Community Support Coordinator at Buchel AB

NOTICE--THIS SERVICE WILL BE PERFORMED AT BUECHEL AB, GERMANY Description(s): THIS IS A COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS PREPARED IN ACCORDANCE WITH THE FORMAT IN FAR SUBPART 12.6 AS SUPPLEMENTED WITH ADDITIONAL INFORMATION INCLUDED IN THIS NOTICE. THIS ANNOUNCEMENT CONSTITUTES THE ONLY SOLICITATION. PROPOSALS ARE BEING REQUESTED AND A WRITTEN SOLICITATION WILL NOT BE ISSUED. This solicitation is issued as a Request for Quotation (RFQ). PLEASE SUBMIT YOUR QUOTATION NLT 1 Feb 2012 TO Eric.Schaffstein@Spangdahlem.af.mil. If you have questions please email or call TSgt Eric Schaffstein at 011-49-6565-61-9542. ********************************************************************************************* Place of Performance: BUECHEL AB, Germany ********************************************************************************************* The following clauses and provisions apply to this solicitation (available from http://farsite.hill.af.mil) 52.212-1 - INSTRUCTIONS TO OFFERORS - COMMERCIAL ITEMS 52.212-2 - EVALUATION - COMMERCIAL ITEMS (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. (End of Clause) 52.211-6 - Brand Name or Equal 52.212-4 - CONTRACT TERMS AND CONDITIONS - COMMERCIAL ITEMS (OCT 2003) 52.212-5 (Dev) - CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS - COMMERCIAL ITEMS (DEVIATION) 252.212.7001 - CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS APPLICABLE TO DEFENSE ACQUISITIONS OF COMMERCIAL ITEMS (DEVIATION) 252.232-7008 - ASSIGNMENT OF CLAIMS (OVERSEAS) 252.232-7003 - ELECTRONIC SUBMISSION OF PAYMENT REQUESTS 252.229-7001 - TAX RELIEF (JUNE 1997) - ALTERNATE 1 52.225.14 - INCONSISTENCY BETWEEN ENGLISH VERSION AND TRANSLATION OF CONTRACT 252.225-7041 - CORRESPONDENCE IN ENGLISH 252.225-7042 - AUTHORIZATION TO PERFORM 252.233-7001 - CHOICE OF LAW (OVERSEAS) ********************************************************************************************* I. Purchase Request Number: F3W7T30000LTTA - Request for Quotation - This document incorporates provisions and clauses in effect through the Federal Acquisition Circular 2005-55. ********************************************************************************************* Requirement: PLEASE SUBMIT PRICE PER MONTH - EST 25 HOURS PER WEEK. THIS CONTRACT WILL HAVE THREE OPTION YEARS. CONTRACTOR MUST SUBMIT PRICE FOR EACH YEAR. SEE BELOW FOR CONTRACT DETAILS PRICING EXAMPLE: LINE ITEM 0001 UNIT: MONTHS QUANTITY: 12 UNIT(monthly) PRICE:____________ YEAR PRICE (unit price times 12)______________ LINE ITEM 0002 (SECOND OPTION YEAR OF CONTRACT) UNIT: MONTHS QUANTITY: 12 UNIT(monthly) PRICE:____________ YEAR PRICE (unit price times 12)______________ LINE ITEM 0003 (THIRD OPTION YEAR OF CONTRACT) UNIT: MONTHS QUANTITY: 12 UNIT(monthly) PRICE:____________ YEAR PRICE (unit price times 12)______________ I GENERAL Scope-of-Work: Contractor shall operate the local community support center (CSC). The purpose of the CSC is to reduce some of the stress associated with permanent change-of-station (in and out of) and daily life at B'chel AB, a geographically separated unit. Contractor will accomplish this by organizing and conducting sponsorship training and inbound briefings for all 702 MUNSS military and family members. Contractor will provide information on B'chel AB and its programs to all inbound, on base, outbound and TDY personnel. Contractor shall organize and advertise cultural adaptation trips and activities for single military members, married military members, and their families. 1. The contractor will provide those services at the community center or at other designated locations. Services will be performed in support of the military community for all valid ID cardholders. 2. Evaluation Criteria: Contractor shall have a minimum of one year of experience in customer service, of which preference is to have worked with military families. Contractor shall have basic administrative skills (word processing, creating power point presentations, utilizing excel spreadsheets, establishing and effectively working budgets, completing and processing forms, compiling statistical reports, marketing/advertising). Contractor shall read, speak, write, and understand English clearly in order to communicate with and instruct clients, colleagues, and supervisors. 3. Schedule-of-Work: Contractor shall work 25 hours a week. Schedule must be coordinated with Mission Support Flight (MSF) Commander to meet the needs of the community. Hours of operation shall be publicized by contractor to ensure customers are aware of availability of services. Hours of work will be conducive to meet the needs of the base population and mission requirements; additionally, hour of operation will be approved by the MSF Commander or MSF Superintendent. Hours may change due to scheduling of special events and may require evenings and weekends. II. SPECIFIC TASKS 1. Contractor shall submit monthly statistics to the MSF Commander with the total number of contacts (to include number of clients served, number of phone calls made, number of emails answered, and number of pieces of mail handled). The Contractor will also track and report the number of volunteers and volunteer hours to the Spangdahlem Family Support Center GSU Liaison no later than the third workday of the following month (if applicable). 2. The Contractor will provide a minimum of one (1) Cultural Adaptation outing per quarter. The outings should be planned two months out and publicized. The purpose of the outings are to assist newcomers and other community residents to become more culturally adapt to the local environment through exposure to language, shopping, public transportation systems, and other experiences arranged by the Contractor. These may include weekend trips and the time will be made up by taking time off during the week. This must be coordinated with the MSF Commander or Superintendant. 