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15JPSS22R00000039
Federal Forfeiture Claims Administration
Attachment (4) Performance Requirements Summary (PRS) Matrix
| Paragraph Number |
| Requirement |
| Quality Standard |
| Acceptable Quality Level (AQL) |
| Timeliness Standard |
| Acceptable Quality Level (AQL) |
| Inspection Method |
| C.1 |
| Introduction |
| No Standard |
| N/A |
| No Standard |
| N/A |
| N/A |
| C.2 |
| Purpose |
| No Standard |
| N/A |
| No Standard |
| N/A |
| N/A |
| C.3 |
| Scope |
| No Standard |
| N/A |
| No Standard |
| N/A |
| N/A |
| C.4.1 |
| Introduction |
| No Standard |
| N/A |
| No Standard |
| N/A |
| N/A |
| C.4.2 |
| Task #1 – Money Management |
| C.4.2.1 |
| Establishment of Bank Accounts |
The Contractor shall open a bank account for claims cases for which disbursements are made by the Contractor.
| Each bank account is FDIC-insured with limited access to designated personnel. |
| 100% |
| Bank account is opened within three work days of notification, unless otherwise specified. |
| 100% |
| 100% Inspection |
| C.4.2.2 |
| Bank Account Disbursements and Transfers |
The Contractor shall transfer and disburse claims funds upon written approval and authorization by the COR.
| Bank account disbursements and transfers are accurate and in accordance with approved actions by the COR. |
| 100% |
| Disbursements and transfers are completed within three work days of approval. |
| 98% |
| 100% Inspection |
The Contractor shall obtain a tax identification number (TIN) for each claims case assigned and shall prepare and file all necessary tax returns, forms, and reports with the appropriate state and federal tax authorities.
| Tax returns, forms, and reports are accurate, complete, and submitted to the appropriate state and federal tax authorities. |
| 100% |
| Tax returns, forms, and reports are completed by the required deadlines. |
| 100% |
| 100% Inspection |
| C.4.3 |
| Task #2 – Assistance Services |
| C.4.3.1 |
| Claims Information and Forms Website |
The Contractor shall create, develop, and host a Section 508 compliant website that provides claims and case information to actual and potential claimants, which includes forms for filing a claim.
| Website is up-to-date, reflects the current case information, and includes all necessary forms and information for claimants including FAQs and instructions. |
| 90% |
| Website is updated within ten work days of receipt of task order. |
| 90% |
| 100% Inspection |
| C.4.3.2 |
| Interactive Voice Response (IVR) System |
The Contractor shall provide and maintain a toll-free IVR service for claimants seeking information on the status of the claims distribution.
| IVR is operational with up-to-date information, clearly recorded instructions, and information including FAQs and claim status. |
| 95% |
| IVR is operational within ten work days of receipt of task order. |
| 90% |
| 100% Inspection |
The Contractor shall create an email address and mailing address for potential claimants and respond to inquiries.
| Email accounts are established and functioning, mailing addresses are accurate, and both are readily available to potential claimants. |
| 95% |
| Responses to inquiries are provided within one work day of receipt. |
| 95% |
| 100% Inspection |
| C.4.4 |
| Task #3 – Claims Processing and Eligibility Determination |
| C.4.4.1 |
| Contractor’s Receipt of Initial Claims Data |
The COR will provide the Contractor all existing claimant information in the DOJ’s possession.
| No Standard |
| N/A |
| No Standard |
| N/A |
| N/A |
| C.4.4.2 |
| Data Reconciliation |
The Contractor shall establish a preliminary list of potential claimants, prepare and submit notification letters and claim forms and information, revise the claimant list, and remove duplicates.
| Claimant lists are as complete as possible; notification letters are detailed, accurate, and complete with required forms and information; duplicate claimants are removed. |
| 100% |
| Notification letters are sent within ten calendar days of claimant list approval. |
| 90% |
| 100% Inspection |
| C.4.4.3 |
| Initial Correspondence/Verification of Claim Data |
The Contractor shall analyze claims forms, assess the sufficiency of supporting documentation, develop and maintain list of potential claimants, and calculate the net pecuniary loss incurred by the victim, and, when required, calculate the projected dollar amount each claimant is to receive.
| The claims distribution list is complete and accurate, with correct calculations for net pecuniary loss and, when required, projected dollar amounts. |
| 100% |
| Claims processing is completed within 45 calendar days after the expiration of the deadline for receipt of claims. |
| 90% |
| 100% Inspection |
| C.4.4.4 |
| Treasury Offset Program |
The Contractor shall coordinate with the COR to ensure the government is provided with the applicable claimant name and TIN data to verify outstanding liens and debts.
| Claimant names and TIN data are accurate and complete for all applicable claimants. |
| 100% |
| Claims distribution list is provided to the COR within 45 calendar days after the expiration of the deadline for receipt of claims. |
| 90% |
| 100% Inspection |
| C.4.4.5 |
| Claim Finalization |
The Contractor shall revise and update the claims distribution list, generate pro-rata allocations for all claims, and ensure that the eligible recipients receive only their entitled portion of the claims fund. The Contractor shall prepare and maintain various listings of claimant response and status.
| Claims distribution list is revised and updated to reflect the accurate and correct allocation for all claims. Claimant responses and status are maintained up-to-date. |
| 100% |
| Claims distribution list is revised and updated within ten work days of review by COR. |
| 95% |
| 100% Inspection |
| C.4.5 |
| Task #4 – Distribution of Funds |
| C.4.5.1 |
| Preparation and Distribution of Claims Payments |
The Contractor shall provide checks, bank drafts, purchase cards, debit cards, coupons, or any other financial distribution instrument, including electronic fund transfers, as applicable to distribute claims funds. The Contractor shall make additional rounds of distributions to claimants as required.
