SOW_-_Tax_Center_Coordinator_(2016)_-_V.3.pdf

Statement of Work

TAX CENTER COORDINATOR

18 December 2015

1. PURPOSE.

The primary purpose of this contract is to obtain a Tax Coordinator for the 2016 McConnell Air Force Base (AFB) Tax Center for the preparation and electronic filing of 2015 federal and state tax returns. This activity shall be performed under the auspices of the Internal Revenue Service’s (IRS) Volunteer Income Tax Assistance (VITA) program and the McConnell AFB legal office.

2. SCOPE.

The tax coordinator shall oversee the 2016 McConnell AFB Tax Center, offering federal and state tax assistance to more than 16,000 Department of Defense beneficiaries associated with McConnell AFB. The tax coordinator shall be responsible for the preparation and electronic filing of personal income tax returns by VITA volunteers. The Tax Center is located at McConnell AFB, Kansas, and work conducted there will be monitored by the McConnell AFB legal office. All necessary equipment and supplies will be provided by the Air Force. TaxWise Online, the Internal Revenue Service’s approved tax preparation and electronic filing software, shall be used.

3. RESPONSIBILITIES.

The tax coordinator shall:

a. Oversee as many as 50 VITA volunteers on preparing and electronically filing federal and state income tax returns.

b. Attend and assist IRS personnel in providing a one-week training (11 – 15 January 2016 from 0730 to 1630) for VITA volunteers. The tax coordinator shall coordinate with IRS prior to the training on 11 January 2016.

c. Conduct training for VITA volunteers on preparation of state income tax returns.

d. Schedule volunteers to ensure adequate manning of the Tax Center throughout the 2016 tax season.

e. Ensure personal information is protected in accordance with the Privacy Act and confidentiality requirements.

f. Prepare federal and state income tax returns for eligible beneficiaries and quality review returns prepared by VITA volunteers.

g. Electronically submit completed returns in a timely manner.

h. Maintain an accurate tax return filing system as required by the IRS.

i. Efficiently manage supplies and resources allocated for the Tax Center.

j. Effectively communicate and coordinate with the point of contact at the McConnell AFB Legal Office. To this end, the tax center coordinator will, at a minimum:

1) Send to 22ARW.JA@us.af.mil a proposed volunteer work schedule for the entire period the tax center is open no later than 25 January 2016.

mailto:22ARW.JA@us.af.mil

2) Send weekly e-mail updates, each Monday before 1400, to 22ARW.JA@us.af.mil, beginning on 1 February 2016, and for the remainder of the contract period, this weekly e-mail update will include:

a) The total number of Federal Electronic Returns filed.

b) The total number of Federal Paper Returns filed.

c) The total number of State Electronic Returns filed.

d) The total number of State Paper Returns filed.

e) A running list of states where tax returns have been filed by clients.

f) The total amount of tax preparation cost savings to clients.

g) The total amount of tax refunds.

h) Names of volunteers and number of hours volunteered to-date by each volunteer.

i) Changes to the volunteer work schedule, if any.

j) The total number of hours worked by the tax coordinator to date.

k) Success stories, if any.

l) Lessons learned, if any.

m) Requests for additional supplies, if necessary.

k. Coordinate with McConnell AFB Legal Office to prepare certificates, letters of appreciation, and a volunteer luncheon, which will be provided by McConnell AFB Legal Office to thank VITA volunteers at the end of the tax season. Draft certificates and letters of appreciation will be submitted to the point of contact at the McConnell AFB Legal Office no later than 18 April 2016.

l. Communicate with the IRS VITA liaison to ensure compliance with IRS requirements.

m. Prepare a 2016 McConnell Tax Center continuity book.

n. Complete “IRS Link & Learn Taxes e-Learning” prior to 11 January 2016 in order to be able to assist in IRS VITA training at McConnell AFB.

4. MINIMUM QUALIFICATIONS.

The Coordinator must have the following minimum qualifications:

a. At least three years of tax preparation experience (three different tax seasons) during the past seven years. The tax coordinator must have prepared at least 50 federal tax returns in each of those three years as a VITA volunteer or in a paid position (H&R Block, Jackson Hewitt, etc.);

b. Experience using TaxWise Online or other similar tax preparation software;

c. At least one year of experience managing three or more people, or at least one tax season of experience managing a similar tax program. Management experience must be commensurate to the responsibilities described in paragraph 3. Provide at least two references verifying your management experience as required by this paragraph;

d. Must be able to qualify for and be willing to complete the steps necessary for issuance of an Air Force Common Access Card in order to access the McConnell AFB network; and mailto:22ARW.JA@us.af.mil

e. Prior to 11 January 2016 complete the following trainings:

1) Complete Site Coordinator Training by viewing the Site Coordinator's PowerPoint or Link and Learn Taxes on irs.gov;

2) Complete Volunteer Standards of Conduct (Ethics) Training on irs.gov;

3) Complete Intake/Interview & Quality Review Training on irs.gov; and

4) Complete Basic, Advance, and Military Training on www.irs.gov or Publication 6744.

