SOLICITATION NOTICE
R -- Pandemic Finance and Acquisition Support
- Notice Date
- 7/26/2007
- Notice Type
- Solicitation Notice
- NAICS
- 541611
— Administrative Management and General Management Consulting Services
- Contracting Office
- Department of Homeland Security, Office of the Chief Procurement Officer, Office of Procurement Operations, Office of the Chief Procurement Officer, Washington, DC, 20528, UNITED STATES
- ZIP Code
- 00000
- Solicitation Number
- HSHQDC-07-R-00084
- Response Due
- 8/3/2007
- Archive Date
- 8/18/2007
- Small Business Set-Aside
- Total Small Business
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The solicitation number is HSHQDC-07-R-00084. The solicitation is issued as a request for proposals (RFP) and the solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-17. This requirement is a small business set-aside with a North American Industrial Classification System (NAICS) code of 541611. Please note that per paragraph II.E (Place of Performance) below, CONTRACT PERFORMANCE MUST TAKE PLACE AT DHS OFFICES LOCATED IN THE GREATER WASHINGTON DC METROPOLITAN AREA. Also, please note that contract performance will require a TOP SECRET FACILITY CLEARANCE (TS/FCL). I. Pricing Schedule CLIN/Description/Qty/Unit/Unit Price/Total Price -- 0001/Base Year Support/12/Month/*/* -- 0002/Base Year Emergency-Critical Support (Optional Item)/960/Hours/*/* -- 0101/Option Year Support/12/Month/*/*/ -- 0102/Option Year Emergency-Critical Support/960/Hours/*/* II. Statement of Work A. Introduction Within the Department of Homeland Security the Office of the Secretary and Executive Management (OSEM) and the Office of Health Affairs (OHA) are responsible for the financial execution of a substantial yet time critical Congressional Supplemental Fund to prevent and/or combat a potential Pandemic Influenza outbreak. The criticality of this effort is global in nature and extremely time sensitive. B. Background OSEM/OHA requires support with respect to the Pandemic Influenza supplemental funding in the areas of (1) acquisition, needs analysis, advanced acquisition planning and monitoring, Statement of Work/Statement of Objective development and analysis, acquisition planning, evaluation plan development, strategic sourcing analysis, plan implementation efforts, sourcing justifications, cost estimate development, process tracking, source/proposal evaluations, regulatory compliance, reports development and distribution, and other analysis efforts; (2) financial accountability to include the development, input, and tracking of General Ledger accounting data; and (3) budget formulation support and development of out-year budget forecasts. C. Scope The contractor shall provide staffing of a professional level that reflects expertise in the fields of Public Administration, Financial Management Systems, Advanced Acquisition Planning and Acquisition Execution with an enhanced focus on the aforementioned fields with relation to funding and executing requirements related to Pandemic Influenza initiatives. D. Required tasks are as follows: 1. Project Management a. The contractor shall determine the project organization, coordination, management oversight, and plan to accomplish the work. The contractor shall provide three (3) copies of a Monthly Status Report to the Contracting Officer's Technical Representative that will include: Synopsis of major Accomplishments/ Deliverables/Reports/Milestones Achieved and Recommendations Submitted by Sub-Task. b. The contractor shall attend Quarterly Program Review meeting to provide status on Management and Oversight Issues and assist government staff in Contractor Performance Standards and Issues 2. Acquisition Planning and Management a. This section shall require a principle signatory authorized to bind the company to sign a letter of agreement on company letterhead stipulating that for all pre-solicitation acquisition actions handled by its employees the company agrees in principle and in fact not to compete either as a prime or sub-contractor for the associated work. i. The contractor shall provide staffing capable of: Performing complex professional work in analyzing requests for contract actions and interpreting and applying acquisition guidelines; carrying out procedures including reviewing and assisting government personnel in acquisition preparation and monitoring performance measures; providing information and recommendations on acquisition alternatives to organizational elements; conducting special studies that require data compilation; analyzing and interpreting information in oral and written presentations; developing and maintaining acquisition monitoring models and coordinating production of a formal monitoring report; assisting offices in preparing numerous acquisition related documents and supporting information; explaining policies and procedures, and, giving advice on management issues; monitoring acquisition requirements development of assigned offices including providing assistance in reviewing requisitions to determine suitability of the proposed acquisition vehicle i.e. Contract, Interagency Agreement, Grant, and, ensuring compliance with established procedures; making preliminary reviews of contracts for compliance with budget and administrative policy; and, assisting in liaison with other agencies performing public services with organizational funds. ii. The contractor shall support divisions and offices in the development of Advanced Acquisition Plans, Statements of Work/Statements of Objectives, Evaluation Plans, Acquisition Plans, Independent Government Cost Estimates, Sole Source Justifications, management, execution, process improvement, and status reporting of Procurement Requests (PRs). iii. The contractor shall provide the full range of general acquisition advice and support to the organization and subordinate divisions (including best method procurement vehicle analysis