| Distributions are accurate and in accordance with approved claims distribution list. |
| 100% |
| Distribution of payments to approved claimants is completed within ten work days after Government approval of the claims distribution list. |
| 90% |
| 100% Inspection |
The Contractor shall mail the appropriate IRS forms to the claimants.
| IRS forms mailed to claimants are correct and appropriate for the individual(s). |
| 95% |
| Tax forms are mailed within 30 calendar days of expiration of the claims fund check. |
| 95% |
| 100% Inspection |
| C.4.6 |
| Task #5 – Associated Services |
| C.4.6 |
| Associated Services |
The Contractor shall provide associated services to include, but not be limited to: asset management, liquidation, storage, and audit.
| To be determined on an individual task order basis. |
| N/A |
| To be determined on an individual task order basis. |
| N/A |
| 100% Inspection |
The Contractor shall provide written or oral testimony as requested.
| Written and oral testimony is truthful and accurately describes the actions taken. |
| 100% |
| No Standard |
| N/A |
| 100% Inspection |
| C.4.7 |
| Task #6 – Final Accounting |
| C.4.7.1 |
| Preparation of Affidavit |
The Contractor shall prepare and provide an affidavit containing an accounting for all claims funds, including principal, additions to principal, expenses, distributions to claimants and/or for authorized consumer education, amount of residual funds, and other information requested by the COR.
| Affidavit is accurate, complete, and reflects all required accounting for claims funds. |
| 100% |
| Affidavit is completed within ten work days of the final distribution of payments. |
| 90% |
| 100% Inspection |
| C.4.7.2 |
| Preparation of Closing Package |
The Contractor shall prepare and forward a closing package to the COR for approval, including an affidavit, final accounting, and final invoice. The Contractor shall disburse the remaining funds and close the bank account(s).
| Closing package includes all of the required information and is complete and accurate. |
| 100% |
| Closing package is provided within 30 calendar days of direction from the COR to close the case. |
| 95% |
| 100% Inspection |
| C.5 |
| Performance and Quality |
| No Standard |
| N/A |
| No Standard |
| N/A |
| N/A |
| C.6 |
| Contractor-Furnished Property and Services |
| No Standard |
| N/A |
| No Standard |
| N/A |
| N/A |
| C.7 |
| Records and Document Management |
The Contractor shall provide to the CO, COR, or any other designated Government representative, access to the records required to be maintained under this contract.
| No Standard |
| N/A |
| Access is provided within one work day of request. |
| 95% |
| 100% Inspection |
The Contractor shall maintain and store, in an indexed and readily retrievable form, records and documentation for a period of one year following the transfer of residual funds or the closing of the account and at the end of the one-year retention period shall forward the records to the COR.
| Records and documents are stored in an orderly and searchable manner and are stored for the appropriate length of time. |
| 90% |
| Records and documents are forwarded to the COR within 30 calendar days of the end of the one-year retention period. |
| 95% |
| 100% Inspection |
| C.8.1 |
| Monthly Status Report |
The Contractor shall prepare and submit a written monthly status report.
| Report is accurate and includes the required information. |
| 95% |
| Report is submitted on or before the fifth work day after the end of the month. |
| 95% |
| 100% Inspection |
The Contractor shall revise its Distribution Plan with additional details related directly to the requirements of the specific task order and develop a reasonable schedule for accomplishing the requirements outlined in the task order.
| Distribution Plan is accurate and reflects the requirements of the task order. |
| 95% |
| Distribution Plan is submitted no later than ten work days after issuance of a task order. |
| 95% |
| 100% Inspection |
| C.8.3 |
| Organizational Contacts |
The Contractor shall maintain an organization chart as well as a list of the names, work addresses, and telephone numbers of the supervisory and management personnel with authority to represent the Contractor.
| Chart and list are accurate and include the required information. |
| 90% |
| COR is notified within seven calendar days when changes are made. |
| 90% |
| 100% Inspection |
| C.8.4 |
| Factors Affecting Performance Report |
The Contractor shall submit a detailed written report describing events or occurrences within the scope of this SOW that negatively affect satisfactory performance of this SOW.
| Report contains accurate and comprehensive information. |
| 95% |
| Report is submitted within two work days of the discovery of the events or occurrence. |
| 95% |
| 100% Inspection |
The Contractor shall prepare management and operational reports as requested.
| Reports meet the requirements of the request. |
| 90% |
| To be determined on an individual report basis. |
| N/A |
| 100% Inspection |
| C.8.6 |
| Claims Information Website |
| No Standard |
| N/A |
| No Standard |
| N/A |
| N/A |
| C.8.7 |
| Claims Tracking System |
| No Standard |
| N/A |
| No Standard |
| N/A |
| N/A |
| C.8.8 |
| Interactive Voice Response (IVR) System |
| No Standard |
| N/A |
| No Standard |
| N/A |
| N/A |
| C.8.9 |
| Performance Evaluation Meeting Minutes |
The Contractor shall take minutes during performance evaluation meetings which highlight the topics of discussion.
| Minutes contain accurate and comprehensive information. |
| 90% |
| Minutes are submitted within five work days of the meeting. |
| 90% |
| 100% Inspection |
| C.9 |
| Publications and Forms |
| No Standard |
| N/A |
| No Standard |
| N/A |
| N/A |
Attachment (4)