SOLICITATION NOTICE
R -- NONPROFIT FINANCIAL POLICIES AND PROCEDURES
- Notice Date
- 6/28/2010
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 611430
— Professional and Management Development Training
- Contracting Office
- Department of Veteran Affairs;Employee Education System (EES);Attn: Contracting Office BLDG 50;#1 Jefferson Barracks Dr;Saint Louis MO 63125
- ZIP Code
- 63125
- Solicitation Number
- VA77710RQ0197
- Response Due
- 7/12/2010
- Archive Date
- 9/10/2010
- Point of Contact
- LINDA ELEY
- E-Mail Address
-
Contract Specialist
(Linda.Eley@va.gov)
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, and 13.106, 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 provisions and clauses incorporated herein are those in effect through Federal Acquisition Circular 2005-23, effective June 12, 2008. The Department of Veterans Affairs Medical Center/Employee Education Resource Center, St. Louis, MO proposes to enter into a firm fixed price, competitive commercial item contract. The North American Industry Classification System (NAICS) code is 611430 and the small business size standard is $7.0 million. Proposals are due July 12,2010 by 12:00 pm EST to Linda Eley, linda.eley@va.gov REVISED STATEMENT OF WORK VETERANS HEALTH ADMINISTRATION (VHA) Workshop on Financial Policies and Procedures for VA affiliated Nonprofit Research and Education Corporations (NPCs) Project description/scope of work: VHA is seeking to conduct a comprehensive workshop on financial policies and procedures to ensure sound financial management and effective internal controls among the 84 VA-affiliated nonprofit research and education corporations (NPCs). In 1988, Congress authorized VA medical centers to establish NPCs to administer non-VA federal and private sector funds provided in support of research and education performed at VA medical centers. According to their most recent reports to VA, for 2008 the NPCs collectively had revenues of approximately $249 million and net assets of approximately $206 million. The May 5, 2008, OIG report on five NPCs and on VHA oversight of the NPCs contained the following findings: "NPCs did not have adequate controls to manage funds" and "NPCs did not adequately segregate financial duties." The workshop described in this statement of work will increase NPC awareness of the OIG findings and will provide tools to improve NPC financial management. Offering this training will also fulfill one component of VHA's commitment to improve NPC oversight. The target audience is the NPC management team (i.e., executive director and senior financial personnel) and the Board Treasurer of the VA NPCs. This will be an invitation only event for a limited number of the target audience. Expected attendance will be 99 people. The program will provide a minimum of 10 hours of training for attendees. The goal of the training is to: 1.Provide an overview on rationale for written financial policies and procedures and how to write effective ones; e.g., the elements of effective financial policies and procedures. 2.Provide NPCs with specific examples of policies and procedures needed for financial reporting to the board of directors, comparative financial statements, budgeting, accrual accounting, revenue accounting, expense accounting, and internal controls. 3.Provide NPCs with examples of financial policies and procedures specific to staff size: NPCs with 1-2 administrative staff members and low revenues; those with 2-4 staff members and mid-range revenues; and those with large staffs (4 or more) and high revenues; targeting just two groups rather than three will be a possibility. 4.Provide an overview of federal and non-federal medical research grants and contracts, as well as, sub-awards and subcontracts. Contractor will obtain examples of financial statements regarding these varied funding mechanisms. Contractor will review the examples and improve upon them wherever possible. The examples approved by VA will then be made available to the workshop participants and other users. 5.Contractor will obtain model policies and procedures from VA that meet standards applicable to nonprofits that administer federal awards and contracts such as 2 CFR 215. Contractor will review the model policies and improve upon them wherever possible. The model policies and procedures approved by VA will then be made available to the workshop participants and other users. 6.Incorporate practical guidance on policies and procedures consistent with the COSO (Committee of Sponsoring Organizations of the Treadway Commission) framework for effective internal controls and practical guidance on policies and procedures consistent with the Institute of Internal Auditors (IIA) publication "Managing the Business Risk of Fraud; A Practical Guide" to guard against fraud. 