AOE Admin Assist Program SOW II 2020 -2021 updated.pdf

Statement of Work Administrative Assistant Certificate Program

Subject

The Federal Correctional Complex Hazelton in Bruceton Mills, West Virginia hereby makes a single award to a post-secondary institution that will be responsible for providing instruction in administrative assistant. Successful completion of the training program must qualify inmates for at least entry-level employment in a specified field upon release.

Place of Performance

Occupational training instruction will be performed in the Education Department at both the Secure Female Facility and the Federal Correctional Institution in Bruceton Mills, West Virginia.

Schedule

The schedule will normally consist of six (6), three (3) hour blocks of instruction per week for each semester. A session is defined as a three (3) hour of block instruction/class preparation, Monday through Thursday excluding Federal Holidays. Classes will meet between 7:30 am and 10:30 am, and/or between 12:30 p.m. and 3:30 p.m., and/or between 5:30 p.m. to 8:30 p.m. The Contractor will not exceed 12 hours per week. This schedule is subject to change as needed and directed by the Supervisor of Education or their designee. Contract instructors will be required to sign the institution contract visitor log, indicating the time of arrival and departure from the institution.

Due to the nature of the correctional setting, delays in performance of work may be experienced. Such delays may include but are not limited to inclement weather, electrical or mechanical problems, or other security matters. When contract employees report to the institution, but are unable to perform services due to such delays, the contractor will be paid for one session. Normally, any remaining sessions for that day will be suspended and the contractor will be free to leave and the contractor will not be paid for the remaining unperformed sessions. However, if the institution requests that the contractor remain at the institution for eventual performance, the contractor shall be paid for such sessions. In the event of any absence, the contractor may make up his/her time so long as it does not exceed 30 hours in any given week. If the contractor fails to provide coverage, the Government may seek contractual remedy.

Education and Qualifications

The contractor shall not be a self-employed individual or an individual employed by a post-secondary institution.

The contract must be between FCC Hazelton and a post-secondary institution. Documentation of the institution’s accreditation (s) must be submitted with the quote.

The occupational education program must fall under the provider’s umbrella of accreditation and lead to transferrable credits resulting in a college certificate, A.A., A.A.S. or A.S. degree. Industry-accepted certification is also acceptable. Providers must be accredited by a recognized accrediting agency. If required for employment, certification tests from outside organizations may be administered to individual inmates upon completion of a specific occupational education program. However, the individual skill competency certification will not replace the training program’s overall accreditation.

The occupational education program must lead to a college certificate, A.A., A. S., A.A.S. or industry-recognized certificate qualifying inmates for at least an entry-level position of employment. Credits earned from the college certificate, A.A., A.S., or A.A.S. must be transferrable to a four-year college.

Four-year degree programs and programs in liberal arts/general studies are not authorized, although limited and specific courses of a liberal arts/general studies nature may be permitted if directly related to preparation for a specific occupation or vocation.

A resume of each proposed individual instructor must be submitted with the quote. Each instructor must have documented prior college-level instruction experience.

Supplies and Equipment

All supplies that the Contractor may routinely need will be provided by FCC Hazelton. These supplies normally include the proper material required to operate a VOCATIONAL TRAINING facility. The Contractor will suggest what material they need for proper operation to the Contracting Officer’s Representative (COR) and/or the Supervisor of Education. All materials will remain the property of FCC Hazelton. The Contractor shall be responsible for the issuance and the accountability of expendable materials such as textbooks, workbooks, etc., and insuring that materials issued to inmates are used for the intended purpose.

The Contractor and/or their instructor(s) will not bring any equipment, tools, instructional material, or class supplies into the institution without prior approval of the Supervisor of Education.

Description of Duties

The contractor will provide instruction that is part of a certificate, or an Associate of Science in business degree program in accordance with Bureau of Prisons Program Statement 5353.01, Occupational Education Programs, and Bureau of Prisons Program Statement 5300.21, Education, Training and Leisure Time Program Standards.

Each class will have approximately 20-25 students enrolled and should always have a minimum of 15 students enrolled for both the Secure Female Facility and the Federal Correctional Institution.

For each three (3) credit hours of college credit, forty-five (45) instructional contact hours will be provided by college approved and credentialed faculty. Generally this will occur in twelve (12) three-hour blocks of instruction.

It is estimated that twelve (12) courses will be provided during the term of the contract. The Contractor must be able to develop a curriculum which is approved by the Supervisor of Education or designee. The program is flexible in its design to meet the needs of students with academic levels ranging from high school graduate to an occasional college student. Courses will be scheduled in cooperation with the Supervisor of Education or designee to provide sequenced learning opportunities

The Contractor will select and use a wide variety of instructional materials based on program requirements, student needs, and abilities. The Contractor will make modifications in some of the modules of the curriculum, materials, and or teaching techniques when students are experiencing difficulties. An original curriculum will be written when commercial materials are inappropriate or not available.

The Contractor is responsible for the maintenance of attendance records, statistical and certification records for all students to ensure proper student placement and advancement. He/she submits requests for budget items and program reports to the Supervisor of Education and is responsible for the maintenance and storing of materials and equipment assigned.

