Distance Learning Administrator

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; quotes are being requested and a written solicitation will not be issued. This combined synopsis/solicitation is issued as a request for quote (RFQ) # F4D3B39216A902. Submit written offers - quote template provided upon request. Oral offers will not be accepted. All firms or individuals responding must be registered with the Central Contractor Registration (CCR) (www.ccr.gov). This procurement is being issued as a 100% Small Business Set-Aside. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-36 and DFARS Change Notice 20090729. North American Industrial Classification Standard (NAICS) 611710 and Size Standard $7M apply to this procurement. Notice to Offerors: Funds are not presently available for this project. No award will be made under this solicitation until funds are available. The Government reserves the right to cancel this solicitation, either before or after the closing date, FAR 52.232-18, Availability of Funds. Project Number: F4D3B39216A902 Project Title: Distance Learning Administrator, Vandenberg AFB, CA 1. Quote shall conform to the CLIN structure as established in this synopsis/solicitation. A quote template is available upon request. 2. Quotes shall be valid for 30 days after close of solicitation. All questions or comments must be provided to the Contract Specialist in writing; telephone and other means of oral communication will not be permitted. The Contract Specialist is Elle Anderson, contact@example.gov. STATEMENT OF WORK Non-Personal Services Contract for Education Services Distance Learning Administrator VANDENBERG AIR FORCE BASE (As of 1 Oct 2009) 1. DESCRIPTION OF SERVICES: Non-personal services in support of US Air Force voluntary off-duty education program to include providing computer technology support and assistance as contained in this SOW. 2. PERIOD OF PERFORMANCE: Contract start date is 3 Nov 2009 through 2 Nov 2010 (Basic); and 3 Nov 2010 through 2 Nov 2011 (Opt 1). 3. QUALIFICATIONS: Knowledge of or experience with Air Force computer/network security regulation is desired. Knowledge of the Air Force Automated Education Management System (AFAEMS) and the AFSPC automated sign-in tool is preferred. Knowledge of Air Force Training concepts and methods is preferred. Knowledge of Air Technology Network (ATN) equipment for use in Satellite training sessions is desired. Excellent customer service skills and verbal communication skills are essential. Appropriate related professional work in customer service or volunteer experience of at least 1 year is highly desirable or 15 hours toward a master's degree. The individual awarded the contract must be able to obtain a favorable National Agency Check (NAC) for a position of trust. Resumes and transcripts shall be submitted with bid packages to the base contracting office; a bachelor's degree is required. The past experience will be demonstrated by resumes and a list of past performance to include verifiable professional references. 4. WORK HOURS/DAYS: The government will place calls for units (a pre-scheduled four-hour block of time dedicated to providing the services identified in this SOW) of work. The ESO and the contractor may mutually agree to specific work elements/schedules that must be performed to assist in the normal day-to-day technology operations. However, in the event of emergency (total system disabled, etc.) the contractor must respond within 4 hours from time of call/request by the ESO. For the Distance Learning the unit will begin at least 30 minutes before broadcasts. The pre-determined, routine work units will be scheduled with the contractor no later than 7 days prior to the designated work unit is to be performed. Normally a minimum of nine units will be worked per week. Some units may be worked when the office is closed or outside the normal work hours of 0730-1630 M-F. Occasionally, at the request of the ESO/designee, two units may be scheduled in the same workday (4 hrs and 4 hrs). Exact days and times of services may be jointly determined by contractor and government in advance and may be modified by mutual agreement according to changing program needs. The contractor shall be responsible for providing a fully briefed substitute service provider of equal qualifications whenever needed. Any such substitute must be pre-approved by the ESO/designee. 5. GUIDELINES: All tasks shall be accomplished in accordance with all DoD, Air Force, Air Force Space Command, and local base computer/technology guidelines and regulations. The Air Force Instructions (AFI's) will be made available upon request (some are available through online reference material.) The DLA will use the AF Distance Learning Site Manager's Handbook as a guide to accomplish the referenced tasks in the SOW. 6. SECURITY REQUIREMENTS FOR UNCLASSIFIED CONTRACTS a. Listing of Employees. The contractor shall maintain a current listing of employees. The list shall include the employee's name, SSAN, and type of investigation if contract work involves unescorted entry to Air Force restricted areas or other sensitive areas designated by the installation commander. The list shall be provided to the Program Manager and sponsoring agency's Security Manager. An updated listing shall be provided when an employee's status or information changes. b. Security Training. The contractor ensures all contractor employees receive initial and recurring security education training from the sponsoring agency's security manager. Training must be conducted IAW DOD 5200.1-R, Information security Program Regulation, and AFI 31-401, "Information Security Program Management." Contractor personnel who work in Air Force controlled/restricted areas must be trained IAW AFI 31-101, the Air Force Installation Security Program. c. Pass and Identification Items. The contractor shall ensure the pass and identification items required for contract performance are obtained for employees and non-government owned vehicles. d. Retrieving Identification Media. The contractor shall retrieve all identification media, including vehicle passes from employees who depart for any reason before the contract expires; e.g. terminated for cause, retirement, etc. e. Traffic Laws. The contractor and its employees shall comply with base traffic regulations. f. Weapons, Firearms, and Ammunition. Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor-owned vehicle or privately-owned vehicle while on Vandenberg AFB. g. For Official Use Only (FOUO). The contractor shall comply with DoD 5400- 7-R, Chapter 4, DoD Freedom of Information Act (FOIA) Program requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding FOUO material. h. Reporting Requirements. Contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware may pose a threat to the security of DoD personnel, contractor personnel, resources, and classified or unclassified defense information. Contractor employees shall be briefed by their immediate supervisor upon initial on-base assignment. i. Physical Security. The contractor shall be responsible for safeguarding all government property and controlled forms provided for contractor use. At the end of each work period, all government facilities, equipment, and materials shall be secured. j. Controlled/Restricted Areas. (IF APPLICABLE) The contractor shall implement local base procedures for entry to Air Force controlled/restricted areas where contractor personnel will work. An AF Form 2586, Unescorted Entry Authorization Certificate, must be completed and signed by the sponsoring agency's Security Manager before a Restricted Area Badge will be issued. Contractor employees must have a completed National Agency Check (NAC) investigation before receiving a Restricted Area Badge. k. Key Control. (IF APPLICABLE) 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. 1) The contractor shall immediately report to the Quality Assurance Evaluator (QAE) or Program Manager any occurrences of lost or duplicated keys. 2) In the event keys, other than master keys, are lost or duplicated, the contractor may be required, upon written direction of the contracting officer, to re-key or replace the affected lock or locks without 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. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the government and the total cost deducted from the monthly payment due the contractor. 3) The contractor shall prohibit the use of keys, issued by the government, by any persons other than the contractor' employees and the opening of locked areas by contractor employees to permit entrance of persons other than contractor employees engaged in performance of contract work requirements in those areas. l. Lock combinations. (IF APPLICABLE) The contractor shall control access to all government-provided lock combinations to preclude unauthorized entry. The contractor is not authorized to record lock combinations without written approval by the government Program Manager. Records with written combinations to authorized secure storage containers, secure storage rooms, or certified vaults, shall be marked and safeguarded at the highest classification level as the classified material maintained inside the approved containers. 7. SPECIAL REQUIREMENT: Incumbent must inform the ESO of anticipated absence from a scheduled unit at least 24 hours prior to scheduled absence except in emergency situations. Non-emergency leave of 1 week or more must be scheduled with the ESO at least 2 weeks in advance and may not exceed two weeks at a time with a maximum of 4 weeks in one fiscal year. 8. MATERIALS & EQUIPMENT: The government will provide all necessary workspace and access required to fulfill the requirements of this contract. 9. SPECIFIC TASKS: a. Manage and Control Training Materials. Inventory shipments of course materials. Verify the amount of course material and-or tests received are in accordance with the requirements identified during the screening process or out-of-cycle request. Verify currency/version of course material. Notify the appropriate AETC technical training course managers of any discrepancies in the amount of course materials received. Return damaged materials to the appropriate AETC technical training course manager. Establish and maintain a library for high-use courses. b. Administer AETC Type 6 Technical Training Courses. Schedule computer-based training (CBT) courses for a structured classroom environment as directed by the ESO. Receive monthly training requirements from units. Verify availability of computer laboratories to support the requested training. Provide units with a final monthly training schedule. Receive names and other pertinent data of students from units scheduled to attend training. Brief students on course requirements and issue course materials. Monitor students' progress and assist students as needed with computer and software operation. Troubleshoot any software-related problems students may have with the courseware. Notify the ESO of any computer hardware-related problems. c. Schedule and Conduct Video Tele-Training (VTT) Courses. Utilize the AETC Distance Learning Guide or Government Education and Training Network (GETN) schedule to determine available broadcast and verify broadcast identified during annual screening and out-of-cycle request. Coordinate with the appropriate training provider to obtain a slot on the ATN downlink. Notify unit(s) when scheduled downlink is confirmed. Obtain names of students from unit(s) and reserve the training room for the scheduled broadcast. On the day of the broadcast the DLA will ensure the training room is fully operational. The DLA will monitor the ATN classroom periodically during the broadcast and will be available to assist with any technical problems that may exist. The DLA will videotape each broadcast and retain the most recent videotape for each course in the library. d. Secure and Administer Examinations and Course Critiques. The DLA will maintain security of all examinations with assistance from the Education Services Test Proctor as needed. The