Catholic Parish Coordinator Services

This is a combined synopsis/solicitation for commercial items prepared in accordance with Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. Offerors are responsible for monitoring this site for the release of any amendments or other pertinent information. This solicitation will be issued as a request for quotation (RFQ) under the solicitation number: FA5215-09-T-0007 This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-26, Defense Federal Acquisition Regulation Supplement Change Notice (DCN) 20080721, and Air Force Acquisition Circular (AFAC) 2008-0605. This acquisition is a small business set aside under NAICS code 813110. This RFQ contains five (5) line items. The item, as follows, is on a firm fixed price basis: CLIN 0001: Base Year (1 January 2009 to 30 September 2009) for Catholic Parish Coordinator Services. The contractor shall perform non-personal services in accordance with Statement of Work included in this solicitation. Monthly Unit Price: $ _____________ CLIN 0002: Option Year 1 (1 October 2009 to 30 September 2010) for Catholic Parish Coordinator Services. The contractor shall perform non-personal services in accordance with Statement of Work included in this solicitation. Monthly Unit Price: $_____________ CLIN 0003: Option Year 2 (1 October 2010 to 30 September 2011) for Catholic Parish Coordinator Services. The contractor shall perform non-personal services in accordance with Statement of Work included in this solicitation. Monthly Unit Price: $_____________ CLIN 0004: Option Year 3 (1 October 2011 to 30 September 2012) for Catholic Parish Coordinator Services. The contractor shall perform non-personal services in accordance with Statement of Work included in this solicitation. Monthly Unit Price: $_____________ CLIN 0005: Option Year 4 (1 October 2012 to 30 September 2013) for Catholic Parish Coordinator Services. The contractor shall perform non-personal services in accordance with Statement of Work included in this solicitation. Monthly Unit Price: $_____________ The initial Period of Performance (POP) shall be 1 January 2009 to 30 September 2009. The POP location shall be 180 Kuntz Ave, Hickam Air Force Base, HI 96853. Any questions in regards to this solicitation must be submitted no later than 18 December 2008 to ensure Government ample response time and timely submittals of proposals. Award basis is lowest price technical acceptable. The provision at 52.212-1, Instructions to Offerors - Commercial Items, applies to this acquisition. Addenda to the following paragraphs of 52.212-1 are: (b) All quotes and list of technical qualifications are due on or before 3:00 PM, Hawaii Standard Time (HST), 22 December 2008. Electronic quotes are acceptable. Submission may be made via email to raelynn.higa@hickam.af.mil, via parcel mail to Department of the Air Forces, Pacific Air Forces, 15 CONS/LGCB, ATTN: Raelynn Higa, 90 G Street, Hickam AFB, HI 96853-5230, or via facsimile at (808) 448-2911. Quotes and list of technical qualifications must reference the solicitation number. Central Contractor Registration (CCR). Offerors must be registered with the CCR (http://www.ccr.gov) database upon submission of their request for proposal (RFP) / request for quote (RFQ) to be considered responsive. If confirmation of CCR is not provided with the proposal submission by the closing date of the RFP/RFQ, the offer shall be considered nonresponsive and ineligible for contract award. Wide Area Work Flow (WAWF). Offerors must be registered in the WAWF (https://wawf.eb.mil). If the offeror does not become registered in the WAWF database within three (3) days after receiving notification from the Contracting Officer, the Contracting Officer will proceed to award to the next otherwise successful registered offeror. 52.212-2, Evaluation - Commercial Items (Jan 1999), applies to this acquisition. Addenda to the following paragraphs of 52.212-2 are: (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. The following factors shall be used to evaluate offers: (1) Technical qualifications (2) Price (3) Interview - All technically acceptable offerors may be subject to an interview or teleconference. IAW 52.212-3 (Alt I) -- Offeror Representations and Certifications -- Commercial Items (June 2008). An offeror shall complete only paragraph (b) of this provision if the offeror has completed the annual representations and certificates electronically at http://orca.bpn.gov . If you have not completed the annual representations and certifications electronically at the ORCA website, please complete only paragraphs (c) through (m) of this provision and return along with your quotation. Additionally, Online Representations and Certifications (ORCA) is mandatory in lieu of Reps and Certs in hard copy form. The following clauses and provisions are incorporated by reference: 52.212-4, Contract Terms and Conditions-Commercial Items (Feb 2007) IAW 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items, is applicable to this procurement along with the following addenda. 52.219-6, Notice of Total Small Business Set-Aside 52.219-28, Post Award Small Business Program Representation 52.222-3, Convict Labor 52.222-21, Prohibition of Segregated Facilities 52.222-26, Equal Opportunity 52.222-36, Affirmative Action for Workers with Disabilities 52.222-50, Combating Trafficking in Persons 52.225-13, Restrictions on Certain Foreign Purchases 52.232-33, Payment by Electronic Funds Transfer - Central Contractor Registration IAW 252.212-7001 -- Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Defense Acquisitions of Commercial Items is applicable to this procurement along with the following addenda. 