SOLICITATION NOTICE
G -- Jewish Activities Coordinator
- Notice Date
- 8/26/2008
- Notice Type
- Presolicitation
- NAICS
- 813110
— Religious Organizations
- Contracting Office
- Department of the Army, Army Contracting Agency, North Region, ACA, Capital District Contracting Center, ACA, Capital District Contracting Center, Directorate of Contracting, 9410 Jackson Loop, Suite 101, Fort Belvoir, VA 22060-5116
- ZIP Code
- 22060-5116
- Solicitation Number
- W91QV1-08-T-0095
- Response Due
- 9/11/2008
- Archive Date
- 11/10/2008
- Point of Contact
- Barry taylor, 703-806-4482<br />
- Small Business Set-Aside
- N/A
- Description
- The Capital District Contracting Center at Fort Belvoir,Virginia is issuing 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.This announcement constitutes the only solicitation; bids are being requested and a written solicitation will not be issued.The Combined Synopsis/Solicitation is W91QV1-08-T-0095 This is a firm fixed price requirements type contract.NAICS:813110;SIZE STANDARD:Size:$7.0 mil;SIC CODE:7999.The delivery address is 5950 12th Street, Suite 101, Fort Belvoir,VA 22060-5134. Delivery terms are FOB Destination,Fort Belvoir VA.1.General. The Jewish Activities Coordinator is qualified to oversee the day-to-day logistical and support operations of the Jewish Activities Office. As a contractor for the Fort Belvoir Staff Chaplain Directorate (SCD), he/she works in support of and under the general supervision of the Staff Chaplain in support of the Jewish Community.2.Scope of Work. Oversee and provide the logistical and administrative Religious Support needs of the Jewish Congregation and coordination of day to day operations, regular services and special services in support of the Staff Chaplain Office, maintaining close consultation with the congregational Rabbi.3. Location of Worship Services. The contractor will have access to the chapel facilities on Fort Belvoir and any other facilities as determined by the commander,which are suitable for the delivery of the end-services of this contract. The contractor will be responsible for reserving space as needed with appropriate points of contact(POC)in any facility used. Arrangements for facility use after normal duty hours or at times other than when weekly religious services are held will be the sole responsibility of the contractor. If facilities other than chapels or chapel annexes are required, the contractor will be responsible for making all arrangements in advance.4.Hours. Contractors hours are determined by the schedule of work(SOW) and Contract line Items.5.Contractor shall provide the following specific tasks or contract line items(CLIN):1AA: Shabbat Friday Evening Services and Onegs: NTE 52 ea Support the planning and preparation of weekly (52) Friday night Shabbat Services Specific Functions to be performed include: Coordinate the Chapel and Social Hall preparation with the chapel staff. Arrange for Oneg (social gatherings to celebrate the Shabbat) sponsors or the sponsoring of the Oneg by the Chapel when necessary. (Food for Onegs sponsored by the Chapel will be funded separately from this contract using CTOF Purchase Orders for all items other than Challah and ceremonial wine. Challah and ceremonial wine will be purchased using APF Purchase Orders.) Support the purchase of foods as required(The cost of beverages, plastic plates, flatware, and glasses, etc will be funded by CTOF Purchase Orders.)1AB: Saturday Morning Shabbat Luncheons NTE 12 ea Support the planning and preparation of monthly (12) Shabbat Morning Services. Specific Functions to be performed include: Coordinate the Chapel and social hall preparation with the chapel staffPlan and support luncheons to celebrate the Shabbat. Plan and prepare the shopping list according to Kashrus rules. Arrange for the purchase of food for a lunch and discussion after the service.Supervise and support the preparation of food according to Kashrus rules.1AC:High Holy Day Observance:- Rosh Hashanah (1ea) and Yom Kippur (1ea)Provide support for all religious services and plan and support activities associated with the Jewish High Holy Days, Rosh Hashanah,and Yom Kippur. Specific functions to be performed include: Prepare all documentation needed for the timely acquisition of a Cantor and Torah Reader for the Rosh Hashanah and Yom Kippur services; Coordinate the contracting process with the Office of the Fort Belvoir Staff Chaplain (OFBSC) for the acquisition of a Cantor and Torah Reader. Work with the JCC, the Rabbi and Cantor to support the services. Arrange for separate youth services whenever required. Plan and arrange for the timely printing of