14-233-SOL-00141.pdf

SEE ADDENDUMIS CHECKED

CODE 18a. PAYMENT WILL BE MADE BY

CODE

FACILITYCODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

OFFEROR

DAM

Rockville MD 20857 12501 Ardennes Avenue Twinbrook Place, Suite 400

DHHS/PSC/SAS/DAM

PSC CODE 16. ADMINISTERED BYCODE

X

X

541219

SIZE STANDARD:

% FOR:SET ASIDE:UNRESTRICTED ORDAM

RFPIFB

10. THIS ACQUISITION ISCODE

RFQ

14. METHOD OF SOLICITATION

13b. RATING

NAICS:

SMALL BUSINESS

04/18/2014 1600 ET301-443-4379NATHANIEL MIZZELL

(No collect calls)

INFORMATION CALL:

FOR SOLICITATION 8. OFFER DUE DATE/LOCAL TIMEb. TELEPHONE NUMBER a. NAME

4. ORDER NUMBER3. AWARD/ 6. SOLICITATION

14-233-SOL-00141

5. SOLICITATION NUMBER

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 1. REQUISITION NUMBER PAGE OF

1 36 PSC121706OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

TELEPHONE NO.

17a. CONTRACTOR/

Rockville MD 20852 Room 17-21 5600 Fishers Lane Program Support Center

15. DELIVER TO

Rockville MD 20857 12501 Ardennes Avenue Twinbrook Place, Suite 400

9. ISSUED BY

7.

2. CONTRACT NO.

EFFECTIVE DATE

$19.0

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW

ISSUE DATE

DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

11.

SEE SCHEDULE

12. DISCOUNT TERMS

THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13a.

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

8(A)

DHHS/PSC/SAS/DAM

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

X

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

This Request for Proposal (RFP) is to acquire administrative, clerical, analytical, financial/accounting support services for the Commercial Payments Section, IPAC Payments Section, Travel Payments Section, Distbursement Services Section and Funds Control-Grants Obligations Section for the Department of Health and Human Services (DHHS), Program Support Center (PSC), Financial Management Service (FMS), (Use Reverse and/or Attach Additional Sheets as Necessary)

HEREIN, IS ACCEPTED AS TO ITEMS:

XX

DATED

ROSANNA BROWNING

. YOUR OFFER ON SOLICITATION (BLOCK 5),

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER

ARE

ARE

31c. DATE SIGNED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (Type or print)

ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL

SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDEND

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

OFFER

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

ARE NOT ATTACHED.

ARE NOT ATTACHED.

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

30b. NAME AND TITLE OF SIGNER (Type or print)

30a. SIGNATURE OF OFFEROR/CONTRACTOR

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

25. ACCOUNTING AND APPROPRIATION DATA

29. AWARD OF CONTRACT:

REF.

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32c. DATE 32b. SIGNATURE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

40. PAID BY39. S/R VOUCHER NUMBER38. S/R ACCOUNT NUMBER

37. CHECK NUMBER

FINALPARTIAL

36. PAYMENT

FINALPARTIAL

35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER33. SHIP NUMBER

COMPLETE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

42d. TOTAL CONTAINERS42c. DATE REC'D (YY/MM/DD)

42b. RECEIVED AT (Location)

42a. RECEIVED BY (Print)

41c. DATE41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

STANDARD FORM 1449 (REV. 2/2012) BACK

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

Division of Fiancial Operations (DFO) in accordance with the following Statement of Work

(SOW).

Period of Performance: 06/06/2014 to 12/05/2014

1 BASE PERIOD FMS DFO AP & OBLIGATIONS

2 OPTION PERIOD 1

Period of Performance: 12/06/2014 to 12/05/2015

3 OPTION PERIOD 2

Period of Performance: 12/06/2015 to 12/05/2016

4 OPTION PERIOD 3

Period of Performance: 12/06/2016 to 12/05/2017

5 OPTION PERIOD 4

Period of Performance: 12/06/2017 to 12/05/2018

32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

36 2 of

Request for Proposal No. 14-233-SOL-00141 FMS – Division of Financial Operations Accounts Payable/Obligations Support

2. SUPPLIES AND SERVICES

2.1 CONSIDERATION AND PAYMENT

The Contractor shall provide professional administrative, clerical, analytical, financial/accounting support for the U.S. Department of Health and Human Services (DHHS), Program Support Center (PSC), Financial Management Services (FMS), Division of Financial Operations (DFO). The period of performance is anticipated to be one six month base period and four one year option periods.

The government anticipates a firm-fixed price contract for severable services. Funds are only available for use for the line item to which they are obligated. Unused funds from one period (line item) may not rollover for use in other periods. A partial payment schedule may be included at award, as follows:

Base Period:

Description Quantity Unit Total Price

1 Job $

Total Price

A schedule/table should be included for the base period and each option period. It is anticipated that the price will be paid in arrears in equal monthly installments for each contract term.

The total fixed price of this contract/order is $_____________. Payment shall be made upon the delivery and acceptance of all required items listed in Section 3.