252.225-7001, Buy American Act and Balance of Payments Program 252.232-7003, Electronic Submission of Payment Requests 252.247-7023, Transportation of Supplies by Sea 252.247-7023, Alt III, Transportation of Supplies by Sea 52.217-5, Evaluation of Options (Jul 1990), Except when it is determined in accordance with FAR 17.206(b) not to be in the Government's best interests, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options will not obligate the Government to exercise the option(s). 52.217-8, Option to Extend Services (Nov 1999), The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days. 52.217-9, Option to Extend the Term of the Contract (Mar 2000), (a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension. (b) If the Government exercises this option, the extended contract shall be considered to include this option clause. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 5 years and 6 months. 252-232-7010 -- Levies on Contract Payments - (a) 26 U.S.C. 6331(h) authorizes the Internal Revenue Service (IRS) to continuously levy up to 100 percent of contract payments, up to the amount of tax debt. (b) When a levy is imposed on a payment under this contract and the Contractor believes that the levy may result in an inability to perform the contract, the Contractor shall promptly notify the Procuring Contracting Officer in writing, with a copy to the Administrative Contracting Officer, and shall provide-(1) The total dollar amount of the levy; (2) A statement that the Contractor believes that the levy may result in an inability to perform the contract, including rationale and adequate supporting documentation; and (3) Advice as to whether the inability to perform may adversely affect national security, including rationale and adequate supporting documentation. (c) DoD shall promptly review the Contractor's assessment, and the Procuring Contracting Officer shall provide a written notification to the Contractor including- (1) A statement as to whether DoD agrees that the levy may result in an inability to perform the contract; and (2)(i) If the levy may result in an inability to perform the contract and the lack of performance will adversely affect national security, the total amount of the monies collected that should be returned to the Contractor; or (ii) If the levy may result in an inability to perform the contract but will not impact national security, a recommendation that the Contractor promptly notify the IRS to attempt to resolve the tax situation. (d) Any DoD determination under this clause is not subject to appeal under the Contract Disputes Act. (End of clause) 5352.223-9001, Health and Safety on Government Installations (Jun 1997) (a) In performing work under this contract on a Government installation, the contractor shall: (1) Comply with the specific health and safety requirements established by this contract; (2) Comply with the health and safety rules of the Government installation that concern related activities not directly addressed in this contract; (3) Take all reasonable steps and precautions to prevent accidents and preserve the health and safety of contractor and Government personnel performing or in any way coming in contact with the performance of this contract; and (4) Take such additional immediate precautions as the contracting officer may reasonably require for health and safety purposes. (c) The contracting officer may, by written order, direct Air Force Occupational Safety and Health Standards (AFOSH) and/or health/safety standards as may be required in the performance of this contract and any adjustments resulting from such direction will be in accordance with the Changes clause of this contract. (d) Any violation of these health and safety rules and requirements, unless promptly corrected as directed by the contracting officer, shall be grounds for termination of this contract in accordance with the Default clause of this contract. 5352.242-9000, Contractor Access to Air Force Installations (Aug 2007), (a) The contractor shall obtain base identification and vehicle passes, if required, for all contractor personnel who make frequent visits to or perform work on the Air Force installation(s) cited in the contract. Contractor personnel are required to wear or prominently display installation identification badges or contractor-furnished, contractor identification badges while visiting or performing work on the installation. (b) The contractor shall submit a written request on company letterhead to the contracting officer listing the following: contract number, location of work site, start and stop dates, and names of employees and subcontractor employees needing access to the base. The letter will also specify the individual(s) authorized to sign for a request for base identification credentials or vehicle passes. The contracting officer will endorse the request and forward it to the issuing base pass and registration office or security police for processing. When reporting to the registration office, the authorized contractor individual(s) should provide a valid