SOURCES SOUGHT
R -- ACCOUNTING SERVICES FOR THE FMS DFO GENERAL ACCOUNTING BRANCH
- Notice Date
- 6/28/2010
- Notice Type
- Sources Sought
- NAICS
- 541219
— Other Accounting Services
- Contracting Office
- Department of Health and Human Services, Program Support Center, Division of Acquisition Management, Parklawn Building Room 5-101, 5600 Fishers Lane, Rockville, Maryland, 20857
- ZIP Code
- 20857
- Solicitation Number
- 10-233-SOL-00256
- Archive Date
- 7/28/2010
- Point of Contact
- Wendy C. Cruz, Phone: 3014433086, Dawn T. Gresham, Phone: 3014435148
- E-Mail Address
-
Wendy.Cruz@psc.hhs.gov, dawn.gresham@psc.hhs.gov
(Wendy.Cruz@psc.hhs.gov, dawn.gresham@psc.hhs.gov)
- Small Business Set-Aside
- Competitive 8(a)
- Description
- ACCOUNTING SERVICES FOR THE FMS DFO GENERAL ACCOUNTING BRANCH SMALL BUSINESS SOURCES SOUGHT NOTICE INTRODUCTION This is a Small Business Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding the availability and capability of potential certified 8(a) businesses that can offer professional services to provide contract personnel that will perform accounting related functions within the Division of Financial Operations (DFO). The purpose of these general accounting activities is to provide customer service, administrative, clerical, and accounting support/analysis for commercial payments and travel payments. Contractor shall provide accountants and accounting technician staff to perform accounting related functions within DFO. Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. An organization that is not considered a certified 8(a) business under the applicable NAICS code should not submit a response to this notice. THIS IS STRICTLY MARKET RESEARCH. DIVISION OF FINANCIAL OPERATIONS WILL NOT ENTERTAIN QUESTIONS REGARDING THIS MARKET RESEARCH. A. BACKGROUND The Financial Management Service (FMS) provides full accounting and fiscal services for a variety of HHS customers and other agencies including a complete range of debt management, disbursement, fund accounting and financial reporting services; a payment management system which supports cash management and scheduled grant and contract payments; review, negotiation and approval of rates for indirect costs, research, patient care, and other special rates for organizations receiving Federally sponsored awards; and review and approval of state and local cost allocation plans. The Commercial Payments & Travel Payments tasks are performed in the General Accounting Branch, Division of Financial Operations (DFO), FMS. B. PURPOSE The purpose of these general accounting activities is to provide customer service, administrative, clerical, and accounting support/analysis for commercial payments and travel payments. C. PROJECT REQUIREMENTS The Contractor will provide an experienced, degreed on-site Project Manager/Accountant who will perform accounting responsibilities as well as supervise contractor staff under the contract. The Project Manager/Accountant will have personnel administration responsibilities such as involvement in staffing positions and will provide on-site human resources guidance to the contractor staff, as needed. The Project Manager/Accountant will review, on a regular basis, the status of the accountant's and accounting technician's work performance. The Project Manager/Accountant will work closely with the Contracting Officer’s Technical Representative (COTR) to resolve any issues at hand The Contract Administrator shall be involved with issues that need the attention of a representative of the contractor who has experience in contractual matters and will be depended upon to resolve items that relate to fulfilling the scope of work under the contract. Past experience will be considered. The Accountants, Management Analysts and Payment Specialists will be competent and experienced in the required skills to perform under the contract and as required in the statement of work. Resumes must reflect not only academic qualifications but length and variety of experience in similar tasks and clearly demonstrate relevant training and experience. The Accountants shall have a four year degree in accounting, finance or a related business field (such as Business Management or Business Administration). A minimum of two years of accounts payable experience is required. The accountant must be able to apply professional knowledge of accounting practices, methods and techniques to perform a wide variety of assignments within the DFO. Accountants are expected to have general knowledge of administrative support systems common to the DFO or its customer agencies. The Accountant will have knowledge of the regulations which pertain to relevant fiscal practices of the Federal Government, all of which are applied to ensure that the accounting system accurately portrays operations and adheres to accepted accounting principals. Prior experience similar to the statement of work under this contract will be considered. Accountants will be responsible for a full range of duties within the Accounts Payable process that includes, but is not limited to processing payments, posting and reconciling accounting transactions as well as performing other duties administratively or technically required. Accountants will be responsible for and must have experience/knowledge in three or more of the following areas: Third party payment processing (for programs such as tuition); data reconciliation; tax payment processing; W-2 preparation, processing, and posting; quarterly IRS form 941 preparation, processing and submission: 1099 miscellaneous form preparation, processing, and submission: all activities related to the Managing/Accounting Credit Card System (MACCS); A-123 reviews; audit support; and miscellaneous payments. The Accountant is required to become experienced with the DFO’s accounting processes and the accounting systems, and will perform a wide variety of development or problem solving assignments