ATTACHMENT G SAMPLE TO PWS FOR 36C10X22R0007.pdf

Sample Task Order PWS for 36C10X22R0007

1.0 Background

The Department of Veterans Affairs (VA), Financial Services Center (FSC) provides services that are organized around revenue centers and product lines. The VA FSC has a requirement for a broad range of general accountant and clerical support services, including program and project management; governance; policy analysis; curriculum and training; and data analytics and evaluation.

2.0 Objective

The accounting services will assist the FSC in meeting and passing audit requirements and reconciliation of VA financial transactions, to include other Government agencies as well. The services will support the Central Office Fiscal, Data Cleanse, Nationwide Accounting, Internal Controls, Enterprise Business Management, Data Analytics and Intragovernmental Accounting sections at the FSC.

3.0 Scope

The scope of this task order is for the Contractor to provide accounting services.

The scope also includes the audit and data cleansing activities such as but not limited to:

● Generate and process Non-Cash Transactions

● Reconcile monthly financial transactions

4.0 Task Order Type

This sample task order request will be a hybrid task order with both Firm-Fixed Price (FFP) and Labor Hour (LH) CLINs.

5.0 Period of Performance (POP)

The period of performance shall consist of a base period of twelve (12) months with four (4) option periods of twelve (12) months in duration each.

6.0 Place of Performance

TO place of performance can take place remotely or at a Contractor facility.

7.0 Project Administration

The Contractor shall provide a single point of contact (Program Manager) to oversee the overall contract. The Program Manager shall be responsible for:

• Effectively communicating the project progress to VA

• Ensuring proper documentation is delivered to VA

• Coordinating, escalating, and resolving Contractor-related project issues

• Representing the Contractor in status meetings and providing timely status report

8.0 Tasks

8.1 Kick Off Meeting

The Contractor shall conduct a kick-off meeting within 10 business days after contract award date. The Contractor shall present for review and concurrence by the Government, the details of the strategic vision and intended approach, work plan, and projected staffing schedule. The Contractor shall provide to the COR an agenda two calendar days prior to the meeting, and document meeting minutes after the meeting within three calendar days after conclusion of the meeting to be delivered to the COR. The Contractor shall coordinate with the COR to invite relevant stakeholders including the CO and identified staff. The kick-off meeting will serve as a working meeting to review Contractor’s plans, work needs, resolve strategic questions, refine goals, and define success.

Deliverables:

(1) Strategic Vision and Approach Plan

(2) Staffing Schedule

(3) Attendance List

(4) Meeting Minutes

8.1 Contractor Project Management Plan (CPMP)

The Contractor shall produce a Contractor Project Management Plan (CPMP) which includes the approach, timeline, and tools to be used in execution of the contract and each task order. The CPMP shall be updated and amended as outlined in the deliverables table. The Contractor shall update and maintain the COR-approved CPMP throughout the period of performance. The CPMP shall contain:

A comprehensive Project Schedule including milestones and deliverable dates. The Contractor shall provide to the FSC a CPMP no later than 10 business days after contract award that includes the following:

• Plan for backfills and timeline

• Personnel roster with labor category and planned hours of duty to support office hours at the FSC, Monday – Friday

• Risks Mitigation Plan

Deliverable:

Contractor Project Management Plan (CPMP)

8.2 Reporting Requirements

The Contractor shall submit a Monthly Progress Report to include:

• Completed activities for the reporting period

• Planned activities for the next reporting period

• Tracking of current issues and risks

Deliverable:

Monthly Progress Report

8.3 Daily Accounting Tasks

The following requirements must be met to fulfill the objectives of this task order. Specifically, the contractor will provide the following tasks and services:

● Contractor shall coordinate with individual Government supervisors to establish and define daily role assignments.

● Generate and process approximately 60 NC transactions (Non-Cash Transactions) monthly as part of the Grants Report to ensure accurate tracking of Grants Award transaction in FMS.

● Process approximately 75 requests monthly (Form 9957) for user setup, modifications, and account activation\deactivation for Labor Tracking Time Entry, providing users timely access to LTTE system. These tasks contribute to greater reporting accuracy of labor hours, to management, analysts, and Activity Based Costing (ABC) team.

● Provide monthly support to all Labor Tracking Time entry (LTTE) users (approximately 1,400+), resolving time entry and access issues, and opening and closing pay periods, as the assigned initial point of contact, in support of ABC goals for timely and accurate tracking of labor hours.

● Review and correct monthly 2 cycles of Payroll Rejects, approximately 10,000 lines, for various VA stations, correcting FCP, Cost Center and BOC coding and uploading the corrections into FMS, completing additional manual corrections in FMS to ensure that funding obligations are coded correctly, and reporting is done in a timely manner.

● Prepare approximately 12 semi-monthly F857 (Unapplied Deposits sitting in suspense accounts) emails for individual stations promptly notifying and assuring compliant with policy.

● Process 4500 Accrual Rejects monthly for the stations at End of Month (EOM), fixing FCP, Cost Center and BOC coding uploaded the corrections into FMS to ensure a timely month end close.

● Prepare and format data for upload to financial system and create journal voucher forms to document the transactions. Post monthly 30 OIG (Office of Inspector General) transactions as part of the per Pay Period posting process for 2 pay periods to ensure timely reporting of non-interfaced OIG Payroll Expenditures.

● Prepare format and post data for upload to financial system and create journal voucher forms to document the transactions, which represents 5,000 payroll register/debt/parking/gift card transactions monthly.

● Prepare approximately 50 emails monthly and send to stations informing them of amounts in their suspense accounts that either exactly or possibly match open Bills of Collection (BD) to ensure prompt notification of the stations and compliance with policy.

● Reconcile monthly approximately 20 Active Directory new users to list of LTTE users to ensure all applicable users have active LTTE user profiles.

● Provide monthly LTTE support to Electronic Health Record Modernization (EHRM) users (approximately 334 users), providing quarterly training on LTTE systems to help ensure hours are entered to the applicable activity for each council.

● Assist daily in developing new procedures, processes, and databases in Daily

Duplicate Payment Review within 9 daily reports in the Audit Recovery (AR) Portal, screening 30,000 plus payments daily, as well as in Bill for Collection Portal, FMS, and SQL, further preventing duplicate and improper payments from being made to comply with IPERA.

● Accesses computer data bases to look up payment history information.

● Reconcile accounting system output with input for accuracy.

● Validates data using well-established accounting principles and practices.

● Analyzes documents for accuracy and authorization, documents financial transactions to ensure a proper audit trail and assigns accounting transactions having the proper accounting effect.

● Render technical advice relating to all phases of accounting, internal control, budget and fiscal matters.

● Develop through analysis, appropriate systems of accounting for initial and unusual circumstances.

● Identifies accounting problems, inaccurate records and reports, improper methods for document control, and lack of documentary evidence to support performance of reconciliations.

● Data cleaning analysis by observation identifying incomplete, incorrect, inaccurate or irrelevant parts of accounting process areas.

● Using data mining to extract accounting information from data sets and identify correlations and patterns.

● Organizing and transforming accounting information into comprehensible structures.

● Performing statistical analysis of data and preparing reports.

● Using tools and techniques to visualize data in easy-to-understand formats, such as diagrams, and graphs.

● Record Treasury schedules in FMS.

● Monitor the emails sent to the Nationwide Accounting mailbox and create CRM cases as needed.

● Record non-interfaced payroll transactions in FMS for the Treasury Reconciliation Section.

● Correct/process rejected interfaced payroll transactions in FMS.

● Record OGA/Great Plains activity for FHS in FMS.

● Correct/process rejected DD transactions in FMS for the Denver Acquisition and Logistics Center (DALC).

● Review the RVDC table in FMS and alert VA senior accountants when there are transactions that should not be there.

● Notify stations when there are deposits in suspense accounts in FMS that potentially match up with open bills of collection.

● Notify stations about aged deposits in suspense accounts in FMS.

