ATTACHMENT_V__Revised_Statement_of_Work.pdf

ATTACHMENT V‐ REVISED SOW

Statement of Work

Office of the Chief Financial Officer Finance, Accounting and Analysis Division

Grant, Accounting and Customer Service Branch

OJP Control Desk

1.0 Background

Office of the Chief Financial Officer (OCFO) provides policy, guidance, and support services to the program offices and bureaus of OJP in accounting and financial management of grants. Among other duties, the Finance, Accounting, and Analysis Division (FAAD) of the OCFO provides fiscal services and technical assistance in areas such as obligation of funds, disbursement of payments, financial administration of grants, closeout of grants, and payment to vendors/contractors who provide supplies and services to OJP, among other financial areas.

The FAAD Grant, Accounting and Customer Service Branch (GACSB) has been delegated the responsibility for updating financial information in the OJP Grants Management System (GMS) and in the Financial Management Information System (FMIS2). Other requirements include related tasks such as processing of award documents, control and monitoring of processing workflow, review and processing of pre- and post-award documentation, and maintenance and archiving of paper files and records relating to grants and to financial transactions.

The OJP’s Office of Communications (OCOM) has requirements under this contract. These requirements include oral and written contact with Federal, State, and local congressional and Government offices concerning the processing and status of award programs. This OCOM support complements the OJP Control Desk in the processing of awards from approval to notification.

Also under this contract, the OCFO’s Grants Financial Management Division (GFMD) has requirements under this contract. The requirements include Conference Cost Support by supporting GFMD analysts, the Program Offices, and grantees, in the collection, analysis, and dissemination of information associated with the approval and monitoring of conferences supported, in whole or in part, by OJP funds. In addition, Financial Monitoring Support will be provided in support of the GFMD post award financial monitoring to include administrative support for conferences/training and conference reporting.

2.0 Scope of Work

The Contractor shall provide records management and support services to the Office of Justice Programs (OJP).

Contractor shall be assigned to the Office of the Chief Financial Officer (OCFO), Finance, Accounting, and Analysis Division (FAAD), Grant, Accounting and Customer Service Branch (GACSB). Contractor is responsible for processing pre-award and post-award activities in support of grant awards issued by the Office of Justice Programs; for filing and maintenance of electronic and paper records relating to grants and to other financial records used by OCFO; and for providing support services as outlined in this document

3.0 Hours of Operation

The Contractor shall ensure on-site supervision at all times during standard and overtime shifts. The Project Manager may designate a staff member as Acting Project Manager, subject to approval of the COR, to augment this supervision. The standard schedule for the Contractor to perform services under this contract is:

Monday thru Friday: 8:00 a.m. to 5:30 p.m. (East Coast Time)

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

• Washington’s Birthday

• Memorial Day

• Independence Day

• Labor Day

• Columbus Day

• Veterans’ Day

• Thanksgiving Day

• Christmas Day

• Inauguration Day (when applicable)

Contractor is encouraged to establish and use flexible work schedules to permit staff shifts to meet peaks and valleys of workload requirements. The Contractor may establish regular work schedules for staff to start work as early as 6:00 a.m., but not later than 9:30 a.m. Regular work schedule ending times may begin as early as 3:30 p.m., but not later than 6:00 p.m.

Support for OCOM must be provided from 9:00 a.m. to 5:30 p.m., (Eastern Time), Monday through Friday.

The Contractor staff assigned to OCOM must be able to shift work schedules on short notice when needed to meet workload demands.

In addition to the work hours for regular shifts noted above, there will be a need for mandatory overtime on short notice. Such overtime would be performed during the work week, and/or on Saturdays, Sundays, and/or holidays. There is overtime pay for contractor personnel who are covered under the Department of Labor’s (DOL) Service Contract Act (SCA). Contractor shall use either overtime pay or allow comp time for hours worked outside of the regular schedule. All overtime must be approved by the COR prior to use.

Remote access will be available for this contract. Specific tasks listed in the contract will be performed at an off-site location. Those task will include: Conference Team, the Finance and Award Team. Either the Project

Manager or the Assistant Project Manager will remain on-site with the Reception Team, OCOM and GFMD support.

4.0 Specific Tasks

The Government has provided estimated levels of effort to complete the tasks. As the workload requirements change, the Government reserves the right to increase or decrease the number of hours for each labor category, so long as the dollar amount of the contract is not increased for any of the 5-year periods or for the total 5-year ceiling dollar amount of the contract.

The Contractor shall, at a minimum, provide OJP with the following services:

4.1 Processing Application/Grant Activities

Contractor shall process electronic and/or paper documents that relate to the grant awards. Processing includes operations such as extracting information from electronic and paper documents related to OJP awards, analyzing data and/or documents, data entry, assigning number designators, and calling offices to obtain additional information or resolve issues.

4.1.A Complete basic pre-award processing. Basic processing includes the following:

• Processes new or supplemental awards,

• Analyze documents for completeness,

• Extract information from documents,

• Assign number designators,

• Perform data entry,

• Obligate funds into FMIS2 Financial Management Information System,

• Perform administrative processes in support of award function, and contracts,

• Call other offices to obtain additional information or resolve issues as needed.

4.1.B Distribute Awards and Process Award Acceptances:

• Notification of award is electronically sent to award recipients on award date,

• Review/update signed acceptances within two (2) days of receipt,

• Review awards that are formally rejected and send to Customer Service for resolution.

• Contact grantees who haven’t submitted an acceptance of award to either accept or deny the award.

4.1.C Complete post-award processing:

• Completeness and accuracy in analyzing/processing documents,

• Distribution/contact with appropriate designees within the assigned timeframe of the project,

• Assignments must be completed within the assigned timeframes for each assigned project.

4.1.D Complete post-award processing in support of conferences and financial monitoring:

• Completeness and accuracy in analyzing/processing documents,

• Distribution/contact with appropriate designees within the assigned timeframe of the project.

• Provide administrative support for GFMD post-award conferencing/financial monitoring

Tasks,

• Assignments must be completed within the assigned timeframes for each assigned project, and

• Contacts/calls must be clear, concise, professional, and fully documented.

4.2 Operation of OJP Control Desk

Contractor shall operate OJP Control Desk to provide record keeping data entry and receptionist services to OCFO/GACSB/Control Desk.

4.2.A Operate Reception Desks. Greet visitors coming into

Control Desk areas and respond to their requests as follows:

• Respond to questions from internal staff concerning document processing,

• Provide copies of documents as requested,

• Check out and provide paper grant files upon request, and retrieve files,

• Provide assistance to visitors,

• Answer Control Desk phone line,

• Contact/call other offices to obtain additional information or resolve issues as needed, and

• Provide back-up receptionist duties to OCFO management as assigned.

4.2.B Administer the “Control Desk” and the “Acceptance” email boxes; administer the Acceptance Right fax box. Monitor and respond to e-mail and fax traffic received and respond to their requests:

• Respond to questions from internal customers concerning Control Desk services/files/document processing,

• Provide copies of documents as requested,

• Process documents received,

• Contact/call other offices to obtain additional information or resolve issues as needed, and

• Refer external customers to designated GACSB

Personnel

4.2.C Receiving and Distributing Mail to OCFO staff

• OJP Mail Room delivers all OCFO mail to Control Desk;

• Sort, open, record, and process mail containing grant-related documents;

• Deliver OCFO mail to designated mail drops at least twice daily; and

• Stamps and Process documents received

• Upload invoices into JPAMS (Justice Programs Acquisition Management System.)

4.2.D Maintenance of electronic/paper documents in the paper Official Grant File.

• Receive electronic/paper documents related to the financial aspects of grants or other financial matters such as invoices,

• Process and file the documents,

• Maintain active paper files on site,

• Manage files sent to off-site storage

4.2.E Provide Support services for the Office of Communications (OCOM).

