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FBO DAILY - FEDBIZOPPS ISSUE OF DECEMBER 07, 2013 FBO #4396
SOLICITATION NOTICE

R -- Request for Quotations - Financial and Accounting Services

Notice Date

12/5/2013
 

Notice Type

Combined Synopsis/Solicitation
 

NAICS

541219 — Other Accounting Services
 

Contracting Office

National Capital Planning Commission, Office of Administration, Budget and Finance Section, 401 Ninth Street, NW, Suite 500 North, Washington, District of Columbia, 20004
 

ZIP Code

20004
 

Solicitation Number

NCPC-14-01
 

Archive Date

1/21/2014
 

Point of Contact

Deborah Young, Phone: 2024827228, Barry S. Socks, Phone: 202-482-7209
 

E-Mail Address

deborah.young@ncpc.gov, barry.socks@ncpc.gov
(deborah.young@ncpc.gov, barry.socks@ncpc.gov)
 

Small Business Set-Aside

Total Small Business
 

Description

REQUEST FOR QUOTATIONS FINANCIAL AND ACCOUNTING SERVICES SCOPE OF WORK •1. PURPOSE This is a Request for Quotations (RFQ) for professional financial and accounting services at the National Capital Planning Commission, 401 9 th Street, NW, Suite 500 North, Washington, DC, 20004. As a result of this solicitation, the Government intends to award a single firm-fixed price contract for commercial services to the Contractor whose quotation conforms to the solicitation, meets the Government's requirements, and represents the overall best value to NCPC. The term of the contract will be a one-year base contract with two one-year options for a total term, if all options are exercised, of 3 years. The designated NAICS Code is 541219. •2. BACKGROUND The National Capital Planning Commission (NCPC) has a need to retain the expert services of an accounting and management consulting firm to assist the Commission with preparation, submission, and execution of the budget, financial management compliance, and strategic planning and reporting in accordance with the GPRA Modernization Act of 2010. This includes, but is not limited to : 1) preparation and submission of monthly, quarterly, and annual financial management reports as required by applicable federal government statutes and regulations;2) budgetary and proprietary transaction entry in NCPC's financial system of record, FreeBalance Financials, both manual and through the open interface in accordance with Federal Accounting Standards, the Treasury Financial Manual, and the Standard General Ledger; 3) information extraction from FreeBalance Financials for internal management reports, budgetary and financial management submissions to U.S. Federal budget and financial management oversight agencies and Congress, and maintenance of custom automated internal and external management reports; 4) the configuration, customization, and maintenance of FreeBalance Financials to meet NCPC's unique requirements and capture the financial data necessary to meet U.S. Federal financial management requirements; 5) developing, implementing, and maintaining budget, accounting, and financial management and other administrative policies and procedures; 6) the budgetary process, including the preparation of budget submissions, apportionments and reapportionments, the P&F, Office of Management and Budget (OMB) data calls and other MAX submissions, execution of the NCPC's annual budget; and 7) audit support. These efforts will require expert knowledge of federal accounting, budget and financial management requirements; significant knowledge of NCPC's current accounting, budget, and procurement practices and systems; as well as expert knowledge of FreeBalance Financials and NCPC's application of FreeBalance Financials. •3. OVERVIEW NCPC is a small federal agency comprised of fewer than 40 full-time employees. The financial and accounting function is organizationally located within NCPC's Office of Administration. SCOPE AND DELIVERABLES The scope of this contract is to provide qualified staff to support the Commission's accounting, budget and financial management infrastructure, in support of compliance with Federal Accounting Standards (FAS), the Treasury Financial Manual (TFM), U.S. Standard General Ledger (SGL), OMB Circular A-11, OMB Circular A-136, and other Federal budget and financial management requirements. The contractor shall provide the following support: •3.1. Development and Implementation of Accounting, Budget, Accounting, and Financial Management Policies and Procedures in support of compliance to all applicable Federal legislation and guidance. Task(s): •§ Advise agency on the development, implementation, and maintenance of policies and procedures that satisfy NCPC's statutory requirements; and •§ Develop Standard Operating Procedures for accounting, budget, and financial management tasks and transactions Deliverable(s): (1) Accounting policies and procedures; (2) Auditable financial statements. •3.2. Provide Expert Advisory Services to Support the Preparation, Submission, and Execution of the NCPC Budget. Task(s): •§ prepare financial reports and other data to support NCPC budget submissions; •§ Develop and maintain budget submission templates, collect and consolidate budget submission templates, and prepare tables and maintain the budget document; •§ Prepare the P&F and other MAX submissions; •§ Prepare Apportionments and Re-apportionments (SF-132: Apportionment and Reapportionment Schedule) and Treasury Warrant requests; •§ Record all budgetary transactions, budgetary resources, apportionments, and allotments in FreeBalance Financials in accordance with FAS's, the TFM, and the SGL; •§ Maintain the Allotment Interface •§ Maintain the Management Information System; •§ Prepare and distribute Allotment Advices and other financial reports in support of Budget Execution Meetings; •§ Prepare Federal Agencies' Centralized Trial Balance System II (FACTS II) (Pre-closing Adjusted Trial Balances including the SF-133: Budget Execution and Budgetary