Financial Management Sr Program Management SOW with Evaluation Criteria 2024 02 16.pdf

Statement of Work for Financial Management Analysts Level II for Office of the Chief Financial Officer

Public Building Service Financial Services Zone 4 Equivalent GS-12 Level

2/15/2024

Project Overview

A Financial Management Analyst will evaluate financial activities of an assigned program area within the Public Building Service (PBS), in conformance with policies and procedures established by Office of Management and Budget (OMB), Government Accountability Office (GAO), and the General Services Administration’s (GSA) Chief Financial Officer.

To provide 6 (six) Financial Management Analysts to support GSA’s Chief Financial Officer, PBS Regional Financial Services Office, Zone 4 supporting 2 Divisions - Analysts supporting the Leasing and Revenue Division and Analysts supporting the Financial Management Division responsible to monitor and review the execution of regional funding activities to ensure compliance with internal controls that prevent violations of the GSA administrative controls of funds procedures and federal appropriation law (e.g. the Anti-Deficiency Act, Purpose Statute and Bona Fide Need Rule)

TASKS

Monthly Deliverables to the Government - Revenue/Funds From Operation (FFO) Division

1. Analyze, reconcile and report-out on lease payments and projected lease costs variance.(LP)

2. Determine and recommend if monthly expense accruals are required for pending actions by reviewing the monthly Revenue Variance Workbook.

3. Identify vacant space expenses as well as performing analysis to determine if GSA PBS could improve financial performance by seeking opportunities for lease buyouts and rent reductions.

4. Identify and establish revenue and expense accruals to ensure the accuracy of GSA’s PBS financial performance.

5. Perform lease profitability reviews to identify variances of rental of space expenses against contractual agreements, and revenue received against tenant agency bills as well as collaborate with regional stakeholders to validate and monitor all outstanding discrepancies through resolution. (FFO).

6. Work on a team to complete yearly formulation of rent estimates which assist customer agencies with their space budget request

7. Other Contract Services (OCS) - review OCS costs to determine if GSA is recouping costs via Reimbursable Work Authorization (RWA) or rent. Provide comments back to PBS for yearly Occupancy Agreement (OA) price adjustments

8. Other duties as assigned

Monthly Deliverables to the Government - Rental of Space Branch

1. Validate Galaxy 2 beginning of year base

2. Analyze and calculate monthly holdover cost requirements

3. Reconcile leases to ensure the accuracy of payments are valid when reaching out to Finance to payment or withhold payments

4. Process end of year accruals

5. Review throughout the fiscal year obligations

6. Participate in developing and implementing budget policy and interpret Congressional and GSA guidance for use by programming and budget officials within various offices within GSA

7. Formulate funding requirement for regional submission of agency’s nationwide internal budget

8. Analyzes and calculates monthly holdover costs requirements for expired leases and end-of-year lapsed requirements to ensure these costs are accrued for future outlays

9. Ensures lease payment documents are paid by Finance and the Galaxy 2 database which records actual obligations and projected year-end obligations is accurate and up-to-date.

10. Analyzes and completes monthly reconciliations to ensure the lessor is paid properly and the Government is not owed money.

11. Ensures lease payment documents are paid by Finance and the Galaxy 2 database which records actual obligations and projected year-end obligations is accurate and up-to-date.

12. Update Galaxy 2 with projections for future year (real estate taxes, consumer price index)

13. Update Galaxy 2 daily with approved R620s to ensure the financials and R620 comments are provided for data pull

14. Run daily Galaxy 2 reports and allowance and validate the reports against the allowance

15. Review Pre / Final and Lease funding requests from PBS Leasing

16. Become familiar with using Galaxy 2, REXUS, GREX, Pegasys Payment Search, Pegasys and other systems to perform the job for the accuracy of the program