● Consolidate the payroll reject corrections from JVLT screen scrapes and provide file to management for review.

● Notify stations about annual close related outstanding items for review and subsequent action.

● Process daily morning uploads for incoming IPACs from treasury making them available in the FASPAC and iFAMS for processing.

● Process rejected IPACs in FASPAC, FMS and iFAMS. Eliminating erroneous entries and improving the effectiveness and quarterly audit results of each station;

● Process manual IPACs in FMS and iFAMS. Eliminating erroneous transactions related to iFAMS transition allocating charges to the appropriate ALC;

● Process the reconciliation of incoming IPAC transactions in FASFED and iFAMS phase 2 stations including research of different types of IPACs.

● Process incoming IPACs related to the NARA and Supply monthly bills in FASFED including the use of macros for the NARA bill.

● Process form 9957 for users requesting access to FASPAC. Providing access for personnel from stations across the agency to improve productivity and mitigate security risks.

● Provided support to incoming general inquiries in group email from other stations regarding specific IPACs or backup documentation.

● End-to-end process mapping of 6-8 FSC’s programs, which encompasses nearly 38 processes and over 100 subprocesses.

8.4 Risk Mitigation

● Risk identification, risk statement assimilation, risk scoring, control gaps/internal controls identification, control gap remediation tracking, and internal control substantiation for each assigned program and process. Most of this information is part of the Risk and Control Matrix (RCM).

● Consolidate RCMs into the FSC Risk Register.

● Deliver Risk Management training artifacts to include:

Overview of Risk Management - high-level briefing for Supervisors, Directors, and Executive Directors explaining the importance of risk management, the impact to the organization, role in the internal control lifecycle.

How to complete the Risk and Control Matrix (RCM) - detailed briefing and simulation exercise for FSC staff who will be documenting the risks in the RCM and Risk Register.

How to Process Map a Process – detailed briefing and simulation for FSC staff on how to document a process, identify applicable systems, and identify risk and internal controls.

● Assist with System and Organization Controls (SOC) audits as needed, which can include locating the FSC risks (identified in the artifacts above) and linking them to the Service Organization’s Complementary User Entity Control (CUEC) for VA or risks unmitigated by the SO.

8.5 Key Personnel

Senior Level Accountants must have 24 credit hours in accounting plus eight (8) years of accounting experience and four (4) years of Federal experience.

Business Analyst II requires specific technical and/or programmatic experience in one or more of the following areas: Strategic and business planning, performance measurement, process improvement, process re‐engineering, program audits and evaluations, facilitation, problem solving, meeting coordination, survey/data collection and analysis, program/project management, earned value analysis, scheduling, cost analysis, risk analysis. Must be familiar with current trends in business process management and have working knowledge of Federal financial policies, standards, and accounting Systems. Minimum education: Bachelor’s Minimum experience: 5 years

8.6 Deliverables

The Contractor is required to provide the following deliverables within the designated timeframes:

Section(s) Deliverable Due Date Delivery Method

Project Administration

CPMP Due with submittal of RFP response

Microsoft Office products, i.e., Excel, Word

Project Administration

Monthly Progress Report N/A – Sample Task Order Request

Microsoft Office products, i.e., Excel, Word

Tasks Generate and process Non-Cash Transactions

N/A – Sample Task Order Request

Microsoft Office products, i.e., Excel, Word

Tasks Correct 2 cycles of Payroll Rejects

N/A – Sample Task Order Request

Microsoft Office products, i.e., Excel, Word

Tasks Review and correct payroll accrual rejects

N/A – Sample Task Order Request

Microsoft Office products, i.e., Excel, Word

Tasks Reconcile Active Directory Users

N/A – Sample Task Order Request

Microsoft Office products, i.e., Excel, Word

Tasks Screen payments in Audit Recovery Portal

N/A – Sample Task Order Request

Microsoft Office products, i.e., Excel, Word

8.7 Travel and Other Direct Costs (ODC)

None of the work listed in this sample PWS requires travel and none of the work requires being at a Government facility. ODCs do not apply.