Resources and the FMS 2108 to report unexpended balances of budget authority) on the submission schedule provided by the Financial Management Service; and •§ Develop and maintain the Governmentwide Treasury Account Symbol Adjusted Trial Balance System (GTAS) submission to the Central Accounting and Reporting System (CARS) during the testing phase and when GTAS is phased out. •§ Assist NCPC to implement the GPRA Modernization Act of 2010, prepare and maintain the Strategic Plan, Annual Performance Plan, Annual Performance Report, and devise methods to track performance data. Deliverable(s): Timely and accurate preparation, submission, and execution of the NCPC budget and all applicable reporting requirements. •3.3. Provide Expert Consultant Services to Satisfy External Financial Reporting Requirements. Task(s): •§ Process and record transactions listed below in accordance with FAS's, the TFM, and the SGL and NCPC SOP's and Policies and Procedures •- Obligations in FreeBalance Financials; •- Maintain the Obligation Interface •- Expenditures: (1) Vendor invoices and IPACs. Payroll, and Expense Accruals in FreeBalance Financials; (2) Prepare, process, and record Payment Batches in FreeBalance and the Treasury Secure Payment System (SPS) pursuant to Prompt Payment Act; •- Maintain the Payroll Interface •- Capitalized Asset transactions •- Revenues: (1) Cash receipts; (2) Accounts Receivable invoices and Reimbursable Agreements •§ Execute Month-End and Year-End Close and maintain the Expenditure Detail Interfaces; and •§ Preparation of the SF-224: Statement of Transactions. Deliverable(s): Timely and accurate accounting records to fully support NCPC's external financial reporting requirements. •3.4. Provide Expert Advisory Services to Support the Preparation and Submission of Quarterly and Fiscal Year-End Financial Statements and FACTS I. Task(s): •§ Reconcile monthly Trial Balances and Subsidiary Ledgers in FreeBalance Financials in support of Quarterly and Fiscal Year-End Financial Statements; •§ Prepare Quarterly and Fiscal Year End Financial Statements and Flux Analysis •§ Assist NCPC staff with the preparation of NCPC's Performance and Accountability Report (PAR) submission and/or Annual Performance Report submissions in compliance with OMB Circular A-11, OMB Circular A-136, and the GPRA Modernization Act of 2010; •§ Prepare and Submit Federal Agencies' Centralized Trial Balance System I (FACTS I) and Governmentwide Financial Report System (GFRS); •§ Develop and maintain the Governmentwide Treasury Account Symbol Adjusted Trial Balance System (GTAS) submission to the Central Accounting and Reporting System (CARS) during the testing phase and when GTAS is phased out; and •§ Advise and assist NCPC in the preparation of the Management and Discussion & Analysis (MD&A) that accompanies the Fiscal Year-End Financial Statement Submission. Deliverable(s): (1) Production of Quarterly and Fiscal Year-End Financial Statements in accordance with OMB Circular A-136; and (2) FACTS I and/or GTAS. •3.5. Provide Advisory Services to Promote Efficient Management of Agency Resources. Task(s): •§ Advise and assist in the development of Internal Management Reports (Monthly Financial Report) and other accounting and financial management reports as requested by the Executive Staff; and •§ Advise and assist in the development and dissemination of Internal Management Reports, required by program managers, to efficiently and effectively manage agency programs. Deliverable(s): Financial reports that promote the efficient use of agency resources. •3.6. Provide FreeBalance Financials Support Task(s): •§ Provide on-the-job training and on-going assistance in transaction processing and information extraction using FreeBalance Financials; •§ Provide on-the-job training and on-going reinforcement of established procedures for "standard" transaction processing; and •§ Develop and implement new procedures as "non-standard" transactions occur. •§ Assist the NCPC FreeBalance Administrator to administer FreeBalance Financials •§ Assist NCPC staff to perform routine upgrades of NCPC's FreeBalance Financials system Deliverable(s): (1) Designated staff trained in the use and operation of FreeBalance (2) FreeBalance Financials configured in accordance with NCPC requirements •3.7. Provide Audit and Financial Management Support Task(s)/Deliverable(s): •§ Evaluate and rank alternative financial systems provided by service centers, in accordance with NCPC requirements, and provide recommendations for alternative financial systems; •§ Preparation and presentation of Quarterly Financial Statements to the Audit/Senior Management Committee •§ Provide on-going support and guidance to justify the financial statements during the year-end audit process; and •§ Preparation of PBC List items, including audit extracts, Audit Schedules, and transaction samples as required by the auditors. •4. PLACE OF PERFORMANCE The offices of the National Capital Planning Commission are located at 401 9 th Street, NW, Suite 500 North, Washington, DC, 20004. •5. PERIOD OF PERFORMANCE The period of performance for the base year is February 1, 2014 to January 31, 2015. The period of performance may be extended through option years as determined by the Government. •6. PRIMARY POINT OF CONTACT AND QUESTIONS Deborah Young Administrative Officer/Contracting Officer Representative National Capital Planning Commission 401 9 th Street, NW, Suite 500 North Washington, DC 20004 bizops@ncpc.gov Phone: 202-482-7228 Fax: 202-501-2575 •7. QUOTATION SUBMISSION Each potential contractor must submit a written cost and technical quotation for this Scope of Work (SOW) by 5:00 pm, January 6, 2014. The quotation must include a detailed firm-fixed price estimate to perform the services identified in the statement of work for the base year and each option year. Quotations may be submitted via electronic