SPECIAL NOTICE
R -- Youth Services
- Notice Date
- 9/9/2016
- Notice Type
- Special Notice
- NAICS
- 611710
— Educational Support Services
- Contracting Office
- Department of the Army, Army Contracting Command, MICC, MICC - Fort Hood, 761st Tank Battalion Ave., Room W103, Fort Hood, Texas, 76544-5025, United States
- ZIP Code
- 76544-5025
- Solicitation Number
- w91151-16-t-0338
- Point of Contact
- Josephine A. Farthing, Phone: 2542875676
- E-Mail Address
-
josephine.a.farthing.civ@mail.mil
(josephine.a.farthing.civ@mail.mil)
- Small Business Set-Aside
- N/A
- Description
- Mission and Installatoin Contracting Command - Fort Hood, Texas intends to award a firm fixed price sole source to Steve Carter Inc.. This notice is poisted IAW FAR 5. 203(a)(1). This requirement is for training of youth for Protestant classes. The Government intends to endter into a firm fixed price contract with Steve Carter Inc.. This acquisition is conducted in accordance with FAR 13.106-1(b)(1)(i). Contracting officer may solicit from one source if the contracting officer determines that the circumstances of the contract deem only one source reasonably available (e.r, ugency, exclusive licensing agreements, brandname or industrial mobilization). THIS NOTICE IS NOT A REQUEST FOR COMPETITIVE QUOTES AND no solicitation will be issued. Direct any quetstion to Joanne Farthing Josephine.a.farthing.civ@mail.mil, 254 287-5676, Nlt Monday 12 September 2016 12:00pm C.1.1. SCOPE OdF WORK. The contractor shall provide personnel, management, and services, not Government furnished, necessary to perform the various functions as defined in this work statement at Fort Hood, Texas. C.1.1.1. WORK SITE. Contract work shall be performed primarily at Fort Hood, Texas which consists of the main cantonment, West Fort Hood and North Fort Hood areas. Fort Hood is located approximately 60 miles north of Austin and 50 miles south of Waco, Texas. The main cantonment area is approximately 20 miles west of Interstate Highway 35 at Belton, Texas, and adjacent to Killeen, Texas. West Fort Hood is immediately adjacent to the main cantonment and North Fort Hood is approximately 25 miles north of the main cantonment. Contract work shall also be performed in the surrounding local communities adjacent to Fort Hood, Texas. C.1.2. HOURS OF OPERATION C.1.2.1. NORMAL HOURS OF OPERATION. The contractor shall normally perform the services required under this contract between the hours of 0730 to 2130. Normal Duty Days or Workdays shall be Sunday to Sunday, excluding legal public holidays. No overtime is authorized under this contract. It is anticipated that the academic year will be approximately fifty-two weeks. C.1.2.2. HOLIDAYS. The contractor performance shall not be required on the legal public holidays listed below. Holidays occurring on weekends shall be observed as directed by the published Army calendar. If religious holiday falls on federal holiday, some services might be required depending on service. New Years Day 1 January Martin Luther King Jr.’s Birthday 3d Monday in January President’s Day 3d Monday in February Memorial Day Last Monday in May Independence Day 4th of July Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veterans Day 11 November Thanksgiving Day 4th Thursday in November Christmas Day 25 December C.1.3. PERSONNEL. The contractor shall provide a work force possessing the skills, knowledge, training and certification to satisfactorily perform the services required by this Contract. Personnel performing work under this Contract shall remain employees of the contractor, shall live on post or in the surrounding local communities adjacent to Fort Hood, Texas, and shall not be considered employees of the Government employee. The contractor shall replace all employees not conforming to the specifications of this contract or found non-suitable by the Government within ten business days of their dismissal. The contractor shall submit themselves and all volunteers for screening through the Garrison Volunteer Coordinator’s office. The Garrison Chaplain’s Office representative, normally the Director of Religious Education, will oversee this process and maintain records of each staff member background check. The contractor shall not employ personnel that do not meet background check requirements. C.1.3.1. CONFLICT OF INTEREST. The contractor shall not employ any person who is an employee of the United States Government or the Department of Defense, either military or civilian, if such employment would create a conflict of interest or be contrary to the policies contained in Department of Defense (DOD) Joint Ethics Regulation (JER), DOD 5500.7-R. The contractor shall identify all contract programs and services as being Garrison chapel programs and services and not the contractor's own organizational