driver's license, current vehicle registration, valid vehicle insurance certificate, and [insert any additional requirements to comply with local security procedures] to obtain a vehicle pass. (c) During performance of the contract, the contractor shall be responsible for obtaining required identification for newly assigned personnel and for prompt return of credentials and vehicle passes for any employee who no longer requires access to the work site. (d) When work under this contract requires unescorted entry to controlled or restricted areas, the contractor shall comply with [insert any additional requirements to comply with AFI 31-101, Volume 1, The Air Force Installation Security Program, and AFI 31-501, Personnel Security Program Management,] citing the appropriate paragraphs as applicable. (e) Upon completion or termination of the contract or expiration of the identification passes, the prime contractor shall ensure that all base identification passes issued to employees and subcontractor employees are returned to the issuing office. (f) Failure to comply with these requirements may result in withholding of final payment. 5352.201-9101 Ombudsman - (a) An ombudsman has been appointed to hear and facilitate the resolution of concerns from offerors, potential offerors, and others for this acquisition. When requested, the ombudsman will maintain strict confidentiality as to the source of the concern. The existence of the ombudsman does not affect the authority of the program manager, contracting officer, or source selection official. Further, the ombudsman does not participate in the evaluation of proposals, the source selection process, or the adjudication of protests or formal contract disputes. The ombudsman may refer the party to another official who can resolve the concern. (b) Before consulting with an ombudsman, interested parties must first address their concerns, issues, disagreements, and/or recommendations to the contracting officer for resolution. Consulting an ombudsman does not alter or postpone the timelines for any other processes (e.g., agency level bid protests, GAO bid protests, requests for debriefings, employee-employer actions, contests of OMB Circular A-76 competition performance decisions). (c) If resolution cannot be made by the contracting officer, concerned parties may contact the Center/MAJCOM ombudsmen, Lt Col Rodger Phillips, phone number (808) 448-2901, facsimile number (808) 448-2912, e-mail: rodger.phillips@hickam.af.mil. Concerns, issues, disagreements, and recommendations that cannot be resolved at the MAJCOM/DRU level, may be brought by the concerned party for further consideration to the Air Force ombudsman, Associate Deputy Assistant Secretary (ADAS) (Contracting), SAF/AQC, 1060 Air Force Pentagon, Washington DC 20330-1060, phone number (703) 588-7004, facsimile number (703) 588-1067. (d) The ombudsman has no authority to render a decision that binds the agency. (e) Do not contact the ombudsman to request copies of the solicitation, verify offer due date, or clarify technical requirements. Such inquiries shall be directed to the Contracting Officer. This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this address: https://farsite.hill.af.mil. STATEMENT OF WORK ROMAN CATHOLIC PARISH COORDINATOR 1. ENVIRONMENT: The Hickam Chaplain Service Mission is tailored around the 15th Airlift Wing's Mission. We provide for the religious and spiritual needs of Air Force personnel and their families. POSITION DEFINITION: A deacon, religious, or lay person who is responsible for the pastoral care of a parish. The parish coordinator is in charge of the day-to-day life of the parish in the areas of worship, education, pastoral service and administration. 2. TECHNICAL QUALIFICATIONS: The coordinator must: A. Have a bachelor degree in Business Administration/Information Management is preferred but not required and at least 5 years experience in Catholic Church ministry and 2 years previous experience as an office manager/secretary to include utilizing Microsoft Word, Excel, Power Point can compensate for educational requirements. Must be positive, self-directed, motivated, and able to interface well with people. The Chapel staff will provide initial indoctrination in current operating procedures. The Coordinator may be tasked to provide training to any future assigned personnel. B. Be a member in good standing as determined by the priest of the service or church the service provider attends, of a local Catholic church or an active participant in the base Catholic chapel program. C. Possess the ability to constructively interact with staff and lay volunteers in sometimes stressful situations and be able to work with people from many different faith backgrounds. D. Be able to maintain a neat, clean and well-groomed professional appearance and conduct himself/herself in a business like manner. E. Be able to work in a religiously pluralistic environment and have the willingness to work with people of diverse faith expressions. 