Jewish calendars for the Congregation Distribute the schedule in the Shofar for the High Holy Day Services internally and externally; Develop and distribute reservation forms in the Shofar for the Yom Kippur Break-the Fast dinner;Develop and distribute forms in the Shofar for contributions to the CTOF-Jewish; Develop and distribute the appropriate forms in the Shofar for obtaining information for the Yizkor list; collect responses and compile the list for the Yizkor service. (Printing to be performed by the Fort Belvoir Print Plant.) Coordinate with the OFBSC for the reservation of the Chapel and the Religious Education Center for the respective services and dinners. Collect, document and deposit in the CTOF-Jewish all contributions received;Prepare and send receipts and letters of appreciation to the donors. (Letters will be mailed at government expense.)Oversee the readiness of the pulpit, prayer books and prayer shawls. Plan, prepare the shopping list, and obtain food items as required for the Yom Kippur Break-the-Fast dinner according to the rules of Kashrus. Supervise and prepare the Yom Kippur Break-the-Fast dinner according to the rules of Kashrus.1AD:Plan Support of Succot Observance Service 1ea:Prior to the holiday, develop and distribute reservation forms in the Shofar for the Succot Dinner; Plan, prepare the shopping list, and obtain food items as required for the Succot dinner according to the rules of Kashrus. Purchase etrog and lulov set using APF. Coordinate with the OFBSC for the erection of a Succah next to the main Post Chapel immediately before or after Yom Kippur. Coordinate with the OFBSC for the subsequent removal and storage of the Succah after the Succot holiday.1AE:Plan Support of Simchat Torah Jewish Observance:1ea Plan, prepare the shopping list, and obtain food items as required according to the rules of Kashrus. Arrange for the purchase of appropriate decorations and food for the Service attendees.Supervise and support the preparation of the food.1AF: Plan Support of Chanukah Jewish Observance:Support the planning and preparation of a Chanukah celebration. Request the display of a Chanukah Menorah, and support a candle lighting ceremony on the first night;arrange for candles to be lit on remaining nights; Plan and arrange appropriate festivities following the lighting of the Menorah.1AG:Plan Support of Purim Jewish Observance 1ea:Support the planning and preparation of a Congregational Purim Party;Coordinate with the Rabbi and JCC for a Purim service and or social.1AH: Plan Support of Passover Seder Jewish Observance 1ea:Support the planning and preparation of a Passover Seder;Arrange for a kosher caterer and appropriate kitchen and serving support;Arrange for the acquisition of additional required items to support the religious service.Set up seating arrangements and collect and submit donations.Coordinate with Rabbi for conduct of Passover Seder.Prepare and dispatch invitations to selected guests.1AI: Plan Support of Shavuot Jewish Observance 1ea:Plan and support the preparation of a Shavuot dinner.Plan, prepare the shopping list, and obtain food items as required for the Shavuot dinner according to the rules of Kashrus. Supervise and prepare the Shavuot dinner according to the rules of Kashrus.1AJ: Special Military Services: Armed Forces Day and Veterans Day:2 ea Support the planning and preparation for Armed forces Day and Veterans Day observances. Specific Functions to be performed include:Coordinate with the Rabbi and JCC to distribute publicity; draft the bulletin, and submit it for printing when it is approved.Coordinate the Social Hall preparation with the OFBSC; Plan the menu, prepare the shopping list, and obtain food items as required according to the rules of Kashrus.1AK:Weekly Publicity:52ea Assist the Rabbi and JCC in the typing and mailing of all correspondence and the keeping of office files. Prepare weekly announcements for leaders of Jewish services. Assist in the coordination of Bar and Bat Mitzvah ceremonies, Brit,(baby namings), and weddings. Prepare Program Bulletins for religious services and special programs as required.1AL: Quarterly Jewish Congregation Newsletter (Shofar) 4 ea Prepare the Quarterly Jewish Congregation Newsletter (The Shofar) and staff with The Rabbi and Jewish Congregation Council; Include information about Jewish holidays and services;Collect and synthesize information relevant to the Jewish Congregation, to include events within the Washington Metropolitan Area Jewish Community;Develop calendar of events for the subsequent quarter in coordination with the Rabbi and the Jewish Congregation Council; Prepare announcements