Administrative Support Assistant SOW.pdf

Administrative Support Assistant

DESCRIPTION OF SERVICES

The contractor shall be in accordance with all Federal, State, Local, Tribal and IHS regulations and shall be made with minimal divergence from the schedule established and with minimum disturbance and maximum protection of government personnel, property and general public performing administrative tasks associated with maintaining and supporting the work performed within the organization

Receives and routes incoming and outgoing materials such as controlled or routine correspondence, reports, memoranda and other forms of written communication. Employee may need to obtain guidance on proper disposition of correspondence. Tracks controlled correspondence. Uses standard or form letters and replies to inquiries. Prepares outlines for correspondence/reports.

Performs office automation duties to prepare documents such as correspondence, forms and reports which can include technical material, graphs and charts. Enters information into established databases and similar systems which track various administrative activities of the organization. Services of a qualified typist required.

Keeps the appointment and meeting schedule for the Director of the organizational unit served, and those of other senior staff members as directed.

Serves as the point-of-contact for scheduling meetings for conference rooms.

Schedules appointments, coordinates meetings, and/or schedules conferences.

Attends meetings, prepares meeting minutes, and follows up on action items with appropriate staff members.

Receives calls and visitors from within and outside the immediate organizational unit. Responds to general inquiries and answers procedural questions about the organization and common work practices or policies. Resolves problems or issues of a general nature. Complex issues or problems are referred to the supervisor for resolution.

Performs a wide variety of administrative tasks associated with maintaining and supporting the work of the organization. The work may include purchasing supplies utilizing prescribed purchasing guidelines and procedures, establishing and maintaining filing systems and preparing and assisting with documents associated with travel of the staff.

Performs coordination of orientation of new staff and contractors and tracks required trainings for all staff

Performs other duties as assigned that are directly related to this position

Supervision, Adherence to Policies:

o Taos Picuris Health Center hours are 8:00 am to 5:00 pm, Monday through

Friday.

o Day to day supervision by Chief Executive Officer and indirectly with the

Contracting Officer Representative.

o Contractor will keep the supervisor (or designee) informed of the general time of arrival and departure for daily reporting. Contractor will only be paid for services provided and approved by the supervisor or designee.

o Overtime compensation is not authorized in this contract.

o Training and training expenses are not covered by this contract, unless it is included as: training required by IHS for new technology or as requirement of the IHS and IHS itself has not had the required training to carry out its mission.

o The contract terms and conditions does not allow for accrual of annual or sick leave or other fringe benefits.

TECHNICAL FACTORS:

EVALUATION FACTORS FOR AWARD:

The proposal shall be evaluated to determine the Offeror's ability to complete all requirements necessary for successful performance under the contract. A proposal which merely paraphrases the requirements stated in Performance Objectives will be ineligible for award. In addition, a proposal that addresses only a part of the requirements will be considered unresponsive to this solicitation and unacceptable for award. The proposal should show that the requirements stated in the description of services/supplies of this solicitation are understood and offer a logical approach for their achievement.

Each person who is referred for contract services shall meet the following Technical qualifications:

1. Knowledge of grammar, punctuation and spelling. Knowledge enables incumbent to edit documents, power point presentations and reports for the Director and other staff of the organizational unit.

2. Knowledge and skill in using computer word processing, database programs, and other computer software. Knowledge enables incumbent to enter, store, retrieve and print information and prepared correspondence, reports and other written documents.

3. Ability to communicate verbally to respond to inquiries and to receive/refer calls and visitors.

4. Contractor shall provide documentation of past employment and training history. Three verifiable references addressing applicant's reliability and stability including interpersonal interaction.

5. Contractor is subject to character investigation in the performance of the contract in accordance with P.L. 101-630, "Indian Child Protection and Family Violence Prevention Act Of 1990".

6. Evidence of current immunization for tetanus, rubella, rubella and COVID-19 (mandatory), and hepatitis B (o positive titer) (highly recommended).

7. Evidence of negative PPD or chest x-ray if history of positive PPD, must be provided within one (1) month of assignment.

Past Performance required is a minimum of 2 past years successful experience in providing same/similar type of services. Provide a reference letter for each of the last three contracts awarded to you. The letter shall include: (1) name, address and telephone number of the awarding business, and a point of contact name; (2) contract award date and the contract period of performance; (3) statement by the awarding entity on the Contractor quality of work and reliability concerning this proposal with respect to each mandatory requirement as stated in this

RFP. Contractor must show a background in providing services in an administrative setting as a past performance, and must provide proof for the past 2 years.

Availability is capability to provide qualified candidates within 3 weeks of notification of a need.

The candidate needs to respond to information/document requests within three days throughout the background check process.

The Government will award a Fixed-Price contract resulting from this solicitation to the responsible Offeror whose offer, conforming to this solicitation; will be most advantageous to the

Government, price and other factors considered. The following factors shall be used to evaluate offers:

(1) Qualifications; (2) Past Performance; (3) Availability; (4) Price

An award will be made on technical qualifications, past performance; availability and price. An award will be made only in the event that the Offeror's proposal is found to be technically acceptable, based upon the evaluation criteria, and the Offeror is determined responsive and responsible in accordance with the terms and conditions of this solicitation.

RELATIVE IMPORTANCE OF EVALUATION CRITERIA

Factors 1 and 3 are more important than Factor 2. Factors 1, 2 and 3, when combined, are significantly more important than price. The award will be made on a best-value basis; both price and other factors considered. The Source Selection Team will evaluate the technical aspects; the contracting officer will evaluate the pricing.