Attachment 1 - Performance Work Statement Revised.pdf

PERFORMANCE WORK STATEMENT

FOR

ALTUS AFB MILITARY & FAMILY READINESS CENTER (M&FRC)

FRONT DESK ADMINISTRATOR

1.0 SCOPE OF WORK:

The Contractor shall provide administrative oversight at the Altus Air Force Base Military & Family Readiness Center’s (M&FRC) customer service/front desk operations located in Building 52 at Altus AFB, OK. Services shall be performed 40 hours per week (8 hours per day, 5 days per week) in the Military & Family Readiness Center. Hours may be adjusted with prior approval or by direction of the Chief of M&FRC (e.g. after hours classes, briefings, events), at which time, there shall be an adjustment to the duty day.

2.0 HOURS OF WORK:

2.1 Services shall be performed during the times M&FRC is open (currently Monday through Friday, from 0730-1630). Lunch breaks will be for one hour and must be taken between the hours of 1100-1300, with any deviation approved by the Chief of M&FRC. Services are not required on recognized Federal Holidays. During a planned closure of the facility due to training, holiday, or unplanned closure due to unusual and compelling circumstances (e.g., natural disasters, military emergencies, severe weather), the Contractor will be compensated for the closure. If Contractor personnel is required to attend M&FRC job related meetings or trainings outside the normal duty hours, contract personnel shall adjust their schedule so as not to exceed 40 hours for the week, with approval by the Chief of M&FRC. All work will be performed during the above times or exceptions; overtime will not be required.

2.2 Contactor shall notify the Chief of M&FRC and the Contracting Officers Representative (COR) at least two weeks in advance for any planned absence(s). Hours may be adjusted with prior approval from designated representative in advance of work performed at which time there will be an adjustment to the duty day.

2.3 In the event that the absence is greater than fourteen (14) calendar days, the contractor shall provide a suitable substitute of equal qualifications, at no additional cost to the government. Approved vacations shall not exceed more than fourteen (14) consecutive calendar days at one time. All requests for absence shall be approved by the Chief of M&FRC.

2.4 The Contractor shall submit a detailed and itemized monthly invoice reflecting all hours worked to the COR or designated representative. In the event of absence, the invoiced amount shall reflect the absence accordingly. Payment shall be made for actual hours worked and/or Federal Holidays and Wing Family/Down Days.

3.0 DESCRIPTION OF SERVICES:

3.1 The Contractor shall serve as the initial point of contact and shall provide general administrative duties for the M&FRC, to include answering phones, taking messages, assisting customers with faxing approved material, responding to email messages and other virtual inquiries. The Contractor shall provide effective, efficient, and immediate transactional service to customers who seek assistance in the M&FRC.

The Contractor shall meet and greet customers upon entry to M&FRC ensuring all are logged into AFFIRST and administered the Statement of Understanding (SOU) and/or Personal Readiness Inventory (PRI) to assess customer needs and appropriately refer them to M&FRC staff members for immediate one-on-one consultation or by appointment for further consultation. The Contractor will perform administrative tasks to include printing, copying/collating, folding, stapling and envelope addressing/mailing. The Contractor shall assist the M&FRC staff in providing a full range of services to include transition assistance, employment assistance, relocation, financial, family life, special needs family members, voting assistance, volunteer resources, and personal and family readiness to authorized patrons seeking assistance at the M&FRC. The Contractor will maintain knowledge of and connection with on and off-base helping agencies and resources for customer referral.

3.2 The Contractor shall manage all resources within the front office, lobby, and common areas at the M&FRC, ensuring up to date materials are available for customer self-help and referral in support of all M&FRC programs and base/community services and special events. Contractor will ensure all printers/copiers are supplied with paper and toner, notifying M&FRC Chief or NCOIC when more supplies are required.

3.3 The Contractor shall be competent on all Microsoft Office products and the use of Canva or other commercial site for creating marketing materials supporting M&FRC program areas. The Contractor, at a minimum, will compose a monthly workshop calendar and a classroom usage calendar and will ensure coordination with all M&FRC staff for both products.

3.4 The Contractor shall receive desk-side training in Air Force Family Integrated Results and Statistical Tracking (AFFIRST) Data Management for gathering demographic customer profiles, tracking service delivery transactions, compiling report data, and providing results management information on the effectiveness of services to individuals. This training will be provided within one week of receiving network access.