and reservation forms when required for Congregational events; Prepare layout of content; Prepare camera-ready copy for printing and mailing of Shofar to all persons on the Jewish Congregation mailing list.1AM: Meeting with Staff Chaplain 12 ea:The contractor shall meet monthly with the senior chaplain to review the quality of the services delivered and the program statistics. This meeting will take a maximum of one (1) hour.1AN: Monthly Meeting with the Rabbi or Jewish Council 24 ea: The contractor shall meet monthly with the Rabbi to review the quality of the services delivered and the program statistics. And the contractor shall meet the with Jewish Congregation Council. Each meeting will take a maximum of one (1) hour. 1AO: Support planning for Holocaust Memorial Services 1 ea.1AP: Plan and coordinate Nosh and Learn session: 1ea.IAQ: Plan Support for Youth Group Event:1 ea.6. Contractor shall accomplish the following in conjunction with the specified tasks previously listeda.Provide the senior chaplain on Fort Belvoir. within 30 days after award of contract, an activity plan and proposed schedule of all worship services anticipated throughout the contract period.b.Submit an After Action Report to the Senior Chaplain within one week of completion of any special service.c.In accordance with AR 165-1 and, the Contractor shall be responsible for maintaining records and files incident to the services provided in this contract. Files must be maintained in a secured area (office area that can be locked) and are the property of the U.S. government.d.He/she works will in close coordination with the entire Staff Chaplain Directorate to ensure the needs of the community are met and all activities are coordinated with the overall Religious Support mission of the Staff Chaplain Directorate.e. Work Schedule: Provide a monthly proposed schedule of work to the SCD office.Establish and publish office hours in consultation with the Staff Chaplain.f.Publicity: Market all Jewish ministry events for the SCD to the community using all media outlets in coordination with the Fort Belvoir Public Affairs Office.g. Congregational Lists: Maintain, update and verify the email, telephone and regular mail Jewish contact list.Maintain Yahrzeit list.h. Fellowship Support: Coordinate all necessary support of Onegs and other congregational meals according to the rules of Kashrus.g.Facilities:Assure proper use, reservation, coordination and care of facilities for regular and special Jewish Religious programs.Assure access and physical security of facilities at event termination.i. Office Work: Prepare all correspondence, documentation, requests,and mailings and maintenance of office files.j.Outreach to Jewish military and families from all MDW/NERO facilities/installations(Active duty, guard, Reserves, marines, coast guard, army, navy) to publicize events and invite them to participate in Jewish religious, social, and educational congregational activities. k.Work with the Rabbi, Jewish Community Council and Cantor to support the services, arranging for separate youth services whenever required. Plan and arrange for the timely printing of Jewish calendars for the Congregation.l.Publicize HHD schedule internally and through Fort Belvoir Public Affairs Office.m. Develop and distribute reservation forms in the Shofar for the Yom Kippur Break-the Fast dinner; HHD contributions to the CTOF-Jewish; information for Yizkor list; preparing the Yizkor list for use in the service.n. Assure the readiness of the pulpit, prayer books and prayer shawls.o.Obtain food items, decorations and supplies as required using proper CTOF procedures in support of social features of these events. All food items will comply with the rules of Kashrus.p.Succot:Oversee erection and removal of Succah.Coordinate reservations for Succot Dinner.q.Chanukah:Organize support of the celebration and display of Chanukah Menorah and its proper lighting.r.Purim: Plan and coordinate Purim Party and/or service.s.Passover: Coordinate with Rabbi for conduct of the Seder. Coordinate preparation of kitchen and obtaining of Kosher Caterer. Set up seating arrangement. Prepare and send invitations to selected guests. Collect and Submit donations in accordance with Army Regulation. u.Shavuot: plan, support, and supervise Shavuot study session, organize Shavuot service and prepare and serve a holiday meal.v. Armed Forces and Veterans Day: Provide support and coordination.w. Actively recruit and coordinate volunteer support of congregational activities and requirements. Maintain a list of volunteers for the SCD.x. Provide information regarding the community to inquirers and