Department of the Interior, Minerals Management Service, Procurement Operations Branch, MS2500, 381 Elden Street, Herndon, Virginia 20170-4817

R -- PREPARING ACCOUNTING PROCEDURES AND OTHER RECOMMENDATIONS SOL 1435-01-98-RP-3965 DUE 090898 POC Jacqueline S. Callas, Contracting Officer, (703) 787-1354 WEB: Minerals Management Service Home Page -- for information, HTTP://WWW.MMS.GOV. E-MAIL: j.callas@mms.gov, J. Callas, Contracting Officer. This requirement was previously synopsized on 8/20/98 under Classification Code B. The requirement is otherwise unchanged. This is a combined synopsis/solicitation for commercial items/services prepared under FAR Subpart 12.6, as supplemented by additional information included in this notice. This announcement constitutes the ONLY solicitation; offers are being requested and a written solicitation SHALL NOT BE ISSUED. Solicitation 1435-01-98-RP-3965 is a Request for Proposal. The Minerals Management Service (MMS) intends to purchase "Preparing Accounting Procedures and Other Recommendations". The MMS is providing common administrative services to other Federal agencies on a fee for service basis using two different authorities as follows: a cross servicing agreement under the Economy Act and Franchise Fund (FF) under the Government Management Reform Act. Each Act has unique statutory requirements pertaining to accounting for work. There are three separate operating units within the Service providing common administrative services to Federal agencies. The operating units and services are as follows: the Western Administrative Service Center is operating a Cooperative Administrative Service Unit (CASU) in the Denver, CO, for the western United States; the Personnel Division is providing personnel services to the Department of the Interior and other agencies from Herndon, VA; and, the Procurement and Support Services Division is providing nationwide acquisition services from Herndon, VA. Travel to Denver, CO, is not expected. The three operating units report directly to the Associate Director for Administration and Budget and are separately managed. The Service must comply with the Statement of Federal Financial Accounting Standard #4, Managerial Cost Accounting Concepts and Standards for the Federal Government, when accounting for these operations. Phase 1. Professional services required are as follows: TASK 1. Prepare recommendations on FF procedures for (a) billing and collecting money (b) paying contractors and vendors providing goods and services (c) entering transaction data in the Interior Franchise Fund (IFF) accounting system (American Management's Federal Financial System) and in the MMS accounting system (ABACIS) (d) withdrawing funds from the IFF and (e) establishing and maintaining operating reserves. TASK 2. Review transaction process flow to identify opportunities for streamlining and/or automating the process. TASK 3. Assess the adequacy of internal controls (system and operating controls.) TASK 4. Design formats for periodic operating reports. TASK 5. Assess current cost tracking approaches for FF, and make recommendations for improvements. Develop appropriate record keeping requirements to implement. Option Phase 2: TASK 6. Recommend 3 easy to use commercial-off-the-shelf software packages for management information, project tracking, cost and revenue reporting and the cost to acquire, set up and tailor the application(s), including training. MMS uses Intel/Windows 95/Exchange. TASK 7. Provide advice on a task-by-task basis on managerial cost accounting policies and procedures, including management advice and recommendations for the IFF operations. TASK 8. Provide recommendations on preparing for audits of IFF activities and accounts. TASK 9. Implement approved recommendation under Task 6. TASK 10. Audit operations. Performance Schedule: Phase 1 work is due 60 calendar days after contract award. Phase 2 work if tasked by the government will be performed as follows: Task 6. 30 calendar days. Task 7. To Be Determined. Task 8. 30 calendar days. Task 9. 30 calendar days. Client site work will be in the Washington, DC, metropolitan area. The Finance Officer is primary point of contact. Discussions with the service provider managers and the IFF may be necessary to understand their operations. An offeror seeking additional information on the IFF, may contact the Contracting Officer. This additional information doesn't represent the current operating environment, but may provide insight on the performing tasks. The financial and business information provided by the operating units to the contractor is confidential predecision information and shall not be release except by MMS. The offeror must separately price Tasks 1 through 6 on a firm fixed price basis. Tasks 7 through 10 should be separately priced on an hourly rate basis plus cost