3. DUTIES & RESPONSIBILITIES: The Coordinator: A. Works with the Catholic Priest and primarily the Pastoral Council Executive Board. B. Maintains a minimum of 20-hour work week to include any meetings, training, office hours, and programming attendance necessary to completing duties in this SOW. C. Maintains and continually updates the Catholic Community database (subject to the Privacy Act of 1974) in Parish Data Systems to include contact information, family members info, volunteer status and weekly/monthly offerings. D. Coordinates with the Pastoral Council ministry coordinators as necessary to plan goals and objectives for community activities for liturgies, calendars, find requests and other activities/resources. E. Acts as a central clearing point and promotion/publicity for community activities. F. Assists Catholic Chaplain in training of lay leaders. G. Maintains current monthly roster (subject to Privacy Act of 1974) for Catholic Pastoral Council members. H. Initiates and maintains a log of Catholic facility requests for ALL Catholic functions, as needed. I. Initiates, supervises and maintains log for all purchases ordered from Catholic funds. J. Checks, organizes and oversees the coordination of community programs to ensure staff is kept abreast of on-going activities. K. Ensures weekly Catholic bulletin and inserts are prepared, proof-read and ready for reprographic services as needed. L. Ensures timely compilation of annual stewardship data and mailing of end of year statements to all contributors. M. Maintains Catholic community activities calendar. N. Assists in recruiting and training volunteers to participate in Catholic programs as needed. O. Coordinates pastoral council training and meetings, ensures agenda is created; minutes are taken and published in a timely manner. P. Ensures an annual Catholic volunteer appreciation events takes place, typically in May. Q. Provides a qualified substitute, one (1)-week prior, if unable to perform as defined by this SOW. The substitute must be of equal capability of the coordinator. The coordinator is responsible for reimbursement for any substitutes. The Senior Catholic Chaplain is the approval authority for any substitute. R. Researches items for the Senior Catholic Chaplain and the Catholic community as needed. S. Performs administrative duties as required and serves as main focal point for the Catholic community during the absence of the Senior Catholic Chaplain. T. Administrate, gather and prepare info for monthly and quarterly sacramental records that are sent to the Archbishop of the Archdiocese for the Military Services, USA, in Washington D.C., in conjunction with the Catholic Chaplain. U. Administrates scheduling of all members in various parish ministries, i.e., lectors, Eucharistic Ministers, Alter Servers, etc. V. Prepares weekly prayers of the faithful and any announcements the Catholic Chaplain requires for the weekend liturgies. W. Coordinates with the pastoral council ministry coordinators as necessary to plan goals and objectives for community activities for liturgies, calendars, funds request and other activities/resources. X. Maintains a continuity file for the entire Catholic parish community and all after action reports. Y. The contractor will comply with all Air Force computer and information security requirements. Z. The coordinator will submit invoices monthly the Quality Assurance Evaluator (QAE), or chapel representative in the event the chaplain responsible is unavailable. AA. Coordinator must identify, submit and coordinate catholic program budget requests through the QAE. BB. Coordinator must adhere to Air Force policies and publications. Coordinator will adhere to all local publications and policies. CC. Coordinator's performance and behavior must be consistent with Christian principles and the purpose of the Air Force Chaplaincy. DD. Coordinator must comply with the Privacy Act of 1974, Public Law 93-579, dated December 31, 1974 (5 U.S.C. 552a) and applicable agency regulations apply. EE. Coordinator must maintain professional, courteous relationship with chaplain service staff, other chapel community non-personal service coordinators, contractors and chapel community participants. FF. Coordinator must comply with copyright license reporting and copyright license identification procedures. GG. Coordinator must submit facility requests to the QAE as required for Catholic programs and activities. HH. Coordinator submits fund, supply, and support requests in coordination with the QAE (Chaplain). 4. QUALITY ASSURANCE: The Quality Assurance Evaluator (QAE) for this contract is the sponsoring chaplain. The coordinator will consult with the QAE for resolution of problems or questions about this statement of work. 5. EQUIPMENT & SUPPLIES: All equipment needing to fulfill this statement of work will be provided by the Hickam Chaplain Service. A computer, computer programs, work area, any additional office equipment, standard office supplies (i.e. pens, paper, paperclips, staples, etc) and processing forms will be provided by the Hickam Chaplain Service. 6. WORKING HOURS: The chapel's office hours are from 0730 to 1630, Monday through Friday. The coordinator is required to maintain set office hours during these times. However, as a non-personal service, the office hours are set through negotiations with the QAE. These hours must be scheduled and posted. 7. TERMINATION PROCEDURES: The coordinator my request termination of a contract with 30 days advanced notice in writing to the contracting office and QAE. The government may terminate the contract for non-performance and convenience of the government with 30 days advanced notice in writing. 