The contractor will provide administrative support to OCOM, by issuing notifications to Congressional offices and State/Local Governments concerning the announcement of grant awards, including:

• Preparation of award notices for Congressional stakeholders,

• Designating award dates of grants,

• Issue Congressional notices in accordance with timetables,

• Prepare listings or spreadsheets containing notice information, and

• Provide back-up receptionist/phone support to OCOM when needed

4.2.F Administer the GFMD Conference Cost and Financial Monitoring email boxes; Monitor and respond to email and fax traffic received and respond to their requests:

• Respond to questions from internal and/or external customers concerning conferences and financial monitoring,

• Provide copies of documents as requested,

• Provide administrative support for GFMD post-award conferencing/financial monitoring tasks,

• Process documents received,

• Contact/call other offices to obtain additional information or resolve issues as needed, and

• Refer internal and/or external customers to designated GFMD staff.

5.0 Documentation

OCFO will provide the contractor staff with a procedural manual and/or other written documentation to use as a guide to perform routine staff operations. The Contractor shall subsequently update and maintain user and technical documentation on all aspects of assigned work.

6.0 Personnel Responsibilities and Qualifications

The following are the minimum general qualifications of the Contractor’s employees:

a. Security Requirements: All Contractor personnel shall obtain and maintain a moderate risk security clearance from OJP. All requests for OJP Security clearances shall be initiated through the COR for this task order, and processed through the OJP Human Resources Division. Access to OJP facilities or OJP systems will not be authorized until clearance has been processed and approved.

b. Citizenship Requirements: As per the Department Of Justice policy, non-U.S. Citizens shall not be authorized access to or assist in the development, operation, management, or maintenance of Department information technology (IT) systems. Since all of the work associated with this contract requires access to IT systems, all Contractor personnel associated with this contract must be U.S. Citizens.

c. Overtime Requirement: Due to expected workload peak periods, Contractor personnel will be asked to participate in mandatory overtime sessions to meet workload demands. Generally, a minimum of 24-hours advance notice will be given to personnel for these sessions.

d. Location of Contractor staff: Staff will be assigned to office space within the Office of Justice

Programs, OCFO office space at 810 Seventh Street, NW, Washington, DC 20531.

e. Basic Skill requirements: The following are the minimum skill requirements and qualifications for all staff for the specific services which will be required to be performed under this requirement:

• Word Processing: Microsoft Office/Word

• Spreadsheets: Microsoft Excel

• Email: Microsoft Outlook

• Trackers: Microsoft Access

• Network Databases: Financial systems (such as FMIS2)

• Good Oral and written communication skills.

6.1. Project Manager

The Project Manager serves as the corporate manager and liaison to the project. The Project Manager position will be both on-site and off-site and will be responsible exclusively for the management and operations of the Staff. The position is expected to be available on-site/off-site for a minimum of a 40-hour work week. The Project Manager will be responsible for performing part of the daily work for this project.

Knowledge required:

Must be able to manage employees and work performed. Must be willing and able to perform any and all of the functions associated with this contract. Must have strong oral and written communication skills. Must be able to organize and manage a high volume of work on short deadlines. Must be able to effectively handle irate customers and achieve a high level of customer satisfaction. Working knowledge of Microsoft Office is required.

Education/Experience:

Must have a B.A. or B.S. or equivalent degree in the Administration of Business, Grants, Finance, Accounting, or relevant fields from an accredited institution, plus 2 years of professional experience directly related to the supervision of staff in the fields noted above. A total of 5 years professional managerial or supervisory experience in the field of Records Management, Grants, or Federal Accounting can be substituted for the degree.

6.2 Assistant Project Manager

The Assistant Project Manager supports the Project Manager in the operation and management of the Control Desk. The Project Manager and Assistant will coordinate schedules to ensure that both Control Desk worksites are supervised/managed on-site/off-site daily. The position is expected to be available on-site/off-site for a minimum of a 40-hour work week. The Assistant Project Manager will be responsible for performing part of the daily work for this project.

Must be able to manage employees and work performed. Must be willing and able to perform any and all of the functions associated with this contract. Must have strong oral and written communication skills. Must be able to organize and manage a high volume of work on short deadlines. Must be able to effectively handle irate customers and achieve a high level of internal and external customer satisfaction.

Working knowledge of Microsoft Office is required.

Must have a B.A. or B.S. or equivalent degree in the Administration of Business, Grants, Finance, Accounting, or relevant fields from an accredited institution, plus 2 years of professional experience directly related to the supervision of staff in the fields noted above. A total of 4 years professional managerial or supervisory experience in the field of Records Management, Grants, or Federal Accounting can be substituted for the degree.

6.3 Task Lead

The Task Lead will lead or be senior positions assigned to handle complex assignments (special projects), to compile and process data, to provide quality control review of work performed by subordinates, and to assist in the supervision or performance of day-to-day operations of specified areas.

Must be willing and able to perform any and all of the functions associated with this requirement. Must be able to organize and manage a high volume of work on short deadlines. Must be able to effectively handle irate customers and achieve a high level of internal and external customer satisfaction. Working knowledge of Microsoft Office is required.

One (1) Task Lead must have a high school diploma or equivalent, plus a minimum of three (3) years’ experience in the accounting, finance, bookkeeping, or grants-related field. An associate degree in the Administration of Business, Grants, Finance, Accounting, or relevant fields from an accredited institution can be substituted for two (2) Years of experience. The remaining three (3) Task Leads must have a high school diploma or equivalent, plus three (3) years’ experience in a supervisory or team lead position. An associate degree in the Administration of Business, Grants, Finance, Accounting, or relevant fields from an accredited institution can be substituted for 2 years of experience.

6.4 Accounting Clerks

Accounting Clerks will be responsible for performing the daily work for the project. Clerks will be responsible for document analysis and processing, data entry, filing, communicating with others to resolve issues, and providing documentation for workload items. They will participate in processing electronic/paper documents related to financial aspects of grant awards at any stage from the beginning of the obligation through closeout, as assigned. They are responsible for updating and/or amending information in the FMIS2 Financial Management System. They may assist GACSB staff with performance of basic financial reconciliations or other basic computations in support of grant closeout or other grant activities. Any basic financial work will be reviewed by Federal Accountants for final decision/approval before closure.

Knowledge required:

All Accounting Clerks must be able to receive, analyze, and process documents received. Knowledge of basic accounting or bookkeeping principles is required. Knowledge of grant processing is not required, but is preferable. All Clerks will participate in data entry, requiring the use of a computer, keyboard, mouse, and basic functions. Must be able to perform basic accounting activities such as financial reconciliations, addition, subtraction, application of percent, and other math activities. Must maintain accuracy in performing repetitive, detailed work where speed and accuracy are of prime importance. Must perform quality control/proofreading of their work. Must have strong oral and written communication skills to perform both oral and written contacts concerning resolution of issues.

Education/Experience:

Accounting Clerks must have a high school diploma or equivalent, plus met the minimum years of experience in the accounting, finance, bookkeeping, or grants-related field, as follows: Accounting Clerk III – Three (3) years of experience. An Associate degree in degree in the Administration of Business, Grants, Finance, Accounting, or relevant fields from an accredited institution can be substituted for two years of experience.

Accounting Clerk II – two (2)-years of experience. A minimum of six (6) college level credits of formal

Accounting or Bookkeeping may be substituted for experience.

6.5 General Clerks

General Clerks will be responsible for performing the daily work for the project. Clerks will be responsible for document filing and archiving, data entry, communicating with others to resolve issues, and providing documentation for workload items. They will participate in filing and maintenance of OJP Grant files and also of OCFO financial files.They may be assigned to the Reception Desk to process requests for information from phone calls, emails inquiries, and/or walk-in requests.

Knowledge required:

All General Clerks must be able to receive, analyze, and process documents received. All Clerks will participate in filing and in data entry, requiring the use of a computer, keyboard, mouse, and basic functions. Must maintain accuracy in performing repetitive, detailed work where speed and accuracy are of prime importance. Must perform quality control/proofreading of their work. Must be able to lift and carry files, usually weighing less than 5 lbs.