3. STATEMENT OF WORK

3.1 TITLE

FMS – Division of Financial Operations Accounts Payable/Obligations Support

3.2 INTRODUCTION

The Department of Health and Human Services (DHHS), Program Support Center (PSC), Financial Management Service (FMS), Division of Financial Operations (DFO) seeks to acquire administrative, clerical, analytical, financial/accounting support for the Commercial Payments Section, IPAC Payments Section, Travel Payments Section, Disbursement Services Section, and Funds Control-Grants Obligations Section for one 6-month base period, plus four 1-year option periods. This contract will serve as a vehicle to provide customer service and support to our accounting operations as well as numerous DFO customers and activities.

3.3 BACKGROUND

The US Department of Health and Human Services (DHHS)/Office of the Assistant Secretary of Administration (ASA)/Program Support Center (PSC)/ Financial Management Service (FMS)/ Division of Financial Operations (DFO) provide full accounting and fiscal services for a variety of HHS customers and other agencies. These services include a complete range of debt management, disbursement, fund accounting and financial reporting services.

There is a payment management system which supports cash management and scheduled grant and contract payments; review, negotiation and approval of rates for indirect costs, research, patient care, and other special rates for organizations receiving Federally sponsored awards; and review and approval of state and local cost allocation plans. The accounts payable (AP), funds control and grant obligation functions are performed in the Division of Financial Operations (DFO).

DFO performs AP activities and obligation related services within the Unified Financial Management System (UFMS). These activities include intra-governmental payment and collection (IPAC), payments to individuals and commercial vendors for travel, credit card purchases, contracts, utilities, loans, scholarships, loan repayment programs, and their corresponding tax reporting and filings (W-2s and 1099-Miscellaneous forms), Equal Employment Opportunity Commission (EEOC) settlements and benefit claims, and other related cash management controls. These transactions are processed through manual and electronic means by matching invoice and receiving documents. Obligation services are also provided for grants and letter of credit contracts and for funds control.

Services are provided in a proactive and responsive manner, and in compliance with sound accounting theory, concepts and practices, regulations and legal requirements (i.e., Prompt Payment Act) and other departmental or federal government guidance.

3.4 MISSION

The Accounts Payable activity serves a vital support function to our customers. The primary mission of Accounts Payable is to provide timely, cost effective, and accurate expenditure processing of funds, while maintaining an exceptional level of customer service for all facets of the payment process.

The disbursement processing cycle in Accounts Payable begins with the receipt of a vendor invoice and/or other formal documents requesting payment for goods or services. The cycle ends with the transfer of funds. All processing procedures in Accounts Payable are consistent with governmental guidelines.

DFO strives to accurately record obligations for contracts, purchase orders, grants (including pre-obligation commitments/fund reservations), and other miscellaneous obligations in to the UFMS accounting system.

Government and DFO guidelines are followed to ensure that timely payments can be processed to meet customer needs.

3.5 PURPOSE

The Statement of Work covers activities and deliverables associated with accounts payable and accounting tasks related to commercial payments, intra-governmental IPAC’s, travel payments and grants/funds control obligations.

All work will be performed with the expectation of meeting prescribed Federal Government standards under the Prompt Payment Act, the Chief Financial Officers (CFO) Act, the Debt Collection Improvement Act of 1996, the Improper Payment Act, Appropriations Law, guidelines established by the Department of the Treasury for intra-governmental transactions and any other pertinent oversight laws, regulations, and Key Performance Indicators (KPIs) while supporting the maintenance of a clean financial statement audit opinion and general operational performance.

3.6 STATEMENT OR WORK

The contactor shall perform the following tasks:

3.6.1 General/Administrative Requirements

Protection of sensitive information is inherent to all positions under this contract and all contractor personnel shall operate under the same Standards of Conduct and Ethics requirements as Federal personnel.

Contractor personnel will be provided official time to complete all mandatory training, such as privacy awareness and information system security awareness. The Contractor shall participate in Continuity of Operations Plan (COOP) exercises and attend PSC/DFO meetings as required.

Extensive customer contact will be required. The Contractor shall communicate effectively both orally and in writing. The Contractor shall engage in problem solving, error handling, providing advice to customers and explaining various financial procedures to program personnel. Customer support for inquiries through general phone lines and electronic mailboxes will be required.

The Contractor shall provide reports, documents or copies of invoices related to disbursements to program, budget, and acquisition offices upon request or in response to Freedom of Information Act (FOIA) or other ad hoc requests.

The Contractor shall have knowledge of software applications such as Microsoft Outlook, EXCEL, WORD, ACCESS, and Power Point as these applications are commonly used in DFO.

The Contractor shall be responsible for records management within National Archives and Records Administration (NARA) guidelines and for protecting sensitive information associated with all government documents/activities.

The Contractor shall import invoices for commercial payments from the “electronic mailbox” and index them directly into the Invoice Scanning & Imaging System (ISIS) commonly referred to by its proprietary name, E-Flow.

The Contractor shall also scan and index paper invoices.

The quantity of invoices that shall be processed is approximately 52,000 invoices annually.

Additional scanning and indexing of invoices/documents (including, but not limited to PSC-59 documents) into an automated process management system shall be required for other activities related to this SOW; however, this effort is not material. Documents can be electronically uploaded into eFlow or they must be manually scanned and indexed.

The Contractor shall sort and distribute mail to appropriate staff on a daily basis. The time required for sorting and distributing mail is approximately 30 minutes per day.

The Contractor shall print and mail IRS Forms 1099-Miscellaneous and W-2 forms for reportable payments made to vendors and other payment recipients as required by applicable regulations and guidance.

