The following questions and answers relate to the Request for Proposal for the PVS Administrative Assistant Job Offering. Each question has been received by PVS and the answers are our responses to the questions. Please remember that bids are required to be delivered to the General Chairman either via the internet or thru the mail by COB March 22, 1999.

Q1. Is the Administrative Vice Chairman the direct supervisor to the Administrative Assistant? If not, who is?

Answer: The Administrative Assistant is responsible to the PVS Board of Directors and the General Chairman. The Administrative Vice Chairman is responsible for the day to day supervision of the Administrative Assistant and for the development of general guidelines and job responsibilities.

Q2. Is the equipment provided by PVS going to be transferred from the current users or will new equipment be provided?

Answer: Initially, the equipment used by the current Administrative Assistant will be transferred to the new Administrative Assistant. When the registration function transfers on September 1, 1999, the PVS Board, in coordination with the Administrative Assistant, will determine the disposition of all equipment. The PVS Board will include upgrades in equipment as part of the normal budget process.

Q3. If the equipment is going to be transferred, can PVS provide information as to the type and capabilities of the equipment?

Answer: The specific capabilities of all equipment will be reviewed during the transition phase of the job (April 1999). The equipment is adequate to perform the current duties.

Q4. What type of software is currently being used to maintain the registration and certification databases? Does PVS also provide this software?

Answer: The registration function will not transfer to the Administrative Assistant position until August 31, 1999. There will be plenty of time to become familiar with the necessary software programs and databases leading to that date. The software is provided by USA Swimming to each LSC Registrar.

Q5. Is there any bulk storage requirements of hard copy records? If yes, what amount of space is required?

Answer: There has been a requirement for hard copy storage in the past; however, the nature of correspondence is changing with more and more being conducted electronically. Therefore, we do not anticipate a requirement for large amounts of hard copy storage in the future. Since we are in the process of transferring from a paper based to an electronic based environment, there will be a larger requirement for storage immediately and future requirements should decline. We would, however, anticipate the requirement to set aside office space specifically for the administrative assistant function.

Q6. What is the total amount of hours per week currently required performing the three essential functions (administration, registration, bulk distribution)?

Answer: Because all three functions are being combined the current situation is not very relevant. Bulk distribution currently occurs only 6 times a year (this may decline further next year and the number of recipients is also decreasing) and is paid for on a "per occurrence" basis. The registration function requires more time during the peak registration period of the Fall than at other times of the year. There are also some overlap functions that are currently performed by more than one of these functions that will be eliminated under the future arrangement. The current Administrative Assistant is generally available during each normal business day when not out of town. Outside the normal daily routine, the Administrative Assistant currently attends annually 8 Board of Directors meetings, 1 House of Delegates meeting, 3 Competition Committee meetings, 1 1-day Eastern Zone meeting (generally out of area), and a 3-5 day US Aquatics Sports Convention (generally out of area). The Administrative Assistant is reimbursed for attendance at the latter two.

Q7. Will the PVS administrator be reimbursed for miscellaneous office supplies? Local travel expenses?

Answer: PVS will provide all necessary office equipment and supplies. Office supplies will be reimbursed on a cost reimbursable basis. PVS will not reimburse the Administrative Assistant for local transportation expenses. Local is defined as the PVS Territory, which is the counties of Montgomery and Prince Georges in Maryland and Fairfax and Arlington in Virginia and the cities of Falls Church, Alexandria in Virginia and Washington in the District.

Q8. What size of facility is required to support the meetings specified (House of Delegates, Board, Competition) and is there a facility that PVS has habitually used to conduct these meetings?

Answer: We currently use a classroom at Falls Church High School for our Board meetings and the other meetings are conducted in various meeting rooms, capable of holding up to 50 participants, within the PVS territory. It is the responsibility of the Administrative Assistant to arrange for meeting locations; a listing of meeting locations used in the past will be provided. The next meeting for which space has not already been secured will not occur until this Fall.