SOLICITATION NOTICE
R -- Administrative Clerk
- Notice Date
- 8/28/2009
- Notice Type
- Combined Synopsis/Solicitation
- Contracting Office
- DOI - COR Appraisal Services DirectorateSoutheast Region3190 NE Expressway Suite 220 Atlanta GA 30341
- ZIP Code
- 30341
- Solicitation Number
- NBCHQ090828-3
- Response Due
- 9/12/2009
- Archive Date
- 8/28/2010
- Point of Contact
- Mary E. Watkins Contract Specialilst 5205380452 Mary_E_Watkins@nbc.gov;
- E-Mail Address
-
Point of Contact above, or if none listed, contact the IDEAS EC HELP DESK for assistance
(EC_helpdesk@NBC.GOV)
- Small Business Set-Aside
- Total Small Business
- Description
- Solicitation Number:NBCHQ090828-3 Notice Type: Combined Synopsis/Solicitation Synopsis: This is a combined synopsis/solicitation for commercial items/services prepared in accordance with the format in FAR 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation and a separate written solicitation will not be issued. The solicitation number is NBCHQ090828-3 and is issued as a Request for Quotation (RFQ). The solicitation/contract will include all applicable provisions and clauses in effect through Federal Acquisition Circular 2005-35.The estimated level of effort for this requirement is 2,080 hours per year. The North American Industry Classification (NAICS) Code is 541990 and the business size standard is $7.0m per annum. This acquisition is being conducted using Simplified Acquisition Procedures in accordance with FAR Part 13. Background Information: The Information Resources Management (IRM) College serves as the Department of Defense's (DoD's) principal educational resource for Chief Information Officer and Chief Financial Officer. As such, IRM College is responsible for a number of programs associated with Information Assurance, Information Technology, and Financial Management Strategy education. The IRM College relies heavily on the staff for support to over 50 faculty, 10 staff, and 1800 students. Administrative Assistant support is needed to facilitate the administrative daily functions of the four departments within the college. This action enables IRM College staff and faculty to focus on the academic curriculum and maintain their skills at a high level of proficiency. To effectively carry out these responsibilities, contractor support is required. Scope: The objective of this procurement is to obtain administrative assistant to support the department chair. The administrative assistant is needed to perform a variety of clerical and administrative functions in support of the academic curriculum. All reference material, reprints, questionnaires, abstracts, source code, data collection forms, analyses and results, data breakout sheets and other supportive data shall become the property of the Government. The Government shall provide sufficient workspace at the worksite for contracted personnel. The Government shall provide access to laboratory facilities, laboratory equipment, and essential office furniture, equipment and supplies necessary for the performance of work under this contract. TASKS: The contractor shall provide administrative support in order to ensure effective and efficient office operations. The main activities are:"Compose, transcribes, formats, inputs, edits, retrieves, copies and transmits correspondence, documents, data and graphics for courses."Prepares meeting packages."Word processes all manuscripts, letters, documents and proposals."Compiles and maintain an up-to-date telephone directory of numbers and addresses."Files all correspondence."Updates rosters, list, and bulletin boards by posting and removal of outdated materials. The contractor shall type a variety of narrative and tabular materials (i.e., correspondence, reports, and technical papers) into automated equipment and corrects errors in grammar, spelling and punctuation. The contract shall refer to directories, style manuals and established typing/correspondence policies of the organization serviced. The software programs include the use of word processing applications so as to create all types of correspondence, database programs to retrieve specific information; spreadsheet applications; electronic mail programs; and graphic arts program. The contractor shall perform a variety of clerical and administrative duties. Duties include: "Preparing and reviewing travel orders, itineraries and vouchers."Submitting print requests."Assisting Department Chairs in the administrative and procedural aspects of controlling and expending the work of the office."Providing advice concerning such matters as correspondence procedures, information required for administrative reports, and internal office policies and procedures. The contractor shall compile and submit required information for foreign country clearances for department chairs, and assistance with the submission of country clearances for other faculty. The contractor shall independently compose, develop, establish, and distribute Standard Operating Procedures and other reports relating to responsibilities assigned; establish