To secure the services of a person or group to perform the functions of a full time Administrative Assistant for Potomac Valley Swimming, which is the local (Metropolitan Washington) governing body of USA Swimming for competitive swimming in this area.

• Potomac Valley Swimming (PVS) is currently very well served administratively by three separate contracts, which provide basic administrative services, registration (of athletes, non-athletes, coaches, and clubs) support, and distribution of printed material support. The Administrative Assistant, Evelyn Taylor, who has been PVS' first and only Administrative Assistant in the 21 years the organization has been operating, has announced her intention to sever the contract (retire) effective not later than April 30, 1999. She will be missed! The other two contracts expire on August 31, 1999 and the current Registrar, Mary Ann Henderson, another long time and respected PVS worker, has announced has also announced her intention to retire when her contract expires
• PVS intends to take this opportunity to transition all our administrative functions into one fixed price contract. During the initial transition period of April 12, 1999 through August 31, 1999, the successful awardee of a new contract would be responsible for the functions identified in the following Statement of Work except those currently being performed by the remaining two active administrative function contracts, specifically, for registration and distribution of material to the PVS membership. When the latter contracts expire, the awardee would also assume responsibility for those functions
• PVS is very pleased with the service that we are receiving from each of the incumbents; however, we view this as an opportunity to combine functions and have a single contract that can accommodate all functions throughout the year without any break in service. While we will consider any proposal submitted by a single individual, the successful bidder will be able to demonstrate a capability to support PVS on a full time, annual basis. Traditionally, PVS has been concerned about potential gaps in service by any of our administrative contractors due to illness, vacations, or any other reason that would remove them from being able to perform their responsibilities for a period of time. We, therefore, envision bids that will identify a plan to involve more than one individual capable of performing all critical tasks described in the Statement of Work so that we will not experience any gaps in service.
• Each of the administrative functions are currently accomplished from the contractors' residence. We do not envision a forseeable change to that arrangement but the successful bidder's proposal will demonstrate how all functions will be accomplished within a single contract without any disruption in service regardless of the number of persons performing services.
• The following sections provide potential bidders with the Statement of Work for the PVS Administrative Assistant functions, proposal requirements and evaluation information and criteria.

1. The Administrative Assistant manages the Potomac Valley Swimming (PVS) administrative functions; oversees all administrative support to the PVS Board of Directors (BOD), Divisions and Committees; and reports to the PVS BOD with day-to-day operational guidance provided by the Administrative Vice Chairman.

2. Principal responsibilities of the PVS Administrative Assistant include:

• Manage the PVS administrative functions; maintain a file of all official PVS records and correspondence; maintain, update, as required, and distribute all PVS publications, including the By Laws, Policies and Procedures Manual, and the Meet Managers Guide
• Maintain a voice answering service for the PVS membership and other callers with a requirement to respond to each call within 1 business day (Monday - Friday); prepare and activate, as necessary, emergency voice and internet announcements
• Maintain PVS financial records; deposit funds; issue checks against approved expenses; track transactions and provide a computer file to the General Chairman and Treasurer monthly
• Administer the PVS Travel Fund, process applications and distribute reimbursement as directed by the PVS BOD
• Arrange travel and lodging, as required, for PVS officials who will be attending a function for which they will receive reimbursement from PVS, principally the USA Swimming Annual Convention, Eastern Zone Meetings, and other USA Swimming sponsored events
• Arrange and attend all PVS House of Delegates, Board, Competition, and other directed, meetings and serve as the recorder for each. Prepare a copy of the minutes for the meeting chairman's review within 3 business days and distribute approved minutes
• Attend meetings of the Eastern Zone and the annual USA Swimming Convention, if directed by the PVS BOD, and provide a written record of the major topics at each meeting, which the Administrative Assistant attends, to the PVS General Chairman for his review and acceptance within 10 business days with subsequent distribution to the PVS BOD
• Support PVS BOD/Division members with drafting of official correspondence and reports; provide information requested by PVS Board and Committee members as approved by the PVS BOD
• Issue PVS sanctions for competition in accordance with PVS policies and procedures; coordinate the preparation of PVS meet announcements; oversee the reproduction and distribution of meet supplies; monitor PVS sanctions to insure that post-meet requirements are met; and distribute meet reporting
• Oversee the PVS registration of athletes, coaches, other non-athlete members, and clubs
• Maintain a database of members and provide membership reports to the PVS BOD
• Submit initial or renewal registration information in the proper format to USA Swimming; process requests for athlete transfers; provide verification of registration; process foreign travel requests
• Provide membership cards to athletes, coaches who have met their USS/PVS requirements, and other non-athlete members
• Maintain a record of coaches who have completed their training requirements by course and date
• Assure that each club requesting registration complies with PVS and USA Swimming requirements
• Collect, deposit, and submit registration funds to the appropriate recipient (USA Swimming or PVS)
• Advise clubs and individuals on insurance issues and filing procedures; maintain a record of accident/incident reports, track claims, and keep the PVS BOD apprised of pending actions
• Oversee preparation and distribution of PVS and USS announcements, promotional, and other written materials, specifically,
• Distribute PVS Flash Mail to clubs and officials on a periodic basis as directed by the PVS BOD (approximately 10 times per year)
• Distribute PVS mailings to members who have paid for this service as directed by the PVS Board (approximately 3 times per year); mailings must be prepared as 3rd Class bulk mailings by non-profit organizations and delivered to the US Post Office for processing
• Prepare pre-addressed mailing labels and PVS return address envelopes
• Serve on the PVS Communications Committee and maintain an Administrative Office email capability; provide material for the PVS web page in an electronic format to the PVS webmaster
• Serve as a principal PVS point of contact with the USA Swimming staff and other LSC staffs; coordinate the direction of queries, issues, etc to the appropriate PVS official.