Administrative Assistant Advanced Skill Set Certificate: Graduates of this program will be prepared to seek employment in a variety of entry-level business positions such as office manager/assistant, administrative secretary, operation manager/assistant, material manager/assistant, purchasing/procurement and contracts manager/assistant, receptionist, information processor/date entry technician, and financial manager/assistant. Subject matter will correspond to an existing Associate of Applied Science in Office Management and Technology. Specific instruction will utilize textbooks and shall include but not be limited to:

OFAD 1100 Ke yboard ing 3 credit hours

OFAD 1150 Computer Concepts and Applications 3 credit hours

MGMT 2240 Human Resource Management 3 credit hours

ACCT 2201 Principles of Accounting I 3 credit hours

BUSN 1102 Introduction to Business 3 credit hours

OFAD 2240 Administrative Office Procedures 3 credit hours

Attire

The contractor is expected to wear professional clothing while on duty. The attire worn shall also be appropriate for the correctional environment in which the contract employee will be performing.

Inmate Management

Provision of services will require frequent and unsupervised contact with inmates. The contract employee shall not be responsible for the management of any inmates, other than to ensure inmates involved within the contract’s scope of work abide by all rules to ensure their safety and well-being. The successful contractor shall attend the Institution Familiarization Orientation program prior to assuming institution involvement. Reimbursement to the contractor for the time spent in the institution orientation or other specific security related training will be at the contract rate, prorated hourly. The contractor may, at any time, be removed from the institution at the discretion of the CEO. The contractor is to constantly be aware of security and maintain a professional relationship with inmates at all times.

Any violation of the institution rules and regulations are to be brought immediately to the attention of any Government employee employed at the institution. The contractor will be required to provide documentation to the COR, or designee, of any infractions of institutional rules and regulations by inmates for proper action.

Institution Security

The contractor/contract employees shall agree to all regulations prescribed by the institution for the safety, custody, and conduct of inmates. The contract employee will be required to operate a system of records as identified for medical treatment documentation, and will require adherence to the Privacy Act of 1974. The contract employee will be required to sign in and out of the institution for accountability purposes. A badge will be issued and worn at all times for proper identification.

Additionally, Offeror must agree to sign an “Articulation Agreement” as any software utilized in the Instruction of the foregoing courses must be compatible to BOP Systems as all must adhere to the safety and security of FCC Hazelton.

Non-Personal Services/Common Law Employee Information

The service is a contractual arrangement and not a personnel appointment. Payment is based on the provision of an end product or the accomplishment of a specific result. The service does not constitute an employer/employee relationship. The contractor will not be subject to Government supervision, except for security related matters.

However, contractor performance shall be monitored.

CONTRACTOR RESTRICTIONS: The Contractor cannot:

1. Supervise BOP staff.

2. Participate in inmate accountability.

3. Requisition, sign for, or pick up supplies.

4. Formulate policies or procedures.

5. Attend recalls or staff functions.

6. Supervise any of the inmate population.

7. Be a member of the employees club.

Personnel Background Investigation/Institution Familiarization Training

All contract personnel providing services within the confines of the Federal Correctional Complex Hazelton, West Virginia shall have a complete background investigation conducted in accordance with BOP Program Statement 3000.03, “Personnel Manual.”

All contract staff that will enter the Federal Correctional Complex Hazelton, West Virginia to perform services shall be required to attend a four to eight-hour institution orientation course held at the institution or a mutually acceptable site. In addition, all contract personnel entering the institution will be subject to search procedures specified in BOP Program Statement 5510.15 Searching, Detaining, or Arresting Visitors to Bureau Grounds and Facilities.

The following investigative procedure will be applied and appropriate forms completed BEFORE an individual is permitted inside an institution.

1. National Crime Information Center check (NCIC)

2. DOJ -99 (name check)

3. FD-258 (finger print check)

4. Law enforcement Agency check

5. Vouchering of Employment over the past five years.

6. Resume/personal Qualification.

7. OPM 329-A (Authorizing for release of information)

8. NACI check (if Applicable)

9. Urinalysis test is required (for detection of marijuana and other drug usage) before the contract is awarded.

English Language Requirement

All contract personnel performing services under this contractual agreement shall have the ability to read, understand, fluently speak, and legibly write the English language.

Quality Standards

The Government reserves the right to inspect and evaluate all services provided during the performance of this contract. The government may conduct surveillance of any task at any time during the performance of this contract.

All surveillance observations will be documented by the COR.

When an observation indicates defective performance, the Contracting Officer may issue a Discrepancy Report to the contractor. The contractor shall address any Discrepancy Report in writing to the Contracting Officer within ten calendar days of notification, indicating any corrective action taken to rectify the deficiency.

Invoices/Payment

A summarized listing of courses performed during the respective course period must be submitted with the invoice to:

Accounting Supervisor Federal Correctional Complex Hazelton PO Box 450 Sky View Drive Bruceton Mills, WV 26525

Contract Pricing Services are required to be provided by the contractor in accordance with the Statement of Work (SOW). The quoter is required to include a completed copy of the Schedule of Items with their quote. PROPOSED PRICING

MUST INDICATE 1 (ONE) SERVICE HOURS OF INSTRUCTION AS UNIT OF MEASURE.

Any resulting contract shall be an indefinite delivery/requirements contract. As such, quantities listed are estimates only and are not a representation to a quoter or contractor that the estimated quantities will be required or ordered or that conditions affecting requirements will be stable or normal. Estimated maximum quantities have been provided.

Period of Performance

Period of Performance will be effective August 1, 2020 through May 30, 2021 with potential to be extended through June 2021 contingent upon above-captioned criteria being met by Offeror.

Additionally, Offeror must agree to sign an “Articulation Agreement” as any software utilized in the Instruction of the foregoing courses must be compatible to BOP Systems as all must adhere to the safety and security of FCC Hazelton.