necessary controls, internal controls to ensure compliance with governing regulations, directives, and policies; and train new administrative personnel in duties, responsibilities, and practices. The contractor shall monitor supply requirements and usage to ensure the availability of office supplies when needed. The contractor shall submit office supply request to the government purchase request point of contact. The contractor shall receive and screen calls, record messages accurately, direct calls and respond to inquiries, make appointments, greet visitors, and provide information of as general nature. When referring calls, obtains needed background information before referral. The contractor shall maintain suspense logs and suspense records on incoming/outgoing correspondence and follows-up to ensure timely actions. OTHER PERFORMANCE REQUIREMENTS High level security is not warranted for this requirement. Security Requirements: Physical Security Requirements The contractor shall be responsible for safeguarding all government property provided for contractor use. At the end of normal duty hours and/or after normal duty hours, all government facilities, equipment and materials shall be secured. Security Clearances No clearance is required to comply with this contract but a NACI (National Agency Check with Inquiries) will need to be completed and validated for access to NDU network. All Contractor personnel assigned to this effort shall possess the appropriate paperwork for unescorted access to all Government facilities wherein the work required by this effort is to be performed. All Contractor personnel assigned to this effort providing full-time on-site support shall have and maintain proper clearances and necessary paperwork to maintain access to the required Government facilities. Key Controls The contractor shall establish and implement methods of making sure all keys issued to the contractor by the government are not lost or misplaced and are not used by unauthorized persons. The contractor shall not duplicate any keys issued by the government. The contractor shall immediately report to the Contracting Officer Technical Representative (COTR) any occurrences of lost or duplicated keys. The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the COTR and/or Program Manager. In the event keys, other than master keys, are lost or duplicated, the contractor may be required, upon written direction of the COTR, to re-key or replace the affected lock or locks at no cost to the government. The government may, however, at its option, replace the affected lock or locks or perform re-keying and deduct the cost of such from the monthly payment due the contractor. If a master key is lost or duplicated, the government must replace all locks and keys for that system and the total cost deducted from the monthly payment due the contractor. The contractor must prohibit the use of keys issued by the government by any persons other than the contractor's employees. Opening of locked areas by contractor employees to permit entrance of persons other than contractor employees engaged in performance of work requirements in those areas is prohibited. Network OperationsThe Contractor shall establish and implement methods of ensuring that unauthorized access to government data or exfiltration of Government data is not permitted. In the event of an of an unauthorized access or exfiltration of government data the Contractor shall immediately report the event to the COTR or Program Manager and also take action to prevent further disclosure or exfiltration. Privacy ActThis project may require personnel to have access to Privacy Information. When this occurs, personnel shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552a and applicable agency rules and regulations. Identification of Contractor Employees All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. All contractor personnel will be required to obtain and wear badges in the performance of this service. Physical Demands The work may require some physical exertion such as long periods of standing, walking over rough or uneven surfaces, recurring bending, crouching, stooping, stretching, reaching, and recurring lifting of moderately heavy (no more than 15 pounds) items. Work Environment Although most work is performed in a standard office setting, classroom, laboratory, and network/server room, some work is performed in unusual office areas including above ceilings, in wall cavities, crawl spaces and around hazardous devices involving electrical circuits, power panels, telephone circuits and data circuits that present some danger to the individual. The observance of normal safety practices with office equipment is required. Hours of Work Contractor staff shall adhere to Government work hours and workdays. The contractor is not required to perform services on these Holidays. New Year's DayLabor DayMartin Luther King Jr.'s BirthdayColumbus DayPresident's DayVeteran's DayMemorial DayThanksgiving DayIndependence DayChristmas Day The contractor is responsible for