7.Develop a Training Manual and related Microsoft PowerPoint presentation and handouts for use within VA and its affiliated NPCs. These materials will be delivered to the VA for unrestricted use by VA NPCs and any other organization the VA deems necessary without any further compensation due to the Contractor. 8.Provide useful checklists, forms, etc. to facilitate prompt application of the workshop content to NPC activities and financial management. This training is being provided as one of the responses to VAOIG-07-00564-121 "Audit of Veterans Health Administration's Oversight of Nonprofit Research and Education Corporations." Findings are detailed later in this Statement of Work. Contracting Officer's Technical Representative (COTR) COTR: Wayne J. Tew New Media Producer Employee Education System Salt Lake City Employee Education Resource Center 550 Foothill Drive, Suite 100 Salt Lake City, Utah 84113 801-924-6832 Wayne.Tew@.va.gov Workshop dates and location: Workshop Length:1.5 days (Day 1: 8am - 5pm; Day 2: 8am - 12noon) for a total minimum of 10 hours training for attendees Workshop Dates*:The Contractor and VA will mutually agree on the 1.5 consecutive days of the workshop. The workshop will be held in 2011 in the first two weeks of April, or the first four weeks of May. The exact dates will be mutually determined within the first two weeks after award of this requirement. The agreed upon dates for the workshop will be added as an addendum to this requirement. Location:Kansas City, MO 64112 Contractor's qualifications: It is highly desirable that the Contractor be a certified public accountant and or have the equivalent experience. It is also desirable that the Contractor have experience in nonprofit accounting and in conducting training in financial policies and procedures for nonprofit organizations, particularly those expending federal funds. It is desirable that the Contractor have some familiarity with VA nonprofit corporations and related VA policies and procedures, although VA will supply the Contractor with the necessary background information. The Contractor must have the qualifications and resources necessary to develop and conduct the training within the time frame indicated. Contractor should supply at least two references for prior efforts of similar size, scope and complexity. VA will contact prior sponsors/clients for similar training programs and attempt to obtain direct references from them. I. Objectives Through this contract, VA is seeking to provide NPC staff with training on financial policies and procedures applicable to VA nonprofit organizations with varying size staffs and scopes of activities as well as the respond to the VAOIG-07-00564-121 Report on the "Audit of Veterans Health Administration's Oversight of Nonprofit Research and Education Corporations." 1.1Proposed content. 1.Provide an overview on rationale for written financial policies and procedures and how to write effective ones; e.g., the elements of effective financial policies and procedures. 2.Provide NPCs with specific examples of policies and procedures needed for financial reporting to the board of directors, comparative financial statements, budgeting, accrual accounting, revenue accounting, expense accounting, and internal controls. 3.Contractor will obtain model policies and procedures from VA, review them and improve upon them wherever possible. Model policies and procedures approved by VA will then be made available to the seminar participants and other users.. 4.Provide an overview on federal and non-federal medical research grants and contracts, as well as, sub-awards and subcontracts. Provide examples of financial statements regarding these varied funding mechanisms. 5.Provide sample policies and procedures that meet standards applicable to nonprofits that administer federal awards and contracts such as 2 CFR 215. 6.Incorporate practical guidance on policies and procedures consistent with the COSO (Committee of Sponsoring Organizations of the Treadway Commission) framework for effective internal controls and practical guidance on policies and procedures consistent with the Institute of Internal Auditors (IIA) publication "Managing the Business Risk of Fraud, A Practical Guide" to guard against fraud. 7.Develop a Training Manual and related Microsoft PowerPoint presentation and handouts for use within VA and its affiliated NPCs. These materials will be delivered to the VA for unrestricted use by VA NPCs and any other organization the VA deems necessary without any further compensation due to the contractor. 8.Provide useful checklists, forms, etc., to facilitate prompt application of the workshop content to NPC activities and financial management. This training is being provided as one of the responses to VAOIG-07-00564-121 "Audit of Veterans Health Administration's Oversight of Nonprofit Research and Education Corporations." 