facilitate their religious needs in close coordination with the Rabbi and Staff Chaplain Directorate.y.Maintain library order books and video tapes to broaden the library of Jewish books and serve as a resource of Judaic information.z. Adult Education- locate and arrange speakers from Jewish Community for Sunday Brunch programs and other forums. Also arrange and set up of food items, clean up of facilities.Maintain liaison with other Jewish organizations/institutions to broaden educational and social opportunities for the adults and youth in the Congregation. Conduct activities with other Jewish groups.7. Qualifications. The Jewish Activities Coordinator (JAC) will a. Be a person of faith, committed to the health of the community and familiar with Jewish tradition and practice.. This position requires maturity, responsibility, integrity, flexibility, interpersonal communication skills, organization and management skills.b Should have personal experience with the military culture and ministry in a multi-denominational and community ensuring a strong ability to understand the life of military personnel who are subject to deployment, family, separation, frequent moves and stationing in foreign countries.If experiences with a military chapel do not exist contractor must be willing to learn those unique characteristics of the military chapel community.c.Should have knowledge and experience in areas of Jewish worship and traditional practice.d. Must have the ability to work in support of the broad spectrum of Jewish traditions; Reformed, Conservative, and Orthodox.e. Possess basic management and leadership skills, including:f. Administration skills, such as, record keeping, computer literacy in Microsoft Office and Microsoft Outlook. g.Communication skills, such as speaking and writing clearly, providing adequate information to ensure program success.h.Public relations skills, such as the ability to work with groups whose value systems, culture and economic backgrounds differ, to deal effectively with staff and committees, to be attuned to the inner workings and informal communications networks in the Post Chapel Community. Possess a strong ability to work collegially in a diverse military chapel system. i. The Contractor should have at least three (3) years of office experience.j. Able to work well with POCs from Catholic and Protestant congregations on All Faith programs such as volunteer appreciation, picnics, secular holiday programs, directories etc 8. Support.a.Contractor shall be authorized, on a space available basis, use of government telephone (with commercial access) for local and long distance calls to maintain contact with volunteers, Jewish parish members, and Installation Chaplains Office personnel. No reimbursement for calls placed in the conduct of business is authorized.b.A photocopy machine at the Chapel will be made available for use by the Contractor to fulfill contract requirements on a space available basis.c.Request for government provided audiovisual training aids must be submitted two weeks prior to the date for which they are needed to the Point of Contact. No reimbursement will be made for training aids purchased and used by the contractor.d.The government will provide to the contractor all missals, hymnals, and Bibles used in the conduct of worship services. Other materials such as curriculum materials for Bible studies, chairs, tables, blackboards, video-set ups and overhead projectors for all youth events/ classes/activities and materials such as craft supplies, paper, markers, flip charts, and pens will be supplied as required.e. The government will provide adequate deskwork area on a space available basis for use by contractor to meet the requirements of this contract.f.The Contractor shall be responsible for safeguarding all government supplies and property.g.The government will provide facility space for worship and other religious services, altar and sacramental implements, ecclesiastical supplies, and other worship equipment required supporting services of this contract.10.Contractor Furnished Property. Contractor shall provide his/her own transportation and all necessary equipment to fulfill this contract except as stated elsewhere in this contract.11.Physical Security. The Contractor shall establish and implement methods to ensure the physical security of all U.S. Government property and facilities under their control lAW facility, local, and Installation SOPs. Locking of external doors and windows is necessary when leaving the facility. Internal doors should be locked to protect Government property. Access to office areas, especially those with telephones and automation equipment should be closely monitored and limited. 