SOURCES SOUGHT
R -- Administrative Support Services
- Notice Date
- 2/2/2009
- Notice Type
- Sources Sought
- NAICS
- 561110
— Office Administrative Services
- Contracting Office
- Other Defense Agencies, Defense Threat Reduction Agency, Defense Threat Reduction Agency (Headquarters), DTRA Annex, 8725 John J. Kingman Road, MSC 6201, Fort Belvoir, Virginia, 22060-6201
- ZIP Code
- 22060-6201
- Solicitation Number
- BCP090012369
- Archive Date
- 3/4/2009
- Point of Contact
- Michael D Jackson,, Phone: 703-767-1271
- E-Mail Address
-
michael.d.jackson@dtra.mil
- Small Business Set-Aside
- Total Small Business
- Description
- Sources Sought announcements are issued to assist the Defense Threat Reduction Agency (DTRA) in performing market research to determine industry interest and capability to obtain company demographics, benchmarking information and industry ideas for an acquisition approach. This Sources Sought announcement is not a Request For Proposal (RFP) and at this time, no solicitation exists. Introduction: The Agency’s mission is to safeguard the United States and its allies from Weapons of Mass Destruction (WMD) by providing capabilities to reduce, eliminate and counter the threat and its effects. This mission dictates a diverse set of customers and unique mission requirements. The Agency’s Enterprises requirements are equally diverse and unique. DTRA proposes to set aside this requirement for Small Businesses capable of providing Administrative Support, which includes Clerical and Secretarial Support, Desktop Publishing Editor and Event Coordinator Support to DTRA. Background: The DTRA intends to award a firm fixed price requirement for Professional and Administrative Support Services. DTRA requires agency-wide professional and administrative support services. Requirements: DTRA intends to procure services to provide support to the various enterprises within the Agency. DTRA intends to issues a Request for Proposals (RFP) for Professional and Administrative Support Services at the headquarters in Fort Belvoir, VA. The contractor shall provide the personnel necessary to perform professional and administrative services. This procurement is a total service disabled veteran small owned business set-aside. The North American Industry Classification System (NAICS) code is 561110. All interested contractors are asked to submit their capabilities statement to meet the requirements of this action with all skill categories. All capabilities statement must be submitted to Mr. Michael D. Jackson no later than 11:00 AM, February 17, 2009 at michael.d.jackson@dtra.mil. All future information about this acquisition, including solicitation and amendments, will be distributed through the FEDBIZOPS web site. Interested parties are responsible for monitoring the web site to ensure that they have the most up-to-date information about this acquisition. The following provides a list of the support required: (1) Clerical and Secretarial Support Schedule appointments, coordinate, take and disseminate minutes of meetings, maintain calendars and provide administrative support to existing administrative staff when workload exceeds the capacity or during absences Maintain the office filing system Compose letters and memoranda, and prepare other documents as required Review, finalize, and check correspondence, records, applicable rules, and regulations Manage travel order system. Includes coordinating travel, processing reservation requests, orders, vouchers and tracking disbursements Maintain calendars, receive visitors, screen calls and distribute mail Ensure that all critical information that might impact upon an office’s decision making process is reported to management in a timely manner Track suspenses, Receive and disseminate taskers as assigned to the office in the item management system Assist with the administration of tasker/suspense tracking system, to include follow-up, and closeout of required actions Travel Orders System, filing system and the Comprehensive Cost & Requirement (CCaR) System. This includes appropriate tasking, follow-up, and closeout of required actions Provide backup support and assistance to the office’s Management Analyst Greet visitors, answer and screen telephone calls, respond to requests for information, and provide assistance Exchange non-routine information using tact and persuasion as appropriate requiring good oral and written communication skills Oversee and coordinate administrative and office activities. Establish, select, implement, and coordinate office procedures and systems On a regular and continuous basis, exercise administrative judgment and assume responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area Arrange, participate in, and implement as directed, conferences, committee meetings, and staff meetings. Some preparation and distribution of materials may be required Prepare and process all Division Fund-cites for Reservists/Government training, and classes. Analyze unit operating practices such as filing systems, forms control, office layout, personnel requirements, creating new systems, maintaining office calendars, scheduling appointments, and revising established office procedures Compose reports, correspondence, and other documents containing decisions of designated manager as required. Coordinate and process clearances for both Government Civilians and Military personnel to include; Collateral, Visit Request Letters and Country Clearances. Also process passport requirements for Government Civilians for foreign travel where required Coordinate in/out processing for new employees Coordinate and assist with procurement quotes and the procurement of office Products Order and assist in maintaining division inventory, reconcile incoming orders, and distribute inventory as necessary Review, finalize, and check correspondence, records, reports, and forms for accuracy, completeness, and conformance to applicable rules and regulations Reconcile research, and correct discrepancies regarding the division travel budget Ensure that all critical information that may impact the Division’s decision making process is reported to management in a timely manner Exercise independent judgment in resolution of administrative problems Draft, review, edit, correct and finalize all types of correspondence and documentation, to include