3.5 The Contractor will provide administrative support to the Altus AFB Transition Assistance Program (TAP) team; data input, gathering/producing materials for workshops and other administrative tasks related to databases specifically utilized in TAP. Desk-side training on databases will occur after it is deemed the Contractor has a solid general understanding of the overall scope of the M&FRC services.

3.6 The Contractor is responsible for general housekeeping in all common areas and classrooms within the M&FRC as well as maintaining the M&FRC marketing tables in the common area of Building 52.

Areas should have a professional appearance.

3.7 The Contractor shall attend and record weekly M&FRC staff meetings. Meeting notes will be completed and provided to the Chief of M&FRC within 2 working days after staff meeting for dissemination to personnel.

4.0 SECURITY REQUIREMENTS

4.1 Physical Security: The Contractor shall be responsible for safeguarding all Government property provided for Contractor use. At the close of each workday, Contractor shall be responsible for safeguarding and securing all Government property, facilities, equipment, and materials available for Contractor use.

4.2 Pass and Identification Items: The Contractor shall obtain the pass and identification items required for contract performance. At a minimum, security checks shall be obtained by the Contractor for base access, to receive a Common Access Card, and to operate a vehicle on base.

4.3 Permission for Contractor personnel and vehicles to enter the installation is subject to the approval of the Base Security Forces. The Contractor shall ensure the pass and identification items (valid driver’s license, current vehicle registration, and current insurance) required for entry access during the contract.

The Contractor shall comply with base traffic regulations.

4.4 Retrieving Identification Media: Prior to contract expiration or termination of service the Contractor shall return all identification media to M&FRC sponsor as part of out-processing procedure. Failure to return media shall be reported to Security Forces Squadron for investigation.

4.5 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 Altus AFB.

4.6 SF 85P Questionnaire for Public Trust Positions: The U.S. Government conducts background investigations and reinvestigations to establish that applicants or incumbents either employed by the Government or working for the Government under contract, are suitable for the job and/or eligible for a public trust or sensitive position. Information from this form is used primarily as the basis for this investigation. Contractor employees shall be required to pass a favorable SF 85P investigation to perform work under this contract; employees that do not meet this requirement must be replaced. Contract employees shall complete this form only after a conditional offer of employment has been made to the Contractor company.

5.0 CONTRACTOR QUALIFICATIONS

5.1 The Contractor shall submit, at a minimum, a resume. Since contract award will be based in part on personal qualifications; the Contractor must provide (prior to placement) M&FRC and the Contracting Squadron with employee’s resume to ensure substitute is equally qualified.

5.2 The Contractor must possess basic communication skills appropriate in the professional environment of the M&FRC. Therefore, a minimum of 6 college credit hours in social work or social services is highly desirable: or a minimum of one-year experience working in an M&FRC or a similar helping service agency environment. The Contractor is expected to comply with reasonable dress and grooming standards based on comfort, productivity, health, and safety. Contractor attire will be in good repair, and should not be considered offensive, disruptive, or unsafe.

5.3 Contractor should have a basic understanding of military protocol, support group organizations, understanding of family systems in a military setting, and poses the ability to communicate and work effectively with a diverse population.

5.4 Contractor shall have a good record of and maintain at a minimum, satisfactory punctuality rate and attendance record. Satisfactory is defined as not having derogatory and/or negative comments concerning punctuality or attendance. A satisfactory record of attendance and punctuality may also be verified/defined in accordance with commercial standards for authorized time-off.

6.0 Government-furnished Property and Support: The Government will provide the following at no cost to the Contractor: All necessary office supplies, a chair, desk, filing cabinets, government issued laptop with dual monitors, a telephone, fax machine and access to cleaning materials and products is required in performance of this requirement.

7.0 PRIVACY ACT: Work on this contract may require that Contractor have access to Privacy Information and CUI. Contractor shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552a and CUI guidelines.

8.0 RESTRICTIONS: The Contractor is prohibited from receiving monies or other benefits from any source as a direct or indirect result of the services provided by the M&FRC. Contract personnel are prohibited from presenting themselves as M&FRC employees. At no time shall the Contractor or their personnel obligate M&FRC funds, resources, or personnel, or request the same on behalf of the M&FRC.