The Contractor shall request Help desk “tickets” for systems issues through a federal supervisor and the Contractor shall ensure that all help desk tickets that are submitted are resolved.

Standard operating procedures for working remotely shall be established by the Contractor and approved by the

COR.

The Contractor will inform federal managers on all decisions regarding recruitment and termination of staff assigned to the contract. However, the Contractor shall make all final determinations in relation to staffing under the contract.

The Contractor shall manage and oversee all activities performed by its personnel, including subcontractors and consultants, to satisfy the requirements in this Statement of Work (SOW).

3.6.2 Audit Support/Administrative and Accounting Controls

Audit samples shall be provided to the federal managers/auditors, upon request. The Contractor shall perform the tasks in the SOW in accordance with existing Standard Operating Procedures and A-123 requirements.

3.6.2.1 Audit Support

• The Contractor shall retrieve available documentation for audit samples and answer follow-up questions from auditors on internal/external audit samples and supporting details shall be compiled and submitted to the federal manager/auditor, as required.*

• The Contractor technician shall perform post payment audit of travel vouchers. After a travel voucher is paid in the accounting system, vouchers are randomly audited to ensure the traveler accurately claimed expenses for reimbursement. Collection action or a letter will be required if there was an overpayment, receipts are missing or illegible, or if items were claimed erroneously. Results are recorded in a “findings report.”

Number of post payment audits required annually: 600

3.6.2.2 Administrative and Accounting Controls

• The Contractor shall perform the tasks within this Statement of Work in accordance with existing A-123 internal accounting and administrative controls and shall provide data/responses on A-123 reviews upon request and on a timely basis.

• The Contractor shall develop and execute corrective action plans for audit or review findings and establish milestones for tracking new processes.

• The Contractor shall interpret/translate regulations, mandates, and policy statements and make recommendations for implementing processes and controls to ensure compliance. The Contractor shall monitor such controls/processes and make recommendations, as needed, to the federal manager(s) to improve internal controls and DFO operations.

3.6.3 Written Procedures, Training and Training Materials

Requirement for obligations related activities will be effective on 12/11/2014.

• The Contractor shall develop high quality standard operating procedures (SOPs) for all AP tasks, including tax processing, and existing SOP’s shall be updated quarterly, or as needed to reflect the most current acceptable practices as determined by the appropriate DFO federal manager and/or the COR. The Contractor shall test and validate SOP’s and obtain approval from the federal manager in that section and/or the COR.

• The Contractor shall provide support to DFO, as required, for training other PSC staff and/or customer agencies on processes and systems. The Contractor shall also be required to lead these training efforts, if requested.

• Training guides/materials shall be developed by the Contractor to provide training to federal and/or other Contractor staff and PSC customers on Accounts Payable (AP) or obligations issues. This training and developed material will be associated with Contractor tasks in the SOW and the Contractor shall ensure that material is 508 compliant, if required.

3.6.4 Payment Processing

Contractor technicians shall process commercial travel and IPAC payments. The Contractor shall promptly address any issues causing schedule failures or delays.

3.6.4.1 Commercial Payments

The Contractor technician shall process payments to non-governmental entities/individuals for contracts, purchase cards, special programs, confidential funds, vaccine injury compensation, EEOC settlements, and benefit claims.

The Contractor shall perform data reconciliation for these payments.

The Contractor technician shall match approximately 52,000 vendor invoices against 71,000 purchase order lines and/or receipt information.

The Contractor technician shall assist with resolving Payable interface errors to allow for further processing. The Contractor shall post transactions related to manual disbursements made outside of the accounting system in a timely manner in accordance with prescribed guidance.

3.6.4.2 IPAC Payments

The Contractor technician shall obtain direct obligation numbers from intra-governmental obligations that are created by customers in the iProcurement system in order to pay/clear IPAC transactions from the “pre-validation forms” (which are uploaded into UFMS from the Department of Treasury IPAC system) and process payments.

The Contractor technician shall post UFMS disbursements of bills that routinely include costs for multiple OPDIV or StaffDiv charges.

Rent/security billings, Telecommunications Ordering & Pricing System (TOPS)/Federal Technology Service (FTS) communications bills and Office of Personnel Management (OPM) investigation bills require a high level of effort because of the large dollar amount and volume of account numbers associated with each bill and extensive detailed tracking of what is paid vs. unpaid, per OPDIV per month.

The approximate number of annual IPAC bills that shall be processed by the Contractor are:

Rent/Security 1,500

TOPS/FTS & OPM 3,000

All Other Types 10,000

The Contractor technician shall record manual AP invoices (non-IPAC/governmental AP transactions) in UFMS prior to payment.

The Contractor technician shall ensure sufficient funding is provided by the OPDIV’s to ensure full payments can be made and/or posted in UFMS. The Contractor shall contact the appropriate budget office when funding is insufficient.

3.6.5 Accounting Requirements/Reconciliations

The Contractor shall apply General accounting requirements to all activities unless otherwise addressed within this Statement of Work.

3.6.5.1 General Accounting Requirements

The Contractor will be working with Oracle Federal Financials and shall record accounting transactions into the UFMS AP module and the General Ledger. Invoices and other AP or obligating documents shall be captured and moved through the payment process using ISIS.