9.Address the OIG recommendations as listed below: a. "We recommended that the Under Secretary for Health strengthen NPPO procedures for following up on recommendations in independent audit reports on NPC financial statements and reviewing NPC submissions for the annual report to Congress." b. "We recommended that the Under Secretary for Health revise VHA Handbook 1200.17 to clearly define minimum control requirements for all NPCs and provide training to NPC Directors on these requirements." c. "We recommended that the Under Secretary for Health develop and implement oversight procedures to perform substantive reviews of NPC financial and management controls to ensure NPCs fully comply with Federal laws, VHA policies, and control standards." d. "We recommended that the Under Secretary for Health develop and implement procedures to review, monitor, and enforce NPC compliance with conflict of interest laws and policies." II. Pedagogical approaches "The workshop presentations should be interactive, dynamic, energetic, interesting and captivating for the participants. "The workshop will be developed and conducted by the Contractor and will include a minimum of two contractor associates engaged to participate in developing and presenting the workshop content. If agreed to by Contractor, the VA may elect to provide one or more of the associates from VA staff. "As appropriate and as the schedule allows, time will be allotted during the program for workshop participants to tailor the sample policies and procedures to meet their own needs so each NPC leaves the workshop with a start on policies and procedures that meet their own needs and that conform to VA requirements. Following is a suggested workshop schedule for use as a starting point for further discussion: First Day: 8:00 a.m. - 10:30 a.m.WorkshopGeneral session 10:00 a.m. - 10:30 a.m.Break 10:30 a.m. - 12:00 noonWorkshopGeneral or breakout sessions 12:00 noon - 1:30 p.m.Lunch 1:30 p.m. - 3:00 p.m.WorkshopGeneral or breakout sessions 3:00 p.m. - 3:30 p.m.Afternoon Break 3:30 p.m. - 5:00 p.m.WorkshopGeneral or breakout sessions Second Day: 8:00 a.m. - 10:30 a.m.Workshop beginsGeneral or breakout session 10:00 a.m. - 10:30 a.m.Break 10:30 a.m. - 12:00 noonWorkshopGeneral or breakout sessions 12:00 noonWorkshop concludes "Workshop Structure: It is suggested that time be allotted during the morning of the first day for a general session. This time will be used to provide general information on how to write effective policies and procedures as well as additional information that will be useful to all attendees. Whether and/or when to break up into two or three smaller groups, according to NPC staff size and revenue levels, will be determined jointly by VA and the Contractor as the workshop content is developed. "Workshop Training Manual, PowerPoint Presentation, and Handouts: Contractor will deliver to VA comprehensive conference materials in accordance with the schedule described below under Development Process/Tasks. Workshop materials provided will be a Training Manual and a Microsoft PowerPoint presentation, as well as, supplemental materials to be used as training tools, and "take homes" such as checklists, sample policies and procedures, sample financial statements, etc. A significant portion of the effort required in order to develop the content of the workshop and the handouts, as well as, work required to collect information about the NPCs, such as, conference calls and one or more visits, will be performed during the three months prior to the workshop. More specifically, half hour calls between VA and consultant will be scheduled each week for the three months prior to the workshop. Contractor will submit drafts of all of the foregoing materials to VA at least one month prior to the workshop. A one day meeting will be held in Kansas City, Missouri or Washington, DC two or three weeks prior to the workshop with the Contractor to discuss the drafts. "Take Homes. Training Manual and Handouts tailored specifically to the VA NPCs will include "take homes" such as checklists, sample policies and procedures, model documentation (such as model financial statements and an annual NPC administrative budget), etc., that the NPC can utilize immediately after the workshop. Take homes for this workshop will be directed toward NPC executive directors and senior financial staff. III. Development Process/Tasks (see V. Performance Measures section below) In addition to the tasks below, this statement of work calls for weekly meetings with VA, including Office of Research and Development and EES personnel as appropriate to discuss progress/format/content. Meetings may be face to face, videoconference or teleconference as determined by VA and the Contractor. Task 1.0. Three months prior to the workshop, the Contractor will identify key personnel and will determine which NPCs will be selected to provide background