i.e., contract, grant, and cooperative agreements) in preparing pre-award acquisitions/assistance packages. b. Based on the requirements under this section, it is anticipated that the use of contractor personnel for these purposes shall invoke an explicit prohibition on the contractor from bidding, acting as a subcontractor, or consulting on the development of a bid by any other contractor, where the contractor's personnel have had access to or intimate knowledge of the proposed acquisition. i. The contractor shall facilitate moving PR packages efficiently through the full cycle of the acquisitions process; this process includes assisting the program offices in: conducting Needs Assessments, developing Advanced Acquisition Plans, developing independent and interdependent individual Acquisition Plans, developing Statements of Work/Statements of Objectives, assisting government staff in developing Independent Government Cost Estimates, and Evaluation Plans. ii. The contractor shall assist the program offices by facilitating the approval process by tracking the PR packages through the award phase including: acting as an interface with Budget and Planning, Finance and Accounting, Legal, DHS Office of Procurement Operations (OPO), and external contracting offices as appropriate. iii. The contractor shall maintain the organizational PR files, ensuring that the files are complete, accurate, and in compliance with all applicable standards to ensure smooth audits and a clean Unqualified Audit Opinion. iv. The contractor shall maintain the PR database(s) and provide associated data reports to program offices and divisions, senior leadership, the Chief of Acquisition, and other government personnel. v. The contractor shall provide assistance in responding to Congressional Requests for Information, and other reporting requirements e.g. Freedom of Information Act (FOIA) and Committee on Foreign Investment in the United States (CFIUS). 3. Financial Management and Execution The contractor shall provide professional staffing capable of: performing standard accounting tasks including maintain ledgers, confirm balances, manually post financial records and prepare and type financial reports. Work is generally performed within strict accounting principles and guidelines; however, incumbents interpret and evaluate expenditures and income classifications. These positions work with specialized funds such as grant funds, enterprise funds or fixed assets funds. Positions work closely with all OSEM/OHA organizational elements and other staff members, answering questions and dealing with sensitive financial issues. a. The contractor shall support the full range of financial management and execution support by using the primary financial management system. The primary financial management system records the allocation, commitment, obligation, and expenditure of funds for OSEM/OHA. b. The contractor shall provide support in evaluating/recommending improvements in internal control processes, invoice processing support, and various reports and analyses. c. The contractor shall validate all OSEM Program Element (PE) allocations are loaded in the primary financial management system to the proper accounts utilizing the appropriate Account Classification Code Structure (ACCS), for the applicable fiscal year. d. The contractor shall ensure the proper recording of all financial execution documents in the primary financial management system. This task includes the input of commitment, and obligation documents and verification/validation of expenditure documents for multiple fund ledgers and program elements. Documents in the commitment, obligation, and expenditure categories include: Procurement Requests, Purchase Orders/Contracts and their corresponding Invoices, Interagency Agreements, Government Purchase Card Transactions, Travel Authorizations and Claims, Local Travel Claims. e. The contractor shall ensure the proper procedures have been followed prior to submitting invoices to the Dallas Finance Center; these procedures include obtaining and validating appropriate signatures from the Contracting Officers Representative, the Contracting Officer, and the appropriate Account Certification Officer as required prior to recording and submission of the invoice for payment. In addition, the contractor shall provide customer service points of contact to interface with commercial vendors, other federal agencies, and employees regarding status of payments and/or reimbursements; f. The contractor shall provide Monthly and Quarterly Status of Funds reports in addition to Ad Hoc Reports at the Program Element and Funding Organization levels and other financial reports such as Contract Obligation and Expenditure Reports, Inter-Governmental Payment and Collections (IPAC) Reports. g. The contractor shall validate and reconcile OSEM financial records in the primary financial management system and local files through close-out of prior and current year commitment, obligations, and expenditures to ensure the financial integrity of all applicable OSEM funds ledgers. h. The contractor shall provide periodic trial balances to ensure funds are being obligated/expended in accordance with the Quarterly Allocation Plans and that un-utilized commitments are identified and subsequently de-committed on a timely basis to allow maximum utilization of all available funds and/or prevent a deficient position. i. The contractor shall analyze prior year and current year shared service costs and recommended appropriate distribution of those costs across all program elements/organizational levels for future year budgets. j. The contractor shall provide support to extract prior year budget execution information to assist in the preparation of Future Year Budget Requests. k. The contractor shall prepare/present budget briefings to internal senior leadership and external organizations (e.g., OMB). l. The contractor shall review internal control procedures and recommend/assist in the development of appropriate controls necessary to prevent waste, fraud, and abuse. 