The Contractor shall derive proper proprietary and budgetary values. The Contractor shall identify and correct abnormal accounting transactions that may have an adverse impact on financial statements.

The Contractor shall analyze interest expenses, statistics, and metrics to determine if performance meets expectations.

The Contractor shall reconcile payments in AP and the General Ledger (GL).

The Contractor shall follow standard protocols for posting disbursements and resolve out-of-balance schedules (OOB) on a timely basis under the Fund Balance with Treasury initiative within DFO. The Contractor shall prepare a month-end OOB Schedules report for payments.

The Contractor technician shall process accounting reclassifications (G schedules) when it is determined that funds were obligated or disbursements were made from an incorrect common accounting number (CAN). G schedules are assigned by “tickets” and one or more reclassifications can be associated with each ticket.

The Contractor shall process approximately 750 G schedules annually, including those associated with the Managing/Accounting Credit Card System (MACCS).

3.6.5.2 IPAC chargebacks/reconciliations

The Contractor technician shall process chargebacks for erroneous IPAC bills in the Department of Treasury IPAC system. The Contractor shall record corresponding entries in UFMS.

At the request of the government, the Contractor shall reconcile IPAC payments to obligation.

The Contractor shall provide tax related reconciliations as required and requested by the government.

3.6.5.3 Travel reconciliations

The Contractor analyst shall provide support for reviewing, uploading, and reconciling the monthly centrally billed account (CBA) file for airfare, airfare fees, travel authorization and voucher fees (TAV). This involves analyzing data and correcting errors. Manual posting will be required in UFMS to correct interface errors. The CBA/TAV charges shall be reconciled to the monthly bill in EXCEL.

The contractor technician shall post (manually) approximately 1,300 TAV transactions and approximately 1,500 CBA transactions annually.

3.6.5.4 Grants reconciliations

The Contractor analyst shall reconcile the Payment Management System (PMS) File Statistics Report 084 for expenditures (by appropriation) to the PMS 98D report twice monthly.

The Contractor analyst shall reconcile the PMS File Statistics Report 062 for charges/advances (by appropriation) to the Payment Management Summary Reconciliation Report (SRR) once monthly.

The Contractor analyst shall perform monthly American Recovery and Reinvestment Act (ARRA) reconciliations.

The Contractor analyst shall perform monthly sync report of obligations in UFMS reconciled to PMS.

The Contractor shall be required to perform reconciliations on additional grant programs if additional monitoring and oversight is required. Therefore, reconciliations may be required for grant programs that do not currently exist or where it is determined by federal management that oversight/scrutiny or metrics are needed.

3.6.5.5 Tax

The Contractor analyst shall perform quarterly and annual payroll tax filing and reporting that will require the expertise of an accounts payable analyst (with a minimum of 1 years of tax experience in the requirements specific to this SOW).

The Contractor shall determine applicable and proper forms to be filed to ensure compliance with tax laws and reporting guidelines related to commercial and travel payments (including but not limited to IRS Forms 1099-Miscellaneous, 1042 and W-2 forms). The Contractor may be required to identify/develop processes and best practices for reporting requirements that do not currently exist or where it is determined by federal management that it is needed.

The Contractor shall perform data reconciliations and reviews prior to printing and mailing all forms in accordance with applicable timelines and requirements set forth by various reporting agencies (i.e. The Internal Revenue Service and Social Security Administration) to minimize audit issues.

The Contractor shall respond to tax agency correspondence and notices in the timeframe prescribed by the federal manager or COR. Journal entries related to payroll taxes shall be prepared and posted by the Contractor, as needed.

The Contractor shall be responsible for completing approximately 7,000 IRS 1099-Miscellaneous and W-2 forms to recipients

3.6.6 Obligations Processing (Effective 12/11/2014)

The Contractor shall record funds control and grant obligations timely and accurately.

3.6.6.1 Funds Control Obligations Processing

The Contractor technician shall verify and record unsynchronized documents in UFMS. Types of unsynchronized documents include contract amendments/modifications, delivery orders, task orders, and purchase orders. The Contractor shall query UFMS a minimum of 4 times each business day to search for and act on pending items.

Based on an analysis of each scenario, the Contractor shall determine if the auto-create functionality should be applied.

Manual intervention/processing shall be required by the Contractor technician, especially when obligations are not in PRISM and for some business processes that do not require the use of iProcurement. Some miscellaneous iProcurement direct obligation entry and/or receiving processing may be required by the Contractor.

The Contractor technician shall be responsible for recording approximately 65,000 PSC 59’s and other manually recorded obligations for all funds control related activities on an annual basis. There are approximately 230,000 transaction lines associated with these obligations.

The Contractor technician shall resolve unsynchronized document errors (such as, but not limited to, purchase orders and contracts), and errors with direct obligations on a weekly basis. True funds failures shall be segregated from all other error types and be reported to the DFO Reports and Control Branch, as directed. The Contractor shall resolve non funds failure errors as soon as possible but no later than 2 business days from receipt.

3.6.6.1 (a) Weekly Purchase Order (PO) Clean-Up

The Reports and Control Branch (RCB) sends a PO Errors Report to the Contactor every week, usually on Monday.