17. Other duties as assigned

Monthly Deliverables to the Government - Accounts Payable Team

1. Accounts Payable Team workload Report - at least 1 day each week - Weekly

2. Outstanding Invoice tracking Report and Customer Communication - At least 3 days a Week - Weekly

3. Status/task updates on Branch Deliverables –at least 1 day each week - Weekly

4. Variance Report Monitoring - Preparing Status reports, Analysis, Researching and Customer Communication - - Monthly

5. Internal Controls Program Review A123 –Development of training materials, customer communication/training and review, competition and submission of required questionnaires and input in GSA systems- Monthly as required during the Annual schedule

6. Enterprise Risk Management /Annual Assurance Statement Regional Coordination- Training, Coordinating Regional responses and answering questions – Development of training materials, customer communication/training and review, competition and submission of required - Monthly as required during the Annual Schedule

7. Unliquidated Orders (ULO) Reporting - Monitoring, Preparing Status report, Researching, Communicating with Customers, Training - Monthly

8. Environmental Liabilities/open item reviews - researching, preparing status reports, reviewing documentation, coordinating responses with customers and Communication - Monthly

9. Prepares financial metric and monitoring reports, analysis and communication for, unreconciled micro purchase cards, 10 day timeliness, labor distribution, held quarterly.

10. Special Financial Management Projects – Implementation, Analysis and Communication - Monthly, as needed

SPECIAL REQUIREMENTS

Work to be accomplished on site at the Office of Regional Financial Services, GSA 1800 F Street, NW or remotely.

Tasks to be completed by each Analysts Monday – Friday not to exceed 80 hours every 2 weeks. Core work hours are 9:00 AM - 4:00 PM with no overtime hours worked.

If work will be accomplished remotely the contractor should have access to high speed internet in order to sign into GSA’s systems during their tour of duty hours.

Contractor to provide the government division Point of Contact and Contracting Officer's Representative, (COR) with their schedule and location where tasks will be accomplished every 2 weeks utilizing GSA's scheduling/calendar tools.

The contractor is responsible for providing continuous services. If the contract employee is not available to work for an extended period then the contractor will provide an HSPD-12 cleared personnel to fill in while the contract employee is out.

Financial Management Analyst should have at least 5 years of work experience in the field.

PERIOD OF PERFORMANCE

Base Year - April 1, 2024 thru March 31, 2025 Option Year 1 - April 1, 2025 thru March 31, 2026 Option Year 2 - April 1, 2026 thru March 31, 2027 Option Year 3 - April 1, 2027 thru March 31, 2028 Option Year 4 - April 1, 2028 thru March 31, 2029

HOLIDAYS

Work shall not be required on the following Federal Holidays or on days observed in lieu thereof: New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Independence Day, Labor Day, Juneteenth, Columbus Day, Veteran’s Day, Thanksgiving Day Christmas Day, Inauguration Day (when applicable) Note: Should a holiday fall on a weekend, the day designated by the Federal Government shall be recognized as the holiday.

FEDERAL GOVERNMENT OPERATING STATUS

Changes in the Federal Government Operating Status in the Washington DC Area – Operating status consists of early dismissal, delays, or closings due to unforeseen circumstances such as but not limited to; inclement weather, emergency shutdowns, inauguration, etc. This type of government closure is a sovereign act and not one under the Government’s contractual authority; and may not qualify as a government caused delay. Therefore, contractors will not be able to bill for Federal Government’s Operating Statuses as such. However, make up time is conditional upon GSA authority only.

SECURITY CLEARANCE REQUIREMENTS

Contractors working on this contract will be required to submit to a background security clearance with GSA/PBS.

Prior to hiring any new employees, the Contractor must pre-screen employees (i.e.

fingerprint check) to ensure that the employee can successfully complete the Federal Protective Service Contract Suitability Adjudication Program (HSPD12) for a NACI investigation.

The Contractor shall submit the required information for all such personnel, to the Contracting Officer’s Representative (COR) within ten (10) business days after award. Timely receipt of properly completed security applications is a contract requirement.

Upon completion of the contract, cancellation or disposition upon the termination of employment, the contractor is required to deliver the Government (Financial Management) all photo identification badges and keys.

