Academic Advisor PWS_draft.pdf

CUI

PERFORMANCE WORK STATEMENT (PWS)

Non-Personal Services Contract for Academic Advisor

GEILENKIRCHEN NATO AIR BASE, GERMANY

1. DESCRIPTION OF SERVICES: Non-personal services in support of U.S. Air Force Voluntary off-duty education program to include providing academic advisement, information, guidance, testing, briefings, and preparation of documents associated with the services provided and administrative duties assigned.

2. QUALIFICATIONS: Minimum education/experience requirement of a bachelor’s degree from an institution that is listed and accepted by the U.S. Department of Education from accredited post-secondary institution is required. To include computer proficiency with direct or transferable experience to administer;

computer-based testing, collect/analyze data, maintain security of soft/hard copy test materials, assist students with selection of education degree requirements, complete computer/workstation updates, generate reports, create softcopy databases, create/update soft/hard copy newsletters, and Microsoft Office Programs. Excellent customer service skills and verbal communication skills are essential. Contractor Personnel must be able to qualify for a secret clearance (required for EPME). Preferred/highly desirable qualification, although not a strict requirement, master’s degree and/or 15-30 semester hours in counseling, secondary education, adult education or a related discipline, and knowledge of/experience with standardized civilian education and military testing programs. Resumes and transcripts shall be submitted with proposal packages to the contracting office.

3. WORK HOURS/DAYS: 2080 hours are required each year at 40 hours each week. Scheduled hours will be established by the Education Services Specialist (ESS) and are normally worked Monday through Thursday, between 0800-1700hrs and Friday 0800-1430 (local time), but may include weekends, NATO holidays and U.S. Federal holidays. Services hours are based on the education center operating hours, which are based on the Geilenkirchen Commander’s requirements. If a temporary alternate work schedule is necessary, the ESS shall notify the Contractor of the change no later than five working days prior to the proposed change; the Contractor shall respond within two working days of acceptance or request a modification to the proposed schedule. Contractor will be required to complete 5% of hours outside the normal schedule; this is to include but not limited to; opening classes, informational briefings, Geographically Separated Units (GSU) outreach and marketing events. Hours shall not be worked on NATO holidays or when the office is closed. When the Contractor is to work less than 90% of their scheduled hours in a week, a request must be made 10 working days prior. Hours not worked in any given week are forfeited, but at the ESS' s discretion these hours may be made up by incorporating forfeited hours into a temporary alternate work schedule. The ESS reserves the right to modify the contract by decreasing or increasing the total annual hours as needed based upon mission, or budgetary changes. This contract comes with logistical support for its duration, beginning on the award date of the contract. The contract has a base year and 4 optional years.

4. GUIDELINES: To include but not limited to and at the request of the ESS, these items are needed:

computer proficiency with direct or transferable experience to administer computer-based testing, collect/analyze data, maintain security of soft/hard copy test materials, assist students with selection of education degree requirements, complete computer/workstation updates, general reports, create softcopy databases, create/update soft/hardcopy newsletters, and Microsoft Office Programs. Excellent verbal communication and customer service skills are essential. Contractor Personnel must be able to qualify for a secret clearance (required for test administrations-EPME). Air Force Computer Based Training (AF-CBT) requirements shall be met prior to the start of services to the government. Once AF-CBT is completed, Contractor may begin work at the education center and complete training on reading AFI 36- 2670, Total Force Development, Air University Test Facility Guide, AFI 36-2032, Military Recruiting and Accessions and become thoroughly familiar with the Community College of the Air Force (CCAF) Handbook and Counselors Guide, as well as, all on base schools and degree programs.

Training requirements must be successfully completed within 30 business days after the award date of contract and notify the ESS at 31 days of the awarded contract. Only once the Contractor has completed all required education center and AF-CBT, the Contractor be able to begin providing services to the government. All tasks shall be accomplished in accordance with all appropriate local command policies and publications. Contractor shall maintain certificates of completion for each affected area and update training per requirements of programs, AF, and ESS. Contractor shall participate in OCONUS/CONUS training as it becomes available, and at the request of the ESS.

