions from the base agencies for positions that will be filled by volunteers. Contractor shall verbally assist and guide these agencies in the development of volunteer positions. The contractor shall prepare letters for FAC?s signature and send to base agencies requesting all job descriptions be updated annually and forwarded to contractor. 1.2.1.4 Identify and maintain a written list of Volunteer Supervisors in each base agency as a Point of Contact. The contractor shall keep that person informed, preferably, in writing with FAC?s signature and verbally, as needed, of any and all changes in volunteer management or procedures. The contractor shall personally meet and interview each new Volunteer Supervisor to explain VRP and MacVIP procedures. The interview shall take place, preferably, at the FSC. 1.2.1.5 Maintain an open and professional relationship with all base agencies utilizing volunteers through outreach visits and phone calls. Two to three outreach visits to base volunteer agencies shall be conducted monthly using contractor?s POV. Community outreach visits shall be performed as required. 1.2.1.6. Be responsible for assisting in recruiting volunteers. 1.2.1.7. Prepare and publicize, quarterly, the availability of volunteer opportunities through all available media, including, but not limited to: the Daily Bulletin, Thunderbolt, flyers, public speaking engagements, advocating volunteerism base wide, encouraging base agencies to personally recruit volunteers, MacDill Channel 12, Commander?s Calls, and other appropriate forums. 1.2.1.8. Conduct an initial interview and screening of Volunteer Applicants, to include but not limited to, personally greeting volunteers and making them comfortable about the interview, volunteer application procedures, data information sheet, and Volunteer Contract completed by the volunteer, and assisting potential volunteers with defining their interests by using written and verbal information furnished by volunteers. 1.2.1.9. Review job descriptions with the volunteer and discuss various appropriate jobs. 1.2.1.10. Verbally instruct volunteer on the importance of a second placement interview conducted by the ?hiring? agency, coordinate second placement interview between the volunteer and agency, and provide volunteer with completed Letter of Instruction and Referral. 1.3 COORDINATION AND MANAGEMENT The Contractor shall: 1.3.1.1. Establish and maintain files of all Volunteer Referrals. Contractor shall ensure files will contain, but not be limited to, volunteer hours turned in by agencies for 1 year, blank forms used for VRP and MacVIP, Volunteer Advisory Committee (VAC), information from other bases, community volunteer file, and miscellaneous file. To ensure accurate record-keeping, contractor will purge monthly files as requested by agencies and yearly, in March, if volunteer has not worked in 12 months. 1.3. 1.2. Plan, organize, and conduct, semi-annually, a Volunteer Supervisor?s Seminar/Training Workshop to assist supervisors/coordinators in the management of volunteers. The following will be accomplished, but not be limited to, reserving FSC Conference room, written confirmation of speaker through FAC, publicizing event, upon FAC?s signature, in Thunderbolt and FSC calendar six weeks prior to date of workshop, preparing letters for FAC?s signature notifying base agencies of date and time of seminar, preparing handouts, and facilitating workshop. Contractor shall plan, coordinate, and present seminar or secure a qualified speaker. Contractor shall plan, prepare, and coordinate the agenda and handouts through the FAC. 1.3.1.3. Be responsible for planning, coordinating, and conducting, quarterly, a New Volunteer Orientation to provide helpful information on the rights and responsibilities of a volunteer, career and tax information for volunteers, as well as information on the MacVIP Award Program. The following tasks shall be accomplished, but not be limited to, reserving the FSC conference room, written confirmation of a qualified speaker through FAC, preparing and publicizing the event upon FAC?s approval, preparing letters for FAC?s signature notifying volunteer agencies of date and time of orientation, and facilitating the orientation. The contractor shall plan, prepare, and coordinate agenda and handouts through the FAC. 1.3.1.4. Plan, coordinate, and conduct, quarterly, during the months of February, May, August, and November a VAC to ensure responsibilities related to volunteer services are coordinated through a standing subcommittee on volunteerism. The following tasks shall be accomplished, but not be limited to, reserving the FSC conference room, preparing and publicizing the event through FAC, preparing letters for FAC?s signature notifying volunteer agencies of date and time of the VAC, and facilitating the meeting. The contractor shall plan, prepare, and coordinate agenda and handouts through FAC. Contractor shall review minutes with FAC and mail to the Chairman for approval/signature. Upon approval/signature, contractor shall mail minutes to the VAC. Contractor is