mail, facsimile, or hand-delivered to the Contracting Officer at the address identified in Section 7 of this document. The following information must be printed on the cover page of the quotation: 1) Solicitation Number: NCPC-14-01; 2) Due Date: January 6, 2014 3) Closing Time: 5:00 pm EST. All quotations become the property of the National Capital Planning Commission and will not be returned. Proposals must include the following: Past Performance Record : The offeror shall identify three (3) government contracts/task orders that demonstrate recent and relevant performance. "Recent" is defined as within the last three (3) years. "Relevant" is defined as work similar in complexity and magnitude to work and the work environment identified in this SOW. The NCPC is especially interested in past performance as it relates to delivery of products and services to small federal agencies. If an offeror determines it has no past performance data, it shall provide the following statement in lieu of the information requested: "(Insert offeror name) has determined that they possess no relevant past performance information in accordance with this RFQ." For each past performance contract identified, the Offeror shall provide: •§ Government Agency •§ Government Agency Size (number of full-time employees) •§ Project Title •§ Description of the Project •§ Contract/Task Order Number and Amount •§ Length of contract •§ Period of performance (dates) •§ COR, address, phone number and email address •§ Contracting Officer, address, telephone number and email address •§ Current status, e.g. completed and/or in progress, start and estimated completion dates •§ Quality of Past Performance narrative including a discussion of actual performance under each contract listed, including problems encountered; how they were resolved; the timeliness of deliverables required; how costs were controlled; business relationships; management of key personnel; and, any other areas deemed necessary to provide insight into actual performance issues •§ A brief narrative of why the offeror believes this reference is relevant to application in a small federal agency. •8. EVALUATION CRITERIA The NCPC intends to make a single award to the responsive and responsible firm whose quote is most advantageous to the NCPC, price and non-price related factors considered. Proposals will be evaluated based on the following criteria: •8.1. The NCPC will evaluate the offeror's past performance record, including how this performance would best meet the needs of a small federal agency. Sub-factors for evaluation are: •§ Quality : Determine whether the offeror has consistently demonstrated a commitment to delivering quality products or services. •§ Timeliness : Determine whether offeror has consistently demonstrated a commitment to timeliness of performance. •§ Cost-control : Determine whether the offeror has consistently demonstrated commitment to cost control. •§ Business relationships : Determine whether offeror has consistently demonstrated commitment to good business relationships with their clients. Evaluation of past performance will be a subjective assessment based on consideration of all relevant facts and circumstances. It will not be based upon absolute standards of acceptable performance. If no performance record has been identified, the offeror will not be evaluated favorably or unfavorably and will receive a neutral rating on this factor. Each offeror must provide the past performance information requested or affirmatively state that it possesses no past performance record. •8.2. Qualifications, certifications, and experience for satisfactory performance of required services using the agency's current financial system (FreeBalance Financials). •8.3. Price - Price reasonableness will be determined through price analysis, in accordance with FAR 15.402. The NCPC will utilize a comparison of proposed prices received in response to the solicitation. The proposed price between offers with equal technical and past performance rating will be a major factor in the selection of a proposal for award. •8.4. Small Business Classification All evaluation factors other than cost or price, when combined are approximately equal to cost or price. •9. QUOTATION STATEMENT: Quotes must include the following: •· Quotes/offers must include a brief statement addressing each of the selection criteria specified in the Evaluation section of this solicitation. Quotes/offers must include a detailed firm-fixed price estimate to perform the services for the base year and each option year. Quotes/offerors must provide a clear and legible Tax Identification Number and Data Universal Numbering System (DUNS) Number. Quotes/offers must be delivered by 5:00 pm Eastern Standard Time on January 6, 2014. •10. TYPE OF CONTRACT This is a Firm-Fixed Price Contract. •11. PRIVACY AND SECURITY Privacy Act: Contractor shall adhere to all requirements keeping records information confidential as identified by The Privacy Act of 1974 and other applicable agency rules and regulations. Security : The contractor personnel performing work on this contract must be able to obtain a SECRET security clearance. •12. OTHER The Offeror must be registered in the System for Award Management (SAM) @ http://www.federalcontractorregistry.com. Vendors previously registered in the Central Contractors Registration (CCR) at www.ccr.gov must register in SAM.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/NCPC/NCPCO/NCPCO1/NCPC-14-01/listing.html)
 

Place of Performance

Address: National Capital Planning Commission, 401 9th Street, NW, Suite 500 North, Washington, DC 20004, Washington, District of Columbia, 20004, United States

Zip Code: 20004
 

Record

SN03245882-W 20131207/131205234405-716120f15f698f5760309f9061910dde (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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