5. WORK HOURS.

The tax coordinator is required to assist with the teaching of a one-week IRS VITA training at McConnell AFB, currently scheduled for 11 to 15 January 2016. The Coordinator will be paid the contracted rate while attending the training. Upon completion of the training, the Coordinator must pass all VITA qualifications tests. The Coordinator will then be responsible for setting up the Tax Center and training VITA volunteers until the Tax Center officially opens on or about 1 February 2016. The McConnell AFB Tax Center is expected to be open for business from 1 February 2016 to 15 April 2016. From 18 to 29 April 2016, the Coordinator will complete end of year reports and other administrative matters and coordinate with McConnell AFB Legal Office on the appreciation luncheon for volunteers.

The Contractor is not to exceed the quantities of hours as stated in the contract. Work hours while the Tax Center is open for business will normally be from 0800 to 1600, Monday through Friday, with a one-hour lunch (7 hours per work day).

Before the Tax Center opens for business, the Tax Coordinator will work reduced hours, not to exceed 4 hours per day. During this reduced work time, the tax coordinator should only use the number of hours necessary to ensure the Tax Center is ready for opening day. Duties may include setting up supplies for each workstation, ensuring the TaxWise software has all the volunteers entered into it and they are correctly coded, ensuring all volunteers have passed all required VITA testing, and any additional work required for the Tax Center to operate and process returns on opening day. The reduced work load prior to opening is necessary to ensure that the tax coordinator can accommodate the end-of-season rush, which usually requires more hours than the beginning of the season. Because the tax coordinator will not be permitted to work more hours than those stated in the contract, the tax coordinator is expected to organize his or her time worked accordingly.

Occasional adjustments to this schedule may be approved by the McConnell AFB Legal Office.

Valid reasons for schedule adjustments include, but are not limited to, federal holidays and the end-of-season rush.

6. TAX CENTER HOURS OF BUSINESS.

The Tax Center will be open for business approximately 0800 to 1600, Monday through Friday, from on or about 1 February 2016 (to be determined) to on or about 15 April 2016 (to be determined). Additional workdays before or after the Tax Center’s period of operation will be used for training and administrative matters.

7. BILLING

The contractor may invoice on a bi-monthly or monthly basis via Wide Area Workflow and the payment instructions as outlined in the contract. Payment shall be made using electronic funds transfer.

A bi-monthly (two times per month) progress report of returns completed and units worked shall be submitted for verification by the McConnell AFB Legal Office.

http://www.irs.gov/

8. GENERAL.

Contractor Consent to Background Checks The contractor and, as applicable, subcontractor shall not employ persons for work on this contract if such employee is identified as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population, nor shall the contractor or subcontractor employ persons under this contract who have an outstanding criminal warrant as identified by the National Crime Information Center (NCIC). NCIC checks will verify if a person is wanted by local, state, and federal agencies. All contractor and subcontractor personnel must consent to NCIC background checks. Contractor and subcontractor personnel who do not consent to a NCIC check will be denied access to the installation. Information required to conduct a NCIC check includes: your full name, address, social security number, date of birth, driver’s license number and state and completion of a background check questionnaire. The contractor shall provide this information using the Contractor/Vendor Access Request/Authorization Worksheet, provided by the 22 SFS/S5-PV SharePoint site, and shall submit it in conjunction with the contractor’s request for either base or vehicle passes.

Completion of a successful NCIC check does not invalidate the requirement for an escort when contractor or subcontractor personnel are working within controlled or restricted areas.

The contractor shall not be entitled to any compensation for delays or expenses associated with complying with the provisions of this clause. Furthermore, nothing in this clause shall excuse the contractor from proceeding with the contract as required.

Identification and Appearance

All contractor personnel shall have badges while on duty on the government site. Badges are required to identify the individual, company name, and be clearly and distinctly marked as contractor. Size, color, style, etc. are to be mutually agreed to by the contractor and the government. The contractor’s identification badge will not be used as an entry requirement for installation entry or into any government designated controlled or restricted area.

Contractor personnel shall present a neat and professional appearance and be easily identified as contractor employees.

Contractor Registration of Vehicles on McConnell AFB All contractor or subcontractor employees’ vehicles used for the performance of this contract shall comply with all local, state and federal regulations. Additionally, any pass shall be surrendered to Security Forces upon demand to positively identify a person’s need to be on McConnell AFB.

Access to Installation During Various Force Protection Conditions (FPCONs) Contractors will be assigned a mission essential designation IAW requirements contained in McConnell AFB Mission Assurance Plan. Only the installation commander or the unit commander requesting contract support will assign the mission essential designation.

Property Protection Property protection for facility where the contractors’ primary work center is located will be the responsibility of the local facility manager and local Government Security Manager, or their duly authorized representative in accordance with AFI 31-101, Integrated Defense (FOUO), and command/local directives. The contractor shall safeguard all government-owned equipment and materials in his/her possession or use.

Safeguarding Unclassified/Sensitive Information All resources (e.g. maps, publication/instructions, photos) provided by the government to assist the contractor in the performance of their contract will be surrendered upon termination of a Contract or the end of the contract performance period.

Non-Disclosure Agreements To safeguard information, the contractor shall enter into non-disclosure agreements with the responsible local security manager.

Privacy Act Work on this project requires that personnel have access to Privacy Information. Personnel shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552a and applicable agency rules and regulations.