programs and services. C.1.3.2. CONDUCT OF PERSONNEL. The Contracting Officer may require the contractor to remove from the job site any employee working under this Contract for reason of misconduct, security, or found to be or suspected to be under the influence of alcohol, drugs, or other incapacitating agent. Contractor employees shall be subject to dismissal from the premises upon determination by the Contracting Officer that such action is necessary in the interests of the Government. In accordance with Department of Defense (DOD) Joint Ethics Regulation (JER), DOD 5500.7-R and 18 U.S.C. 1382 (1972), the installation commander has the authority to bar individuals from the installation. The removal from the job site of dismissal from the premises shall not relieve the contractor of the requirement to provide sufficient personnel to perform the services as required by this work statement. C.1.3.3. SECURITY REQUIREMENTS. Contractor personnel or any representative of the contractor entering Fort Hood, Texas, shall abide by all security regulations and shall be subject to security checks. All personnel that will be working within and/ or around children will be required to have a background check according to DoD Directive 2014-23 and Army Regulations. C.1.3.3.1. SEARCH AND SEIZURE. Contractor personnel and property shall be subject to search and seizure upon entering the confines of Fort Hood, Texas, while on Fort Hood, Texas, and upon leaving the confines of Fort Hood, Texas. C.1.3.3.2. INSTALLATION ACCESS. The contractor shall be responsible for assuring all contractor personnel authorized to perform work under this contract obtain installation access as required as required by DOD Directive 4630.5. Government furnished identification shall be returned to the Government when the employee no longer performs work for the contractor under this contract. C.1.3.4. PROGRAM MANAGER. As needed, the contractor shall designate a program manager to the Government for performance of all work under the contract. The program manager shall be responsible for overall management and coordination of the contract. The program manager is responsible to ensure the specifications of section all specificed tasks are met, oversee the performance and conduct of the contractor’s employees, attend meetings and produce reports as discussed in designated sections. It is not anticipated that the program manager shall solely conduct program management duties, but shall also be actively involved in the accomplishment of contract specification. It is anticipated that program manager hours shall be five percent of the total productive hours. The program manager shall be the contractor’s point of contact with the Government and shall have the authority to act or make decisions for the contractor on all matters pertaining to this contract. C.1.3.4.1. ALTERNATE PROGRAM MANAGER. As needed, the contractor shall designate an alternate program manager who shall be authorized to act on behalf of the contractor in the absence of the program manager or when the program manager is not available. C.1.3.4.2. CONTRACTOR PERSONNEL IDENTIFICATION. The contractor shall provide the name, address, and telephone numbers for the program manager and alternate program manager to the contracting officer and Garrison Chaplains Office within ten business days following contract award. The contractor shall verbally notify the contracting officer of changes as they occur and provide written changes not later than one business day after the effective date of the change. C.1.3.4.3. EMPLOYEE TRAINING. Additional training may be provided by the Director of Religious Education as needed. C.1.3.5. MINIMUM PERSONNEL QUALIFICATIONS. See specific task section. C.1.4. VEHICLE REGISTRATION. Vehicles entering Fort Hood, Texas, shall have a valid state license and shall be registered with the Vehicle Registration Section of the Provost Marshall Office. Vehicles shall be registered prior to the commencement of contract work. State license and registration shall be maintained current during the time the vehicle is in use on this installation. C.1.4.1. VEHICLE OPERATION. Contractor personnel operating motor vehicles on the installation shall have a valid state operator’s license for the category of vehicle being operated and shall comply with FH Reg. 190-5, Fort Hood Traffic Code, 30 May 2006 regarding motor vehicle use on the installation. C.1.5. INTERFACE WITH GOVERNMENT OPERATION. Performance of work by contractor personnel under the terms of this contract shall not interfere with regularly scheduled Government operational activities. C.1.6. FRAUD, WASTE, AND ABUSE. The contractor shall be responsible for maintaining proper conduct and good discipline within contractor occupied work area(s). Contractor personnel