4. Emergency/Critical Support (Optional) a. The contractor shall provide additional support under tasks 2 and 3 as directed by the Government when operational conditions require an increase in staffing, e.g. Secondary and Tertiary Shifts up to 24 hours a day/7 days a week, to support the organization during emergency/critical operations such as events necessitating an immediate increase in the Government's prevention of, mitigation of, and/or response to a pandemic. b. The contractor shall provide additional seasoned, knowledgeable personnel with the necessary security clearances in hand to augment Government staff in order to provide all necessary support as addressed in Tasks 2 and 3. Contractor delivery of Emergency/Critical Support is subject to the issuance of a contract modification(s) by the Contracting Officer. The Government will define the work to be performed, working hours, and duration of assignment in writing prior to authorizing performance. This effort shall be reimbursed on a Labor Hour (LH) basis. 5. Transition Support a. The contractor shall develop, document and monitor the execution of a transition plan that may be used to transition tasks and materials to a new contractor, or to the Government. The plan will incorporate an inventory of all services and materials developed that will be required to fully perform the services provided under this order. The plan will include a schedule of briefings, including dates and times and resources allotted, that will be required to fully transition all materials developed to the follow-on contractor, and will provide the names of individuals that will be responsible for fully briefing their follow-on counterparts. The plan is to ensure that the follow-on contractor, or the Government, will be provided with sufficient information and be fully briefed at least 30 days before the current expiration date of the contract, to provide adequate time for the new contractor to have their personnel completely familiar with the requirements and in place on the turnover date. The contractor shall plan for a 30 day transition period. The plan shall provide the contact information for contractor individuals who will be assigned to the transition team and identify their roles in transition. b. The contractor shall participate in transition meetings with the program manager and project staff, and representatives of the successor contractor. The purposes of these meetings are to review project materials and take preparatory steps to ensure an effective transition in contractor support. c. The transition plan is due to the Government 60 days prior to the expiration date of the contract. E. Place of Performance The contractor shall perform work for this effort at DHS offices located in the greater Washington DC metropolitan area, Berryville VA, or any facility that may be identified by DHS in line with the surge support; thereby ensuring continuity of operations. F. Deliverable Information The contractor shall ensure the accuracy, functionality, completeness, professional quality, and overall compliance with government guidelines/requirements of the deliverables. Written documents shall be concise and clearly written. DELIVERABLE/TITLE/FREQUENCY/# OF COPIES/RECEIVING PARTY(s) 1. Monthly Status Reports/Monthly/1 electronic copy in MS Office & 1 hard copy/ COTR and Contracting Officer 2. Monthly Cost Reports (for labor hour work only)/Monthly/1 electronic copy in MS Office & 1 hard copy COTR and Contracting Officer 3. Quarterly Program Reviews/Quarterly/1 electronic copy in MS Office & 1 hard copy/ COTR and Contracting Officer 4. Ad Hoc PR Status Reports/As needed/1 electronic copy and periodic CD-ROM back-up/COTR 5. Validation of Allocation and PE Status/Weekly/Monthly Updates Anticipated/1 electronic copy in MS Office & 1 hard copy/COTR 6. Obligation Reports/Monthly/1 electronic copy in MS Office & 1 hard copy MS Office & 1 hard copy/COTR 7. Budget Execution Reports/Monthly/1 electronic copy in MS Office & 1 hard copy/COTR 8. Quarterly Status of Funds Reports/ Quarterly/1 electronic copy in MS Office & 1 hard copy/COTR 9. Trial Balance Reports/Quarterly/1 electronic copy in MS Office & 1 hard copy/COTR 10. Shared Service Cost Reports/Quarterly/1 electronic copy in MS Office & 1 hard copy/COTR 11. Future Year Budget Request Preparation Reports/Weekly/Monthly Updates Anticipated/1 electronic copy in MS Office & 1 hard copy/COTR 12. Budget Briefing Reports/Weekly/Monthly Updates Anticipated/1 electronic copy in MS Office & 1 hard copy/COTR 13. Internal Control Procedure Reports/ Weekly/Monthly Updates Anticipated/1 electronic copy in MS Office & 1 hard copy/COTR 14. Transition Plan/60 days prior to the expiration date of the contract/1 electronic copy in MS Office & 1 hard copy/COTR and Contracting Officer G. Period of Performance The period of performance shall be twelve months with one (1) twelve month option. H. Travel The Contractor may be required to travel in support of this requirement. Local travel (within 50 mile radius of duty station) costs will not be reimbursed. If long distance travel is required, formal written approval must be obtained from the COTR prior to travel taking place. **Solicitation subsections I (Security), J (GFE/GFI), K (Protected Critical Infrastructure Information), L (Non Disclosure Agreements) of section II above and sections III (Clauses), IV (Instructions), and V (Evaluation) will be posted as amendment 1 to this solicitation.**
- Place of Performance
- Address: Primary Place of Performance:, 1120 Vermont Ave., Washington, DC
- Zip Code: 20005
- Country: UNITED STATES
- Zip Code: 20005
- Record
- SN01353034-W 20070728/070726220630 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's FBO Daily Index Page |