providing services Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this statement of work when the Government facility is not closed for the above reasons. The Contractor shall keep in mind that the stability and continuity of the work force are essential. Building and Computer Access All Contractor personnel assigned to this effort shall possess the appropriate paperwork for unescorted access to all Government facilities wherein the work required by this effort is to be performed. All Contractor personnel assigned to this effort providing full-time on-site support shall have and maintain proper clearances and necessary paperwork to maintain access to the required Government facilities. GOVERNMENT FURNISHED PROPERTY General: The government shall provide, the facilities, equipment, materials, and/or services listed below. The primary place of performance is at the Government site. On occasion meetings at the contractor's facility may be required. Equipment: The Government will furnish the necessary workspace for the contractor staff to provide the support outlined in this PWS to include desk space, telephones, computers, network access and other incidental support items necessary to maintain an office environment. DELIVERABLES/DELIVERABLE SCHEDULE Performance Requirements (PR). The contractor service requirements/deliverables are summarized into performance requirements that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success. PR#Deliverable DescriptionSchedulePerformanceThresholdSurveillanceMethod1.0The contractor shall transcribe formats, input, edit, retrieve, copy and transmit provide grammatically accurate correspondence.For simple correspondence revised no later than (NLT) 2 - 3 hours after receipt. For complex correspondence NLT 2nd - 3rd business days after receipt.No more than 2 substantive errorsRandom Sampling2.0The contractor shall provide daily and weekly itineraries. Weekly, NLT 9a.m. on the first duty-day of each week.No more than 4 substantive errorsRandom Sampling3.0The contractor shall maintain suspense logs for incoming & outgoing correspondence.Daily, updated NLT 4p.m. daily.No more than 3 substantive errorsRandom Sampling4.0The contractor shall process travel arrangements (to include departure and return actions) for via the government travel system. This includes preparing travel arrangements orders, itineraries, country clearances, and vouchers. For advance travel notification completed 3 business days after notification. For short notice travel notification NLT 1 business day prior to departure. No more than 3 substantive errorsRandom Sampling5.0The contractor shall develop, establish, and distribute Standard Operating Procedures for administrative functions.Quarterly, NLT the 12th business day of the following quarter.No more than 5 substantive errors100 Percent Inspection6.0The contractor shall monitor supply requirements and usage and submit supply purchase request when level are low.Monthly, NLT the 4th business day of each month.No more than 4 substantive errors100 Percent Inspection7.0The contractor shall maintain suspense logs and suspense records on incoming/outgoing correspondence and conduct follows-up.Weekly, NLT 1600 hours on the last business day of each week.No more than 3 substantive errorsRandom Sampling Types of Surveillance to select from: Random Sampling: Appropriate for frequently recurring tasks. Evaluate randomly selected samples of the lot to determine the acceptability of the entire lot. Random Inspection Guide, Method of surveillance, Lot size, Sample size, Performance requirement, Sampling procedure, Inspection procedure 100 Percent Inspection: Appropriate for tasks that occur infrequently. Inspect and evaluate performance each time task is performed Periodic Surveillance: Evaluation of samples selected on other than 100% or statistically random basis. (i.e. monthly, quarterly, semi-annually etc.) All reports and documentations shall be prepared in Microsoft Word, Excel, PowerPoint, and/or MS Project and provided on disk or CD ROM; and electronically email. Reports and documents formats will be as coordinated with the Department Chair designee. In fulfillment of this effort, the Contractor shall provide the deliverables above. All deliverables shall be delivered or submitted to the COTR's designee, unless otherwise agreed upon. Unless otherwise specified, the Government will have a maximum of fifteen (15) working days from the day the draft deliverable is received to review the document, provide comments back to the contractor, approve or disapprove the deliverable(s). The contractor will have a maximum of five (5) working days from the day comments are received to incorporate all changes and submit the final deliverable to the Government. All days identified below are intended to be workdays unless otherwise specified. PLACE(S) OF PERFORMANCE The primary place of performance for this effort is at the Ft McNair in NDU Buildings and spaces. Type of Contract: Firm Fixed Price. Cost Per Labor Hour - Base Year Cost Per Labor Hour - Option Year 1 Cost Per Labor Hour - Option Year 2 Contractor shall invoice monthly. PERIOD OF PERFORMANCE The period of performance for this effort is for twelve months after date of award and two (2) option years subject to the availability of funding also included. TRAVEL Some travel for this effort is anticipated. All travel shall be conducted in accordance with the Joint Travel Regulation and shall be pre-approved by the COTR or Program Manager. 