Education/Experience:

General Clerks must have a high school diploma or equivalent, plus meet the minimum years of experience in working in an office environment, as follows:

General Clerk III – 3-years of experience.

General Clerk II – 2-years of experience General Clerk I – 1-year of experience

At the General Clerk III level, clerks will be responsible for providing support to OCOM.

General Clerk III level staff must possess strong oral and written communication skills to be able to provide written or oral responses to the OCOM customers. General Clerk III staff providing support to OCOM will write and distribute notifications to Congressional, State/local Governments, and other stakeholders.

7.0 Key Personnel

The key persons on this contract are the Project Manager, Assistant Project Manager, and the Task Lead. Individuals hired for Key positions shall be subject to COR approval prior to appointment to the position.

Note 1. OJP and OCOM will share the same Project Manager (1) and Assistant Project Manager (1).

Contractor staff assigned to OCOM will be supervised by the contractor Project Manager (1) and Assistant Project Manager (1).

Note 2. The four (4) Task Leads are team leads who review the work of others and are responsible for sub-certification of work entered by others in data system.

Note 3.One of the Production Clerk (4) position for OJP must have a basic accounting or bookkeeping skills.

Note 4. The three General Clerk III (3) must have a strong written communication and word processing skills. One General Clerk III (3) will work on site for OCOM and the other one for GFMD.

8.0 Administration and Management

The Contractor shall assign one Project Manager and one Assistant Project Manager position to the contract as noted in 6.1 and 6.2 above. The Contractor shall provide experienced staff that will perform the work on a continuing basis, ensuring that vacancies are filled quickly to prevent loss of productivity.

The Contractor shall submit monthly reports that will enable the COR and the Contractor to monitor closely the provision of services and costs to ensure the timely completion of activities within budget, and shall provide production reports that specify work volume and actions completed on a weekly and monthly basis. See section C31 for details concerning reports.

The Contractor shall perform all activities supporting this requirement in an accurate, complete, and timely manner. This will require a high degree of resourcefulness and exercise of sound judgment.

Contractor personnel are responsible for carrying out the activities independently.

The COR shall be the first contact point for any questions, difficulties, or problems that arise related to tasks and or contract issues. The Contractor shall make suggestions, both formal and informal, to the COR for improved procedures to ensure the successful completion of operations. Changes to standard operating procedures which will be provided to Contractor at initiation of contract, must be approved by the COR prior to implementation.

9.0 Performance Evaluation Meetings

Contractor management may be required to meet with the COR, with Government procurement officials, and with other Government personnel when necessary to discuss technical or administrative issues. The Contractor may request such a meeting, if necessary. The Contractor shall prepare and provide written minutes of any such meeting to the COR for signature within three (3) workdays of the meeting. If the COR does not concur with any portion of the minutes, notice of such non-concurrence shall be provided to the Contractor’s representatives within five (5) workdays following receipt of the minutes. The Contractor shall acknowledge or resolve all disputes and resubmit the minutes to the COR within five business days of receipt of the non- concurrence.

10.0 Direction and Coordination

The Contractor shall be required to perform all of the tasks. However, the Contractor shall be given clearly defined assignments within each of the required areas as defined in Sections 4.0-4.2.F. The assignments may be given orally or in writing. The Contractor shall perform the assignment and report to the COR or project designee whenever more information is needed, a problem exists, or time is available for additional assignments. For the issuance of assignments within tasks, the COR will assign, when required, a completion date and, where applicable, a statement of the priority of the assignment. Immediately after receipt of the award, the Contractor shall begin to perform the services specified and in coordination with other priorities, as defined by the COR or the CO.

11. Government Furnished Property

For Contractor staff performing duties on site, Government Furnished Equipment (GFE) will be provided as identified below:

Workspaces including furniture, personal desktop and standard office automation software, secure and unclassified telephone service, storage for classified and unclassified materials, and general office equipment. Laptop computers may be provided at the Government’s option when it is determined to be in the Government and Contractor’s mutual interest. The number of workspaces shall be determined upon contract award and for onsite contractors.