030ADV24R0045 - Att. J-11 - TO 4 SOW - Program Management - UPDATED.docx

B. Pricing B.1 Order Type. This is an FFP order.

B.2 Order Period of Performance – 8/1/2024 to 7/31/2025 and four, 12-month options.

C.1 Library of Congress / Legislative Branch Financial Management System The Library of Congress (Library) is the nation's oldest federal cultural institution and serves as the research arm of Congress. It is also the largest library in the world, with millions of books, recordings, photographs, maps and manuscripts in its collections.

The Library's mission is to support the Congress in fulfilling its constitutional duties and to further the progress of knowledge and creativity for the benefit of the American people.

The Financial Services Directorate (FSD) provides policy direction, review, and coordination of all budgetary and financial activities of the Library, including the management of financial management systems.

The long-term vision of the appropriations committees is that all legislative branch agencies will take the necessary steps to obtain core financial accounting system services through one shared environment. The single shared environment is called Legislative Branch Financial Management System (LBFMS) and is managed by the Library’s Financial Systems Division (FS). The LBFMS is hosted by CGI Federal in the Microsoft Azure cloud for Production, Staging, Test1, Test2, Training, and Development environments.

The LBFMS financial system is CGI Federal’s Momentum® version 7.8 software, a web-based system which provides the tools needed to effectively manage financial and administrative operations. The LBFMS currently provides the financial system and selected financial services for the Library, the Architect of the Capitol (AOC), the Congressional Budget Office (CBO), the Congressional Office of International Leadership (COIL), the Government Accountability Office (GAO), the Medicare Payment Advisory Commission (MedPAC), the Office of Congressional Workplace Rights (OCWR), and the U.S. Capitol Police (USCP). Currently, the system supports approximately 600 Library users and 675 cross-serviced agencies system users, providing the following functionality:

· Funds Management / Budget Execution

· Acquisition Management / Contract Writing

· Accounts Payable

· Disbursing

· Accounts Receivable

· General Ledger

· Reference Data Administration

· Fixed Assets

· Credit Card Accounting / Reconciliation

· Travel Accounting

· Project Cost Accounting

· Interfaces to the National Finance Center for payroll expenditure data

· Interfaces with credit card vendors to load monthly statements

· Interfaces to Treasury’s Invoice Processing Platform (IPP)

· Interface for Treasury disbursing

· Interfaces to Treasury for Collections Information Repository (CIR) transactions

· Interfaces to Treasury for Intergovernmental Payment and Collection (IPAC) transactions

· Interface to Treasury’s G-Invoicing system (to be completed FY24)

· Interfaces to CWTSato’s E2 Travel Management System

· Interface to the System for Award Management (Momentum’s Central Contractor Registration Connector [CCRC])

· Interfaces with Library program and subsidiary systems

· Interface with Maximo Inventory Management software for AOC

· Interfaces with AOC program and subsidiary systems

· ETLs to reporting data warehouses from the Library, AOC, CBO, GAO, and USCP

The LBFMS is maintained by CGI Federal in the Microsoft Azure FedRAMP cloud. The Library provides reporting functionality through the LC Reporting System (LCRS), used by the Library, CBO, COIL, MedPAC, and OCWR, for financial and management reporting. LCRS is a data warehouse updated daily with financial data and utilizes Business Objects for report distribution. AOC maintains a data warehouse and performs its management reporting using Tableau. AOC also uses Maximo and Maximo for Handhelds for asset and inventory management and this system is interfaced real-time with the financial system. CBO has a financial data warehouse maintained by CGI Federal. GAO has a financial data warehouse that is maintained internally. USCP uses a data warehouse called FinMart for financial and management reporting, and uses Maximo for asset and inventory management (50 licensed users). USCP’s Maximo transaction activity is not interfaced with the financial system.

C.2 Scope The contractor shall provide LBFMS Program Management support to the Library.

The scope of this task order falls under the following performance area of the ‘Legislative Branch-Wide LBFMS IDIQ contract: C.4.7. PERFORMANCE AREA SEVEN – Program Management.

C.3 Requirements C.3.1 General Requirements The contractor shall provide program management of the LBFMS applications and integrations. This includes services for all supported Legislative Branch agencies (also known as LBFMS partner agencies) in the areas of project scheduling, cross-agency meeting preparation, facilitation, meeting minutes, and cross-agency communications. The contractor shall: coordinate the monthly LBFMS meeting with all LBFMS partner agencies and supporting contractors, monthly Risk Meeting with all LBFMS partner agencies, weekly test environment coordination meetings (LOC and contractors only); and participate in the system contractor’s year-end coordination meetings, annual close coordination meetings, and IRS-1099 reporting coordination. The Contractor also coordinates meetings for new government-wide initiatives that may arise during the period of performance.