3. PVS will be responsible for

• Supply and maintenance of administrative office equipment to include at a minimum a computer, printer, facsimile capability, copier and a phone system with voice mail capability and phone lines for simultaneous voice and data transmission
• Reimbursement for all reproduction and mailing expenses
• Reimbursement for all approved travel expenses.

4, Period of performance for the Administrative Assistant is April 12, 1999 through August 31, 2000. This contract may be severed by either the PVS BOD or the Administrative Assistant upon thirty (30) days written notice by either party.

1. PVS intends to award a fixed price contract with equal monthly payments for this service. The Period of Performance for the solicitation will be April 12, 1999 through August 31, 2000 with 2 option years to extend.

2. A bidder may submit a proposal as an individual, partnership, or company. To be eligible for selection, a bidder must be located within the territorial boundaries of Potomac Valley Swimming (within the outer boundaries of Montgomery, Prince Georges counties in Maryland and Fairfax county in Virginia) or be the parent/guardian of a registered PVS athlete.

3. Any prospective bidder may ask a question regarding any aspect of this solicitation up to COB March 10, 1999, either in writing to the General Chairman or via email. Answers to all questions will be provided on the PVS web page by COB March 12, 1999.

4. The proposal will include four separate parts

• Part 1 will be subdivided into 2 sections
  • Section 1 - Personal Statement regarding the bidder's knowledge of competitive swimming in the PVS area and/or in the territory of USA Swimming. (This statement shall not exceed 2 pages - 1 page is a standard 8 1/2 by 11 inch sheet of paper)
  • Section 2 - A statement of qualifications measured against the Statement of Work. (This statement shall not exceed 2 pages)
• Part 2 will be a transition plan for assuming the PVS administrative functions on April 12, 1999 and for taking responsibility for registration and distribution functions on September 1, 1999. The plan will include location for conducting the administrative functions, incorporation of additional registration and distribution functions, a general overview of how the bidder will accomplish the functions described in the Statement of Work, and an estimate of any expenses anticipated in completing the transition. The plan will also include a milestone chart for executing this plan. (This plan will be not less than 2 pages nor more than 5 pages, including the Milestone Chart)
• Part 3 will be the Fixed Price for this service and proposed monthly payment schedule for the initial Period of Performance (April 12, 1999 to August 31, 2000). Option years will be negotiated separately but will be guaranteed at the initial period of performance price for the next PVS fiscal year (September 1, 1999 to August 31, 2000). Acceptable bids will not exceed $40,392 ($2000/month thru Aug 99 and $2616/month from Sep 99 thru Aug 00).
• Part 4 will be a list of 3 references, addresses, and telephone numbers that a bidder authorizes PVS to contact, if we deem appropriate.

5. Bids must be delivered to the PVS General Chairman either in hard copy or via email by COB March 22, 1999. No late bid will be accepted. Address for delivery of the hard copy is 9804 Viewcrest Drive, Fairfax Station, VA 22039 and email address is genlchr@pvswim.org . It is the bidder's responsibility to ensure that the proposal is received in a readable format.

1. The PVS General Chairman will appoint a Source Selection Committee to evaluate each proposal and recommend an awardee to the PVS BOD. We intend to make an award without discussion so your initial submission should be your best and final offer. We may conduct a telephonic or in-person interview with one or more of the bidders, if necessary to make a selection; however, it is our intent to make an award as early as March 29 and not later than April 5.

2. The Source Selection Committee will evaluate each proposal based on the following criteria;

• The bidders personal statement and statement of qualifications will be judged equally and are the most important criteria
• The Transition Plan will be the next most important criteria but will be judged as not more than one-half as important as either of the above statements
• Price will be less important than any of the other criteria; however, it must be deemed realistic for the work that is being performed relative to the qualifications of the perspective bidder
• Any proposal that does not include the statement that, if awarded, the bidder is prepared to start work on April 12, 1999, will not be considered for award. Likewise, any portion of a bidder's proposal that exceeds the page limitations in Section 4 will not be considered in the evaluation of that proposal.