letters, memorandum, presentations, studies, assessments, and reports for release or signature (2) Desktop Publishing Editor: The Contractor shall provide one documentation desktop publishing and PowerPoint/graphics specialists that has full knowledge and skills in Microsoft PowerPoint and commercial off-the-shelf desktop publishing software that can produce briefings/documents in accordance with Agency policy. Documents are to be created, reviewed for accuracy, content, and from a technical perspective. The guidelines to be used in support of offices require extensive interpretation of DTRA and DoD instructions and manuals. Many of these guidelines are incomplete and/or contradictory and are frequently being revised and reinterpreted. The Contractor must use judgment and ingenuity to interpret the meaning of the available guidelines, and provide guidance where no guidelines exist. Contractor personnel assigned to this effort shall possess the skills and abilities of: 1) extensive knowledge and expertise in Microsoft PowerPoint and Desktop Publishing software; 2) good communication skills in English (verbal, written, and computer); 3) ability to effectively plan, organize, and execute assignments; 4) ability to complete tasks in a timely manner and with minimal oversight; 5) extensive knowledge of technical editing and analysis techniques. Specifically, the Contractor shall perform the following tasks: Policy formats to ensure that each briefing/presentation conforms to DoD and DTRA policy in presentations, content, and legal requirements Integrity edits to ensure that presentations are prepared and consistent. The Contractor shall make sure that references to figures, tables, sections, part numbers, product numbers, and other documents are correct, and that all referenced items exist Format edits to ensure that presentations conform to DTRA standards on typography, layout, and illustrations Style edits to ensure compliance with DoD and DTRA standards for capitalization, hyphenation, and the use of symbols, bibliographic references, italics, and bold type Copy clarification edits to ensure that spelling, grammar, punctuation are correct; that incomprehensible statements resulting from missing material are identified and clarified; that illustrations are correctly inserted; and that mathematical equations are correctly typeset Language edits to ensure that sentence complexity is appropriate for the document; that active and passive verbs are appropriately used; that ideas are presented in a clear and logical manner; and that the use of jargon and technical terms are appropriate for the intended audience Substantive edits to ensure that all components of the document fit together as a coherent whole; that the order of presentation is logical; and that all necessary information is included, and all unnecessary information is deleted (3) Event Coordinator: The contractor shall provide integrated events support to include the following tasks: Provide integrated events support to the Director, Deputy Director, Chief of Staff and senior Agency staff in handling all aspects of distinguished visitor (DV), general officer, civilian and foreign equivalents, and transient DV visits Support handling all aspects of visits, conferences, tours, and social functions initiated within the Agency, as well as those tasked by the offices of the Secretary of Defense, Joint Chiefs of Staff, Military Service Secretaries or Chiefs, and Congressional requests, etc Assist in managing the Director’s recognition programs and special ceremonies (medal presentations, individualrecognition, etc.), including scheduling events, determining the need for audiovisual equipment, obtaining decorations, awards, etc., gathering biographies and guest information, preparing agendas, and setting up locations Have a working knowledge of all military services customs, courtesies, decorum, and policies with the ability to advise the Agency Occasionally, the job may entail frequent standing, bending, and carrying supplies from office to event sites or locations. Occasionally, the work is strenuous due to longer than average workdays, light physical labor and working under pressure. Capabilities: Potential sources must have experience and expertise that demonstrates an in-depth knowledge and background in providing professional and administrative support services in a performance-based Department of Defense environment. Sources must demonstrate experience and ability to provide an adequate number of cleared personnel, at the Top Secret and Secret level. Microsoft Office 2003 (Word, Excel, Access, Project, and PowerPoint), and Visio experience is required in order to prepare all documents, listings, tables, briefings, and worksheets. Must have the capability to provide surge support should the need arise. Responses: Offerors having the required capabilities necessary to perform the stated requirements are invited to provide information to contribute to this sources sought. Interested offerors should provide within their electronic responses the following: 1. Company name, address, point of contact, telephone number, email address, business size and small business status such as disadvantaged, 8(a), HUBZone, Woman Owned, Minority Owned, and/or Service Disabled Veteran Owned Small business. 2. Ideas/Recommendations for an acquisition strategy to satisfy the stated requirements (e.g. single contract, single award IDIQ, multiple award IDIQ, SEAPORT, GSA Federal Supply Schedules, etc) Responses shall not exceed five (5) pages in total. Please submit responses to Michael D. Jackson at michael.d.jackson@dtra.mil, no later than February 17, 2009 at 1100 hours Eastern Time. DTRA will provide additional information and release draft documents as they become available. DTRA will not entertain ‘one on one’ meetings at this time.
- Web Link
-
FedBizOpps Complete View
(https://www.fbo.gov/?s=opportunity&mode=form&id=f3efeaa1aaef0025900eb70895d94635&tab=core&_cview=1)
- Place of Performance
- Address: Defense Threat Reduction Agency, 8725 John J. Kingman Road, Fort Belvoir, Virginia, 22060, United States
- Zip Code: 22060
- Zip Code: 22060
- Record
- SN01742205-W 20090204/090202215109-f3efeaa1aaef0025900eb70895d94635 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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