Attend training at various on/off base site locations, such as, but not limited to, and at the request of the ESS; M&FRC, DCS/DCO, webinars, on-base schools informational brief, and CONUS (upon availability of funds)/OCONUS locations. Develop and maintain soft and hardcopies (continuity binders, Standard Operation Procedures (SOP), and update the share drive of all programs used in the education center, to be reviewed and approved by the ESS.

Contractor shall assist volunteer personnel in support of all aspects of education center events to include but not limited to the programs in this PWS, such as academic contracted programs, virtual education fairs, outreach events, and briefings, off-duty programs providing a general overview of on base educational and testing programs. Provide information and assistance, and coordinate all outreach visits, briefings, and local marketing, with the ESS. Dates and time of marketing and outreach events will be coordinated with ESS.

5. BASE NETWORK ACCESS: Access to military base network and e-mail accounts is required for performance of duties. The Contractor shall be responsible for all required documentation and cost associated with the background investigation required to initiate the secret clearance process.

(a) Effectively update personnel records in the Air Force Automated Education System

(AFAEMS).

6. SECURITY REQUIREMENTS:

a. For Official Use Only (FOUO). The contractor shall comply with DoD 5400-7-R, 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 For Official Use Only (FOUO) material.

b. Reporting Requirements. Contractor personnel shall report to the ESS or security police any information or circumstances of which they are aware may pose a threat to the security of Department of War (DOW) personnel, contractor personnel or resources.

c. 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.

d. Contractor shall follow security procedures to ensure the protection of student Personal

Identifiable Information (PII) is followed and is FOUO.

e. Key Control. (IF APPLICABLE) The contractor shall establish and implement methods of making sure all keys issued by the government are not lost or misplaced and are not used by unauthorized persons by placing keys in the lock box in the education office. The contractor shall not duplicate any keys issued by the government, keep on person, or take from the testing facility/education center at any time.

(1) The contractor shall immediately report to the ESS any occurrences of lost key(s).

(2) In the event the contractor loses the key(s), the government reserves the right to replace the lock(s) and or key(s) at the contractor's expense.

f. Lock Combinations. (IF APPLICABLE) The contractor shall control access to all government provided lock combinations safes to preclude unauthorized entry. The contractor is not authorized to record lock combinations. Records with written combinations to authorized secure storage containers, secure storage rooms, or certified vaults, shall be marked and safeguarded.

g. Pass and Identification Items. Contractor ensures pass and items required for contract performance are obtained for employee and non-government owned vehicles as needed.

h. ALL testing materials are kept secure at ALL times to include, but not limited to CDs, computers, testing facilities/rooms, and soft and hardcopy testable materials.

7. SPECIAL REQUIREMENT:

a. If the Contractor is absent from work, or will be late arriving the Contractor must contact ESS via phone (verbal), text, or electronic messages with a notification.

(1) The Contractor must have a trained substitute in place during leave that meets the same educational and experience requirements as the Contractor for the duration of Contractors leave time; this request must be made 10 working days prior to leave approval.

(2) Contractor must inform the ESS of anticipated leave absence from a scheduled unit at least 10 work days prior except in emergency situations.

b. The Contractor will present and maintain a professional image with the public, this is not limited to but includes, dress and appearance, language, and orderly workspace with clients, and education staff members, and at the request of the ESS, such as;

(1) Participate in maintaining cleanliness of the commonly used area(s)

(2) The breakroom and its contents, storage areas, lobby/customer service area, administration room, workspace, assist with classroom operations and cleanliness.

(3) Contractor will not eat in the testing room during testing session while students are present.

c. The Contractor shall exercise quality control over the administration, program delivery, student services, and other services provided under this contract.

(1) Using various Support Personnel Evaluation System. Contractor shall use a system and procedures for students to provide meaningful, useful feedback to the Contractor concerning support personnel performance. Interactive Customer Evaluation (ICE) system will be used to collect customer comments and evaluate customer service. ICE may be reached at: http://ice.disa.mil/. AFAEMS is also used to collect customer comments and evaluate customer service and may be reached at: https://afaems.us.af.mil

(d) Receptionist and Administrative Support Services are also required.

(1) The minimum knowledge, skills and abilities required to perform these services/tasks include but are not limited to customer service skills to cause a positive perception by students

(2) Knowledge of U.S. post-secondary education and student developmental programs; and demonstrated knowledge and proficiency in the use of office equipment, Microsoft Office computer programs and web-based applications.