DLA will conduct an inventory and provide the Education Services Team Leader with the results of the inventory no later than the 10th day of each month. The DLA will administer all examinations with the assistance from the Education Services Test Proctor as directed by the ESO and course critiques in accordance with the training course manager's instructions. The DLA will send out the required completed course information and/or materials in accordance with the training course manager's instructions to the appropriate location. The DLA will mail the course completion certificates to graduates of a distance learning course. e. Data Management. The DLA will maintain a database of student enrollment/completion and analyze this data for trends. The DLA will provide a report to the ESO each month. The ESO will provide the DLA with the required report request at least 48 hours in advance. f. Resource Management. The DLA will manage the use of the computer laboratory equipment and ATN equipment. The DLA will notify the ESO of malfunctioning equipment. The DLA will assist the ESO in identifying needed upgrades to distance learning equipment. g. Air Force Institute of Advanced Distributed Learning Enrollments. The DLA will verify eligibility of personnel requesting enrollment in USAF PME courses and specialized courses. The DLA will advise personnel of course completion policies. The DLA will use PCIII or other Air Force-approved methods to enroll eligible personnel. The DLA will use the CDSAR program or telephone to inquire and respond to customer inquiries of course status. h. Professional Development. The DLA will attend Job Site Training Point of Contact broadcast or any future Air Force method to remain current on Distance Learning methods and procedures. 10. TERMINATION: Contract may be terminated in accordance with the termination clauses contained within the contract. 11. GLOSSARY OF TERMS: Commonly used military and education-related acronyms, abbreviations, and definitions with which contractor must be familiar: AEA Assistant Education Advisor ESO Education Services Officer DLA Distance Learning Administrator NPSC Non-Personal Services Contract (covers each contract position) SOW Statement of Work (position description and responsibilities) D&B# Dunn and Bradstreet Number (must obtain prior to registering as gov contractor) BPA# Blanket Purchase Agreement Number BESC/BESP Base Education Services Center/Base Education Services Program BTES Base Training and Education Services ECI Extension Course Institute (old name for AFIADL) AFIADL AF Institute of Advanced Distributed Learning AFIT AF Institute of Technology ALS Airman Leadership School FTAC First Term Airman Center NCOA Noncommissioned Officer Academy SNCOA Senior Noncommissioned Officer Academy COURSE 14 SNCOA by correspondence SOS Squadron Officer School (required PME for AF Captains) ACSC Air Command and Staff College (required PME for AF Majors) AWC Air War College (required PME for AF Lt Colonels) NYR New York Regents (popular external degree program) ERAU Embry-Riddle Aeronautical University (2, 4, and MS/MBA degrees on base) PARK Park University (private university offering 2- and 4-year mgt degrees on base) ULV University of LaVerne (on-base university offering degrees on base) MOU Memorandum of Understanding (governs schools operating on base) VA Veterans Assistance VEAP Veterans Educational Assistance Program (no longer open to new depositors) MGIB Montgomery GI Bill (covers most ACDU personnel unless they declined it) AECP Airman enlisted commissioning program AFROTC AF Reserve Officer Training Corps SOAR Scholarships for Outstanding Airmen to ROTC POC-ERP Professional Officer Course- Early Release Program (requires 2 years college) AFA AF Academy LEAD Leaders Encouraging Airman Development (for AFA or AFA Prep School) OTS Officer Training School (requires 4-year degree) AcDu Active Duty PCS Permanent Change of Station (leaving current base) PCA Permanent Change of Duty (changing jobs but remaining at current base) TDY Temporary Duty (involves official orders sending the person elsewhere) AFSPC Air Force Space Command AETC Air Education & Training Command The following provisions and clauses apply to this acquisition: FAR 52.204-9: Personal Identity Verification of Contractor Personnel FAR 52.232-18, Availability of Funds FAR 52.232-33, Payment by Electronic Funds-Central Contractor Registration FAR 52.252-2, Clauses Incorporated by reference (view clauses at): http://farsite.hill.af.mil/vffar1.htm DFARS 252.204-7004 Alta A, Central Contractor Registration AFFARS 5352.201.9101, Ombudsman AFFARS 5352.242-9000, Contractor Access to Air Force Installations 5352.242-9001, Common Access Cards (CACs) for Contractor Personnel CONS G-800, Memorandum for Vandenberg AFB Contractors 52.228-5, Insurance - Work on a Government Installation 52.242-13, Bankruptcy 52.242-15, Stop-Work Order 52.217-8, Option to Extend Services 52.217-9, Option to Extend the Term of the Contract 5352.223-9001, Health and Safety on Government Installations 52.219-28, Post-Award Small Business Program Representation 52.212-1: Instructions to Offerors - Commerical Items 52.212-2: Evaluation - Commercial Items. The following factors shall be used to evaluate offers: Technical capability of the item offered to meet the Government requirement and price. If technical capability is determined acceptable, award will be made to the lowest price offered. 52.212-3: Offeror Representations and Certifications - Commercial Items 52.212-4: Contract Terms and Conditions-Commercial Items 52.212-5 Dev. Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items All potential offerors are reminded that compliance with Defense Federal Acquisition Regulations (DFARs) 252.204-7004, Required Central Contractor Registration (CCR), is mandatory. Lack of registration in the CCR will make an offeror ineligible for contract award. All quotes must be sent to Elle Anderson at contact@example.gov or faxed to +1 (555) 000-0000 no later than 5:00 PM PST on 2 Oct 09.