DRAFT_ACS_Program_Support_Tasks.pdf

Army Community Service (ACS) Administrative Support Services

SPECIFIC TASKS

5. Specific Tasks: The Contractor shall provide non-personal administrative program support services to the

ACS.

5.1 Basic Services: Services shall include technical and program support on all administrative and management functions including, but not limited to: planning, programming, assessments, inspections, data processing, personnel, equipment, property and logistics management, reporting and general office management to include making copies and shredding documents.

5.2 Meetings, Conferences, and Briefings:

5.2.1 Prepare daily ACS correspondence, i.e. training agendas, meeting minutes and agendas, prepare and submit purchase orders to the ACS Director through the COR. The Government will provided base (templates).

5.2.2 The Contractor shall attend, participate in, and furnish input to scheduled and unscheduled meetings, conferences, and briefings that relate to the functions and services herein as required by the Government to provide effective communication and impart necessary information. The PM or designated representative shall attend meetings as requested by the Government. Meeting attendees shall at times include Contractor managerial, supervisory, and other personnel knowledgeable of the subject matter. Meetings may start or end outside of regular duty hours. Meeting minutes shall be prepared per AR 25-50. The Contractor shall submitt meeting minutes within five (5) business days after scheduled meeting. If the COR doesn’t respond writing within five (5) business days the meeting minutes become final.

5.2.3 Meeting Agenda: The Contractor shall prepare and submit a meeting agenda to the COR one (1) week prior to all meetings. The COR will review and approve agenda(s) in writing.

5.3 Training:

5.3.1 The Contractor shall track and maintain all ACS staff personnel training information. The Contractor shall serve as the ACS Training Coordinator.

5.3.2 The Contractor shall provide assistance to supervisors and employees in support of training programs to include making copies of presentations, collecting training materials and assisting with presentation review.

5.3.3 As the Training Coordinator, the Contractor shall attend Training meetings and schedule staff for required trainings. The Contractor shall provide meeting minutes IAW paragraph 5.2.1 and 5.2.2 above.

5.4 Records Management: The Contractor shall be required to maintain records, memorandums and office correspondence IAW Army Records Information Management System (ARIMS). Additional information can be found on the ARIMS home page: https://www.arims.army.mil/arims/default.aspx. ARIMS User Guide is available for review online. Files shall be maintained in a secured area and are the property of the U.S.

Government.

5.5 Client Tracking System (CTS): The Contractor shall enter all data that is provided to them by the

Readiness Team Lead, the ACS Director, or the FAPM, into CTS NLT the 5th business day of each month.

Data shall include the numbers of classes, attendees, and updated information papers.

5.6 General Program Support

5.6.1 The Contractor shall assist all ACS programs in general administrative support to include filing documents, creating binders/folders, organizing ACS program materials, organizing materials for ACS Certification, and providing support for classes and trainings.

https://www.arims.army.mil/arims/default.aspx

5.6.2 The Contractor shall maintain a neat and organized work station.

5.6.3 The Contractor shall take all used printer/toner cartridges monthly to the Government recycling center on

Panzer Kaserne.

5.7 Purchase Orders:

5.7.1 The contractor shall research purchases request items noting prices and cost of shipping within two (2) business days. This will be reviewed by the COR for approval.

5.7.2 The contractor shall prepare purchase request form IAW with current Government Purchase Card (GPC) request form within one (1) business day after the COR approves the research. The government will provide the form.

5.7.3 The Contractor shall submit completed purchase request form to identified GPC holder, based on purchase amount and funding, within one (1) business day. The Contractor shall maintain a log of completed purchase requests submitted that will be reviewed by the COR on the 5th business day of each month.

5.8 Classroom Scheduling

5.8.1 The Contractor shall process and schedule all classroom/training room reservations within two (2) business days. The ACS Director, ACS Readiness Team Lead, and FAPM can approve requests. Registration

Request form will be provide by the COR.

5.8.2 The Contractor shall maintain all processes associated with room reservations to include key sign-out and sign-in, form completion, ensure room is clean (vacuumed and tabletops are cleaned) prior to and post use, IT equipment is functional, and room is returned to standard set-up.

5.9 Computer Lab Monitoring

5.9.1 The Contractor shall assist customers with computer lab sign-in and password.

5.9.2 The Contractor shall assist customers with IT support in computer lab such as printing issues and calling

IT support for password lock-out and non-functioning computers.

5.9.3 The Contractor shall ensure the computer lab is clean and desk/chairs are returned to standard set-up throughout the business day and at close of business.

5.10 Customer Service

5.10.1 The Contractor shall maintain front desk operations to include greeting and assisting customers, answering phones, scheduling appointments and registering individuals for classes and events. Assisting customers includes providing information and referral services.

5.10.2 The Contractor shall be available to assist with Lending Closet pick-up and returns, as needed.

5.11 Office Mail and Marketing Distribution

5.11.1 The Contractor shall sort office mail/marketing information and place items in staff mailboxes daily.

5.11.2 The Contractor shall maintain and organize community coupon program for distribution daily.

5.11.3 The Contractor shall maintain and update all marketing bulletin boards. The Contractor shall organize and distribute all ACS marketing materials to support ACS programs. Bulletin boards will be updated on the 1st business day of each month.

5.12 Key Control and Service Order Tracking

5.12.1 The Contractor shall assist Key Custodian with key sign-out/sign-in for classroom reservations.

5.12.2 The Contractor shall submit and track to completion service orders and work orders for ACS facility.

Orders will be tracked in a data base on G: Drive.

5.13 Confidentiality: The Contractor shall maintain confidentiality IAW with AR 608-1, AR 608-18 and with all materials containing Personally Identifiable Information (PII).

5.14 Monthly Activity Summary: The Contractor shall submit a Monthly Activity Summary to the COR by the 5th business of each month. The COR will provide format and content.

5.15 Enterprise-Wide Contractor Manpower Reporting Application (eCMRA): The contractor shall report

ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the USAG Stuttgart via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than

October 31 of each calendar year, beginning with 2018. Contractors may direct questions to the help desk at:

mailto: DoD.ECMRA.Support.Desk@mail.mil.

If contract period of performance ends prior to September 30, the contractor has thirty (30) calendar days from end date of the contract to complete the eCMRA requirement.

http://www.ecmra.mil/ mailto:DoD.ECMRA.Support.Desk@mail.mil