BXX_Revised_SOW__Financial_Review__SIPI.docx

PERFORMANCE WORK STATEMENT (PWS)

Financial Review Southwestern Indian Polytechnic Institute 19 August 2026

PART 1- GENERAL INFORMATION

1. GENERAL:

The Southwestern Indian Polytechnic Institute (SIPI) is a national Indian community college operated by the Bureau of Indian Education (BIE), U.S. Department of the Interior (DOI) and is located in Albuquerque, New Mexico. SIPI was founded in 1971 with the goal of providing post-secondary education opportunities for American Indians and Alaska Natives from federally recognized tribes from throughout the United States. Instructional offerings include two-year transfer programs, one and two-year career and technical education programs, short course occupational programs, adult basic education, and a high school diploma program. Classes are offered on the Albuquerque campus and at various tribal distance learning sites. SIPI was designated a Land Grant Institution in 1994. Land Grant status facilitates the development of food and agriculture science programs involving teaching, community outreach, and research. SIPI’s student body is comprised of American Indian students from across the country; students generally are 18 years-old and older. The recent average annual enrollment is 300-400 students over three trimesters with 100+ American Indian and Alaskan Native tribes represented, although the count has decreased in the past few years. The base funding for the school comes from the Bureau of Indian Affairs. The total appropriation expenditures total over $12.3 million dollars for Fiscal Year 2024, with some of those funds being Grants. The grants funds are from the Department of Education, other government agencies, and other organizations.

1.1 Description of Services:

The contractor shall provide all personnel, equipment, supplies, facilities, transportation, supervision, and other items and non-personal services necessary to perform a Financial Review as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract. The Fiscal Years to be reviewed are 2019, 2020, 2021, 2022, 2023, 2024, and 2025, with four Option Periods for future fiscal years reviews. SIPI uses the Department of the Interior S4HANA as its finance system for all transactions. The ledger transactions are based on the United States Standard General Ledger (USSGL) with account codes classifying the transactions.

1.2 Background:

Post-secondary colleges and universities are required by their accrediting organization to have annual financial audits The Higher Learning Commission allows SIPI to undergo a financial review in lieu of an audit, since SIPI is a federal institution.

1.3 Objectives:

• Receive general ledger data, analyze and compile financial statements.

• Perform a financial review.

• Provide a report with the financial statements

1.4 Scope:

The contractor shall provide all supervision, administrative and technical support, labor, subcontractors, materials, supplies and equipment, (except as otherwise provided), and shall plan schedule, coordinate and assure effective completion of all services described herein.

a. Basic Services: Basic services will be performed for financial reports, a financial review and a summary report of work done with statements on concerns for Fiscal Years 2019, 2020, 2021, 2022, 2023, 2024, and 2025, with four Option Years for future Fiscal Year reviews.

1.5 Period of Performance:

The period of performance will begin immediately after the issuance of the order as determined by the Contracting Officer and will end forty-five days later.

1.6 General Information

1.6.1 Quality Control:

The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. This basically means for this type of contracted services, a plan will be submitted with the vendor’s proposal that includes a schedule of when the main tasks in the services will be completed.

1.6.2 Quality Assurance:

The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s). The Performance Requirements Summary is the main source for quality assurance under this contract due to the type of service.

1.6.3 Federally Recognized Holidays:

The contractor sets their own schedule in completing the work within the period of performance.

Independence Day

1.6.4 Hours of Operation:

The contractor is responsible for conducting business within their own weekly schedule to accomplish the tasks under 5.1 to 5.4.

1.6.5 Place of Performance:

The work to be performed under this contract will be performed at the contractor’s location and building 106 on the SIPI campus, unless all materials and data can be received electronically. The work at SIPI will be to receive documents and data with corresponding questions and discussions. A room and desk will be provided for short-term work associated with meetings with SIPI staff.

1.6.6 Type of Contract:

The government will award a commercial contract.

1.6.7 Security Requirements:

Contractor personnel performing at SIPI will be escorted by SIPI personnel if there is a need to view the campus outside of building 106.

1.6.7.1 PHYSICAL Security:

The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. A temporary space will be provided with telephone and laptop wireless service if needed.