II. GOVERNMENT FURNISHED EQUIPMENT/PROPERTY

The Government will furnish office space, equipment (telephone, access to fax and copiers, personal computer, ordinary business software), and supplies.

Statement of Work for Senior Program Management Analyst for The Office of the Chief Financial Officer

Equivalent to GS-13 Level 2/15/2024

I. BACKGROUND

GSA employees leverage the buying power of the federal government to acquire best value for taxpayers and our federal customers. We exercise responsible asset management. We deliver superior workplace, quality acquisition services, and expert business solutions. We develop innovative and effective management policies. GSA has been repeatedly named by the Partnership for Public Services as one of the “Best Places to Work in the Federal Government.”

II. SCOPE OF WORK

This Office of Regional Financial Services (BR4R) is responsible for the financial integrity of the National Capital Region (NCR), Public Building Service (PBS) activities, including financial resources, internal controls, and budgetary processes. We are seeking a Senior Program Management Analyst to provide expert financial and budgetary guidance in support of the NCR, PBS Reimbursable Fund Budget Activity.

The Senior Program Management Analyst will evaluate financial activities of a reimbursable budget activity within PBS in conformance with policies and procedures established by OMB, GAO, and the General Services Administration Office of the Chief Financial Officer (OCFO) and

PBS.

In recent years, GSA implemented a new more complex process for reviewing and accepting interagency agreements (RWAs). PBS, GSA Legal Counsel, and OCFO each play a key role in the review and acceptance of RWAs. GSA needs to ensure all RWAs are accepted under proper authority and that internal policies are adhered. In addition, during the execution of the RWAs, OCFO and PBS, maintain an ongoing process of reviewing open RWAs to identify and ultimately remedy potential violations and to make related corrections to its financial statements if necessary.

The incumbent will review new, large dollar, RWAs to ensure adherence to GSA Policy and Fiscal Law to prevent future legal or policy violations. In addition, the new processes coupled with a better understanding of fiscal law have greatly added to the complexity and difficulty of RWA funding of major building projects. As a result, the Project Manager/Program Analyst will need to provide training and planning assistance to GSA project teams and Client Agencies and the incumbent may be tasked to work on the RWA pre-planning stage. This position is critical to implementing processes and controls and to providing essential assistance to project teams and customers in financing major building projects and other reimbursable services our clients require. This contractor has also been assigned the role of PBS, NCR POC for RWA financial planning and administration for one of our most important customers, the Department of State (DOS). This is by way of fulfilling a commitment made by NCR to DOS executives.

The Senior Program Management Analyst must demonstrate knowledge, skills, and abilities to fulfill the requirements listed below:

● Provide major customers, internal and external to GSA, with fiscal and policy guidance to manage the hundreds of millions of RWA funding they have entrusted to PBS, NCR.

● Possess superior interpersonal skills as they serve as a point-of-contact on all fiscal and budgetary matters, to PBS Project Managers and Executives, as well as other Federal Agencies.

● Perform a wide variety of analytical and evaluative work analyses in one or more of the following program areas: federal budgeting and financial management, business strategy, contracting and procurement, and project management.

● Provide expertise and technical advice on all budget and financial matters related to a reimbursable budget activity.

● Research and/or analyze problems, issues, or program requirements. Research and/or analyze unstable or complex program issues. Based on conditions and factors that relate to subject program and related programs, determine what information is required and collect from many sources. Review information reconciles conflicting data and devises new or modified methods to analyze findings. Develop recommendations and proposals.

● Provide management with statistical analyses, correlations and identification of associated indicators and drivers that have impact in relation to the subject program and all related programs.

● Identify problem areas and determine whether the problem is amenable to statistical inquiry, the kinds of data necessary and sources of the information needed. Incumbent is responsible for the validity of results and the soundness of his/her value judgments must be reflected in the statistical conclusions presented.

