030ADV24R0045 - Att. J-2 - TO 1 SOW - Documentation Support - UPDATED.docx

Section B –

B.1 Order type. This is an FFP order.

B.2 Order period of performance is one year.

Section C – Statement of Work

C.1. Project Title FSD Documentation Support – 2024

C.2. Background The Financial Services Directorate (FSD) provides policy direction, review, and coordination of all budgetary and financial activities of the Library of Congress (Library), including the management of financial 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 called the Legislative Branch Financial Management System (LBFMS). The LBFMS is managed by the Library’s FSD within the Chief Operating Office (COO).

The LBFMS utilizes Momentum®, a web-based system that effectively manages federal financial and administrative operations. The LBFMS currently provides the financial system and selected financial services for the LOC, the Architect of the Capitol (AOC), the Congressional Budget Office (CBO), the Government Accountability Office (GAO), the Medicare Payment Advisory Commission (MedPAC), the Office of Congressional Workplace Rights (OCWR) (formerly the Office of Compliance), the Congressional Office of International Leadership (COIL), and the U.S. Capitol Police (USCP). It supports approximately 600 LOC users and 575 cross-serviced agency Momentum users, providing the following functionality: Funds Management / Budget Execution; Acquisition Management; Accounts Payable; Disbursing; Accounts Receivable; General Ledger; Reference Data Administration; Fixed Assets; Credit Card Accounting; Travel Accounting; Project Cost Accounting; and Interfaces to the National Finance Center’s payroll system and to LOC program and subsidiary systems.

C.3. Scope The Library requires a contractor to provide Documentation Support for Standard Operating Procedures, System Administrator Guides, Business Process documents, System Quick Reference Guides, and System User Guides.

The scope of this task order falls under the following performance area of the Legislative Branch-Wide LBFMS Support IDIQ contract:

· C.4.4. PERFORMANCE AREA FOUR - Documentation Support

C.4 Requirements The Library requires a contractor to support the development or update of the following documentation to support our financial operations:

C.4.1 Library of Congress Reporting System (LCRS): New Fiscal Year Report Submission user guide The contractor shall develop a user guide to assist LCRS users with options to select to run reports at the beginning of the fiscal year through when annual close is performed. Report options are different during this period because no beginning balances exist for a new fiscal year until annual close is performed, which usually occurs the weekend prior to Thanksgiving. As a result, we instruct users to submit general ledger based reports that cover a period of time across fiscal years, such as no-year or prior year Status of Funds reports, no-year or prior year Spending Lines (Status of Funds detail) reports, and no-year or prior year Trial Balance reports to run starting with the beginning of the prior fiscal year. The contractor will need to interview the LCRS team to determine all of the reports that require this report submission change at the beginning of the fiscal year. The report audience is end users that initiate report requests in the LCRS system. See attachment J3 for screen shots for further explanation.

C.4.2 Library of Congress Reporting System: Spending Lines Report user guide The contractor shall develop a user guide for the Library’s Spending Lines Reports in LCRS. The Spending Lines Report is a detailed status of funds report that lists every document processed for a Budget Fiscal Year, Fund, and Program combination for requisitions, obligations, and expenditures. There are four different versions of this report. The guide should describe the purposes for the different report versions, outline the different parameter choices for each report, and provide advice to users on the options to select for each parameter. The report audience is end users that initiate report requests in the LCRS system. See attachment J3 for screen shots of the parameters and the report.

C.4.3 LBFMS Accounting Dimensions user / training guide / Quick Reference Guide The contractor shall develop a user guide for the Library’s accounting dimensions in LBFMS. Accounting dimensions are reference fields in LBFMS-Momentum and LCRS that identify the funding and hierarchical structure of the agency. They include Budget Fiscal Year, Fund Code, Program Code, Organization Code, Project Code, Budget Object Code, and Revenue Source Code. The guide should explain the purpose for the different accounting dimensions to end users and direct them how to find the accounting dimension codes that are relevant to their Library Service Unit. Staff from the Budget Office, Financial Reporting Office and some Service Unit users should be interviewed to determine their needs. The report audience is end users that enter transactions in LBFMS-Momentum or that use reports from the LCRS system. See attachment J4 for a list of accounting dimensions used at the Library.

C.4.4 LBFMS Acquisitions Mass Modification and Document Reorganization Procedures The contractor shall develop a standard operating procedure document for LBFMS acquisitions mass modifications and procedures for the document reorganization procedures. These are processes in LBFMS-Momentum that allow an administrator user to update or reclassify previously posted documents in the financial system for various purposes.

The Mass Modification process enables agencies to modify, add, and remove objects from multiple acquisitions documents of a specific document category or document type. Some examples of use cases include bulk updates to the Contracting Officer (CO), Contracting Specialist (CS), or Contracting Officer Representative (COR). It will only apply to FEDLINK contracts and not for contracts issued by the Library’s Contracts and Grants Directorate, which are issued through the eDRMS system and interfaced to LBFMS. It should be a step-by-step guide, as this is not a process that is run on a regular basis. FEDLINK and Financial Systems staff should be interviewed to confirm common/desired use cases to be covered. The report audience is system administrators in the Financial Systems Division that run this process.

The Document Reorganization process makes changes to transactional accounting dimensions data, either at the document level or globally, based on information input into the Reorganization Notebook in LBFMS-Momentum. An agency uses the Reorganization Notebook to specify what changes it wants to make to transactions by entering data in the From Accounting and the To Accounting fields. It should also be a step-by-step guide, but this process is run slightly more than the Mass Modification process. The report audience is system administrators in the Financial Systems Division that run this process.

See attachment J3 for more information.

C.5 Deliverable Acceptance The contractor shall submit deliverables electronically to the LOC COR identified in the task order according to the schedule identified section C.6 of this SOW. The COR will have 15 business days to review the deliverables and perform acceptance testing with end users to ensure that the guides are accurate and complete. The contractor shall update each guide within 10 business following receipt of COR review comments, unless a longer acceptance time is coordinated and deemed necessary.

C.7 Staffing The contractor shall provide all personnel and services to fulfill the requirements of this task order. At a minimum, the contractor shall provide the following roles that will be designated as key personnel in accordance with Library Clause LC52.237-1.

Although key personnel and minimum qualifications are described below, the Contractor is expected and encouraged to propose the best resourcing plan of key and non-key personnel to meet the needs of the LBFMS agencies. Inclusion in the proposal shall be construed as a guarantee of the availability of the proposed key personnel. Minimum qualifications and responsibilities of the key personnel:

Project Manager Shall have at least 5 years of project management experience with financial management system operational support. Responsible for coordinating overall program activities, maintaining project documentation, tracking deliverables and financial information.

C.8 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, as well as the associated task orders that form the basis of those deliverables’ requirements. Additional system documentation and access will be provided as necessary to support the contractor’s fulfillment of the program management requirements. The vendor will be expected to work both on-site and off-site. The Library will identify temporary spaces for the contractor to utilize while on-site..

C.9 Travel The Library will not separately reimburse contractor travel expenses incurred in performance of this contract.

C.10 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.