1.6.7.2 Key Control.

No keys will be provided.

1.6.7.3 Lock Combinations.

No lock combinations are required

1.6.8 Special Qualifications:

Contractor staff providing the services will be certified public accountants.

1.6.9 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. The contracting officer, Contracting Officers Representative (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. An understanding of the work to be performed will be established. These meetings shall be at no additional cost to the government. Weekly progress reports will be submitted to the contracting officer representative.

1.6.10 Contracting Officer Representative (COR):

The (COR) will be identified by separate letter. The COR will monitor services by being involved in discussions and reviewing progress reports. The COR coordinates availability of government furnished property and provides site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

PART 2 – DEFINITIONS, ACRONYMS, AND CONTRACTOR QUALIFICATIONS

2.1 Definitions and Acronyms

Applicable definitions and acronyms shall include, at minimum:

CO – Contracting Officer COR – Contracting Officer’s Representative CPA – Certified Public Accountant DOI – U.S. Department of the Interior BIE – Bureau of Indian Education SIPI – Southwestern Indian Polytechnic Institute FAR – Federal Acquisition Regulation GFI – Government-Furnished Information GAAP – Generally Accepted Accounting Principles POP – Period of Performance PRS – Performance Requirements Summary PWS – Performance Work Statement QA – Quality Assurance QASP – Quality Assurance Surveillance Plan QC – Quality Control QCP – Quality Control Program S4HANA – DOI Financial Management System USSGL – United States Standard General Ledger

2.2 Professional Qualifications

The Contractor shall possess demonstrated experience performing financial reviews, financial statement preparation, accounting analysis, or comparable financial advisory services.

Contractor staff providing the services shall be Certified Public Accountants.

2.3 Key Personnel

At minimum, Key Personnel shall include:

· Engagement Partner/Principal or Project Director;

· CPA Engagement Manager;

· Senior Accountant/Financial Analyst; and

· Other specialists necessary to accomplish the requirement.

The Contractor shall identify Key Personnel in its proposal and provide resumes demonstrating relevant qualifications and experience.

2.4 Relevant Experience

The Contractor should demonstrate experience involving:

· Federal accounting;

· USSGL;

· Federal financial systems;

· Higher-education accounting;

· Federal grants;

· Financial statement preparation;

· Internal controls;

· Reconciliation;

· Audit readiness;

· Government financial management; and

· Large-volume financial transaction analysis.

PART 3 – GOVERNMENT-FURNISHED PROPERTY, INFORMATION, EQUIPMENT, AND SERVICES

3.1 Government-Furnished Information

Subject to availability and applicable access restrictions, SIPI/BIE may provide:

· General-ledger transaction data;

· USSGL account information;

· Trial balances;

· Budget and financial reports;

· Grant financial records;

· Relevant reconciliation records;

· Supporting schedules;

· Prior financial reports;

· Policies and procedures;

· Relevant accounting documentation;

· Transaction-support documentation;

· Financial-system reports; and

· Other records reasonably necessary to accomplish the review.

The Contractor shall promptly identify missing information or documentation that materially affects completion of the review.

3.2 Facilities

The Government will provide a temporary space with desk, telephone and wireless laptop service for short-term use before and after meetings or to review documents if needed.

3.3 Government Responsibilities

The Government will:

1. Designate a COR;

2. Coordinate reasonable access to SIPI personnel;

3. Provide available financial records;

4. Respond to Contractor requests for clarification;

5. Review submitted deliverables; and

6. Provide consolidated comments through the COR.

PART 4 – CONTRACTOR-FURNISHED ITEMS AND RESPONSIBILITIES

4.1 General

The Contractor shall furnish all supplies, equipment, facilities, personnel, management, supervision, software, and services required to perform work under this contract that are not identified as Government furnished.

4.2 Independence

The Contractor shall maintain professional independence and objectivity throughout the engagement.

The Contractor shall disclose actual or potential organizational conflicts of interest to the Contracting Officer.

4.3 Confidentiality and Data Protection

The Contractor shall safeguard Government financial information and any personally identifiable, sensitive, controlled, or otherwise protected information encountered during contract performance.