of supplies. Offeror may propose alternate pricing solutions. Estimated level of effort is less than a half of a person year. The government may award one or more tasks or any combination of tasks deemed in its best interest. Prices should be good for one year. Hourly rates should be priced with an option for 4 additional years. HOW TO RESPOND: In order to compete for this contract interested parties MUST demonstrate that your organization is qualified to perform the work by providing a Capabilities Statement detailing: (1) your key personnel (those who would have primary responsibility for performing and managing the study) with their qualifications and specific experience; (2) your organizational experience and facilities; and (3) specific references (including contract number and project description, period of performance, dollar amount, client identification with point of contact and telephone number) for previous work of this or similar nature that your key personnel or organization have performed within the last year. (REFERENCES WILL BE CHECKED). Capabilities Statements are due in our office BY 12:00PM (NOON) on SEPTEMBER 1, 1998. Following review of all Capabilities Statements, those having the past experience, organizational capabilities and key personnel to perform the work will be invited to give an oral technical presentation during the weeks of September 8 -- 18, as well as submitting a written cost/business proposal. The oral presentation will be an one hour discussion of the offerors' methodology for performing the work, including a question and answer session afterward, where the government will query the offeror on its proposed methodology and capabilities. The oral presentation and the question and answer session will not constitute part of the offer and the information communicated thereby will not become a part of any contract resulting from this RFP. Neither the oral presentation nor the question and answer session will obligate the government to conduct discussions or to solicit or entertain any proposal revisions. Only the offeror's key project personnel or direct supervisor (program manager) will be allowed to participate in the oral presentation. Key project personnel includes only those persons who will be assigned to the contract. Two additional people (i.e., chief executive officer company president, legal representative, etc.) may attend if desired, but will not be allowed to present the oral presentation except in a brief company introduction that will not be evaluated. Offerors invited to conduct an oral presentation must submit a written cost/business proposal that include prices for the Tasks as described above. The Government reserves the right to award contracts to other than the lowest priced offer if, in its judgement, the technical superiority outweighs the cost difference. Your Capabilities Statement will be evaluated based on (1) your key person's skills, abilities and experience; (2) your organizations experience and (3) past performance (including number, size and complexity of similar projects, adherence to schedules and budgets, effectiveness of program management, willingness to cooperated when difficulties arise, general compliance with the terms of the contracts, and acceptability of delivered products). Other evaluated factors include (4) cost and managerial accounting experience. The following provision/clauses are incorporated by reference: 52.212-1, Instructions to Offer's -- Commercial Items (JUN 97); 52.212-2, Evaluation of Commercial Items (OCT 97); 52.212-3, Offeror Representations and Certifications-Commercial Items (JAN 97) 52.212-4, Contract Terms and Conditions -- Commercial Items (MAY 97); 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders -- Commercial Items (AUG 96). These documents are current to FAC 90-46 (MAR 97) Offerors may request a copy of provisions and clauses by calling Ms. L. Donley on (703) 787-1354 or by sending a fax as soon as possible to (703) 787-1387. Questions should be faxed or Emailed as soon as possible to the above fax number or Email address Jaci.Callas@MMS.gov. The RFP number MUST be in the subject line of the Email. All questions should additionally include your full name and title, RFP number, your organization, complete address, and telephone and fax numbers. TELEPHONIC QUESTIONS WILL NOT BE ACCEPTED. Responses to this announcement should be forwarded to the Minerals Management Service; 381 Elden Street; ATTN: J. S. Callas, MS 2500; Herndon, VA 20170. Offerors are informed that this is a secure office complex and must not enter the building beyond the lobby. There is a courtesy telephone near the elevators to which you may call extension 1354 for a procurement official to pick-up your response. Posted 08/24/98 (W-SN240924). (0236)

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