information regarding the relationship between VA and the NPCs; NPC activities and financial management. Task 2.0. During the three months prior to the workshop, the Contractor will develop the content of the workshop (outlined above), and interview key NPC personnel (including executive directors, key financial staff and board members) at a minimum of two NPCs to obtain in-depth knowledge of the unique relationship between VA and the NPCs. Task 3.0. At least one of the interviews will be with a NPC with relatively low revenues and a small staff; and one or two interviews will be with NPCs with revenues that include federal funding and have medium to large staff. Interviews may be conducted in person or through conference telephone calls. Task 4.0. Half hour calls between VA and Contractor will be scheduled each week prior to the workshop to discuss the course content, materials, training and other matters. Task 5.0. Two months prior to the workshop, the Contractor will provide, for VA review, a written outline of the workshop content. This will include a list of sample policies and procedures that will be covered during the workshop, as well as a plan for conducting the training clearly meeting all the stated goals. Task 6.0. One month prior to the workshop, the Contractor will provide, for VA review, draft workshop materials including the Training Manual, Microsoft PowerPoint presentation, draft speaker slides and other handouts. Task 7.0. Two or three weeks prior to the workshop, the Contractor will meet face-to-face with the NPPO in Kansas City, Missouri or Washington, DC to discuss the workshop plans and materials. This meeting will be scheduled to minimize travel expenses. Task 8.0. Two weeks prior to the workshop, Contractor will provide VA with final Training Manual, Microsoft PowerPoint presentation, speaker slides and other handouts. These materials will be provided both in print and electronic form. The electronic files will be the source files such as Microsoft Word, Excel and PowerPoint so the VA may edit the documents as it deems necessary. Task 9.0. The Contractor will assume all costs and responsibility for assembling, duplicating and distribution of the Training Manuals and handouts to the conference site within four days of the conference. Task 10.0. Contractor will conduct the workshop on the dates announced for it as described above. IV. Staffing "Contractor will provide adequate personnel, with experience in nonprofit accounting policies and procedures, in order to accomplish the project within the time frame set forth in this document. It is desirable that these personnel have experience with nonprofit accounting and in conducting training on nonprofit financial policies and procedures. Contractor presentations will be interactive, dynamic, energetic, interesting and captivating for the participants. V. Performance Measures and Timeline "At least one or two experienced NPC executive directors and/or NPC key financial staff members, as well as a designated VA representative, will be available to serve as advisors to the speakers throughout the content development process. These advisors will also review and comment on the speakers' draft materials and be available to help the speakers develop the sample policies and procedures. "Speakers will submit one electronic copy and one hard copy of each handout in accordance with the deadlines stated below for VA approval. The Contractor will be responsible all costs involved in the duplication, assembling and distribution of the training manual and handouts to the conference site. "Contractor will permit VA to duplicate and use all workshop materials within VA and its affiliated nonprofit organizations without restriction. "After Contractor's key speakers for this workshop have been identified, VA retains the right of approval of any changes to key personnel. Time Line/Tasks (in addition to above) TaskQuality StandardAcceptable Quality LevelMeans of MeasurementPenalties/Incentives 1.0 Three months prior to the workshop, Contractor will identify key personnel and will determine which NPCs will be selected to provide background information regarding the relationship between VA and the NPCs; NPC activities and financial management. Contractor will provide at least two qualified associates.Approval by VA.Timely submission, or delays not approved by VA will be noted in VA evaluation. 2.0 During the three months prior to the workshop, Contractor will develop the content of the workshop (outlined above), and interview key NPC personnel (including executive directors, key financial staff and board members) at a minimum of two NPCs to obtain in-depth knowledge of the unique relationship between VA and the NPCs. Meetings may be conducted in person or by teleconference.Meeting discussion.Timely submission, or delays not approved by VA will be noted in VA evaluation. 