(3) Clerical and reception duties, and other tasks in support of educational programs and activities conducted at Education Center and the local GSUs.

(4) Provide services to include but not limited to; the operation, cleanliness and security of the education center, customer service area, testing room, break room, classrooms, and commonly used areas.

(5) Assist students in accessing and navigating commonly used education and training, websites establishing accounts as required

(6) Assist with customer service and administrative operations, such as answering and directing phone calls, managing flow of customer service personnel, provide educational assistance to all personnel.

(7) Provide academic support services when required by the Government in Education

Centers at GSU. These tasks may include, but are not limited to, U.S. Air Force counseling services, counselor support services, test examiner services, administrative services, briefings, outreach events, marketing events, and other duties in support of education center operations

(8) Effectively assist with inspections and checklist, such as, but not limited to, and at the request of the ESS

(a) Staff Assistant Visits (SAV)

(b) Management Internal Control Toolset

(c) Wing/Unit Inspections http://ice.disa.mil/ https://afaems.us.af.mil/

8. MATERIALS AND EQUIPMENT: The government will provide all equipment and supplies necessary to perform in accordance with this PWS. The government will pay for all telecom services related to PWS. The Government will provide all computers, peripheral and multimedia equipment necessary to facilitate tutoring sessions, AHE, and required briefings that must be secured and accounted for daily when equipment is not in use. Contractor will be required to account for and secure all the equipment and will be held accountable if it is lost, or damaged outside of normal daily use.

9. EDUCATION ADVISOR SPECIFIC TASKS: Advises eligible personnel on all programs available through voluntary off-duty education but not limited to and at the request of the ESS.

(1) Advises and refer students to appropriate academic institution representative for detailed guidance towards student’s educational goal.

(2) Assist eligible personnel with information on Air Force Reserve Officer Training Corps (AFROTC) programs, such as Scholarships for Outstanding Airmen to ROTC (SOAR), Professional Officer Course-Early Release Program (POC-ERP), Senior Leader Enlisted Commissioning Program (SLECP), United States Air Force Academy (USAFA), and Officer Training School (OTS) programs as needed. All tasks shall be accomplished in accordance with all appropriate Air Force Instructions (AFIs), SOP, DoDI, DANTES, Air University (AU), local and command policies, and publications.

(3) Provides information to eligible personnel on the different Professional Military Education programs, such as, Senior Non-commissioned Officer Academy, Squadron Officer School, Air Force Institute of Technology, Air Command and Staff College and Air War College.

(4) Assist student with Air Force Virtual Education Center (AFVEC), Air Force Strategic

Language List, CCAF, Air Force Credentialing Online (AF COOL), General Education Mobile (GEM), Air University-Associate-to-Baccalaureate Cooperative (AU-ABC), Skillbridge, Servicemember Opportunity College (SOC), Access Higher Education (AHE), Montgomery GI BILL (MGIB), Montgomery Post 9/11, Military One Source, Commissioning Programs, Kuder Journey, Defense Activity for Non-traditional Education Support (DANTES), Civilian Tuition Assistance (CivTA), Military Tuition Assistance (MilTA), Military Life Cycle (MLC), and My Career Advancement Account (MyCAA).

(5) Advises and refer students to appropriate academic institution representative for detailed guidance towards student’s educational goal.

(6) Provides information on federal financial assistance programs, Post 9/11-MGIB, civilian tuition assistance, local scholarships, and Air Force Aid Society (AFAS) grants to all eligible personnel.

(7) Provides expert information regarding MilTA. Assist students with completion of all applicable forms/applications. Processes MilTA forms via AFAEMS.

(8) Uses AFAEMS to maintain individual student records per interaction with student

(phone, in person, electronic transmission).

(9) Maintain records, briefing, and statistical data required by the ESS and assists with reports and other administrative tasks in accordance with Air Force Record Information Management

System (AFRIMS), AFAEMS, CCAF, AU, DANTES, and Air Force Personnel Center (AFPC) standards.

a. Assist in other program related administrative submitting and review announcements and pertinent information for the Geilenkirchen Bi-Weekly bulletin/newsletter, Geilenkirchen Education Center Combined Course Schedule, statistical data to leadership, Weekly Activity Report (WAR), National Test Center (NTC) stats, CCAF tracker, generate manpower statistics report from electronic sign-in tool, generate base stats, update electronic/wall bulletin board with current information and shall perform other duties that promote and support education center programs.

b. Manage classroom schedule working with on-base schools and community.

