Final PWS Financial Management Support.docx

Financial Management Support Performance Work Statement Contract XXXXXX

1. BACKGROUND

The Defense Logistics Agency (DLA) is the Department of Defense’s (DoD) largest logistics combat support agency providing worldwide logistics support in both peacetime and wartime to the military services as well as civilian agencies and foreign countries.

The Process Integration Division of DLA’s Logistics Operations Directorate manages three Operations and Maintenance (O&M) funded programs: Contingency Logistics, Defense Mapping, and Homeless Blankets. The Contingency Logistics program supports military unique tasks related to readiness support such as command and control center costs, storage costs for war reserve and go-to-war items, and DoD hazardous and ozone depleting substances. The Defense Mapping program supports DLA’s role as the DoD Integrated Materiel Manager for all geospatial products and the distribution of over 70,000 critical geospatial items such as maps, charts, publications, and digital products. The Homeless Blankets program is part of the DLA Troop Support Supply Chain that purchases blankets for qualified U.S. 501(c) 3 organizations working with the homeless.

The Process Integration Division also manages Procurement appropriations that support the Hydrofluorocarbon (HFC) Emerging Chemical Program. This program procures gases and cylinders for the Hydrofluorocarbon (HFC) Repository to ensure mission critical supplies of specific HFCs are always available in quantities to support the Military Services.

2. OBJECTIVES

The contractor shall provide experienced and knowledgeable financial management services to assist DLA in managing the O&M funded programs (Contingency Logistics, Defense Mapping, and Homeless Blankets) and the Procurement appropriated HFC program. The contractor shall provide the necessary financial and analytical support to generate financial documents in the agency’s system of record (currently the Enterprise Business System (EBS)) and to maintain all financial documentation on DLA’s knowledge management SharePoint site.

3. SCOPE OF WORK

The scope of this effort is financial management and technical administrative support to DLA’s Process Integration Division in the conduct of all phases of management of the O&M and Procurement funded programs. This includes drafting and processing financial plans and documents approved by the delegated Fund Holder or Program Manager, reconciling goods receipts, and updating DLA’s knowledge management SharePoint site. Examples of financial documents include, but are not limited to, budget exhibits, justifications, obligation and disbursement plans, support agreements, and Military Interdepartmental Purchase Requests (MIPRs).

The contractor shall provide all personnel, tools, materials, and other items and non-personal services necessary to perform the tasks defined in this Performance Work Statement (PWS). The Government shall furnish equipment and office space at the DLA Headquarters place of performance.

4. SPECIFIC TASKS

The contractor shall support the below tasks and be directly responsible for ensuring the accuracy, timeliness, and completion of all tasks relating to this PWS.

4.1 FINANCIAL MANAGEMENT TASKS

4.1.1 The contractor shall serve as the MIPR Generator responsible for drafting and processing financial documentation for approval by the government Fund Holder or Program Manager. The financial documentation includes MIPRs, purchase requisitions, purchase orders, justifications, obligations and disbursement plans, funding authorizations, and similar records. This task includes the following actions:

4.1.1.1 Generate and process MIPRs for approval using the EBS Workflow. The contractor shall verify availability of funds and prepare funding requests for the Government Fund Holder and Program Manager to initiate the issuance of the funds.

4.1.1.2 Create, amend, and delete purchase requisitions.

4.1.1.3 Obtain supporting documentation to obligate funds within the prescribed timeframe.

4.1.1.4 Create purchase orders using EBS Workflow upon receipt of MIPR acceptance, ensuring all information is accurate and complete and posted in EBS.

4.1.1.5 Review and validate Funds Requests for funds availability and accuracy.

4.1.1.6 Perform life cycle maintenance which includes executing all required adjustments to purchase requisitions, MIPR, and purchase orders.

4.1.1.7 Ensure all documentation and evidential matter is available to provide reasonable verification that the transactions are appropriately recorded and reported.

4.1.2 The contractor shall coordinate with budget analysts to facilitate funds management. This task includes the following actions:

4.1.2.1 Research program budget data and accounting related actions.

4.1.2.2 Review unobligated commitments and follow up with points of contact to ensure funding is still required.

4.1.2.3 Validate dollar balances for each MIPR during regular reviews of reports on open commitments, unliquidated obligations, and negative payables.

4.1.2.4 Compare the expenditure baseline to the obligation baseline to establish an unliquidated obligation baseline. This baseline shall be made at the lowest level of detail available and be reconciled back to the budget analysts to include the obligation position and the corresponding expenditure position.

4.1.2.5 Conduct analysis to identify and record discrepancies found and provide recommendations for remedial action.

4.1.2.6 Coordinate with the Defense Finance and Accounting Service (DFAS) regarding internal data and reports. Review voucher, cycle payments or earning statements from the customers. Review and analyze the basic MIPR and all amendments and prepare and submit correction action instruction to DFAS, and review pertinent cost, accounting and finance, or other records to ensure that corrective actions taken are reflected in all financial and cost accumulation data systems. Analyze activity earning statements and DFAS invoices.

4.2 TECHNICAL ADMINISTRATIVE SUPPORT TASKS

4.2.1 Maintain fiscal year financial logs by funding line/line of accounting.

4.2.2 Update, upload, and maintain a repository of project documentation in the DLA knowledge management SharePoint site.

4.2.3 Draft support agreements required prior to MIPR generation and use the G- invoicing tool for technical administration.

4.2.4 Participate in meetings, trainings, and provide support for other related tasks that may arise which are related to this PWS. Contractor maybe required to attend mandatory meetings and trainings at moment’s notice.

4.3 MONTHLY STATUS REPORT/DELIVERABLES AND PERFORMANCE REQUIREMENTS

The contractor shall provide the COR a monthly status report on the 10th workday of each month. The monthly status report shall document, at a minimum, actions completed during the reporting period, any issues encountered with recommended solutions, and actions planned for the next reporting period.

TABLE 1: FINANACE MANAGEMENT TASKS

Table 1 identifies Tasks associated with Section 4.1

CUI- SOURCE SELECTION SEE FAR 2.101 AND 3.104

Page | 3

PWS

Para

Task

Task Reference #

inspection

As Needed Exceptional, Very Good, Satisfactory, Marginal, Unsatisfactory Ratings to be assigned pursuant to section 4.3

4.1

Financial Management Task Execution

4.1.1.2 Create, amend, and delete purchase requisitions

100% COR

or O&M PM inspection

Ongoing Exceptional, Very Good, Satisfactory, Marginal, Unsatisfactory Ratings to be assigned pursuant to section 4.3

4.1.1.3 Obtain supporting documentation to obligate funds within the prescribed timeframe

Exceptional, Very Good, Satisfactory, Marginal, Unsatisfactory Ratings to be assigned pursuant to

4.1.1.4 Create purchase orders using EBS Workflow upon receipt of MIPR acceptance, ensuring all information is accurate and complete and posted in EBS

Exceptional, Very Good, Satisfactory, Marginal, Unsatisfactory Ratings to be assigned pursuant to section 4.3

CUI SOURCE SELECTION INFORMATION SEE FAR 2.101 AND 3.104

Page | 10

4.1.1.5 Review and validate Funds Requests for funds availability and accuracy

Exceptional, Very Good, Satisfactory, Marginal, Unsatisfactory Ratings to be assigned pursuant to section 4.3

4.1.1.6 Perform life cycle maintenance which includes executing all required adjustments to purchase requisitions, MIPR, and purchase orders

Exceptional, Very Good, Satisfactory, Marginal, Unsatisfactory Ratings to be assigned

4.1.1.7 Ensure all documentation and evidential matter is available to provide reasonable verification that the transactions are appropriately recorded and reported

Exceptional, Very Good, Satisfactory, Marginal, Unsatisfactory Ratings to be assigned pursuant to section 4.3

4.1.2.1 Research program budget data and accounting related actions

Exceptional, Very Good, Satisfactory, Marginal, Unsatisfactory Ratings to be assigned pursuant to

4.1.2.2 Review unobligated commitments and follow up with points of contact to ensure funding is still required.

Exceptional, Very Good, Satisfactory, Marginal, Unsatisfactory Ratings to be assigned pursuant to section 4.3

4.1.2.3 Validate dollar balances for each MIPR during regular reviews of reports on open commitments, unliquidated obligations, and negative payables

Exceptional, Very Good, Satisfactory, Marginal, Unsatisfactory Ratings to be assigned

4.1.2.4 Compare the expenditure baseline to the obligation baseline to establish an unliquidated obligation baseline. This baseline shall be made at the lowest level of detail available and be reconciled back to the budget analysts to include the obligation position and the corresponding expenditure position.

Exceptional, Very Good, Satisfactory, Marginal, Unsatisfactory Ratings to be assigned pursuant to section 4.3

4.1.2.5 Conduct analysis to identify and record discrepancies found and provide recommendations for remedial action.

Exceptional, Very Good, Satisfactory, Marginal, Unsatisfactory Ratings to be assigned

4.1.2.6 Coordinate with the Defense Finance and Accounting Service regarding internal data and reports. Review voucher, cycle payments or earning statements from the customers. Review and analyze the basic MIPR and all amendments and prepare and submit correction action instruction to DFAS, and review pertinent

Exceptional, Very Good, Satisfactory, Marginal, Unsatisfactory Ratings to be assigned pursuant to section 4.3 cost, accounting and finance, or other records to ensure that corrective actions taken are reflected in all financial and cost accumulation data systems. Analyze activity earning statements and DFAS invoices.

TABLE 2: TECHNICAL ADMINISTRATIVE SUPPORT TASKS

Table 2 identifies Tasks associated with Section 4.2

PWS

Para

Task

4.2

Technical Administrative Support Tasks

4.2.1 Maintain fiscal year financial logs by funding line

/ line of accounting

100%COR Or O&MPM inspection

Exceptional, