PWS-revised 12-18-2020.pdf

Financial Support Services

Department of Justice

Bureau of Alcohol, Tobacco, Firearms and Explosives (ATF)

Financial Management Division (FMD)

Accounting Branch (AB)

PART 1

GENERAL INFORMATION

1. General: This is a non-personal services service contract to provide Financial

Support Services for the Bureau of Alcohol, Tobacco, Firearms and Explosives (ATF)’s Financial

Management Division for the Accounting Branch. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. The Contractor will be responsible for supervising their personnel and maintaining control over all deliverables in the performance of this contract. Such contract service providers shall be accountable solely to the

Contractor who, in turn is responsible to the Government.

1.1 Description of Services: The Contractor shall perform the effort required by this contract on a

Fixed Price Level of Effort (FP-LOE) basis. This Performance Work Statement (PWS) is composed of four (4) tasks for Financial Support Services as defined in this (PWS):

Task 1: Accounts Payable Support (Required)

Task 2: Accounts Payable Accrual Support (Required)

Task 3: Accounting Operations and Financial Reporting and

Analysis Support (Optional)

Task 4: Revenue and Collection Support (Optional)

The Contractor shall provide all personnel, supplies, transportation, materials and supervision necessary to perform the requirements for Financial Support Services as defined in this Performance Work

Statement (PWS).

1.2 Background: The Bureau of Alcohol, Tobacco, Firearms and Explosives (ATFE) is a law enforcement organization within the Department of Justice. ATF’s mission is threefold: (1) reduce violent crime which includes its efforts to deny criminals access to firearms, safeguard the public, and prevent violence through community outreach; (2) collect revenue from licensing and enforcement activities; and (3) protect the public by ensuring the integrity of the people, products, and companies in the marketplace.

ATF enforces Federal laws and regulations relating to alcohol, tobacco, firearms, explosives and arson by working directly and in cooperation with other government agencies to:

a. Suppress and prevent crime and violence through enforcement, regulation and community outreach;

b. Ensure fair and proper revenue collection;

c. Provide fair and effective industry regulation;

d. Support and assist Federal, state, local and international law enforcement;

e. Provide innovative training programs in support of criminal and regulatory enforcement functions;

f. Help reduce the criminal use of firearms; and

g. Provide for public safety by reducing the criminal misuse of explosives, combating arson, and removing safety hazards caused by improper and unsafe storage of explosive materials

Supporting ATF’s mission by providing administrative and management services are the organizations of the Chief Financial Officer, including acquisitions, personnel, building management and financial management.

ATF’s Financial Management Division’s (FMD) Accounting Branch has the responsibility to; process, reconcile, review, examine and analyze accounting transactions and accounting system operations for adequacy and accuracy of data reported in the financial statements. It is essential to use the system to modify and improve operating procedures and to provide more effective financial reporting. Accounting transactions and source documents are prepared using guidance of the Federal Accounting Standards

Advisory Board (FASAB), the U.S. Standard General Ledger, and procedural instructions as required to meet new information and/or regulatory requirements. The Accounting Branch is made up of two sections and two smaller functional units; the Financial Reporting and Analysis Section (FRAS); Accounting

Operations Section (AOS); Accounts Payable Unit and the Revenue Unit. The Accounting Branch provides information required to support the annual CFO Audit, and works to ensure that ATF as a whole is managing financial activity in accordance with established policies and procedures. In these areas, the

Accounting Branch needs contract support and assistance.

1.3 Objective: The objective of this contract is to obtain a qualified, professional contractor to provide assistance to the Accounting Branch to fulfill the objective to produce accurate financial statements, and maintain effective internal controls over financial reporting.

1.4 Scope: ATF requires support for Government accounting functions to include, but not limited to the following: quarterly accounts payable statistical accrual; reconciling general ledger accounts and analysis, revenue, refund and collection processing, billing/receivable functions, preparation of financial statements and other financial reporting requirements.

1.5 Non-Disclosure Agreements: The Contractor’s on-site representative(s) shall have access to sensitive verbal, written and electronic information while performing under this contract. This information may be acquisition sensitive information, for official use only documents or other contractor’s proprietary information. In order to protect this information from unauthorized release or use, the Contractor shall provide an executed non-disclosure agreement to the COR prior to commencing work at the site for the assigned on-site representative.

1.6 Period of Performance: The period of performance shall be sixty (60) months from the date of award.

The period of performance for this requirement consist of one (1) base period of 12-months and four (4) option year periods of 12- months.

Base Period March 1, 2021 - February 28, 2022 Option Year 1 March 1, 2022 - February 28, 2023

Option Year 2 March 1, 2023 - February 29, 2024

Option Year 3 March 1, 2024 - February 28, 2025

Option Year 4 March 1, 2025 - February 28, 2026

1.7 General Information:

1.7.1 Quality Control: Quality Control is the responsibility of the Contractor. The Contractor shall utilize personnel with skill sets, experience, and qualifications appropriate to the mission and scope of work, in sufficient quantities to accomplish the work required by this PWS, and is responsible for the delivery of quality services to the Government.

The Contractor shall develop, implement and maintain an effective Quality Control System which includes a written Quality Control Plan (QCP). The QCP shall implement standardized procedure/methodology for monitoring and documenting contract performance to ensure all contract requirements are met. The Contractors’ QCP must contain a systematic approach to monitor operations to ensure acceptable and timely services/products are provided to the Government. The QCP, as a minimum, shall address continuous process improvement; procedures for scheduling, conducting and documentation of inspection; discrepancy identification and correction; corrective action procedures to include procedures for addressing Government discovered non-conformances; procedures for root cause analysis to identify the root cause and root cause corrective action to prevent re-occurrence of discrepancies; procedures for trend analysis; procedures for collecting and addressing customer feedback/complaints. Upon request, the Contractor shall provide the Government their Quality Control Plan, in accordance with the requirements within this solicitation.

1.7.2 Quality Assurance: The Government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is a Government only document primarily focused on what the Government must do to assure that the contractor has performed in accordance with the requirements of the contract.

1.7.3 Federal Government Holidays: No work will take place on Federal Holidays. The Financial Management Division (FMD) observes all Federal Holidays as recognized by U.S. Office of Personnel Management (OPM).

New Year’s Day 1st day of January

Martin Luther King Jr.'s Birthday 3rd Monday of January

Presidents Day 3rd Monday of February

Memorial Day Last Monday of May

Independence Day 4th day of July

Labor Day 1st Monday of September

Columbus Day 2nd Monday of October

Veterans Day 11th day of November

Thanksgiving Day 4th Thursday of November

Christmas Day 25th day of December

1.7.4 Hours of Operation: The Contractor shall perform the required services under the contract between the core hours of 7:00 AM to 5:30 PM, Monday through Friday, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor shall maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential. Although core hours of operation are between the hours of 7:00AM and 5:30PM, a workday is considered to be 8 hours (exclusive of a meal period) within the core hour period. Flexibility will be required to meet mission requirements; therefore, the 8 hour workday period for contactor employees shall be agreed upon between the Contracting Officer’s Representative (COR) and the Contractor and will be subject to change based on mission requirements.

Contractor employees, including subcontractors and consultants, are authorized to work at an alternate location such as the Contractor’s Corporate Headquarters and at home in the event of Government emergency or inclement weather closure, subject to security requirements. All such alternate locations should be closely coordinated with the COR whenever possible.

1.7.5 Place of Performance: Primarily, the work to be performed under these contract will be performed at ATF Headquarters, 99 New York Avenue NE, Washington, DC. In the event of an official Federal holiday, Government emergency or inclement weather closure, Contractor employees will comply with their employer’s guidelines with regard to work location. Telework is available when necessary on a situational basis and must be approved in advance to work at an authorized alternate worksite. Contractor must continue to provide their status, ensure their availability, complete assigned tasks, and always exercise measures to safeguard ATF equipment and PII information at all times.

1.7.6 Type of Contract: This is a Fixed Price-Level of Effort (FP-LOE) Task Order with a Base period of service of 12 month and 4 12-month Options. For the purposes of this Task Order, the delivery of a full 12-month period of performance consists of the number of personnel and hours set forth in Schedule B.

Contractor is only allowed to invoice the actual number of hours employees work.

1.7.7 Security Requirements: The work to be performed under this PWS is Unclassified/For Official Use Only and the Contractor will not have access to classified material, but will have daily access to sensitive personally identified information (PII). ATF will have to do background investigations/security clearances on all personnel proposed by the contractors. Contract personnel are responsible for submitting all paperwork required by ATF to accomplish the require investigations. It is recommended that the contractor propose personnel who have already been cleared, by ATF, DOJ or another Government agency.

1.7.7.1 Vetting of Contractor Personnel: The Contractor and Contractor employees and sub-contractors shall be citizens of the United States. Contractor employees shall undergo a background investigation that is favorably adjudicated by the PSD prior to performing any work for the ATF. Additionally, individuals will be required to undergo routine continuous evaluation, or at a minimum a reinvestigation every five years, to ensure continued eligibility.

Upon contract start date, all Contractor personnel shall possess a TOP SECRET security clearance, and must maintain such clearance for the life of the contract. Contractor personnel shall comply with all applicable security and safety regulations, guidance, and procedures, including those locally issued, referenced in this PWS, and in effect at the work sites. Contract start will be measured from the date

ATF accepts and clears proposed contractor personnel for this contract.

1.7.7.2 Safe Guarding of PII: Contractor employees conducting financial support functions will be working with sensitive PII, and will be required to complete a Non-Disclosure Agreement. PII and other sensitive information must be appropriately handled and protected to avoid unauthorized disclosure.

The Contractor as an authorized holder of the information must limit access to the information to those that have a need to know, i.e., personnel who are assigned to the task order and who have been appropriately vetted by the ATF.

1.7.8 Physical Security: The Contractor shall be responsible for safeguarding all Government equipment, information and property provided for Contractor use under this Contract. The Contractor personnel shall recognize that ATF deals with sensitive information and other proprietary information, which are valuable, special, and unique assets. All information pertinent to ATF’s information technology resources is highly sensitive and may not be released to third parties without the express, written consent of ATF. This information requires strict control procedures to preclude unauthorized disclosure or dissemination. Information pertinent to personnel is protected from unauthorized disclosure under the provisions of the Privacy Act of 1974 (5 U.S.C. 552a). Contractor personnel shall not divulge, disclose, or communicate in any manner, any information to any third party without prior written consent of the ATF. Contractor personnel shall protect information and treat it as strictly confidential and will abide by the security requirements of ATF. A violation of this paragraph shall be a material violation of this Contract. Should the Contractor receive or suspect they have learned of sensitive or classified information, the Contractor shall identify and report suspicions to the COR. Contractor personnel performing work under this Contract shall be subjects of background investigations, conducted by ATF’s Office of Personnel Security, prior to start of work under this Contract. Each Contractor employee performing under this Contract must successfully complete the Government required background check form at time of the proposal submission, and must maintain the level of security required for the life of the Contract.

At the close of each work period, government facilities, equipment, and materials shall be secured. All

Government Furnished Equipment (GFE) provided shall be properly hand receipted through the COR.

1.7.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5, Post Award Orientation. The Contracting Officer, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the Contracting Officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government, and may be conducted virtually using video- teleconference as necessary.

1.7.10 Contracting Officer (CO)/Contract Specialist. The CO/CS is responsible for the contract administration. The CO/CS is the only person authorized to approve changes in the terms, conditions, delivery schedules, technical requirements or price, as set forth in the contract. In the event the contractor modifies the direction of a person other than the CO/CS, the change will be considered to have been without authority. No adjustment will be made in the contract price to cover any increase in charges incurred as a result thereof. The CO/CS will be identified at time of award. During any absence of the CO/CS, identified for this award, other warranted COs from ATF may authorize work under the contract.

1.7.11 Contracting Officer's Representative (COR): The COR will be identified at time of award. The COR will be designated on authority of the Contracting Officer (CO) to monitor all technical aspects and assist in administering the task order. The types of actions within the purview of the COR's authority are to assure that the Contractor performs the technical requirements of the contract; to perform, or cause to be performed, inspections necessary in connection with performance of the contract; to maintain both written and oral communications with the Contractor concerning the aspects of the contract within his/her purview; to monitor the Contractor's performance under the contract and notify the Contractor and CO of any deficiencies observed; and to coordinate Government furnished property availability and provide for site entry of Contractor personnel, if required. A letter of designation will be issued to the COR, with a copy supplied to the Contractor, stating the responsibilities and limitations of the COR. This letter will clarify to all parties of this contract the responsibilities which would result in a modification to the scope of work; changes in cost or price totals or estimates; changes in delivery dates; changes in any other mutually agreed upon term or provision of the contract.

The COR is the individual within a program management function who has overall technical responsibility for efforts. The COR supports the CO during administration of each task order by:

a) Making final decisions regarding any recommended rejection of deliverables;

b) Providing technical clarification relative to overall workload matters;

c) Providing advice and guidance to the vendor in the preparation of deliverables and services.

d) Providing acceptance of deliverable products to assure compliance with requirements.

e) In addition, the COR shall:

- Monitor Contractor’s technical progress, including surveillance and assessment of performance, and recommend to the CO any changes in requirements;

- Assist Contractor in the resolution of technical problems encountered during performance;

- Perform inspections and acceptance or recommendations for rejection of vendor.

1.7.12 Key Personnel: The following personnel are considered key personnel by the Government:

Project Manager (PM). The Contractor shall establish a single management focal point, the PM to accomplish the administrative, managerial and financial aspect of this contract. This individual shall be identified to the Contracting Officer as the focal point for all programmatic issues.

The PM shall be responsible for overall contract performance under this contract. The name of the person and for the Contractor when the PM is absent shall be designated in writing to the Contracting

Officer. The PM or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The PM or alternate shall be available between the hours of

7:00 a.m. to 5:30 p.m., Monday thru Friday except Federal holidays or when the Government facility is closed for administrative reasons. The PM/APM shall be available to the COR via telephone between the hours of 7:00 AM and 5:30 PM ET, Monday through Friday, and shall respond to inquiries within four

(4) hours of notification. Qualifications for all key personnel are listed below:

Minimum/General Experience: At least two (2) years of relevant experience as a project manager of a project with the same or similar requirements as stated in this PWS. The experience must have demonstrated the ability to direct, execute and control the performance of all work under this contract.

Minimum Education: BA/BS or related Business or relevant field; MA/MS in related field

The PM/APM shall be able to read, write, speak, and communicate clearly and effectively (preferred language: English).

1.7.13 Supervision of Contractor Employees: The Government will not exercise any supervision or control over Contractor or subcontractor employees while performing work under the contract. Such employees shall be accountable solely to the Contractor, not the Government. The Contractor, in turn, shall be accountable to the Government for Contractor or subcontractor employees.

1.7.14 Contractor Travel: The Contractor shall bear the cost of employee transportation to and from the work site.

Other Direct Costs (ODCs): ODC shall not be authorized under this task order.

1.7.15 Data Rights: The Government has unlimited rights to all documents/material produced Under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.7.16 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever they become aware that such access or participation may result in any perceived, potential or actual OCI. After discussions with the Contracting Officer, they may be required to submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

PART 2

DEFINITIONS & ACRONYMS

2 DEFINITIONS AND ACRONYMS:

2.1 DEFINITIONS:

2.1.1 CONTRACT SPECIALIST. The official Government representative delegated authority by the

Contracting Officer to administer a contract. This individual is normally a member of the appropriate

Contracting/Procurement career field and advises on all technical contractual matters.

2.1.2 CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or

Services to the government. The term used in this contract refers to the prime.

2.1.3 CONTRACTING OFFICER. A person with authority to enter into, administer, and/or

Terminate contracts, and make related determinations and findings on behalf of the government. Note:

The only individual who can legally bind the government.

2.1.4 CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S.

Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.5 DEFECTIVE SERVICE. A service output that does not meet the standard of performance

Associated with the Performance Work Statement.

2.1.6 DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured

Things such as meeting minutes or reports.

2.1.7 GOVERNMENT –FURNISHED PROPERTY(GFP) or GOVERNMENT PROPERTY

(GP). Property in the possession of, or directly acquired by, the Government and subsequently made available to the Contractor.

2.1.8 KEY PERSONNEL. Contractor personnel that are evaluated in a source selection

Process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.9 PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.10 QUALITY ASSURANCE. The government procedures to verify that services being performed

By the Contractor are acceptable in accordance with established standards and requirements of this contract.

2.1.11 QUALITY ASSURANCE SPECIALIST. An official Government representative

Concerned with matters pertaining to the contract administration process and quality assurance/quality control. Acts as technical advisor to the Contracting Officer in these areas.

2.1.12 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written

Document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.13 QUALITY CONTROL. All necessary measures taken by the Contractor to assure that he quality

Of end product or services shall meet contract requirements.

2.1.14 SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.15 WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.16 WORK WEEK. Monday through Friday, except for Federal holidays unless specified otherwise.

2.2. ACRONYMS:

ACOR Alternate Contracting Officer's Representative

ATF Bureau of Alcohol, Tobacco, Firearms and Explosives

COR Contracting Officer Representative

COTS Commercial-Off-the-Shelf

FAR Federal Acquisition Regulation

CO Contracting Officer

OCI Organizational Conflict of Interest

PIPO Phase In/Phase Out

POC Point of Contact

PRS Performance Requirements Summary

PWS Performance Work Statement

QA Quality Assurance

QAP Quality Assurance Program

QASP Quality Assurance Surveillance Plan

QC Quality Control

QCP Quality Control Plan

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

Government Furnished Property (GFP). The Government will provide all necessary equipment and associated software, office space, and facilities, including meeting places, workspace, office furniture and duplicating equipment required for accomplishing the task. The Government will also provide expendable supplies for use by the Contractor personnel at the work site. The Government will provide adequate physical work space will furnish; desk, file cabinet, computer equipment to include all necessary hardware software, an electronic mail (e-mail) account, use of the Government telephone, facsimile machine, copier usage, and all necessary office supplies, paper, pens, etc., as required by this position. No other Government equipment will be furnished. Government furnished information will consist, when available, of historical documents and working papers that may be related to the work set forth herein.

PART 4

CONTRACTOR SERVICES AND RESPONSIBLITIES

4. CONTRACTOR SERVICES AND RESPONSIBILITIES:

4.1 Continuity of Support The Contractor shall ensure an adequate level of support is maintained at all times for this requirement. The Contractor shall ensure that all contract support personnel are present for all hours of the workday. No diversions shall be made by the Contractor without written consent of the Contracting Officer (CO). The removal and/or replacement of personnel shall not be effective until the CO approves the change in writing via modification.

This contract may be modified from time to time during the course of this contract to either add or delete personnel as appropriate. If Contractor personnel are deemed unsuitable by the COR after initial or prolonged performance, the Government reserves the right to request immediate removal of

Contractor employee via request by the CO. Replacement personnel shall be immediately identified by the Contractor and submitted for background investigation. Because all Contractor personnel must obtain Background Investigations prior to coming on board, the ATF will not pay the cost of such personnel until they have cleared Background Investigations and start to work on the contract. Therefore, the contractor must invoice at the current staffing levels.

4.2 Level of Effort The contractor shall provide the disciplines necessary to perform the duties identified in this contract. The Government reserves the right to reject proposed personnel if they do not meet the qualifications defined in the methodology for the positions requested. The Contractor shall absorb any costs resulting from substitutions of personnel initiated by the

Contractor if they are deemed unsuitable. If Contractor personnel hired under this contract resign or are released, immediately notify the COR. The COR will provide the contractor a copy of ATF’s out-processing checklist for clearing the building. The employee must complete this checklist prior to final out processing. The following Contractor personnel are designated as Key Personnel:

4.3 Project Manager The Project Manager shall be the contractor’s single point of contact to the

Contracting Officer and the COR. The name of the Project Manager and the name(s) of any alternate (s) who shall act for the contractor in the absence of the Project Manager shall be provided to the government as part of the Contractor’s proposal. The Project Manager is further designated as key by the Government and have working knowledge of all tasks in this Statement of Work. On a quarterly basis, the Project Manager must be able to perform the Accounts Payable Statistical accrual and deliver to the Accounting Branch timely. The Project Manager is a part time position and most of the work can be performed off-site.

4.4 Accounting Manager The Contractor shall provide an Accounting Manager who shall be responsible for supervision of Contractor work performed – Accounting branch operations support and the Oversight and Compliance internal control review support. Accounting Manager should have two or more years of management experience. The Accountant must have a BS or BA in Accounting, with a minimum of 24 credit hours of Accounting, and a CPA is a plus but not required. This is a full-time position and work is performed on-site.

4.5 Accountant Personnel qualifications include experience and demonstrated performance of the following:

a) Uses expert knowledge of Federal accounting principles for appropriate application to ATF.

b) Interpret and apply accounting theories, concepts, principles and standards to financial activities pertaining to multiple appropriations accounts.

c) Provides professional accounting services, management advice and assistance to support internal and external customers.

d) Perform various transaction entry functions in the financial management system. Review edit reports and troubleshoot system errors as required.

e) Audits, tracks and pays travel/commercial vouchers on a daily basis.

f) Resolves any errors in submission of travel or commercial vouchers on a daily basis. This will require interaction with budget and financial analysts.

g) On a monthly basis, perform reconciliations of our general ledger accounts and update

Monthly Accountability Plans (MAP).

h) On a quarterly basis, compiling ATF’s IPERA and TROR reports for submission.

i) Reviews, analyzes and modifies operating programs, policies and procedures as needed.

j) Performs and prepares special audits, studies, reports and/or analyses to evaluate the status of the financial health and/or position of accounting operations based on measures or indicators.

k) Assist with quarterly reporting duties to include preparation of financial statements.

l) Ability to navigate in various system applications to perform routine duties.

m) Analyzes complex accounting issues/problems and recommends solutions.

n) Researches improved business practices to operational programs and determine corrective actions needed.

o) Conducts analyses and prepares monthly accounting internal and external reports

p) Advanced Microsoft Office application skill set, especially with Microsoft Excel.

The Accountant must have a BS or BA in Accounting, with a minimum of 24 credit hours of

Accounting, and a CPA is a plus but not required. This is a full-time position and work is performed on-site.

4.6 Statistician On a yearly basis, the Statistician shall review the current Accounts Payable Statistical

Accrual process, and propose any changes to the statistical accrual rate by reviewing ATF’s Undelivered

Orders, Open Obligation, and Open Receivers.

4.7 Employee Conduct/Appearance Contractor’s employees shall comply with all applicable

Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits’ areas, and possession of weapons) when visiting or working at

Government facilities. The Contractor shall ensure contractor employees present a professional appearance at all times and that their conduct shall not reflect discredit on the ATF.

4.8 Removal of Personnel The Government may, at its sole discretion (via the CO), direct the

Contractor to remove any Contractor employee from ATF facilities for misconduct or security reasons.

Removal does not relieve the Contractor of the responsibility to continue providing the services required under this order.

The Contractor, prior to diverting any individual performing in a position designated above, shall immediately notify the COR in writing of the intended diversion. The notification shall be 30 days prior to removing the personnel and include a detailed justification for the change; an explanation of the anticipated impact on the performance of the contract; and the name and qualifications (resume) of the proposed replacement. Any proposed replacements shall meet or exceed the qualifications of the individual being replaced. ATF will provide its written approval or rejection of the proposed replacement within five working days after receipt of the resume. The ATF also reserves the right to request the replacement of key personnel if the individual being provided is unable to successfully perform the work required. No substitutions of key personnel will be allowed for the first 90 days of task order performance.

4.9 Prohibitions Contractor personnel under this contract shall not:

(b) Be placed in a position where they are appointed or employed by a Federal Official, or are under the supervision, direction, or evaluation of a Federal Officer, Military or Civilian.

(c) Be placed in a staff or policy making position or be asked to exercise personal judgment or discretion on behalf of the Government.

(d) Be placed in a position of command, supervision, administration or control over Military or Civilian Personnel, or personnel of other contractors, or become a part of the Government organization.

(e) Be used for the purpose of avoiding manpower ceilings or other personnel rules and regulations of the Federal Government.

(f) Be used in administration or supervision of military procurement activities.

4.10 Training The contractor shall ensure each contract employee is qualified to perform their duties at the start of their assignment. Any training required by contract personnel shall be at the expense of the contractor. The Contractor should provide sufficiently trained staff to perform the requirements of this contract.

4.11 Contract Transition Upon notification of a change in contractors, the Contractor shall coordinate a joint inventory of all Government furnished property and supplies with the COR.

PART 5

SPECIFIC TASKS

5. SPECIFIC TASKS:

The Contractor is responsible for providing qualified personnel to perform the tasks identified below are in support of ATF’s Financial Management Division operations. This PWS provides a broad range of requirements and tasks associated with the performance of the areas identified below:

5.1 Task 1 - Accounts Payable Support (Required)

Audits and reviews manual travel vouchers, miscellaneous reimbursements and commercial invoices.

Audits the manual travel voucher to ensure that it is in compliance with the ATF internal travel order

1500.3, Temporary Duty Station (TDY) order and the Federal Travel Regulations (FTR). The audit process includes:

Check for approving official and traveler’s signature.

Verification of all applicable receipts required for travel vouchers and miscellaneous vouchers.

Verification of approved Document Control Number (DCN) request (with approving official’s authorization in the subject line of the DCN request).

Verification of calculations

Verification of the location allowable rates, POV miles and Meals and Incidental

Expenses (MI&E) using GSA, Department of Defense and State Department websites for

CONUS, OCONUS and Foreign travel.

Verification of the payee name and SSN

Ensuring that the Document Control Number (DCN) Request is fully completed

a. Process travel vouchers in the financial system. Processing a Travel Voucher consists of:

• Verification check in Unified Financial Management System (UFMS) to ensure that the voucher is not a duplicate.

• Validate that the travel authorization obligation (ATA) is in UFMS, and has an approved DCN request, with signatures and all receipts attached (audit)

• Verification of the SOC and that it corresponds with SOC listed on the voucher

• Verification of totals listed on the voucher versus the amounts entered in UFMS

• Entering a tracking transaction (ATI) for the travel voucher information into UFMS referencing the obligation (ATA)

Process payment transaction in UFMS to disburse payment to traveler (ATV)

ATF averages 140 travel vouchers per year.

b. Process commercial invoices in the financial system. Commercial payment process consists of:

• Download invoices from Finance.Branch@atf.gov email inbox and determine if it is a proper invoice for payment.

• Search UFMS to determine if a receiver (ARG) was entered which indicates that the goods were received, inspected and accepted by the COR.

• Determining if there is a three-way match between the obligating document

(Purchase Order, Delivery Order), invoice, and receiver must occur for invoices to be entered and payments scheduled in UFMS.

• Enters the invoice information into UFMS for tracking (AVI) referencing the receiver (ARG) or the obligation document, and process payment for disbursement via a Payment Voucher (APV).

ATF averages 12,500 commercial invoices per year.

c. Electronically file travel vouchers and commercial invoices in applicable folders on the shared drive. All records related to Federal financial transactions are maintained by ATF for 6 years and 3 months.

d. Produce statistical reports on transaction activity on a weekly/monthly basis – ensuring the accuracy of travel vouchers (audited, tracked, and paid); and analysis of productivity and efficiency of travel voucher and commercial invoice process.

e. Accounts Payable Helpdesk Support – respond timely to Vendor and ATF employee inquiries regarding status of payments or payment errors.

5.2 Task – 2 Statistical Accounts Payable Accrual Support (Required)

Supports ATF in developing and/or updating standard operating procedures, defining new business requirements, and managing the impact to the organization. The overall goal is to support ATF in achieving a more efficient, auditable, accurate, and sustainable accrual methodology. Incorporating proven statistical applications allows ATF to maintain an appropriate cost and benefit balance between the effort to obtain precise estimates, and the added value of such precision. The statistical accrual approach will validate ending accounts payable accrual balances, establish the necessary relationships to meet quarterly reporting demands timely, and support the implementation of an improved accrual model for future use. Proposed tasks include:

a. Document policies and procedures, and related processes that provide a detailed audit trail to ensure the Accounts Payable statistical accrual provided to ATF will result in Accounts

Payable balances that meet Generally Accepted Government Accounting Principles and DOJ

Financial Statement reporting requirements.

b. Develop and maintains training curriculum, reference guides, and flow diagrams to support end users with the accrual estimate methodology.

c. Implements process improvement plans to affected task areas; advises participants mailto:Finance.Branch@atf.gov on new requirements and enhancements that come forth from the improvement plans.

d. Initiates accrual process; obtains and refines required populations; finalizes sampling design; selects formal subsequent disbursement samples.

e. Performs subsequent disbursement testing to complete accrual analysis and arrives at a statistically valid point estimate; compares results to selected UDO population to prepare for quarterly application.

f. Implements tools designed during the Design Phase to support ATF personnel in quarterly calculation and posting to the general ledger.

g. Monitors effectiveness of process improvements, tools, and applications; determines need for further adjustments; prepares ATF for future fiscal year requirements and process adjustments.

h. Determine how participants will be engaged throughout the initiative to facilitate effective knowledge transfer to ATF personnel; determine actionable steps to complete client handover.

i. Supports operational teams to meet audit demands.

j. On a quarterly basis use the Open Obligation and Open Receivers report to generate an

Accounts Payable accrual amount that will be posted to ATF General Ledger.

k. On a yearly basis, the Statistician must review the current Accounts Payable statistical accrual process and propose any changes to the statistical accrual rate by reviewing ATF’s

Undelivered Orders, Open Obligation, and Open Receivers.

5.3 Task 3 - Accounting Operations and Financial Reporting and Analysis Support (Optional)

The contractor shall provide accounting support to the Accounting Branch. Services will include:

a. Using expert knowledge of Federal accounting principles for appropriate application to

ATF. Interprets and applies accounting theories, concepts, principles and standards to financial activities pertaining to multiple appropriations accounts.

b. Perform various types of reconciliations between the ATF General Ledger and Treasury, and commercial bank reconciliations, i.e., Bank of America.

c. Provide professional accounting services, management advice and assistance to support internal and external customers.

d. Review, analyze and modify operating programs, policies and procedures.

e. Perform and prepare special audits, studies, reports and/or analysis to evaluate the status of the financial health and/or position of accounting operations based on measures or indicators.

f. Analyze complex accounting issues/problems and recommends solutions.

g. Prepares and submits monthly adjusting entries and quarterly accrual entries.

h. Processes various accounting operation transactions in the financial system such as; cash receipts, bills and accounts receivable collections, and Intra-Governmental Payments and

Collections.

i. Run financial reports and compile source documentation as required.

j. Conducts analyses and prepares monthly/quarterly reports to include:

• Reclass using the SF-224 - Report Statement of Transactions (monthly)

• GTAS – Governmentwide Treasury Account Symbol (monthly)

• SF -133 Report on Budget Execution and Budgetary Resources (monthly)

• Treasury Report on Receivables (TROR) (quarterly)

• Improper Payments Elimination and Recovery Act (IPERA) (quarterly)

• Various general ledger reconciliation reports (monthly)

• Financial statements, notes and fluctuation analysis (quarterly)

• Interagency Eliminations (quarterly)

5.4 Task 4 – Revenue, Collections and Refund Support (Optional)

ATF Revenue Unit is responsible for the support and financial activities for the collection and disbursement of revenues by the Bureau of Alcohol, Tobacco, Firearms, and Explosives (ATF) for firearms and explosives licenses and permits (fees), import fees, and the taxes outline in the National

Firearms Act. These funds represent five regulated revenue streams at ATF.