Specific deliverables include:

Unfunded Severable Service (UFS) -

Maintains -o Relationship with PBS and CFO Managers o Financial accountability over Severable RWAs: receiving value while services are rendered o Understanding of Recurring: R-types (costs cannot readily be identified) / govt-owned buildings; Non-recurring: N-types (costs can be easily identified) / leased bldgs.

o Oversight as GSA (govt-owned) and Lessor (leased) are fronting monies for services in buildings and after the continuing resolution (CR), agencies get their money, submitting their RWA, and then GSA and the Lessors are reimbursed o Findings to present interesting data for policy making o Communication with appropriate audience on regular basis

Post-cutoff Date RWAs - Coordinates with RWA Manager, Regional Commissioner’s (RC) Office & Central Office (CO) about approvals/disapprovals among these late RWAs.

o Tracks and reports post cut-off RWAs for purposes of management decision-making to accept or reject o Produces instructional documents o Works directly with the Project Manager who is the source of the news that something is received and is late and appeals to the management chain for acceptance and if the PBS Director level approval is received to proceed, then an official appeal is made to the RC, and then to CO to accept o Organizes and moves in a timely manner throughout this process o Produces and maintains all documents where all interested parties can track the status of the requests and of the approvals/disapprovals

Department of State (DOS) Liaison - Organizes very effectively DOS RWAs and throughout the year, troubleshooting and/or serving as a liaison for issues, questions, or concerns and facilitates problem-solving for this larger customers.

o Communicates weekly, due to close, working relationships, with senior managers to initiate conversations regarding RWAs that DOS expects to submit. This typically triggers other follow-up meetings.

o Resolves issues and answers in-depth questions for DOS

RWA Reviews - $5M+ - Coordinates reviews between PBS, OCFO and Legal o Works very closely with PBS, OCFO Director, and Legal o Works to facilitate a process of having levels below her to sign off on the RWA before her o Conducts technical review of $5M+ RWAs o Communicates with OCFO Branch Chief, OCFO Deputy Director and OCFO Director to review $5M+ RWAs.

o Coordinates in order to obtain OCFO Director's signature, which is the only one that is required (prior to forwarding to Legal), as head of finance o As often as an RWA that is equal to or greater than $5M+ comes in from agencies, reviews to ensure:

ꞏ Correct version of 2957;

ꞏ All required fields on 2957 are completed (correctly);

ꞏ Independent Government Estimate (IGE), Summary Cost Estimate (SCE), Scope of Work (SOW), and Project Schedule are attached (a myriad of details to verify here) ꞏ No appropriations law / policy / legal violations

ꞏ Numbers add up / fees are accurate

· Acceptance in RETA

III. DESCRIPTION OF POSITION REQUIREMENTS

A Senior Program Management Analyst shall have a minimum of five years of general administrative and/or financial support experience, specifically in the area of a Federal inter agency agreements and reimbursable budget activities. This experience must include providing expert guidance associated with a reimbursable budget account, from interpreting policy related to the acceptance of reimbursable agreements to the actual execution and fiscal management of an RWA.

The Government reserves the right to be able to determine if a candidate has the skills, knowledge, and abilities required to deliver the scope of work and adhere to the position requirements.

IV. PERIOD OF PERFORMANCE

Base Year - April 1, 2024 thru March 31, 2025.

Option Year 1 - April 1, 2025 thru March 31, 2026.

Option Year 2 - April 1, 2026 thru March 31, 2027.

Option Year 3 - April 1, 2027 thru March 31, 2028.

Option Year 4 - April 1, 2028 thru March 31, 2029.

V. PLACE OF PERFORMANCE

Work to be accomplished on site at the GSA National Capital Region at 1800 F Street NW, Washington DC 20405 or remotely.

VI. SPECIAL REQUIREMENTS

Work to be accomplished on site at the Office of Regional Financial Services, GSA 1800 F Street, NW or remotely.

Tasks to be completed by each Analysts Monday – Friday not to exceed 80 hours every 2 weeks. Core work hours are 9:00 AM - 4:00 PM with no overtime hours worked.