C.3.1.1 Kickoff Meeting Within 7 calendar days after award, the contractor shall hold a kickoff meeting with the Library COR to discuss high level objectives of the task order, exchange contact information for key personnel, as well as review the deliverable schedule and contract requirements.

C.3.1.2 Program Coordination C.3.1.2.1 Status Meeting and Reporting The contractor shall meet with the Library COR and third-party contractors each month throughout the task order period of performance. In the LBFMS monthly meeting and status report, the contractor shall:

a. Review major project statuses / Project Dashboard updates;

b. Address accomplishments, completed since last report and projected for the following period;

c. Review Help Desk issues status (received from Tier 2 Help Desk contractor(s));

d. Software Build Update for the quarterly software build from the application management contractor;

e. Discuss environment coordination;

f. Review project change request log (received from application management contractor);

g. Review hosting SLA overview (downtime / performance – received from hosting / application management contractor);

h. Allow for agency functionality demonstrations or discuss other agency initiatives; and

i. Review government-wide initiatives (G-Invoicing, GTAS, etc.) and USSGL updates from Treasury / OMB / GSA.

C.3.1.2.2 LBFMS Risk Register and Monthly Risk Meeting

The contractor shall maintain the LBFMS Risk Register and hold a monthly meeting to review risks with LBFMS stakeholders. The contractor will update the risk register based on discussion from the meeting. Risks are rated for probability and severity and risk color of red, yellow, or green are assigned based on a risk matrix. The risk rating is calculated as follows:

· [Risk Probability]*[Risk Severity]>9 = Red

· [Risk Probability]*[Risk Severity]>4 = Yellow

· [Risk Probability]*[Risk Severity]<=4 = Green

Currently red and yellow rated risks are reviewed twice per quarter and green risks are reviewed once per quarter. (See attachment J12, sample risk register report items).

Figure 1 - LBFMS Risk Matrix

C.3.1.2.3 Project Schedule Coordination

The contractor shall support the Library COR with cross-project schedule analysis and maintain a schedule or calendar of due dates for Library staff activities. This is to help identify overlapping deliverable timelines so that work can be assigned across Library staff for review or so the Library can request project contractors to make schedule adjustments in order to level out the cross-project workload.

C.3.1.3 Project Dashboard Updates The Contractor shall also be responsible for maintaining the LBFMS Project Dashboard, which is a schedule of the completed, in progress, and future projects for all LBFMS agencies. The intent of the dashboard is to allow for project sequencing and prioritization. It also assists with coordinating the use of test environments. The contractor shall also maintain and monitor an integrated project deliverables schedule which encompasses all deliverable due dates and review periods across all financial system projects, which will help the systems team provide feedback on project schedules and manage time for deliverables. (See attachment J13, sample dashboard spreadsheet).

C.4 Deliverables and Schedule

C.5 Staffing and Key Personnel The contractor must identify a Functional Lead and a Project Manager as key personnel. These individuals will be included in the key personnel clause for the task order and the contractor shall adhere to all requirements of the clause. Key personnel must have federal financial system experience supporting and providing strategic guidance to the Federal Government within the last 5 years.

Project Manager – Key Responsible for coordinating overall team/project activities, maintaining project documentation, tracking deliverables and financial information

- US Citizenship

- BA/BS degree

- 5 years of project management experience with financial management system operational support

- *PREFERRED: Project Management Professional Certification

Functional Lead - Key This person is responsible for managing support for functional Momentum issues.

- US Citizenship

- BA/BS degree

- 2 years experience in project management / coordination

C.6 Government Furnished Property and Information The Library will provide the contractor with access to all third-party deliverables that are within scope of the program management activities required under this task order. Access to Library networks and systems will be provided as necessary to support the contractor’s fulfillment of the requirements.

The vendor shall work off-site and furnish its own computers as needed to perform this task.

C.7 Travel The Library will not separately reimburse contractor travel expenses incurred in performance of this contract.

C.8 Intellectual Property Rights The Library shall have unlimited rights in and rights to use, modify, or reproduce any deliverables provided under this contract in accordance with FAR Clause 52.227-14, Rights in Data. These rights include, but are not limited to, the right to use, disclose and reproduce applicable contractor work product (e.g., documentation, software code, processes and procedures, best practices). The Library has the right to share contractor work product with other contractors for future solicitation and/or contract purposes.

C.9 Transition The Library will require a transition period to occur at the beginning and end of the program management support contract from the incumbent contractor to the newly awarded contractor. Based on funds availability, the Library plans to provide about four weeks overlap between contractors to review the project dashboard and take over the risk and monthly status meetings. The incumbent contractor will provide support until the new contractor has access to Library systems and a transition meeting has occurred. After that point, the newly awarded contractor will perform primary program management support and the incumbent contractor will perform contract closeout activities, including returning any government furnished property and information to the Library. The project manager for the incumbent contractor shall be available for questions until the end of their period of performance.

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