3. Contractor will be provided an office and desk in which to perform work and programs. The work area and community center should be maintained by the contractor to keep a clean and safe manner to include vacuuming the floors and emptying the trash when necessary. 4. Contractor will ensure that information about the local area is available. Contractor will make contact with every newcomer and family member during the first week of arrival. Contractor will contact the Spangdahlem Airmen and Family Readiness Center (A&FRC), as well as local tourist information centers to gather and disseminate literature and information on the local area to center customers. Literature will cover as many aspects of daily life, travel, and other areas of cultural adaptation as can be obtained from local national sources or produced by the Contractor for customers. Contractor will make referrals to the Spangdahlem A&FRC as applicable, when more information is requested. 5. Contractor will build sponsorship and welcome packages for each sponsor and inbound member, ensuring that current information is provided to sponsors and guests. Contractor will conduct sponsorship training to ensure all military members in need of training receive it in a timely manner. Contractor will ensure each inbound member completes a sponsorship evaluation form and reports information as requested to the Airmen and Family Readiness Center monthly. 6. Contractor will coordinate with local leadership on marketing, publicity, plans and projects affecting the installation. Involvement in planning of parties or special squadron events is highly encouraged. Monthly calendars should be produced and distributed on events and programs available for families and service members. These can incorporate, but is not limited to, information from the Spangdahlem A&FRC. 7. Contractor shall recruit and institute a Volunteer Resource Program with guidance and coordination with the Spangdahlem GSU Coordinator and Volunteer Resource Program Manager. 8. Contractor shall notify the Spangdahlem GSU Coordinator when PFMC classes, Great Expectation, Relocation Assistance, Family Life and Resume Writing classes are requested on site. 9. Contractor will brief CSC and other inbound programs at newcomer's briefings and Commander's Calls as needed. 10. Contractor will administer a loan locker program for inbound and outbound personnel. Contractor is responsible for the accountability of the loan locker items. 11. Contractor will administer, distribute, track and maintain accountability of all AFN Decoders and Satellite dishes owned by the 702 MUNSS. 12. Contractor will administer the coupon program as supplies allow. Visit the Airmen and Family Readiness Center once a month to pick up new coupons. Organize and sort the coupons and keep the drop box filled in the Post Office. And clean out old coupons from the post office as they expire. 13. Contractor must adhere to the dress code set by the local commander or designee. Dress must be professional (i.e., no jeans, no revealing, soiled, or overly casual clothing may be worn). 14. The Contractor will be paid for office supplies purchased, trip costs (e.g., tickets and transportation), and fees/costs for instructors (e.g., German Language class). The Contractor must provide receipts and detailed invoices monthly to claim these costs. 15. Contractor will be responsible for securing and scheduling at least 1 special event a month on base that can be attended by the base population (ie dance classes, talent shows, comedy shows, etc.) 16. Contractor shall work to secure weekly instructional class as mission allows (ie language classes, music lessons, Tae Kwan Do, etc.). III. PHYSICAL SECURITY 1. The government shall not be responsible in any way for damage to the contractor's supplies, equipment of personal belonging brought to the building or grounds due to fire, theft, accident or other disaster. 2. The Contractor shall not remove any government property from the premises. 3. The Contractor shall report any occurrence of misplaced or lost keys to leadership. The Contractor shall reimburse the government property lost or stolen as a result unauthorized key duplication, misplaced keys, or loss of key by the Contractor. 4. The Contractor shall be aware of local safety requirements and ensure that all reasonable efforts are made to protect US government property from damage. 5. The government will not be responsible to any injuries sustained by the Contractor while in the performance of this contract. IV. OTHER 1. All work shall be accomplished in a professional manner. Work that does not conform to the specification contained herein will be grounds for termination. Correction on any deficiency shall be at no cost to the United States Government, or the 702 MUNSS. 2. The contract provider is the 702nd Munitions Support Squadron. The Mission Support Flight Commander and Mission Support Flight Superintendant are appointed as Quality Control Inspectors (QCI) for surveillance or work in progress and final acceptance of work completed. The Spangdahlem A&FRC Relocation Assistance Manager, GSU Coordinator, and the Family Support Center Superintendent can be reached at DSN 452-9491, for further guidance and support. 3. The QCI or local leadership may require in writing that the Contractor be removed from the work site, area or base due to objectionable behavior. Objectionable behavior includes not being properly attired, using profane language, or abusing or disobeying base/host country conduct rules or regulations. If the contractor needs time-off for illness or vacation, the contractor will provide a substitute who meets the qualifications set forth in the Statement of Work. 702nd Mission Support Flight Commander or Superintendant are the approval authorities and will approve all substitutes in advance. The Contractor will provide for payment of compensation to the substitute. All absences will be coordinated at least ten (10) days in advance, except in emergency situations. The total time-off will not exceed 75 days for the contract period