The Contractor shall review the PO’s that have funds failures and/or other issues and try to approve them. The Contractor shall submit an “actions needed” list inclusive of PO’s which cannot be completed to the RCB within 2 business days of receiving the PO Error Report. The goal is to routinely focus attention on issues and to minimize them.

3.6.6.1 (b) Monthly Direct Obligation Review

The Contractor technician shall perform a direct obligation review/analysis for potentially unauthorized procurements on a monthly basis. Direct obligations are reviewed to ensure that they are assigned to the appropriate categories and suppliers. Potential unauthorized procurements shall be identified and addressed. Phone and/or email contact with DFO personnel and program officials will be required. Summary totals for direct obligation errors shall be reported to DFO Systems Accounting Branch on a monthly basis.

3.6.6.1 (c) Quarterly Review of Open Documents

HHS requires that all operating divisions review their open documents on a quarterly basis. The Contractor technician shall perform two tasks, one at the beginning of the review and one at the end of the process. The Contractor technician shall first perform a data cleanup/report preparation of the financial system open document file for distribution to HHS OPDIVs. This involves merging transactions that offset/cancel out each other. The customer will receive this data, for review, from the federal lead. The federal lead will wait for further direction from the customer and will provide the requirements to the contractor. The Contractor technician shall then update the accounting system based on the action requested by the customer.

3.6.6.2 Grants and Letter of Credit (LOC) Obligations Processing

The Contractor analyst shall ensure that Grants and Letter of Credit (LOC) contract transactions are recorded as soon as possible but no later than 2 business days from receipt in UFMS and the Payment Management System (PMS). Manual obligations and de-obligations shall also be required as necessary. Grant documents and LOC documents shall be reconciled by the Contractor in the accounting system and in the Payment Management System

(PMS).

The Contractor analyst shall work with and assist the Division of Payment Management (DPM), GATES, ERA, and

Grants Solutions technical and applications support teams, as well as OPDIV customers in resolving error conditions, closeout and cancellation issues.

The Contractor analyst shall resolve approximately 9,000 UFMS grant obligation errors and approximately 3,000 PMS errors annually.

Requisitions created with a LOC flag checked in iProcurement which appear on the Open Requisitions Report shall be obligated in the UFMS Grants Module by the Contractor. Hence, the Contractor analyst shall obtain a copy of the contract document from the customer. Once the obligation is recorded, the Contractor shall notify SAB so that they can cancel the funds that are committed.

The Contractor analyst shall assist RCB with correcting funds check failures (error 12) so that obligations can post in the accounting system.

The Contractor analyst shall follow-up with customers at least twice per week on any unresolved errors.

3.6.7 Troubleshooting/Tracking Issues

The Contractor shall review and resolve some complex, non-routine, AP related system problems and customer service issues while escalating any major issues to federal management.

1. The Contractor technician shall track, research and resolve any AP payments that cannot be processed or are on hold. These issues shall be revisited, updated and reported on a weekly basis. The Contractor shall consolidate all AP holds and report issues on a weekly basis. The AP holds report, which is a consolidation of all holds issues, shall be distributed, by the Contractor, to other DFO and contractor staff and customers for action on the first business day of the week.

2. The Contractor analyst shall research and resolve travel advance issues on a weekly basis. Govtrip, UFMS, and/or ETS2 research may be required. Some vouchers will be in a “DUE US” status and may require debt collection action, initiated by the Contractor. Follow-ups, (debt) letters and tracking shall be required of the Contractor. Advances may need to be manually liquidated by the Contractor. The Contractor shall resolve approximately 150 travel advance issues annually. The Contractor shall email the status of travel advances to the travel section chief on a weekly basis.

3. The Contractor technician shall track the status of IPAC payables. The Contractor shall track how much each customer owes for each bill by the month. The status of any issue must be able to be identified and reported to a customer upon request. The Contractor shall report AP IPAC tracking to the Federal manager on a monthly basis.

4. The Contractor technician shall track funds control manual obligations and unsynchronized acquisitions on a weekly report, effective 12/11/2014, to include:

• Direct obligations that come through the 14 funds control mailboxes

• Funds control obligations-related “tickets”

• Unsynchronized contracts that upload into the PRISM “unsync log” where the auto-create function is used to obligate requisitions

• Deobligations which are completed manually

• Direct obligations and/or unsynchronized contracts that cannot be processed the same day it was received.

5. Beginning 12/11/2014, each month the Contractor shall provide a grants status report indicating the status of open and resolved grants issues in UFMS and PMS such as UFMS errors, PMS errors, and closeouts.

6. The Contractor shall track all invoice E-mails on an Excel spreadsheet and counts must be verified in E-Flow daily. All scanned invoices are verified in ISIS with reports to ensure proper internal controls.

3.6.8 Automation/Reports

The Contractor analyst shall participate in efforts to automate and enhance accounts payable (AP) and obligations processes, including the tax transactions and associated reconciliations, to reduce operational costs. The Contractor shall analyze data to validate/ensure operational efficiency, upon request.

The Contractor analyst shall create ad-hoc reports and enhance existing reports that are used by PSC and its customers.

The Contractor analyst shall perform User Acceptance Testing (UAT) to validate AP, HCAS and other related systems upgrades and modifications; as well as assist with data synchronization efforts.

The Contractor analyst shall be a Federal Business Intelligence System (FBIS) user. This tool uses Consolidated Financial Reporting System financial data as well as direct UFMS financial data for developing reports, queries and dashboards. Any assigned contractor staff will be provided provisioning and training in FBIS before using its reporting and other capabilities.