12. Safety. The Contractor shall be aware of local safety requirements and ensure that all reasonable efforts are made to protect all persons from harm and the U.S. Government property from damage.13.Restrictions. Government property made available under this contract is only for use in the performance of services described in this contract.14. Disclaimer. The government will not be responsible in any way for damage to the contractors supplies, materials, equipment, or to personal property as a result of fire, theft, accident, natural disaster, or other events.15. Liability. For the purpose of this contract, the Contractor is considered an independent contractor and not as an agent of the U.S. Government. During performance, the Contractor shall be liable and will indemnify and hold harmless the Government, its agents and employees against all actions or claims for damages to persons or property, including death arising from fault, negligence, wrongful act, or wrongful omission of the Contractor, his agents or employees utilized in the provision of services.16. Compensation. The contractor will be paid upon satisfactory completion of services and upon presentation of invoice lAW terms of this contract. Partial payments are authorized on a monthly basis. Since this contract does not create an employer-employee relationship, there are no provisions for lodging or employee benefits of medical care, retirement, or workers compensation. The contractor is also responsible for his/her own tax liabilities. Payments made under this contract are not subject to Federal Income Tax withholding. 17. Subcontracting.a.Contractor may provide a qualified substitute for a period of time if approved by the Point of Contact (POC). However, in such case, the substitute shall have no claim whatsoever against the Government for services rendered and the price to be paid the substitute shall be a matter entirely between the Contractor and sub-contractor. This provision imposes no obligation on the Contracting Officer to exercise the foregoing authority. 18. SCHEDULE OF WORK (SOW) a. To provide Services in accordance with the Performance Work Statement b. Quantities are only estimates. Only services performed will be paid for c. Payment will be for units of service not for hours. d. Base Year: 1 October 08 to 30 September 09 The following clauses and provisions are applicable. Clauses Incorporated By Reference 52.212-1, Instructions to Offerors, 52.212-4 Contract Terms and Conditions. Clauses Incorporated By Full Text, 52.212-2 Evaluation-Commercial Items, the award will be based on, low price in accordance with the specifications. A completed copy of provision of 52.212-3 Offeror Representation and Certifications Commercial Items must be provided with bid, 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items. Clauses applicable, 52.222-19 Child Labor, Cooperation with Authorities and Remedies, 52.222-21 Prohibition of Segregated Facilities, 52.222-26 Equal Opportunity, 52.222-35 Equal Opportunity for Special Disabled Veterans, 52.222-36 Affirmative Action for Workers with Disabilities, 52.222-37 Employment Reports on Special Disabled Veterans, 52.225-1 Buy American Act-Supplies; other provisions are: 52.232-18 Availability of Funds; 52.216-18 Ordering: such orders may be issued from 12 November 2008 through 30 September 2009; Additional clauses that apply to this acquisition: 252.204-7004 Required Central Contractor Registration. Vendors who are not registered in the Central Contractor Registration (CCR) database prior to award will not be considered. 252.232-7003 Electronic Submission of Payment Request and Receiving Report. Vendors may register with CCR by calling 1-800-334-3414 or by registering on line at www.ccr.gov. The full text of the FAR and DFAR references may be accessed electronically at http://farsite.hil.ar.mil. Responses to this Invitation For Bid (IFB) must be signed, dated, sealed and received via mail or hand carry no later than 10 September 2008 before 2 pm, at the Capital District Contracting Center, 9410 Jackson Loop, Suite 101, Fort Belvoir VA 22060. For questions contact Barry Taylor, Contract Specialist at (703) 806-4482, E-Mail Adrress: barry.taylor4@us.army.mil. No fax entries will be accepted.
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- Place of Performance
- Address: ACA, Capital District Contracting Center Directorate of Contracting, 9410 Jackson Loop, Suite 101 Fort Belvoir VA<br />
- Zip Code: 22060-5116<br />
- Zip Code: 22060-5116<br />
- Record
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