responsible for researching and providing in writing for FAC?s signature information as requested by the VAC. 1.3.1.5. Be responsible for coordinating and conducting Volunteer of Quarter/ Volunteer Coordinator of the Quarter Nominations, during the months of December, March, June, and September, Volunteer of the Year/Volunteer Coordinator of the Year, and Yearly Angel Award during the month of April. Additionally, contractor shall be responsible for administering the Air Force Volunteer Excellence Award (VEA), annually, during the month of April, as specified in AFI 36-3009, 1 February 1997. The following tasks shall be accomplished, but are not limited to, reserving the FSC conference room, prepare notification letters for FAC?s signature, sending letters and nomination forms to each volunteer agency with a suspense date, prepare notification letters for FAC?s signature and send letters to 3 to 5 non-partial board members to include, but not limited to, the civilian Spouse of the Wing Commander and the civilian spouse of the Senior Enlisted Advisor, requesting they participate on the Volunteer of the Quarter/Volunteer Coordinator of the Quarter or Volunteer of the Year/Volunteer Coordinator of the Year Selection Board. Contractor shall prepare packages which include nominations and score sheets for selection board. Contractor shall facilitate and review judging criteria with board members. Contractor shall prepare for FAC?s signature and send letter to Base Exchange, requesting Gift Certificates for Volunteer of the Year and Volunteer Coordinator of the Year. The contractor shall prepare personal letters of congratulations for FAC?s signature and forward these letters to the agencies of the winning volunteers. 1.3.1.6. Prepare for FAC?s signature and send nomination forms to each volunteer agency for submission for Community Awards, to include but are not limited to, Points of Light, and the Volunteer Center Award. 1.3.1.7. Prepare and send through FAC, VRP/MacVIP Packages to other bases. Material to be sent will include, but not be limited to, the MacVIP Handbook/Explanation of the benefits and Benefit card/parking permit samples, charts and graphs. 1.4 MACDILL VOLUNTEER (MACVIP) MONTHLY FUNCTIONAL OPERATIONS The Contractor shall: 1.4.1.1. Order awards from DAPS by the first of each month. Contractor shall estimate the number of VIP, VIP Plus, Super VIP cards, and parking permits, using last year?s previous statistics. 1.4.1.2. Oversee management of the Data Base. Contractor shall collect agency volunteer hours each day for the first five working days for data processing, allowing 5-6 days for MacVIP reports to be accomplished. MacVIP reports will include active volunteers for the month, Alpha roster, by agency reports, family and multiple agency report, statistics and corrections sheet, award level report, names for gift certificate drawing, graphs, all volunteers, active and inactive, mug eligibility list, and all retiree volunteers. Contractor shall ensure that MacVIP statistics are maintained and can be summarized on slides if required. 1.4.1.3. Assemble awards package for each volunteer agency to include award benefit cards (VIP, VIP PLUS, Super VIP, and Parking Permits). Contractor shall sort and count appropriate number for each agency, using summary in agency report, duplicate agency list, and ?missing information sheet?. Contractor shall ensure cards are ready for pick-up by volunteer agencies by the 15th of each month. Contractor shall plan, conduct, and coordinate Teen volunteer awards which are in effect during the summer months. They have different colored cards and benefits. The process is the same as MacVIP. 1.4.1.4. Plan, coordinate, and conduct MacVIP Gift Certificate Drawing. Contractor shall ensure proper number of cards correspond to volunteer list of VIP Plus and Super VIP. Contractor conducts drawing at one of the Volunteer Agencies, Volunteer Orientation, or Volunteer Supervisors Seminar. Four numbers are drawn: $ 10.00 and $ 20.00 BX Gift Certificate $ 10.00 and $ 20.00 Services Gift Certificate 1.4.1.5. Complete Gift Certificate Winner Form with information including, where and when drawing was held, who participated, winner?s name, number, agency, and award level. Contractor shall prepare letters of request for gift certificates to BX and Services for FAC?s signature and fax letters to the BX and Services. Contractor will pick-up gift certificates when they are ready. 1.4.1.6. Prepare letters of congratulations for FAC?s signature and send letters to agencies of winners and phone agency to advise when gift certificates are ready for pick-up. 1.4.1.7. Prepare and furnish MacVIP Child Care slips to volunteer agencies. Contractor shall review and compare ledgers from the Child Development Center to verify MacVIP Volunteer Child Care hours, using child care slips. Contractor provides this information to Deputy Director so checks for child care can be paid to Services to defray child care expenses for volunteers. 