shall be encouraged to be alert to and report suspected situations of fraud, waste, and abuse, or other intentionally dishonest conduct against the Government observed during or in the performance of this Contract to the Contracting Officer or the designated representative. C.1.7. CONSERVATION OF UTILITIES. Contractor personnel shall practice utilities conservation and shall operate under conditions that preclude waste of government furnished utilities. C.1.8. FIRE PROTECTION. The contractor shall comply with AR 420-90, Fire and Emergency Services, and FH 420-1, Fire and Emergency Services, for fire protection and fire prevention. C.1.9. ACCIDENT REPORTING. The contractor shall maintain an accurate record of accidents resulting in injury or death and accidents resulting in damage to government property, supplies, and equipment. The contractor shall report accidents in accordance with the requirements indicated in AR 385-40, Army Accident Investigation and Reporting. C.1.10. DISCLOSURE OF INFORMATION. The contractor shall demonstrate strict confidentiality regarding persons interviewed, and other information relating to individuals participating in the any Garrison Chaplain program. The contractor shall not relate or provide sensitive information regarding persons, personal notes, or interview records to unauthorized persons without the written approval of the Contracting Officer. C.1.11. TOBACCO USAGE. The contractor shall comply with AR 600-63, Army Health Promotion, which establishes uniform policies governing regarding use of tobacco products in Government facilities and on Fort Hood. C.1.12. SAFETY C.1.13. SAFETY STANDARDS: The contractor and his employees shall comply with accepted industry safety standards and applicable safety precautions and guidelines at all times while performing work under this contract: C.1.14. SAFEGUARD: The contractor shall safeguard and maintain all Government property as well as provide for the safety and well-being of personnel employed in the administration of this contract. SECTION C.2 DEFINITIONS C.2.1. DEFINITIONS C.2.1.1. CONTRACT ADMINISTRATOR. The official Government representative delegated authority by the Contracting Officer to administer a contract. This individual, working in an appropriate contracting field, advises on all technical contractual manners. C.2.1.2. CONTRACT DISCREPANCY. A failure of the contractor to perform in accordance with contract requirements and specifications. A contract discrepancy may result from a failure of the contractor to provide, or provide on time, the required contract products or services; or it may result because delivered products or services do not meet specific contract standards. C.2.1.3. CONTRACT DISCREPANCY REPORT (CDR). A report used to document unsatisfactory contractor performance. The CDR requires the contractor to explain, in writing, why performance is unsatisfactory; how performance shall be returned to satisfactory levels; and how recurrence of the problem will be prevented in the future. C.2.1.4. CONTRACTING OFFICER (KO). A person duly appointed with the authority to enter into and administer contracts on behalf of the Government. C.2.1.5. CONTRACTING OFFICER’S REPRESENTATIVE (COR). An individual designated in writing by the Contracting Officer to act as an authorized representative of the Contracting Officer to perform specific contract administrative functions within the scope and limitations as defined by the Contracting Officer. C.2.1.6. CONTRACTOR. The contractor, its subsidiaries and affiliates, joint ventures involving the contractor, or any entity which the contractor may have merged or any individual or entity that assisted or advised the contractor in the preparation of a proposal under this solicitation. C.2.1.7. DEFECT. Any nonconformance of service specified in Section C.5, Specific Tasks. Any nonconformance of contractor employees. Any contractor employees found non-suitable by the Government and not replaced within ten business days. C.2.1.8. GOVERNMENT FURNISHED PROPERTY (GFP). All equipment, goods, and land possessed by the Government and, subsequently, delivered or otherwise made available to the contractor. SECTION C.3 GOVERNMENT FURNISHED PROPERTY (GFP) AND UTILITIES C.3. The Government will provide the following access to facilities, supplies and equipment for use in connection with this contract. C.3.1. Chapel facilities in coordination with other Chapel scheduled activities to include classrooms for various programs with appropriate furnishings including tables and chairs. C.3.2. Office equipment to include on-post and local telephone support for coordinating contract requirements and use of a copier and fax machine to successfully complete PWS requirements. C.3.3. Storage facilities for storage of Government-provided, contractor