If work will be accomplished remotely the contractor should have access to high speed internet in order to sign into GSA’s systems during their tour of duty hours.

Contractor to provide the government division Point of Contact and Contracting Officer's Representative, (COR) with their schedule and location where tasks will be accomplished every 2 weeks utilizing GSAs scheduling/calendar tools.

The contractor is responsible for providing continuous services. If the contract employee is not available to work for an extended period then the contractor will provide an HSPD-12 cleared personnel to fill in while the contract employee is out.

VII. HOLIDAYS

Work shall not be required on the following Federal Holidays or on days observed in lieu thereof:

New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Independence Day, Labor Day, Juneteenth, Columbus Day, Veteran’s Day, Thanksgiving Day Christmas Day, Inauguration Day (when applicable) Note: Should a holiday fall on a weekend, the day designated by the Federal Government shall be recognized as the holiday.

VIII. FEDERAL GOVERNMENT OPERATING STATUS

Changes in the Federal Government Operating Status in the Washington DC Area – Operating status consists of early dismissal, delays, or closings due to unforeseen circumstances such as but not limited to; inclement weather, emergency shutdowns, inauguration, etc. This type of government closure is a sovereign act and not one under the Government’s contractual authority; and may not qualify as a government caused delay. Therefore, contractors will not be able to bill for Federal Government’s Operating Statuses as such. However, make up time is conditional upon GSA authority only.

IX. SECURITY CLEARANCE REQUIREMENTS

Contractors working on this contract will be required to submit to a background security clearance with GSA/PBS.

Prior to hiring any new employees, the Contractor must pre-screen employees (i.e.

fingerprint check) to ensure that the employee can successfully complete the Federal Protective Service Contract Suitability Adjudication Program (HSPD12) for a NACI investigation.

The Contractor shall submit the required information for all such personnel, to the Contracting Officer’s Representative (COR) within ten (10) business days after award. Timely receipt of properly completed security applications is a contract requirement.

Upon completion of the contract, cancellation or disposition upon the termination of employment, the contractor is required to deliver the Government (Financial Management) all photo identification badges and keys.

X. GOVERNMENT FURNISHED EQUIPMENT/PROPERTY

The Government will furnish office space, equipment (telephone, access to fax and copiers, personal computer, ordinary business software), and supplies.

XI. MONTHLY REPORTS

The contractor shall be required to provide monthly reports on the performance of the contract.

Unless stated otherwise by the COR, monthly reports are due on or before the 5th work day of the month.

XII. DELIVERABLE SCHEDULE

Monthly Reports: Due Date: 5th day of each month

XIII. BILLING AND PAYMENT

Invoices shall be submitted monthly via electronic means at www.finance.gsa.gov. The original invoices shall be submitted to the GSA PBS Payment Branch. A copy of the invoice and supporting documentation shall be submitted to the COR and Contracting Officer and any other designees identified. The invoice will be submitted with supporting documentation (i.e.

assignments and number of hours worked) that outlines the work performed by the contractor during the invoice period, including copies of employee timecards.

Please submit your monthly invoices citing the ACT # or provide original copy to the following address:

GENERAL SERVICES ADMINISTRATION

PBS PAYMENT BRANCH

P.O. BOX 17181

FT. WORTH, TX 761

EVALUATION CRITERIA

BASIS FOR AWARD

The Government intends to award a lowest price technically acceptable (LPTA) contract for Financial Management Analysts and Senior Program Management Analyst Support Services in accordance with the statement of work (SOW). This process will be used in this procurement for the evaluation of offers to make sure that each offeror fully understands the statement of work (SOW). All evaluation factors when combined are significantly in price. The Government will award a contract resulting from this Solicitation No. 47PM0924R0005 to the responsible Offeror whose offer, meet all the criteria of the technical factors, the lowest price wins.