Government information shall only be used for purposes of performing this contract.

The Contractor shall comply with applicable DOI/BIE information-security requirements and shall immediately report suspected loss, unauthorized disclosure, or compromise of Government information in accordance with contract requirements.

PART 5 – SPECIFIC TASKS

5.1 Project Initiation and Planning

The Contractor shall conduct a kickoff meeting with SIPI/BIE and submit a Financial Review Work Plan identifying:

· Methodology;

· Staffing;

· Fiscal-year sequencing;

· Data requirements;

· Sampling methodology, when applicable;

· Analytical procedures;

· Quality-control procedures;

· Major milestones;

· Government dependencies;

· Deliverable dates; and

· Identified project risks.

5.2 Data Intake and Validation

The Contractor shall receive and evaluate financial information for FY 2019 through FY 2025.

The Contractor shall determine whether the information received is sufficiently complete to perform the required analysis.

The Contractor shall document:

· Data received;

· Data completeness;

· Missing information;

· Material data-quality concerns;

· Duplicate or anomalous records;

· Account-mapping issues; and

· Limitations affecting the review.

5.3 General Ledger Analysis

The Contractor shall analyze and review transactions for Fiscal Years 2019, 2020, 2021, 2022, 2023, 2024, and 2025.

The financial data may include approximately 300,000 transaction lines per fiscal year based on USSGL accounts.

Analysis shall include, as applicable:

· Account balances;

· Beginning and ending balances;

· Revenue and financing sources;

· Expenses;

· Obligations;

· Disbursements;

· Adjustments;

· Accruals;

· Journal entries;

· Year-end transactions;

· Abnormal balances;

· Significant fluctuations;

· Unusual transactions;

· Unsupported or inadequately supported entries;

· Duplicate transactions;

· Inter-account inconsistencies; and

· Other financial anomalies.

5.4 Reconciliation Review

The Contractor shall evaluate relevant reconciliation processes and determine whether material balances can reasonably be reconciled to available supporting records.

The Contractor shall identify:

· Unreconciled balances;

· Long-outstanding items;

· Unsupported adjustments;

· Inconsistent balances;

· Missing supporting documentation;

· Material differences between subsidiary information and general-ledger records; and

· Other reconciliation concerns.

5.5 Transaction Testing

The Contractor shall develop and document a risk-based transaction-testing methodology.

Testing should consider:

· Transaction dollar value;

· Transaction type;

· Risk;

· Unusual activity;

· Manual adjustments;

· Year-end activity;

· Grant transactions;

· Capital transactions; and

· Other areas determined to warrant additional examination.

The Contractor shall maintain documentation supporting the methodology, samples selected, procedures performed, results, and conclusions.

5.6 Internal-Control Observations

The Contractor shall document material internal-control issues identified during performance of the financial review.

Areas may include:

· Segregation of duties;

· Transaction authorization;

· Reconciliations;

· Documentation;

· Financial reporting;

· Access or approval processes;

· Management review;

· Grant accounting;

· Property/capital accounting;

· Year-end procedures; and

· Corrective-action monitoring.

5.7 Financial Statement Preparation

The Contractor shall create Financial Statements for each fiscal year as part of the review.

Financial statements shall be supported by the reviewed accounting records and accompanied by necessary explanatory schedules and notes appropriate to the engagement.

The Contractor shall clearly identify:

· Significant assumptions;

· Material adjustments;

· Unreconciled balances;

· Data limitations; and

· Other qualifications affecting presentation of financial information.

5.8 Findings and Recommendations

The Contractor shall provide Financial Statements with a corresponding report explaining the statements and noting concerns and recommendations.

Each identified finding shall contain, where applicable:

Condition – What was identified.

Criteria – Applicable requirement, accounting principle, policy, procedure, or control expectation.

Cause – Why the condition occurred, when reasonably determinable.

Effect/Risk – Actual or potential financial, operational, compliance, reporting, or control impact.

Recommendation – Specific corrective action.

Findings shall be categorized by risk:

· Critical;

· High;

· Moderate;

· Low; or

· Observation/Process Improvement.

5.9 Draft Financial Review Report

The Draft Report shall contain, at minimum:

· Executive Summary;

· Scope and Objectives;

· Methodology;

· Records Reviewed;

· Fiscal Years Reviewed;

· Financial Statements;

· Significant Accounting Adjustments;

· Reconciliation Results;

· Findings;

· Internal-Control Observations;

· Recommendations;

· Data or Scope Limitations;

· Management Considerations; and

· Appendices and supporting schedules, as appropriate.

5.10 Management Review and Exit Conference

Following submission of the Draft Report, the Contractor shall conduct an exit conference with SIPI/BIE management.

The Contractor shall:

· Present significant findings;

· Explain financial-statement adjustments;

· Discuss identified risks;

· Address Government questions;

· Consider factual corrections; and

· Document unresolved issues.

5.11 Final Financial Review Report

Following receipt of consolidated Government comments, the Contractor shall issue the Final Financial Review Report.

The Final Report shall clearly distinguish between:

· Corrected findings;

· Open findings;

· Management disagreements;

· Data limitations;

· Contractor recommendations; and

· Matters requiring additional review.

5.12 Corrective Action Matrix

The Contractor shall provide a Corrective Action Matrix containing:

5.13 Future Fiscal-Year Reviews

The Contractor shall perform financial reviews in accordance with all contract requirements for each future fiscal year for which an option is exercised.

The reviews will commence three weeks after the end of each fiscal year after the General Ledger data is downloaded from the applicable DOI financial system and made available.

Option Year 01 – Financial Review of FY 2026 Option Year 02 – Financial Review of FY 2027 Option Year 03 – Financial Review of FY 2028 Option Year 04 – Financial Review of FY 2029

PART 6 – APPLICABLE PUBLICATIONS AND STANDARDS

The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures.

All services provided will use Generally Accepted Accounting Principles, as applicable to the engagement.

Applicable requirements may include:

· Generally Accepted Accounting Principles;

· United States Standard General Ledger requirements;

· Applicable federal accounting requirements;

· Applicable DOI/BIE policies;

· Applicable federal grant requirements;

· Applicable professional standards governing financial reviews; and

· Other requirements incorporated into the resulting contract.

PART 7 – ATTACHMENTS / TECHNICAL EXHIBITS

The PWS shall include the following:

Technical Exhibit 1 – Performance Requirements Summary Technical Exhibit 2 – Quality Assurance Surveillance Plan Technical Exhibit 3 – Deliverables Schedule Technical Exhibit 4 – Government-Furnished Information/Data Requirements Technical Exhibit 5 – Financial Review Report Minimum Content Requirements Technical Exhibit 6 – Corrective Action Matrix Template

TECHNICAL EXHIBIT 1

PERFORMANCE REQUIREMENTS SUMMARY

TECHNICAL EXHIBIT 2

QUALITY ASSURANCE SURVEILLANCE PLAN

Contract Requirement Financial Statements and Financial Review.

Standards of Performance The Contractor shall provide Financial Statements and a Financial Review that accurately depict SIPI’s financial condition based upon the data and records made available to the Contractor and any disclosed limitations.

Primary Surveillance Method Government review of:

· Progress reports;

· Work products;

· Supporting schedules;

· Financial statements;

· Findings;

· Recommendations; and

· Final reports.

Deficient Performance Deliverables containing material errors, unsupported conclusions, incomplete analysis, or failure to satisfy PWS requirements may be returned for correction.

The Contractor shall correct deficiencies attributable to Contractor performance at no additional cost to the Government.

TECHNICAL EXHIBIT 3

DELIVERABLES SCHEDULE

RECOMMENDED CLIN / OPTION STRUCTURE

CLIN 0001 – FY 2019–FY 2025 Financial Review and Financial Statement Preparation CLIN 1001 – Option Year 01: FY 2026 Financial Review CLIN 2001 – Option Year 02: FY 2027 Financial Review CLIN 3001 – Option Year 03: FY 2028 Financial Review CLIN 4001 – Option Year 04: FY 2029 Financial Review Each CLIN should be separately priced and include all labor, supervision, management, quality control, meetings, financial analysis, financial statement preparation, reporting, and final deliverables necessary to complete the applicable requirement.