managed teaching materials, supplies and equipment. C.3.4. Limited use of Transportation Motor Pool (TMP) vehicles for the transportation of youth for specified events. Requests shall be made through the Garrison Chaplain's Office. All requests are subject to approval of the Garrison Chaplain and dependent upon availability of funding, vehicles and authorized drivers. SECTION C.4 CONTRACTOR FURNISHED ITEMS C.4.1 CONTRACTOR FURNISHED PROPERTY. The contractor shall provide everything necessary to fulfill the requirements of the Contract. SECTION C.5 – SPECIFIC TASKS (PROTESTANT YOUTH MINISTRY) C.5.1. MINIMUM PERSONNEL QUALIFICATIONS. The contractor shall have a Bachelor’s Degree in any field from an accredited university. The contractor shall have a minimum of four years work experience with youth ministries, two years of which must include directing youth programs. C.5.2. HIGH SCHOOL WEEKLY OUTREACH ACTIVITY. The contractor shall plan, prepare, and conduct thirty-seven weekly high school youth outreach activities of at least two hours in duration. On average, the contractor shall spend one hour in preparation for each weekly activity. These weekly outreach activities will involve at least fifteen or more high school youth within the community and will be conducted at Fort Hood in a chapel or other community locations in coordination with the appropriate agencies. These weekly outreach activities will include topics on spiritual growth, the study of Scripture, the application of the Christian faith to daily life, and the importance of one’s contribution to the Christian faith community, and be presented in a manner effective for an un-churched high school youth outreach audience. C.5.3. HIGH SCHOOL WEEKLY BIBLE STUDIES. The contractor shall plan, prepare, and conduct thirty-seven weekly high school youth Bible studies of at least two hours in duration. On average, the contractor shall spend one hour in preparation for each weekly bible study. These weekly Bible studies will involve at least fifteen or more high school youth within the community and will be conducted at Fort Hood in a chapel or other community locations in coordination with the appropriate agencies. These weekly Bible studies will include topics on spiritual growth, the study of Scripture, the application of the Christian faith to daily life, and the importance of one’s contribution to the Christian faith community, and be presented in a manner effective for a Protestant Christian high school youth audience. C.5.4. HIGH SCHOOL SPECIAL EVENTS. The contractor shall plan, prepare and conduct six special events for high school youth of at least two hours in duration. On average, the contractor shall spend one hour of preparation for each special event. Each high school special event will involve at least fifteen or more high school youth within the community and will be conducted at Fort Hood or other community locations in coordination with the appropriate agencies. These events shall focus on outreach, Protestant Christian discipleship, or team building. Special events will normally consist of such activities as movie nights, lock-ins, bowling, putt-putt golf, or attending a Christian concert. C.5.5. HIGH SCHOOL SERVICE PROJECTS. The contractor shall plan, prepare and conduct four community service projects for high school students, for a minimum of eight-hours during a one day duration each, during the academic school year, normally twice in the fall and spring semester. On average, the contractor shall spend two hours of preparation for each special event. Each high school service project will involve at least ten or more high school youth and benefit people outside the normal on-post Christian community. A minimum of 90 days prior to the event, the contractor shall provide for approval to the Garrison Staff Chaplain, a final program plan that will include the name of the project, project dates, project plan, and project objectives. The contractor shall provide a schedule of activities and study topics, objectives, and method of evaluating program. The contractor shall submit an After Action Report to the Garrison Chaplain within five working days of the completion of the project. C.5.6. HIGH SCHOOL SUMMER CAMP. The contractor shall plan, prepare and conduct one high school summer camp for high school students, for a minimum of five day duration, during the summer months. This high school summer camp will involve a minimum of two contractor’s employees. This high school summer camp will involve at least twenty or more high school youth from the Fort Hood community. Typically, the contractor will spend thirty hours of preparation for this high school summer camp. A minimum of 90 days prior to the event, the contractor shall provide for approval to the Garrison Staff Chaplain, a final program plan that will include the name of the camp, camp dates, camp plan, and camp objectives. The contractor shall provide a schedule of activities and study topics, objectives, and method of evaluating program. The contractor shall submit an After Action Report to the Garrison Chaplain within five working days of the completion of the project. C.5.7. MIDDLE SCHOOL WEEKLY OUTREACH ACTIVITY. The contractor shall plan, prepare, and conduct thirty-seven weekly middle school youth outreach activities of at least one and a half hours in duration. On average, the contractor shall spend one hour in preparation for each weekly activity. These weekly outreach activities will involve at least fifteen or more middle school youth within the community and will be conducted at Fort Hood in a chapel or other community locations in coordination with the appropriate agencies. These weekly outreach activities will include topics on spiritual growth, the study of Scripture, the application of the Christian faith to daily life, and the importance of one’s contribution to the Christian faith community, and be presented in a manner effective for an un-churched middle school youth outreach audience. C.5.8. MIDDLE SCHOOL WEEKLY BIBLE STUDIES. The contractor shall plan, prepare, and conduct thirty-seven weekly middle school youth Bible Studies of at least two hours in duration. On average, the contractor shall spend one hour in preparation for each weekly program. These weekly Bible Studies will involve at least fifteen or more middle school youth within the community and will be conducted at Fort Hood in a chapel or other community locations in coordination with the appropriate agencies. These weekly Bible Studies will include topics on spiritual growth, the study of Scripture, the application of the Christian faith to daily life, and the importance of one’s contribution to the Christian faith community, and be presented in a manner effective for a Protestant Christian middle school youth audience. C.5.9. MIDDLE SCHOOL SPECIAL EVENTS. The contractor shall plan, prepare and conduct at least six special events for middle school students of at least two hours in duration. On average, the contractor shall spend one hour of preparation for each special event. Each middle school special event will involve at least fifteen or more middle school youth within the community and will be conducted at Fort Hood or other community locations in coordination with the appropriate agencies. These events shall focus on outreach, Protestant Christian discipleship, or team building. Special events will normally consist of such activities as movie nights, lock-ins, bowling, putt-putt golf, or attending a Christian concert. C.5.10. MIDDLE SCHOOL SERVICE PROJECTS. The contractor shall plan, prepare and conduct two community service projects for middle school students, for a minimum of four-hours during a one day duration, during the academic school year, normally once in the fall and spring semester. On average, the contractor shall spend one hour of preparation for each service project. Each middle school service project will involve at least ten or more middle school youth and benefit people outside the normal on-post Christian community. A minimum of 90 days prior to the event, the contractor shall provide for approval to the Garrison Staff Chaplain, a final program plan that will include the name of the project, project dates, project plan, and project objectives. The contractor shall provide a schedule of activities and study topics, objectives, and method of evaluating program. The contractor shall submit an After Action Report to the Garrison Chaplain within five working days of the completion of the project. C.5.11. MEETINGS AND REPORTING. The contractor and/or Program Manager shall meet with the Garrison Chaplain or representative by the tenth of each month to discuss quality of the delivery of the youth ministry program services, future plans, program statistics and progress, and provide a monthly statistical report. Additionally, the contractor shall meet with the Director of Religious Education monthly to discuss plans, programs, and issues related to the Fort Hood youth program. Both these meetings combined will take approximately one and a half hours. The contractor shall provide to the Garrison Chaplain a written schedule of all youth ministry activities a minimum of 90 days prior to the events. Youth events will be cleared through the Garrison Religious Support Calendar and meet the programming needs for the local community. The contractor shall submit monthly signed written reports on the quantity and effectiveness of services performed by item numbers listed in Section C.8., Specific Tasks, on the 20th of each month to the Contracting Officer or their representative for review prior to submitting receiving report. These monthly reports shall be both quantitative and qualitative in nature. Reports shall include as a minimum, but not be limited to, the number in attendance, summarization of the meeting or event, and an evaluation of the effectiveness of the programs. After Action Reports of any retreat, service project, camp, or event, shall include as a minimum, but not be limited to, the number in attendance, summarization of the meeting or event, and an evaluation of the event. Reports shall include professional assessment by the contractor regarding important issues, goals, and issues. All reports shall be written and provided in electronic and hard copy format. C.5.14. VOLUNTEER MANAGEMENT. The contractor shall ensure that all volunteers have gone through the required background checks in accordance with Army policy and regulations. The contractor shall provide each volunteer a written job description. Volunteers shall be 18 years of age or older, can assist the contractor, but are not limited to, administrative tasks, basic youth interaction, driving to and from events, set-up and clean-up of activities, studies or events. There must be a minimum of one contractor employee present throughout each activity or event. Minors under 18 years of age shall not be left alone with youth to lead a program. SECTION C.6 APPLICABLE DOCUMENTS C.6.1. GENERAL: Documents applicable to services to be performed under this work statement are listed below. Supplements, amendments, or revisions to documents may be issued during the term of the Contract, and shall be in full force and effective immediately upon receipt by the contractor or posting to the website. The contractor shall adhere to the requirements in these supplements, amendments, or revisions during the life of the contract pending negotiation. The contractor shall post and update publications, as applicable, as change notices are provided by the Government. Upon completion of this Contract, the contractor shall return to the Government all publications provided to the contractor by the Government. C.6.2. ABBREVIATIONS ASSOCIATED WITH PUBLICATIONS. The following abbreviations are related to the publications listed below: AR – Army Regulation FH – Fort Hood C.6.3. LOCATION OF PUBLICATIONS AND FORMS. The contractor shall utilize the Internet to view and print electronic versions of required publications and Forms. See associated links at each site. Fort Hood publications can be accessed at http://phantomclerk.hood.army.mil. C.6.4. PUBLICATIONS. PUBLICATION TITLE DATE ARMY REGULATIONS AR 25-1 Army Information Management May 02 AR 25-400-2 Modern Army Record Keeping System Oct 01 AR 385-10 Army Safety Program Feb 00 AR 385-40 Accident Reporting and Records Nov 94 AR 420-90 Fire and Emergency Services Sep 97 AR 600-63 Army Health Promotion May 07 FORT HOOD REGULATIONS & SUPPLEMENTS FH Supplement to AR 385-40 Accident Reporting and Records Jul 91 SECTION C.7 DATA DELIVERABLES C.7. DATA DELIVERABLES. The contractor shall deliver the following data as indicated by the PWS above. • Program Manager/Alternate (C.1.3.4.2) – Provide name, address, and telephone number for PM and alternate no less than 10 business days after award. Contractor shall report changes as they occur and provide written changes no later than 24 hours after effective date of the change. • Vehicle Registration (C.1.4) – Contractor personnel shall return registration decals to the Vehicle Registration Section of the Provost Marshall’s Office within one business day after termination of completion of work under this Contract, when state license is no longer valid, and upon sale of the vehicle. Contractor personnel shall return visitor passes to the Vehicle Registration Section of the Provost Marshall’s Office immediately upon conclusion of the conduct of business authorized on the installation. • Schedule. The contractor shall provide to the Garrison Chaplain a written schedule of all youth ministry activities at least ninety days prior to the events. Youth events will be cleared through the Garrison Religious Support Calendar and meet the programming needs for the local community. • Reporting. Contractor shall submit monthly signed written reports on the quantity and effectiveness of services performed by item numbers listed in Paragraph C.5., Specific Tasks, on the 20th of each month to the Contracting Officer or their representative for review prior to submitting receiving report. • Volunteer Training. The contractor shall provide volunteers with a written job description and training. One-time volunteers are exempt. The contractor shall submit a detailed volunteer development plan within 30 days of the start of the contract to the Garrison Chaplain.
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