The Government will review proposal through a process of evaluation of the pass and fail of each offeror’s proposal in accordance with evaluation criteria.

Evaluation Factors

The following evaluation criteria:

I. Technical (Experience and Qualifications) II. Past Performance III. Price

I. EXPERIENCE AND QUALIFICATIONS

This factor will consider whether the potential vendor have appropriate experience and qualifications in performing the work proposed in referenced in the Statement of Work.

At a minimum, the Government considers five (5) years of experience.

II. PAST PERFORMANCE

Contractor shall provide Past Performance References for projects identified under Evaluation Factor I. Experience and Qualifications.

The past performance evaluation will examine the offeror’s actual performance on a minimum of three (3) similar projects. This review will focus on the size, scope, and complexity of the efforts, the performance measures/service levels applied, the actual performance results against those measures, and customer satisfaction achieved by the offeror.

In conducting the past performance assessment, the Government may use data obtained from other sources as well as that provided in the proposal. The Government reserves the right to check the past performance of any proposed subcontractors and team members and include the results in its assessment.

Standard is met when the offeror submits the references for a minimum of three (3) projects that meet all of the above-mentioned criteria as identified in II. Past Performance.

The offeror shall receive at least satisfactory ratings on all projects submitted in order to be acceptable.

Past Performance Statements shall include the following information:

1. Project title and Description of the project

2. Contract/Task order number and order amount

3. Government/Agency/Organization

4. Contracting Officer/Contracting Office Representative’s name, address, telephone number and email address, if applicable

5. Current status (e.g. completed and/or in progress, start and estimated completion dates)

STANDARD FOR EVALUATION: TECHNICAL EXPERIENCE AND QUALIFICATIONS)

The following categorical descriptions shall be used to derive an adjectival evaluation of the offeror’s technical proposal is Pass or Fail:

A. Pass: The technical proposal demonstrates the offeror’s understanding of all of the requirements. no significant weaknesses, no deficiencies, and several minor weaknesses. The offeror’s proposed approaches/solutions, when implemented, are expected to result in the achievement of the Government’s objectives with low risk.

B. Fail: The technical proposal demonstrates that the offeror does not understand the technical requirement. The offeror failed to meet minimum requirements specified in the SOW. An unacceptable proposal fails to provide a reasonable, logical approach to fulfilling the Government’s requirements. An unacceptable proposal is one in which an unacceptable risk of performance failure exists.

The following categorical descriptions shall be used to derive an evaluation of the offeror’s Past Performance of Pass or Fail:

A. Past: The offeror’s record of past performance suggests that the Government can expect successful performance and customer satisfaction with low risk.

B. Fail: The offeror’s record of past performance suggests that the Government may expect unsatisfactory performance and customer satisfaction. The offeror’s performance record suggests an unacceptable degree of risk.

III. PRICE

The Government considers price an important factor in selecting the successful contractor. The contractor’s proposed pricing will be evaluated against the Government’s estimated level of effort. Unrealistically high or low pricing will be considered indicative of a lack of understanding of the complexity and risk associated with the work to be performed.

The Government expects to receive price competition through the receipt of multiple quotes. Contractors shall propose fixed hourly rates that are in accordance with its GSA schedule pricing; however, discounts are strongly encouraged. The contractor’s total price in RFQ Attachments, will automatically be computed.

The Government will evaluate price quotes for award purposes by calculating the sum of the base and all option periods to determine a total proposed price. Evaluation of options does not obligate the Government to exercise the options.

STANDARD FOR EVALUATION

The Government will evaluate Cost/Price to ensure it is complete, reasonable and realistic by verifying that all prices/labor rates and cost to the Government are in accordance with the offeror’s GSA contract. Discounts offered by each offeror to its rates will be evaluated.

Each offeror’s level of effort and mix of labor proposed will be evaluated to determine that the total price proposed is fair and reasonable.

The Government intends to award a contract on lowest price technically acceptable (LPTA) proposal for Financial Management Analysts and Senior Program Management Analyst Support Services.