Brief Geilenkirchen, GSU’s, and JFC Brunssum as requested by ESS on all aspects educational and outreach events.

c. Order and maintain College Level Examination Program (CLEP)/DANTES

Subject Standardized Test (DSST) study guide inventory, and educational resources in the electronic database. Follow up with students, and their supervisor if students have overdue checked out study material to return to education office.

d. Administers and interprets pre-tests and non-timed interest inventory and placement tests as appropriate to the individual counseling process.

e. Plans and executes Geilenkirchen Combined Commencement Ceremony for CCAF (as required).

f. Provides ESS with detailed timeline of ceremony progress and list of graduates.

g. In October, year prior to annual Geilenkirchen Combined Commencement Ceremony that is held in May, coordinates with base-wide personnel/organizations for participation in the combined ceremony and market the event.

h. Nominate students for CCAF degree, contact students from other schools to participate in ceremony, and update education records in AFAEMS.

i. Utilizes AFAEMS to maintain student records per AFI.

j. Prepares all necessary correspondence and forms and maintains related records and logs required to support all aspects of job tasks.

k. Maintain individual student records per interaction with student (phone, in person, electronic transmission).

l. Maintains statistical data as required by the ESS and assists with reports and other administrative tasks as requested

m. Track all MilTA request(s)/issuance, review student’s education record to ensure they qualify for tuition assistance, provide student with applicable counseling

n. Approve MilTA request(s) as directed by ESS and resolve any issues.

o. Document counseling notes upon each interaction via electronic methods, phone, or in person with student, schedule test dates, update grades, educational degree goals, and upload any required information into the digital file folder.

10. MARKETING/OUTREACH: Conducts follow-up and outreach/marketing activities at the direction of the ESS, to encourage students in meeting their educational objectives and providing community awareness. Brief leadership on events as requested.

(a) Update electronic bulletin boards with current information and class schedules of on-base schools

(b) Manage classroom schedule by working with on-base schools and units to maintain a comprehensive classroom schedule.

(c) Brief personnel as needed at the Geilenkirchen and GSU locations of current education center information.

(d) Actively seek opportunities and collaborate with other education agency/centers, such as, units, commanders call/staff meeting, to brief about events at the education center, but not limited to, and at the request of the ESS; on base schools, to present applicable information to community.

(e) Provide briefing to various agencies/events on, such as, but not limited to, Information Fairs, Top 3, First Sergeant, Deputy of Operations, Commanders calls/staff meeting, Team 5/6, Child Development and Teen/Youth Center staff, Key Spouse and Heart Link groups, Airman and Family Readiness Center staff, AF NORTH, on topics, such as AHE, AF COOL, SKB, CCAF ceremony, testing, GEM, AU-ABC, SOC academic trends and events, academic accreditation.

(f) Coordinate outreach and marketing opportunities with on-base schools and ESS, such as, but not limited to units, squadrons, agencies, GSUs, commanders’ calls, and staff meetings; secure space at various locations to brief educational information, counsel on CCAF progression, print degree audit(s), review MilTA applications, and administer and review assessment tools.

(g) Maintain education center virtual marketing sites, Facebook, Air Force Virtual Education Center (AFVEC), share point, electronic bulletin board, study guide check-in and out database, resource material check-in and out database, such as, but not limited to, and at the request of the ESS; and electronic bi-weekly newsletter.

(h) Create and maintain soft and hardcopy continuity binders, such as, but not limited to, and at the request of the ESS; of voluntary education programs, testing procedures, CCAF graduation procedures/process, process for updating education goals and education levels, all aspect of testing, and student academic activity.

(i) Order and maintain educational resources from various sources, such as, but not limited to, and at the request of the ESS; DSST, CLEP, SOC, quick series books, Prometric, Military One Source, tutor.com, and Petersons.com, and AF COOL.