3.6.8.1 Monthly and Ad-hoc Reports/Analysis

The Contractor analyst shall perform analysis and prepare the following reports or other ad-hoc reports no later than the 5th business day of every month or as required:

1. PSC Quality and Timeliness Reports

2. Payment Analysis

3. Interest Analysis Reports for commercial vendors

3.7 HHS-Controlled Facilities and Information Systems Security

(a) To perform the work specified herein, Contractor personnel are expected to have routine (1) physical access to an HHS-controlled facility; (2) logical access to an HHS-controlled information system; (3) access to sensitive HHS data or information, whether in an HHS-controlled information system or in hard copy; or (4) any combination of circumstances (1) through (3).

(b) To gain routine physical access to an HHS facility, logical access to an HHS-controlled information system, and/or access to sensitive data or information, the Contractor and its employees shall comply with Homeland Security Presidential Directive (HSPD)-12, Policy for a Common Identification Standard for Federal Employees and Contractors; Office of Management and Budget memorandum (M-05-24); and Federal Information Processing Standards Publication (FIPS PUB) Number 201; and with the personal identity verification and investigation procedures contained in the following documents:

(1) HHS Information Security Program Policy.

(2) HHS Office of Security and Drug Testing, Personnel Security/ Suitability Handbook, dated February 1, 2005.

(3) HHS HSPD-12 Policy Document, v. 2.0.

(c) This contract/order will entail the following position sensitivity level(s): [5].

(d) The personnel investigation procedures for Contractor personnel require that the Contractor prepare and submit background check/investigation forms based on the type of investigation required. The minimum Government investigation for a non-sensitive position is a National Agency Check and Inquiries (NACI) with fingerprinting. More restricted positions--i.e., those above non-sensitive, require more extensive documentation and investigation. As part of its proposal, and if the anticipated position sensitivity levels are specified in paragraph (c) above, the Offeror shall notify the Contracting Officer of (1) its proposed personnel who will be subject to a background check/investigation and (2) whether any of its proposed personnel who will work under the contract have previously been the subject of national agency checks or background investigations.

(e) Investigations are expensive and may delay performance, regardless of the outcome of the investigation.

Delays associated with rejections and consequent re-investigations may not be excusable in accordance with the FAR clause, Excusable Delays--see FAR 52.249-14. Accordingly, if position sensitivity levels are specified in paragraph (c), the Offeror shall ensure that the employees it proposes for work under this contract have a reasonable chance for approval.

(f) Typically, the Government investigates personnel at no cost to the Contractor. However, multiple investigations for the same position may, at the Contracting Officer's discretion, justify reduction(s) in the contract price of no more than the cost of the additional investigation(s).

(g) The Contractor shall include language similar to this ``HHS-Controlled Facilities and Information Systems Security'' language in all subcontracts that require subcontractor personnel to have the same frequency and duration of (1) physical access to an HHS-controlled facility; (2) logical access to an HHS-controlled information system; (3) access to sensitive HHS data/information, whether in an HHS-controlled information system or in hard copy; or (4) any combination of circumstances (1) through (3).

(h) The Contractor shall direct inquiries, including requests for forms and assistance, to the Contracting Officer or designee.

(i) Within 7 calendar days after the Government's final acceptance of the work under this contract, or upon termination of the contract, the Contractor shall return all identification badges to the Contracting Officer or designee.''

3.8 HHS SECTION 508 ACCESSIBILITY STANDARDS NOTICE (SEPTEMBER 2009)

This contract is subject to Section 508 of the Rehabilitation Act (the Act) of 1973 (29 U.S.C. 794d), as amended by the Workforce Investment Act of 1998, and the Architectural and Transportation Barriers Compliance Board (Access Board) Electronic and Information Accessibility Provisions (36 CFR Part 1194). Section 508 of the Act requires that, unless an exception applies, all communications products and services that require a contractor or consultant to produce content in any format that is specifically intended for publication on, or delivery via, a federally owned or federally funded website permit the following:

(1) Federal employees with disabilities to have access to and use information and data that is comparable to the access and use of information and data by federal employees who are not individuals with disabilities.

(2) Members of the public with disabilities seeking information or services from a federal agency to have access to and use of information and data that is comparable to the access and use of information and data by members of the public who are not individuals with disabilities.

(Note: Information about Section 508 of the Act is available at http://www.section508.gov/. The complete text of Section 508 can be accessed at http://www.access-board.gov/sec508/provisions.htm.)

Accordingly, regardless of format, all web content or communications materials specifically produced for publication on, or delivery via, HHS websites, including text, audio, or video, under this contract shall conform to applicable Section 508 accessibility standards. Remediation of any materials that do not comply with the applicable accessibility standards of 36 CFR Part 1194 as set forth herein shall be the responsibility of the Contractor.

The following Section 508 accessibility standards apply to the content or communications material identified in this SOW or PWS:

1194.22 - Web-based Intranet and Internet information and applications http://ecfr.gpoaccess.gov/cgi/t/text/text-idx?c=ecfr&tpl=/ecfrbrowse/Title36/36cfr1194_main_02.tpl http://www.section508.gov/ http://www.access-board.gov/sec508/provisions.htm

3.9 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

The Government intends to utilize the following Quality Assurance Surveillance Plan (QASP) to monitor the quality of the Contractor’s performance. The QASP is a living document and may be updated by the Government as necessary.