3.0At least one of the interviews will be with a NPC with relatively low revenues and a small staff; and one or two interviews will be with NPCs with revenues that include federal funding and have medium to large staffs. Interviews may be conducted in person or through conference calls. Meetings may be conducted in person or by teleconference.Meeting discussion.Timely submission, or delays not approved by VA will be noted in VA evaluation. 4.0 Half hour calls between VA and Contractor will be scheduled each week for the three months prior to the workshop. 5.0 Two months prior to the workshop, Contractor will provide, for VA review, a written outline of the workshop content. This will include a list of sample policies and procedures that will be covered during the workshop, as well as a plan for conducting the training. Delivery of draft materials.Timely submission of materials.Timely submission, or delays not approved by VA will be noted in VA evaluation. 6.0 One month prior to the workshop, Contractor will provide, for VA review, draft workshop materials, including the Training Manual, Microsoft PowerPoint presentation, draft speaker slides and other handouts.Delivery of draft materials.Timely submission of materials.Timely submission, or delays not approved by VA will be noted in VA evaluation. 7..0 Two or three weeks prior to the workshop, the Contractor will meet with VA in Kansas City, MO or Washington, DC to discuss the workshop plans, materials training, and other matters.Attend meeting in Kansas City, MO or Washington, DC.Meet with VA NPPO.Timely performance, or delays not approved by VA will be noted in VA evaluation. 8.0 Two weeks prior to the workshop, Contractor will provide VA with final Training Manual, Microsoft PowerPoint presentation, speaker slides and other handouts. These materials will be provided both in print and electronic form. The electronic files will be the source files such as Microsoft Word, Excell and PowerPoint so the VA may edit the documents as it deems necessary. Delivery of final materials.Timely submission of materials.Timely submission, or delays not approved by VA will be noted in VA evaluation. 9.0The Contractor will assume all costs and responsibility for assembling, duplicating and distribution of the Training Manuals and handouts to the conference site within four days of the conference. Delivery of final materials.Timely submission of materials.Timely submission, or delays not approved by VA will be noted in VA evaluation. 10.0Contractor will conduct the workshop in Kansas City on the dates announced for the workshop.Completion of the workshop.Attendee evaluation forms.High/low attendee evaluations will be noted in VA evaluation. Evaluation Factors: Factor 1: Technical/Management Subfactor 1: Experience with nonprofit organizations Subfactor 2: Training material quality and relevance to VA NPC's Factor 2: Past Performance Subfactor 1: Schedule Subfactor 2: Quality of Performance and Customer Satisfaction Factor 3: Cost/Price Relative Importance of Factors: The evaluation of Factors 1 (Technical/Management) and Factor 2 (Past Performance), when combined, are more importance than Factor 3 (Cost/Price). Factor 1 is more important that Factor 2. Factor 1 and Factor 2 include Subfactors which are of equal importance. SECTION 508 - ELECTRONIC AND INFORMATION TECHNOLOGY (EIT) STANDARDS The Section 508 standards established by the Architectural and Transportation Barriers Compliance Board (Access Board) are incorporated into, and made part of all VA contracts, solicitations and purchase orders developed to procure Electronic and Information Technology (EIT). These standards are found in their entirety at http//www.section508.gov. A printed copy of the standards will be supplied upon request. The contractor shall comply with the technical standards at 36 CFR 1194.22 Web-based Intranet and Internet Information and Applications, 1194.24, Video and Multimedia products, and 1194.31, Functional Performance Criteria in performing this order. The following provisions and clauses shall apply to this solicitation: 52.252-2 Clauses Incorporated by Reference. This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address (es): http://www.arnet.gov/far (FAR) and http://www.va.govoa&mm/vaar/ (VAAR); 52.212-1 Instructions to Offerors Commercial Items; 52.212-2, 52.204-7 Central Contractor Registration, 52.212-3 Offeror, Representations and Certification-Commercial Items; FAR 52.212-4 Contract Terms and Conditions Commercial Items; 52.212-5 Contract Terms and Conditions Required to Implement Statutes on Executive Orders Commercial Items and in accordance with FAR 12.603(c) (2)(xii) and VAAR 852.270-4 Commercial Advertising; 852.237-70 Contractor Responsibilities; and 852.270-1 Representatives of Contracting Officers.
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