(j) Administer assessment tools, such as, but not limited to, and at the request of the ESS; Kuder Journey, O’NET Interest Profiler, My Next Move, Career Path Decide (CPD) assessment tools, True Colors, Process Improvement, or Four Lenses.

(k) Assist students with locating needed resources on various sites, but not limited to, and at the request of the ESS; Military One Source, Troops to Teacher, Military Installations, Department of Labor (DOL), Veterans Affairs (VA), Bureau of Labor Statistics (BOLS), DANTES, Fast Web, and any other tools needed to assist personnel.

11. ALTERNATE TEST EXAMINER SPECIFIC TASKS: Responsible for administering the following categories of tests to eligible military and civilian personnel and their dependents as authorized by DANTES, AU, Air Education and Training Command (AETC) and local regulations.

(a) Must meet the following minimum education experience requirement of a bachelor’s degree from an institution that is listed and accepted by the U.S. Department of Education from accredited post-secondary institution is required. To include, transferable experience to administer; computer-based testing, collect/analyze data, complete computer/workstation updates, and Microsoft Office Programs.

(b) Excellent customer service skills and verbal/written communication skills are essential.

Contractor Personnel must be able to qualify for a secret clearance (required for test administration; EPME).

(c) Preferred/highly desirable qualification, although not strictly required a Master's degree and/or 15-30 semester hours in counseling, secondary education, adult education or a related discipline, and knowledge of/experience with standardized civilian educational and military testing programs.

(d) Resumes and transcripts shall be submitted with proposal packages to the contracting office.

(e) Contractor shall have a demonstrated knowledge and proficiency in the use of office equipment, Microsoft Office computer programs, and web-based applications. (NOTE:

additional test programs may be added as needed).

(f) Serves as alternate test examiner. Contractor shall administer or support all testing approved by the ESS that cannot be administered by the NTC, or at locations that are not supported by an NTC, in accordance with (IAW) U.S. Air Force Personnel Testing (APT) and DANTES procedures.

(g) Other tests as requested by the ESS, such as following categories of agencies/exams/tests to eligible military and civilian personnel as authorized by DANTES, Air University (AU), AETC, Career Development Courses (CDC) exams, language exams.

(h) Responsible to complete and maintain all required training to conduct all range of required testing programs.

(i) Follows all aspects of the current AU Test Control Facility Guide and ensures office staff has the current guidance. Maintains testing records IAW AU, SOP, AFAEMS, any testing program guidelines (digital and hard copy.

(j) Required to follow all testing administrations, security, and reporting requirements as outlined by the appropriate testing program. Maintain testing facility security and cleanliness IAW established SOPs and specific testing program guidance, post hours of testing clearly on testing room door.

(k) No eating in testing room during test administration, maintain test room in clean/orderly fashion, promote testing programs to the GK community and GSU, notify examinees of test schedule changes, assist students with registration of test and testing date as needed, and support the needs of GSUs with testing requirements.

(l) Notify ESS of any changes of the testing dates and times.

(m) Provide testing reports in the absence of the test examiner to the ESS, as needed.

(n) As requested, provide leadership with updated briefing on testing and all it entails, such as course examinations statistical data.

(o) Responsible for completion and maintaining all required training to conduct all range of required testing programs, required to follow all testing administrations, security; to minimize test compromise and report it immediately if it occurs, tracking, and reporting requirements as outlined by the appropriate testing program guidelines and SOPs.

(p) Update and maintain SOPs, provide ESS updated information of SOP and any program.

(q) Promote testing programs to the community and vocational interest testing, and service-specific personnel testing that cannot be administered by a National Testing Center (NTC), and all testing at locations without a NTC, such as GSU.

(r) Ensure that testing delivery is current working with base network commercial Internet

Service Provider (ISP), create an account on Student Information System (SIS) to access exams. Maintain testing facility in accordance with established p rogram guidelines.

This will include but is not limited to; test bank updates, computer updates, maintaining testing records in accordance with AFRIMS and testing program guidelines (digital and hard copy), security, and reporting results (electronic and mail/shipping)

12. GEOGRAPHICALLY SEPARATED UNITS (GSUs):

Belgium Germany Netherlands Brussels

Klein Brogel Mons (Shape)

Glons

Dulmen Kalkar Uedem

Brunssum Eygelshoven

Volkel