Quality Assurance Surveillance Plan (QASP)

Required Services/Tasks

Performance Standard Method of Surveillance (Q/A)

Standard To Be Met/ Allowable Deviation

Incentive/ Deduction

3.6.5.1 Out of Balance Report Section

Supervisor/COR acceptance

Up to 3 days late, up to 2 times in the base period, up to 3 times in the option period

2% deduction from monthly invoice for each day the task is behind schedule

3.6.5.4 (12/11/14)

Grants Reconciliations - 084, 062, ARRA and sync report - effective 12/11/2014

Section Supervisor/COR acceptance

Up to 3 business days late 4 times per each required reconciliation, for each option period

Invoice payment will be delayed until the deficiency is corrected

3.6.5.5 Data reconciliation and

filings of periodic and annual tax forms.

Section Supervisor/COR acceptance

For the status report, the error rate must be reported as “zero” for anything within the contractors control with regards to the reconciliation, preparation, and filing of all required tax forms.

An amount of 5% shall be withheld from the monthly invoices submitted by the contractor in case of default or defective service not rectified by the Contractor. Such retention will be paid to the Contractor after all issues are rectified.

3.6.6.1a (12/11/14)

Weekly purchase order clean-up actions needed list

– effective 12/11/2014

Section Supervisor/COR acceptance

Up to 5 days late 5 times for each option period

Invoice payment will be delayed until the deficiency is corrected

3.6.6.1b (12/11/14)

Direct Obligation Review for Potentially Unauthorized Procurements

– effective 12/11/2014

Section Supervisor/COR acceptance

Up to 2 business days late 3 times per each option period

Invoice payment will be delayed until the deficiency is corrected

3.6.6.1c (12/11/14)

Quarterly review of open documents - edit and “clean up” UDO report – effective 12/11/2014

Section Supervisor/COR acceptance

Up to 2 business days late 2 times per each option period

Invoice payment will be delayed until the deficiency is corrected

3.6.6.1c (12/11/14)

Quarterly review of open documents - process OPDIV request for deobligations and provide the status report of the number of deobligations processed, by fund – effective 12/11/2014

Section Supervisor/COR acceptance

Up to 3 business days late 2 times per each option period

Invoice payment will be delayed until the deficiency is corrected

3.6.7-1 Accounts Payable Holds Report

Section Supervisor/COR acceptance

Up to 1 day late, up to 2 times in the base period, up to 3 times per each option

2% flat deduction from invoice for the month task is behind schedule period.

3.6.7-2 Travel advance tracking report Section Supervisor/COR acceptance

Up to 2 business days late 3 times in the base period and 5 times for each option period.

Invoice payment will be delayed until the deficiency is corrected

3.6.7-3 IPAC Tracking Report Section Supervisor/COR acceptance

Up to 1 day late, up to 1 time in the base period, up to 2 times per each option period

2% deduction from invoice for each day the task is behind schedule

3.6.7-4 Funds control weekly tracking report – effective 12/11/2014

Section Supervisor/COR acceptance

3 reports can be late up to 2 days in an option period.

Invoice payment will be delayed until the deficiency is corrected

3.6.7-5 Grants Bi-Weekly status report – effective 12/11/2014

Section Supervisor/COR acceptance

4 reports can be late up to 2 days in an option period.

Invoice payment will be delayed until the deficiency is corrected

3.6.7-6 Commercial invoice tracking sheet

Section Supervisor/COR acceptance

Can be late no more than 10% of the time.

Must be submitted by 10:00am the next business day

Invoice payment will be delayed until the deficiency is corrected

3.6.8.1-1 PSC Quality and Timeliness Reports

Section Supervisor/COR acceptance

1 report may be submitted up to 1 business day late in the base period. 2 reports may be submitted up to 2 days late in each option year.

Invoice payment will be delayed until the deficiency is corrected

3.6.8.1-2 Payment Analysis Report Section Supervisor/COR acceptance

1 report may be submitted up to 1 business day late in the base period. 2 reports may be submitted up to 2 days late in each option year.

Invoice payment will be delayed until the deficiency is corrected

3.6.8.1-3 Interest Analysis Reports Section Supervisor/COR acceptance

1 report may be submitted up to 1 business day late in the base period. 2 reports may be submitted up to 2 days late in each option year.

Invoice payment will be delayed until the deficiency is corrected

3.6.8.1-4 Intra-governmental AP Metrics Report

Section Supervisor/COR acceptance

Up to 2 days late, up to 1 time in the base period, up to 2 times in the option period(s)