8. LOCATION OF SERVICE: Non-personal services will be performed at building 1750 & 500, Chapel Center and Nelles Chapel, Hickam Air Force Base, Hawaii. Special services and rehearsals may be held in other locations as determined by the QAE in coordination with the coordinator. For access to the facility during non-duty hours (i.e. rehearsal sessions, and/or set-up and system maintenance) a key will be provided to the coordinator. The coordinator shall assure the safeguarding of the key to avoid unauthorized access to government-owned facilities and property. Final payment under terms of this agreement will not be issued until all facility keys and any other provided equipment are returned to the appropriate personnel. 9. SECURITY TERMS AND CONDITIONS a. Contractor/Supplier shall perform Background, Sex Offender and Criminal Record Checks on all selected Contracted Permanent/ Temporary employees requiring access onto the Department of Defense/Air Force installation. Contractor/Supplier will arrange, conduct and absorb all expenses of the background checks. The background checks must be current as of 120 calendar days from the start of the contract to receive access onto the USAF installation. (Hawaii Criminal History Records Check is a sufficient source. Go to http://hawaii.gov/ag/hcjdc for more information. For Non-U.S. Citizen applicants, background checks will be verified with the Department of Homeland Security/Immigrations and Customs Enforcement) (i) Disqualifying Factors for Unescorted Installation Access The Contractor/Supplier will ensure Contracted Permanent/ Temporary employees requiring access onto the Department of Defense/Air Force installation DO NOT meet any of the following disqualifying factors Disqualifying factors for denied access are as follows [Ref 15 AWI 31-101]: - U.S. citizenship, immigration status, or Social Security Account Number cannot be verified. - Barred from entry/access to any military installation or facility. - Wanted by federal or civil law enforcement authorities, regardless of the offense/violation (i.e., an "order of arrest" has been issued by a judge). - Incarcerated for 12 months or longer within the past five years, regardless of offense/violation. - Any conviction of espionage, sabotage, treason, terrorism or murder. - Conviction of a sexual assault or classified as a sexual offender, rape, child molestation, armed assault/robbery, firearms or explosives violation, drug possession with intent to sell, or drug distribution within the past 10 years. - Name appears on any federal agency's "watch list" or "hit list" for criminal behavior or terrorist activity. -Individual is currently serving their first year of parole or probation for any felony offense. (ii) Criminal Records/Sex Offender Check Prior to the assignment of any Permanent/Temporary personnel at Department of Defense/Air Force facilities, CONTRACTOR/SUPPLIER Permanent/Temporary personnel must be subjected to a criminal records/sex offender check. CONTRACTOR/SUPPLIER shall be required to complete a criminal records/sex offender check on selected candidates only. CONTRACTOR/SUPPLIER will arrange, conduct and absorb all expenses of the criminal records/sex offender check. In accordance with applicable law, a check for felony and misdemeanor criminal convictions and conviction of any sex offense shall be conducted in all states, and all counties of state or states where the Permanent/Temporary candidate/employee has resided in, has been employed in, or attended school in for the past seven (7) years. Permanent/Temporaries convicted of any offense, misdemeanor or felony shall not be allowed installation access without review and written approval from Installation Contracting office with concurrence from the installation's Chief of Security Forces. (iii) Employees of the CONTRACTOR/SUPPLIER No one except authorized employees of the CONTRACTOR/SUPPLIER is allowed onto Department of Defense/Air Force installations/facilities. CONTRACTOR/SUPPLIER employees are NOT to be accompanied onto the installation or in their work area, (unless authorized as escort by the 15th Security Forces Squadron Pass and Registration Section), by acquaintances, family members or any other person(s) unless said person(s) is authorized by the contract to perform services required under the contract for CONTRACTOR/SUPPLIER. (iv) Employment Credentials Issue and Turn-in The CONTRACTOR/SUPPLIER agrees to retain all Passes/Badges, and any other pertinent documents issued by the Department of Defense/Air Force. The CONTRACTOR/SUPPLIER agrees to return all Passes/Badges, and any other pertinent documents to the Installation/Facility Contracting officer who will in turn recover them to the Installation/Facility Pass and Registration office upon completion of the contract. In the event of contract termination, employee termination, or failure of an employee to return to work the CONTRACTOR/SUPPLIER agrees to retain/recover all Passes/Badges, and any other pertinent documents issued by the Department of Defense/Air Force to the Installation/Facility Contracting office who will in turn recover them to the Installation/Facility Pass and Registration office. When Passes/Badges, and any other pertinent documents issued by the Department of Defense/Air Force cannot be recovered by CONTRACTOR/SUPPLIER, the CONTRACTOR/SUPPLIER agrees to reimburse the replacement cost to the Department of Defense/Air Force. (End)