1.4.1.8. Plans, coordinates, and ensures the annual Volunteer Award Recognition Banquet is conducted. Contractor oversees committee that organizes and coordinates the annual Volunteer Award Ceremony using the various tasks. Task dates vary according to the month of the Banquet. 1.4.1.9. Be prepared to research and answer any questions on MacVIP benefits. 1.4.1.10. Prepare correspondence for FAC?s signature, submits reports and prepares briefings as required through FAC. 1.4.1.11. Plan, coordinate, facilitate, and oversee the committee that organizes and coordinates the annual Golf tournament, when held, according to the various tasks: The committee determines the date of the Golf Tournament. Tasks dates are inconclusive until committee meets. Task dates vary according to the month of the Tournament. 1.5 WORK SCHEDULE 1.5.1.1. Contractor?s work week: The normal work week will be Monday - Friday, flexible hours not to exceed 40 hours, with an hour allowed each day for lunch. A 2-4 week advance approval for deviation of this work schedule will be approved by the FAC. 1.5.1.2. The FAC may adjust, in writing, the time of the normal work week as required to meet program needs; but, this time will not exceed the 40 hour work 1.5.1.3 Contractor is paid according to hours worked. Contractor shall maintain a daily work schedule of activities in Microsoft Scheduler, consisting of but not limited to: hours worked with a start and ending time, a listing of phone calls, location of outreach visits with contact name and phone number, mileage for outreach visits each day with a start and ending time, client appointments, administrative accomplishments, to include but not limited to: filing and typing correspondence. The contractor shall annotate time not worked in the Scheduler. The scheduler is subject to be reviewed each work day. A copy of each daily schedule shall be provided the Contract Administrator/FAC. 1.5.1.4. Vacation time must be requested in writing according to set FSC leave request policy, and approved in advance of the absence except in cases of emergency. If contractor is ill and can not submit a written request prior to the absence, a written request must be submitted on the day the contractor returns to work. To ensure accuracy of contractor?s time and attendance, contractor is required to report to FAC daily, any deviations from the normal work schedule (0800-1700). 1.6. PERSONNEL 1.6.1. IDENTIFICATION 1.6.1.1. FSC PERSONNEL Functional Area Coordinator (FAC) Quality Assurance Evaluator (QAE) Contractor 1.7. REPLACEMENT FOR CONTRACTOR 1.7.1. The Family Support Center provides a replacement when contractor is on extended vacation. 1.8. Mileage 1.8.1. Contractor gets mileage for job related trips when using their POV. Contractor must account for each trip by annotating the destination and the beginning and ending readings of the odometer. Contractor shall submit Standard Form1164, Claim For Reimbursement For Expenditures On Official Business, to the Deputy Director by close of business (COB) on the last working day of each month for mileage reimbursement. This new Blanket Purchase Agreement (BPA) will be 100% set-aside for small business, the North American Industry Classification System code (NAICS) is 56110, the size standard is $6M in annual receipts (Not to Exceed). SEE ATTACHED PERFORMANCE WORK STATEMENT The quote must list the DUNS number, CAGE code, and Federal TIN. If you need to obtain or renew a DUNS number or CAGE code, please visit www.ccr.gov. All contractors doing business with the federal government must be registered in CCR. DELIVERY ADDRESS: Services will be performed at MacDill Family Support Center, 2306 Florida Keys Ave, MacDill AFB Fl 33621. PERIOD OF PERFORMANCE: Performance will start on 01 Jun 2005. with one year options PROVISIONS/CLAUSES: The following FAR and DFARS provisions and clauses apply: 52.212-1, Instruction to Offerors-Commercial. In accordance with 52.212-2, Evaluation-Commercial Items, offers will be evaluated based on price, technical acceptability, and past performance records. Additional FAR clauses include 52.212-4, 52.212-5, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.222-19, 52.225-13, 52.232-33, 252.212-7001, 252.225-7001, 252.247-7024, 52.222-41, 52.222-42, 52.222-47. Contractors must submit with their offers, a completed copy of FAR 52.212-3, Offeror Representations and Certifications-Commercial Items. Contractors must be registered for electronic invoicing at https://wawf.eb.mil/. For the exact text and wording of clauses and provisions please see http://farsite.hill.af.mil. DEADLINE: Offers are due on 29 APR 05 1200PM EDT. Submit offers or any questions to the attention of TSgt Charles W. Hoyle Jr., 6CONS/LGCA, via fax 813-828-3667 or preferably by email to charles.hoyle@macdill.af.mil.
- Place of Performance
- Address: ADDRESS: Services will be performed at MacDill Family Support Center, 2306 Florida Keys Ave, MacDill AFB Fl 33621.
- Zip Code: 33621
- Country: USA
- Zip Code: 33621
- Record
- SN00790255-W 20050420/050418211721 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
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