2% deduction from invoice for each day the task is behind schedule

3.10 CONFIDENTIALITY/NON-DISCLOSURE AGREEMENT

Division of Financial Operations (DFO) possesses documents, information and/or data that is non-public/sensitive/confidential in nature such as Personal Identifiable Information (PII) relating to its administration of the Debt Management and Collection System (DMCS). The Contractor will have access to this PII in performing their obligations under this contract. PII is defined as information or data of a personal nature about an individual, organization or proprietary information or data about DMCS. This PII may be either provided directly to the Contractor by DFO or derived by the Contractor in the disposition of this contract. The definition of PII does not, however, include information which was previously known to the Contractor outside of confidential relationships; information in the public domain before disclosure to the Contractor; information that subsequently becomes part of the public domain, unless by breach of this Agreement; or, information received from a third party under no duty or obligation of confidentiality to DFO. In the case of PII provided to the Contractor by DFO, it will be identified in writing or by oral comment, which should be confirmed in writing by the Contractor, as PII. For PII developed by the Contractor in disposition of this contract, the Contractor is responsible for properly identifying and labeling the information as PII. The Contractor shall take all reasonable measures and efforts to prevent the disclosure of PII. The Contractor shall not release, publish, or disclose any PII to any person, group, entity or subcontractor absent prior written approval from the COR. Whenever the Contractor is uncertain with regard to the proper handling of the confidentiality of any information/data under this contract, the Contractor must obtain a written determination from the COR. All PII exchanged or derived during the Contractor’s disposition of this contract is the sole property of DFO and must be returned to DFO on completion of this contract unless otherwise directed by the COR. Nothing in this contract shall supersede pertinent provisions in the Federal Acquisition Regulation or other applicable statutes, regulations, or guidance.

SECTION 4 – INSPECTION AND ACCEPTANCE

4.1 INSPECTION AND ACCEPTANCE

Pursuant to FAR 52.212-4, all work described in the statement of work to be delivered under this contract is subject to final inspection and acceptance by an authorized representative of the Government. The authorized representative of the Government is the Government's COR, who is responsible for inspection and acceptance of all services, materials, or supplies to be provided by the Contractor.

SECTION 5 – DELIVERIES / PERFORMANCE

5.1 PERIOD OF PERFORMANCE

The period of performance shall be for a base period of six months with four one year option periods from the date of award as follows:

Base Period: June 6, 2014 through December 5, 2014 Option Period 1: December 6, 2014 through December 5, 2015 Option Period 2: December 6, 2015 through December 5, 2016 Option Period 3: December 6, 2016 through December 5, 2017 Option Period 4: December 6, 2017 through December 5, 2018

Option periods may be exercised in accordance with FAR Clause 52.217-9 entitled "Option to Extend the Term of the Contract."

5.2 PLACE OF PERFORMANCE

The anticipated place of performance is anticipated to be as follows:

Department of Health and Human Services 12501 Ardennes Avenue Suite 200 Rockville, MD 20857

5.3 REPORT(S)/DELIVERABLES AND DELIVERY SCHEDULE

The contractor shall submit all required report(s)/deliverables in accordance with the following schedule. All reports shall reference and cite the contract/order number. All deliverables required by this contract shall be delivered to the COR for review and approval in accordance with the schedule set forth below:

Task Description Due Date

3.6.1 Procedures

for working remotely Within 30 days of contract inception. Plan shall be updated, as needed.

3.6.2.1 Post payment audit findings report Within 3 business days after the end of each month

3.6.3 Standard Operating Procedures As required, or reviewed and updated quarterly, as needed

3.6.3 Training materials As required. Due date will be provided at time of request.

3.6.5.1 Out of Balance Report Friday of the second week of each month 3.6.5.4 (12/11/14)

Grants Reconciliations - 084, 062, ARRA and sync report

Within 5 business days of receipt of reconciling data from RCB or DPM.

3.6.5.5 Data reconciliation and filings of

periodic and annual tax forms.

No later than 5 days before the due date for 941’s, W-2’s, W-3’s, 1099’s, 1096’s, 1042’s

3.6.6.1a (12/11/14)

Weekly purchase order clean-up Wednesday of each week

3.6.6.1b (12/11/14)

Direct Obligation Review for Potentially Unauthorized Procurements

10 business days after receipt of report

3.6.6.1c (12/11/14)

Quarterly review of open documents

- edited, cleaned up UDO report

8 business days after receipt of UDO tasks and unedited report

3.6.6.1c (12/11/14)

Quarterly review of open documents

- report of the number of de-obligations processed, by fund

10 business days after the end of the quarter

3.6.7-1 Accounts Payable Holds Report Distribution of initial report to staff and customers for action on the first business day of the week. Final report, with progress updates shall be submitted to the COR within 2 business days thereafter.

3.6.7-2 Travel advance tracking report Friday of every week.

3.6.7-3 IPAC Tracking Report The 10th business day of every month 3.6.7-4 Funds control weekly tracking report

– effective 12/11/2014 Friday of every week by COB

3.6.7-5 Grants Bi-Weekly status report – effective 12/11/2014

Every other Friday, by COB

3.6.7-6 Commercial invoice tracking sheet All commercial invoices shall be logged on tracking sheet within 24 business hours of receipt.

3.6.8.1-1 PSC Quality and Timeliness Reports Second business day of every month 3.6.8.1-2 Payment Analysis Report Fifth business day of every month 3.6.8.1-3 Interest Analysis Reports Fifth business day of every month

5.4 DELIVERY REQUIREMENTS

Pickup and delivery of items under this contract/order shall be accomplished between the hours of 8:30 a.m. and 4:00 p.m.], Monday through Friday unless changed by mutual agreement between the COR and the contractor. No deliveries shall be made on Saturdays, Sundays, and days of government closure or Federal legal holidays found at:

http://www.opm.gov/operating_status_schedu…