4. EVALUATION FACTORS/CRITERIA Quality Clearly demonstrate an understanding of the requirements in the PWS. Clearly demonstrate the necessary skills, knowledge, and capabilities to successfully perform all tasks in the PWS. Technical Clearly demonstrate the proficient knowledge of office administration and the ability to maintain a high level of accuracy in preparing and entering information. Demonstrate the possession of following skills: effective verbal and listening communications skills; attention to detail and high level of accuracy; effective organizational and written communications skills; computer skills to include Microsoft Office (Word, Outlook, PowerPoint, Excel); time and stress management skills. Clearly demonstrate skills, knowledge, and capabilities in excellent interpersonal skills, team building skills, analytical and problem solving skills, and decision making skills. Clearly demonstrate the ability to plan, schedule, deconflict and coordinate travel, meeting, other administrative driven activities. Clearly demonstrate the necessary skills to draft, edit, proof, and finalize correspondence (memorandums, documents, and briefing materials). Clearly demonstrate the ability to produce administrative standard operating procedures/instructions needed to introduce rigor and discipline on the administrative side of the office. Past Performance Clearly demonstrate the performance of qualitatively comparable or related work. Provide evidence (past performance) of three relevant contracts performed within the last six years that are similar service to the required tasks. Service is defined as performing similar tasks. Cost/price The cost evaluation will determine whether each offeror's proposed costs are realistic, complete, and reasonable in relation to the solicitation requirements. No advantage will accrue to an offeror who submits an unrealistically low proposal. Relative Importance of Evaluation Factors: Technical factors when combined are significantly more important than price..Performance Period: Base period will be twelve months from date of award with two option years. The Offeror must include a completed copy of the following provisions: 1) FAR Clause 52.212-1 Instructions to Offerors Commercial; 2) FAR Clause 52.212-2, Evaluation Commercial Items. As stated in FAR Clause 52.212-2 (a), the Government will award a contract resulting from this solicitation to the responsible Offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered; 3) FAR Clause 52.212-3, Offeror Representations and Certifications Commercial Items; 4) FAR Clause 52.212-4, Contract Terms and Conditions Required To Implement Statues or Executive Orders Commercial Items, Contract Terms and Conditions Commercial Items; and 5) FAR Clause 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items Deviation for Simplified Acquisitions. The Offeror must include in their quotation the unit price, the list price, shipping and handling costs, the delivery period after contract award, the prompt payment discount terms, the F.O.B. Point (Destination or Origin), the Dun & Bradstreet Number (DUNS), the Taxpayer Identification Number (TIN), and the certification of business size. Note: In order to receive an award, offerors must have a valid registration in the Central Contractor Registration (CCR) www.ccr.gov. The clauses are available in full text at http://www.arnet.gov/far. Interested parties capable of furnishing the Government with the item specified in this synopsis should submit their quotation to the below address. Quotations will be due five (5) calendar days from the publication date of this synopsis or by September 12, 2009 at 4:00 p.m., Eastern Standard Time. The quotation must reference Solicitation number NBCHQ090828-1. All responsible sources may submit a quotation, which if timely received, shall be considered by the agency. Quotations must be submitted in writing to Mary Watkins by email at mary_e_watkins@nbc.gov. NO PHONE CALLS OR FAXES. Contracting Office Address: DOI/NBCAcquisition Services DirectorateSierra Vista BranchPO Box 12924Fort Huachuca, AZ 85670-2924 Place of Performance: National Defense UniversityWashington DC 20319Primary Point of Contact.: Mary Watkinsmary_e_watkins@nbc.gov
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/notices/4885cb460a39ab17e3d834e6f8b56917)
- Place of Performance
- Address: National Defense University
- Zip Code: 203195066
- Zip Code: 203195066
- Record
- SN01931465-W 20090830/090829002516-4885cb460a39ab17e3d834e6f8b56917 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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