693JJ925RQ000582 Draft SOW _Financial Budgetary Support Services_Final Draft.pdf

SECTION C - DESCRIPTION/ SPECIFICATIONS/ STATEMENT OF WORK (SOW)-

DRAFT

C.1 BACKGROUND

The mission of the National Highway Traffic Safety Administration (NHTSA) is to reduce the number of injuries and deaths, as well as the economic loss due to motor vehicle crashes on our nation’s roads. The Office of the Chief Financial Officer (NFO-010) supports this mission through its offices of Acquisition Management (NFO-300), Budget (NFO-100), and Financial Management (NFO-200). Although not a part of the NFO structure, the Office of Administrative and Management Services (NAD-100) also provides direct support to NHTSA’s organization.

C.2 SCOPE OF WORK

The Contractor shall provide professional services in support of NHTSA’s Offices of Financial Management, Budget, and Administrative and Management Services in accordance with the specific requirements specified in Section C.3 below and other sections of this contract.

The services provided in this contract are not and shall not be performed in a manner which would result in a personal services contract.

Since the duties performed and decisions made by the NHTSA Offices supported by this Task Order are inherently governmental in nature, the Contractor’s duties are therefore considered to be closely associated with inherently governmental functions.* However, the Contractor shall not perform any function considered to be inherently governmental in nature and contract responsibilities are considered assistance-based for the NHTSA offices involved.

*An “inherently governmental function” is defined in FAR 2.101 as a function that is so intertwined with the public’s interest that it requires performance by government personnel. FAR

7.5 sets forth the federal policy on inherently governmental functions as it relates to contracts.

C.3 SPECIFIC TASKS

Note: Throughout Section C.3 and other sections of this contract, the term “Government Customer” is used. For the purpose of this contract, the “Government Customer” is the government employee serving as the Office Director or Team Lead to whom the Contractor is providing support on a day-to-day basis. The Government Customer may be someone other than the contract’s Contracting Officer (CO), Contracting Officer Representative (COR) or Alternate COR (ACOR). However, although the Government Customer is provided with some limited authority to approve some deviations to this contract’s terms (e.g., short-term deviations to work schedules), the Contractor is responsible for notifying the CO, COR or ACOR (as appropriate) whenever these limited authority deviations are requested.

C.3.1 SUPPORT TO THE OFFICE OF BUDGET

In supporting the Office of Budget, the Contractor should expect to provide the following services:

• Assist with the review and preparation of the agency budget submissions for all stages of the annual budget process, including the development of narratives, exhibits, and tables;

• Perform and review the entry of budget data into the MAX system for incorporation into the President’s Budget to Congress;

• Prepare and assist with the execution of the administrative and programmatic budgets of the agency per agency and departmental guidance (e.g., preparing/reconciling various budget tracking spreadsheets & Inter/Intra Agency Agreements (IAAs); assisting with drafting of other procurement documents);

• Review existing Standard Operating Procedures (SOPs) and developing new SOPs for review;

• Assist with the preparation of SF-132 apportionments and Advice of Allotments;

• Reconcile incoming Interagency Agreements for all open accounting years;

• Assist with the preparation of monthly budget execution reports;

• Assist with the preparation of bi-weekly salary execution reports.

C.3.2 SUPPORT TO THE OFFICE OF FINANCIAL MANAGEMENT (OFM)

The Contractor shall provide a full range of accounting and financial management support services. All accounting and financial management support services shall conform to, and be consistent with, generally accepted accounting practices (GAAP), policies and procedures established by the U.S. Department of Transportation (DOT), and policies and procedures established by NHTSA. Accounting and financial management services shall be performed by a Senior Accountant and Financial Analysts under the direct supervision of the Contractor’s Project Manager. The Senior Accountant and Financial Analysts may, from time to time, consult directly with staff of NHTSA’s Office of Financial Management (OFM) to provide advice or when seeking clarification to questions. Duties of these individuals consist of, but are not limited to, the following types of activities:

• Support to the NHTSA OFM by preparing transaction worksheets in support of data that may be uploaded into the departmental accounting system (currently DELPHI and the Performance and Registration Information Systems Management (PRISM);

• Assemble monthly, annual and ad hoc commitment, obligation, expenditure and revenue reports and run analysis and reconciliations;

• Conduct periodic and end-or-year reconciliations of all NHTSA commitments, obligations, accruals, expenditure and revenue;

• Use applicable software tools to monitor, produce, and deliver accurate and timely accounting and financial management data, statistics, information, summaries, and detailed analyses and reports;

• Design and prepare flowcharts, graphics, and presentation material related to cost analysis and other financial trends and status of NHTSA;

• Assist with the monitoring and adjustment of Undelivered Order (UDO) balances for all prior year contracts and purchase orders;

• Assist with responding to queries related to the Data Act;

• Review USASPENDING to ensure compliance of NHTSA to all reporting requirements;

• Assist in the analysis of various financial reports to include SF-133s, financial Statements, notes and A-123 documentation.

The Contractor shall also support the Office of Financial Management by providing Financial Analysts/Technicians to reconcile invoices associated with NHTSA’s Formula Grants Program.

Invoice reconciliation services will be provided the Financial Analyst under the overall supervision of the Contractor’s Project Manager.

C.3.3 SUPPORT TO THE OFFICE OF ADMINISTRATION AND MANAGEMENT

SERVICES (OAMS)

The Contractor shall provide financial and budgeting support to OAMS. This support shall include, but is not limited to, the following types of activities:

• Assisting with preparation of administrative operating and Working Capital Fund (WCF) budget;

• Assisting with the budget execution of administrative operating and WCF expenses (e.g., preparing/reconciling various budget tracking spreadsheets & IAAs; assisting with drafting of other procurement documents);

• Assisting with the preparation of Advice of Allotments;

• Reconciling incoming interagency agreements for all open accounting years;

• Assisting with the preparation of agency budget submissions;

• Assisting with the preparation of monthly budget execution reports;

• Assisting with the preparation of bi-weekly salary execution reports.

C.4 CONSTRAINTS

Activities described in this SOW are governed by a hierarchy of Federal, DOT, NHTSA, and Office-wide laws, statutes, regulations, executive orders, policies, guidelines, and directives.

C.5 WORKING ENVIRONMENT

For the most part, the Contractor shall provide services on-site at NHTSA’s Headquarters located at the US DOT building, 1200 New Jersey Ave SE, Washington DC 20590. It is possible, however, that due to space limitations, the Contractor may need to secure off-site office space for some of its employees. If this is the case, then typically those individuals fulfilling the role of the Financial Analysts will be required to work off-site.

For both on-site and off-site, the government will furnish all necessary IT equipment and services. For on-site personnel, the government will also provide suitable workspace and furnishings. Off-site personnel will require that the contractor provide suitable workspace and furnishings.

C.6 TRAVEL

Travel is not anticipated at the time of award. However, if it is determined that travel is needed after contract award, the COR must approve in writing prior to the travel. The invoices shall be submitted and paid in accordance with Federal Travel Regulations at the time of approved travel.

(End of Section C)