The contractor shall provide accounting support services and will include:

a. Utilizing a comprehensive knowledge of common Government Accountability Office

(GAO), Federal Accounting Standards Advisory Board (FASAB), Generally Accepted

Accounting Principles (GAAP), the U.S. Standard General Ledger, OMB, Treasury, and

Agency standards, principles, and regulations to interpret, apply and execute financial transactions and activities within the Revenue Unit.

b. Daily tasks of reviewing, tracking, logging, reporting, and auditing revenue refund requests received from the five ATF revenue stream program areas.

c. Daily creation of refund disbursement transactions utilizing the ATF financial management system. All vendor ready transactions must be entered within 24 hours.

d. Perform timely research and analysis on disbursement information for refunds processed in the ATF financial management system, and other disbursement types as needed. Perform or assist in resolution of missing or incomplete supporting documentation for refund transactions.

e. Assist with quarterly revenue accrual refund report due by the 7th day after the end of the quarter.

f. Answer field Revenue Management Customer Support calls, document calls, provide excellent customer support and timely escalate any unresolved issues.

g. Perform various complex reconciliations on large data sets of the collections and disbursement activities for all five ATF revenue stream program areas and the Revenue

General Ledger.

h. Provide team assistance and collaboration on tasks assigned specific to the internal audits and internal control reviews conducted within the ATF revenue unit on the collections and disbursement applications and processes for the five ATF revenue stream program areas.

i. Exhibit strong organizational skills and maintain organized files and communications relative to tasks and duties in ATF revenue unit and for all five of the ATF revenue streams program areas.

j. Understand and adhere to regulations and standard operating procedures relative to ATF and the five ATF revenue stream program areas.

5.5 Task 6. Contract Transition Support

At the end of the contract, the contractor shall provide transition assistance of all work and projects related to this contract. The transition period should consist of approximately 2 weeks. Dates for the transition period shall be determined by the COR.

Phase-In: At the end of the existing contract period, the Government, in coordination with the incumbent contractor, shall provide phase-in support to the selected contractor. The phase-in activities shall include such functions as:

Transfer of knowledge, experience, and lessons learned to the new contractor

A period where all deliverables are recompiled to ensure that they work as delivered

Assistance in start up to ensure no service disruption to COR and a smooth transition

Appropriate transfer of property, documentation, or personnel, as agreed to between the parties

Phase-Out: At the end of the period of performance of this contractual effort, the contractor program manager shall be prepared to transition work load/tasks if another company wins a future contract competition. This transition shall include digital and hard copies of the following:

All in-progress working files

Historical files for all tasks

Product portfolio

Briefings for incoming personnel

Timelines and standards for completion

Final phase out meeting with Government, incumbent and the new contractor

PART 6

DELIVERABLES

6. DELIVERABLES:

6.1 Weekly Status Report. Provide a written, user-friendly, weekly status report no later than the

Wednesday following the reporting period. This weekly status report shall describe technical progress by each sub-requirement listed in this SOW. It shall include accomplishments for the week; problems encountered; recommended solutions, implementation plans, and scheduled activities for the upcoming week. The contractor shall be prepared to present the report at a monthly meeting upon the request of

ATF COR is responsible for the function.

6.2 Monthly Status Report. The Contractor shall submit monthly status reports to the COR. This report is intended to provide the Bureau with updated status information and a method to monitor contractor performance.

6.3 Quarterly Program Review (QPR). Provide a quarterly program review (QPR) due within ten

(10) business days following the last day of the quarter. The QPR shall be a performance summation of work processes and an overall review the contractor’s customer service and administrative support services. Plans for improvement information provided in these reports may be subject to incorporation on the contractor’s annual performance rating.

6.4 Other Deliverables

(a) All Deliverables shall be submitted via email or to the COR.

(b) All diagrams shall be clear and easily readable.

(c) All word processing shall be completed using Microsoft Word.

(d) All spreadsheets shall be completed using Microsoft Excel.

(e) All documentation shall be provided in a format capable of being posted to the ATF

Internet and Intranet web sites.

(f) All presentations shall be completed using Microsoft PowerPoint.

(g) All documents shall be paginated and…