Sources Sought - 5 FTE-Admin Clerks 6 Oct 22.pdf

SOURCES SOUGHT

ADMINISTRATIVE AND CLERICAL SUPPORT

Medical Education and Training Campus (METC), Joint Base San Antonio (JBSA) - Fort Sam Houston, Texas

6 October 2022

This is a Sources Sought Request ONLY.

This is NOT a solicitation or Request for Quote.

PURPOSE: This Sources Sought request is to identify potential contractors who are interested and capable of. providing Five (5) Full-Time Equivalent (FTE) personnel to provide administrative and clerical support for the Medical Education and Training Campus (METC), which is located on Joint Base San Antonio (JBSA) - Fort Sam Houston, Texas.

1.1. DESCRIPTION OF SERVICES. The contractor shall provide qualified and experienced full-time equivalent (FTE) personnel for direct programmatic support to perform a variety of day-to-day functions of the METC Operations (OPS) Division. The contractor shall execute a variety of administrative/clerical duties requiring knowledge and an understanding of the organization programs and procedures related to the work of OPS.

The contractor shall perform tasks which include but not limited to: all administrative functions and support matters related to plans and programs, task management coordination, emergency management, safety and security policies for personnel and facilities throughout the campus. The contractor shall gather, organize and analyze data, develop information and consider available solution or alternative methods of proceeding that minimizes risk to METC personnel and facilities to the greatest extent possible.

Conduct operational accountability and effectiveness review of assigned facilities to ensure benchmarks are being implemented and maintained as required.

1.1.1 Work in close coordination with OPS to handle multiple tasks supporting functions in a complex campus environment. Have a thorough understanding of the mission, objective, and organizational structure (on and off-site; Federal and Contract employees) of the office to which assigned, in order to better interface and facilitate communications with other divisions, departments and units. Establish long range calendar of events, training exercises, and ceremonies that affect assigned facilities across the campus. Provide support for direct programmatic support and assist with resources and ensuring appropriate implementation. Analyze, retrieve, evaluate data gathered, submit a report and develop information, and consider available solutions or alternative methods to functional operate.

1.1.2 Perform administrative/clerical functions requiring input and retrieval of data in/from various information technology support systems. Prepare variety of special, complex or one-time reports, summaries, or replies to inquiries, charts and statistics from a variety of sources as requested. Establish and maintain daily logs, which will be submitted electronically to OPS and Contracting Officer Representative (COR) by close of the business day. Protect confidentiality of records/logs and mark appropriately when necessary.

1.1.3 Provide access control for a front desk to include reviewing visit requests, issue badges, program badges, create badges, input visits into visitor management system.

Receive all incoming personnel. Answer assigned facility phone calls and maintain appropriate call logs. Determine nature of facility requests and refer personnel to appropriate staff, support and class locations across the campus. Assist visitors and callers

Medical Education and Training Campus (METC), Joint Base San Antonio (JBSA) - Fort Sam Houston, Texas

6 October 2022 when routine procedural matters are involved. Verify credentials and use sign-in procedures, visitor badges, and escorts. Prepare reports; incident logs and complete other record keeping as required. Complete and track work orders. Request information needed from other offices for periodic or special reports, inquiries, etc. Assist with tracking and documenting material, publications and equipment.

1.1.4 Execute functions to in-process and out-process individuals in accordance with established standard operating procedures. Search, retrieve and update documents in the databases and file as necessary. Create work order folders, maintain records of all maintenance inquiries, and respond to campus support inquiries. Prepare and develop correspondence, reports, logs, memorandums, presentations, and other forms of communication for distribution across various organizations on site and off site as directed.

1.1.5 Prepare, obtain, and coordinate authorization to install, relocate, remove or update equipment using approved forms and processes. Monitor and operate computer systems at the main/front desk of assigned facilities, communications systems, and other devices or building equipment located on or near the workspace. Notify COR immediately if any of the systems in assigned area of responsibility malfunctions, fails completely, or otherwise needs maintenance.

1.1.6 Upon arrival and before departure ensure assigned facilities are appropriately secured; upon arrival log into the computer systems and before departure log out of the computer system. Be familiar with the name, address, and location of shelter-in-place, emergency assembly areas and storm areas of his/her workspace, as well as localized instructions for inclement weather conditions. Be familiar with Academic program name, course length and the locations within the campus facility. Provide facility information to visitors, staff, and faculty as well as emergency response personnel when applicable.

1.1.7 Prepare, maintain and submit Serious Incident Report (SIR) that affect assigned facilities. The SIR shall be submitted electronically to OPS, Program, Division, Academic Department, Service Component, and COR within two (2) hours after the incident has been identified.

1.1.8 Ensure specific doors are locked or unlocked at specific entrances/exits, this includes interior and exterior doors. Ensure lights are turned on or off in their duty area at specific times.

The period of performance will be for a total of five (5) years (base and four (4) option years).

SET ASIDE; The Government is contemplating issuing this requitement as a 100% Set- Aside for Economically Disadvantaged Women-Owned Small Businesses (EDWOSB)

NAICS Code: 561110 – Office Administrative Services

Medical Education and Training Campus (METC), Joint Base San Antonio (JBSA) - Fort Sam Houston, Texas

6 October 2022

CONTRACT INTEREST: The Government is contemplating issuing a Firm Fixed- Price (FFP) contract to a contractor who fully understand the scope and can meet the needs of this requirement. Interested contractors should respond by email to Umar Thomas, Contract Specialist, at umar.thomas.1@us.af.mil and Gary Beck, Contracting Officer at gary.beck@us.af.mil by 12 October 2022 by 10:00 AM CT with the below contractor information.

CONTRACTOR INFORMATION

Company Name:

Medical Education and Training Campus (METC), Joint Base San Antonio (JBSA) - Fort Sam Houston, Texas

6 October 2022

Point of Contact:

Company Address:

Phone #:

Email Address:

Cage Code:

UEI Number:

Business Size:

(EDWOSB)

YES NO

NAICS Code:

561110

YES NO