in processing various accounting transactions for a number of agencies and programs. A background in Oracle Federal Financials is desired. Accountants will also be required to learn and effectively use other software applications used by DFO. Extensive customer contact may be required. The ability of Accountants to communicate effectively both orally and in writing is necessary. DFO is required to provide training from time to time to customer agencies on processes and systems used. Accountants will need to support these training efforts. Accountants are required to have practical experience using Microsoft Outlook, Excel, and Word software applications. Management Analysts must be experienced/knowledgeable in accounts payable processes and systems. They may be responsible for reviewing/managing system problems while escalating any major issues to management. The management analyst may attend UFMS help desk ticket meetings and may be involved in testing/validating system upgrades and modifications. Scanning, indexing, and processing all types of invoices will be required. Writing skills are required to develop, review, or validate standard operating procedures for various accounts payable work processes. The Management Analyst must maintain a detailed knowledge of the creation of reports for various performance metrics such as but not limited to the Prompt Payment Act, Monthly Timeliness, Quality Performance, EFT Statistics, and A-76. Microsoft Access skill/knowledge is required for contributing to the creation of some performance metrics reporting. Audit samples will be compiled, as required. Other accounts payable responsibilities may be assigned. The ability to communicate effectively both orally and in writing is necessary. Microsoft Outlook, Access, Excel and Word software application proficiency is required. Prior experience similar to the statement of work under this contract will be considered. A background in Oracle Federal Financials is desired. The Payment Specialists shall have some previous college level courses relating to accounting and/or finance. In lieu of college courses the Payment Specialist may substitute experience in an accounting oriented organization where he/she has successfully performed a full range of duties relating to accounts payable with related understanding of the general ledger as well as performing other duties administratively or technically required. The Payment Specialists should have experience inputting accounting data into an accounting data base. The Payment Specialists must have a sound knowledge of Government accounting practices, methods, procedures, and techniques. Payment Specialists may be responsible for posting and reconciling accounting data and other duties related to accounts payable. Similar experience as an accounting technician related to the statement of work under this contract will be considered. A background in Oracle Financials is desired. Payment Specialists will also be required to learn and effectively use other software applications used by DFO. The Payment Specialists will perform a variety of highly responsible assignments in DFO which involves problem solving, advice to customers and explaining various financial procedures to program personnel. The ability to communicate effectively both orally and in writing is necessary. Payment Specialists should have some experience in the use of Microsoft Outlook, EXCEL, and WORD software applications. An experienced Travel Payments Specialist will be required. The Travel Payments Specialist must possess additional skills/experience in addition to that of other Payment Specialists. Additional responsibilities may include but may not be limited to: Auditing and paying civilian relocation vouchers, emergency GovTrip voucher processing, freight bill payments, G schedules, preliminary holds report resolution, relocation invoice payments, ACH/Direct Deposit form processing. D. ANTICIPATED PERIOD OF PERFORMANCE One year base period, with two one year Options. E. CAPABILITY STATEMENT Respondents must provide, as part of their responses, a capability statement, which addresses the following: 1. Organizational Profile: a.Staff expertise, including availability, experience, and formal and other training; b.Current in-house capability and capacity to perform the work; c.Prior completed projects of similar nature; d.Corporate experience and management capability; and e.Examples of prior completed Government contracts, references, and other related information. 2. Capability Statement must contain the following: a.DUNS. b.Company Name. c.Company Address. d.Current GSA Schedules appropriate to this Sources Sought. e.Do you have a Government approved accounting system? If so, please identify the agency that approved the system. f.Type of Company (i.e., small business, 8(a), woman owned, veteran owned, etc.) as validated via the Central Contractor Registration (CCR). All respondents must register on the CCR located at http://www.ccr.gov/index.asp. g.Company Point of Contact, Phone and Email address h.Any other information that may be helpful in developing or finalizing the acquisition requirements. F. INFORMATION AND SUBMISSION INSTRUCTIONS An electronic copy of your complete Capability statement must be submitted by email to Wendy Cruz, at Wendy.Cruz@psc.hhs.gov, no later than 12PM ET on July 13, 2010. The information should be provided as a Microsoft Word document, not to exceed 15 pages, single space, with a font size no smaller than 10 pt. Please provide the package with an information outline, indicating, cover page, title, index of topics addressed, executive summary, etc. DISCLAIMER AND IMPORTANT NOTES This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization’s qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation. CONFIDENTIALITY No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).”
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