Front Desk Data Entry - Minot AFB

Solicitation / RFP / RFQ

This is a combined synopsis and solicitation for commercial items for a Front Desk Data Entry Services contract at the Military Family & Readiness Center at Minot AFB. The government is requesting proposals (RFQ) and will not issue a separate solicitation document. This acquisition is set-aside for 100% Total Small Business Competition.

• Provide Front Desk Data Entry Services.

• Services are required to commence on March 2, 2026.

• All quotes must include a candidate resume demonstrating the ability to meet PWS requirements.

• The contract will include an initial base period from March 2, 2026, to March 1, 2027.

• There are four option periods, potentially extending the contract until March 1, 2031.

• The North American Industry Classification System (NAICS) code is 561110, with a Small Business Size Standard of $12.5 million.

• Questions Deadline: February 12, 2026, at 11:00 AM CST.

• Quote Submission Deadline: February 20, 2026.

• Quotes must be submitted via email to the points of contact.

• Quotes must be valid through June 1, 2026.

• Price quotations must be submitted on the provided document; technical submissions must be separate.

• Evaluation Criteria:

  • Technical Capability: Must meet specifications in the requirement information.
  • Price: Evaluated comparatively.
  • Past Performance: Assessed based on recency (within the last 5 years), quality of work, and may include PPIF submissions or other relevant documentation.

• This acquisition is set-aside for 100% Total Small Business Competition.

• The Performance Work Statement (PWS) is referenced and is a key document for understanding requirements.

• Several attachments are referenced, including the PWS, Wage Determination, Quote Sheet, and Financial Questionnaire.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Performance Work Statement (PWS) outlines the requirements for nonpersonal services to support the Air Force Military and Family Readiness Center (M&FRC) at Minot Air Force Base (AFB) and other specified locations. The primary goal is to provide Transition Assistance Support Services to aid with M&FRC functions.

• Core Responsibilities:

  • Office Automation and Document Management: Generating and sending emails, creating/editing documents using word processing software, utilizing databases/spreadsheets, performing simple troubleshooting, and transmitting messages electronically.
  • Correspondence and Reporting: Preparing various correspondence, emails, and reports; composing nontechnical correspondence; consolidating information for reports; and proofreading/editing documents.
  • Mail and Communication: Reviewing and processing incoming/outgoing mail and correspondence, screening mail and electronic messages, using automated schedulers, reviewing outgoing correspondence, downloading/distributing publications, handling telephone calls and visitors, and answering nontechnical requests for information.
  • Records Management and Administrative Tasks: Serving as the primary Record Custodian, establishing/updating/maintaining office records, using automated systems for data entry and clerical duties, filing/purging records, maintaining file plans, updating publications, entering data into systems like Access and DoD TAP, preparing class rosters, and requisitioning supplies.
  • Compliance and Training: Ensuring all tasks comply with relevant Department of the Air Force Instructions, M&FRC program desk guides, and other pertinent policies. Training may be required by the Government at no cost to the contractor.

• Services Summary: Outlines performance objectives and thresholds. The Government will monitor and evaluate performance. Ratings include Exceptional, Very Good, Satisfactory, Marginal, and Unsatisfactory.

• Specific Metrics:

  • Correspondence/Reports: Completed within 2 business days, with 90% accuracy and follow-up within 2 business days.
  • Data Entry: 95% accuracy of data input within 1 business day.
  • Classroom Preparation: 90% of tasks completed by class start time.

• Quality Assurance: Contractor must manage quality, tender only conforming items, and develop a quality control program. Government reserves the right to inspect and test services.

• Place of Performance: Primarily on Minot Air Force Base, 291 Peacekeeper Place, Minot AFB, ND 58704. Includes surrounding United States Air Force locations within North-Central North Dakota.

• Mobilization: Up to 14 days allowed for preparation, with a temporary 20% reduction in expected performance level.

• Demobilization: Contractor must transition the requirement professionally if the contract is not renewed or reverts to government operation.

• Contractor Personnel: Must provide a Contract Manager and alternate. Personnel must present a professional appearance and identify themselves as contractors. Base access may be restricted for individuals posing a threat.

• Security: Requires base access, physical security of government property, computer security compliance (including NAC and CAC card issuance), and reporting of potential threats. Possession of weapons, firearms, or ammunition is prohibited on base. Traffic laws must be followed.

• Government Provided Facilities, Equipment, and Materials: Office space, a desk, chair, restroom facilities, breakroom, basic office supplies (computer, phone, printer) will be provided. Contractor-provided computer equipment must not connect to the Air Force network.

• Environmental: Contractor must comply with all applicable federal, state, and local laws, regulations, and specific Air Force instructions and plans regarding environmental protection.

• Records Management: Contractor is responsible for maintaining and disposing of records according to Air Force requirements. Records are government property.

Form / Attachment / Pricing Sheet

This document, "Attachment 4 - Financial Questionnaire Sheet," is a collection of forms designed to gather information for evaluating a contractor's responsibility and financial stability as part of the solicitation process. It includes a Responsibility Questionnaire and a Financial Institution Reference Sheet.

Responsibility Questionnaire:

• Requires bidders to list up to three past or current customers/contracts.
• For each customer/contract, bidders must provide:
  • Name of Customer/Contract
  • Address
  • Name of Point of Contact (POC)
  • Telephone Number
  • Dates/Years of Performance
  • Annual $ Value
  • Services Performed/Additional Comments

Financial Institution Reference Sheet:

• To be filled out by Contractor: Requires company name, POC name and phone number, and the name, POC, title, and phone number of the financial institution. It also includes a section for the contractor to grant permission for their financial institution to release account information.
• To be filled out by Financial Institution: This section is to be completed only if the firm is selected as the potential awardee. It requests information on average monthly balances (checking and savings), current loans and lines of credit, late payments or NSF history, length of relationship with the institution, and credit rating.

Bidders must complete the Responsibility Questionnaire and the contractor section of the Financial Institution Reference Sheet and submit them with their proposal. This information is crucial for the government to assess the bidder's responsibility and financial capacity to perform the contract. Failure to provide this information may impact the evaluation of the proposal.

Form / Attachment / Pricing Sheet

This document is a quote sheet template for providing pricing information for Front Desk Admin Support services. Bidders are expected to use this sheet to detail their proposed costs.

• Line Item: Specifies the service being priced (implicitly Front Desk Admin Support).
• Base Year & Option Years 1-4: Provides space to enter hours for each contract year.
• Hours: Placeholder for the number of hours to be provided annually (1920 hours are pre-filled for each year).
• Unit Price (Per Hour): Field for bidders to enter their hourly rate.
• Total Price (Per Year): Field to calculate the total annual cost based on hours and unit price.
• Total Contract Price: Field to sum the total costs across all years.

This pricing sheet is critical for bidders to accurately calculate and submit their proposed costs for the Front Desk Admin Support services. It outlines the structure for detailing labor hours and associated pricing for the base year and four option years, directly impacting the overall contract value and evaluation.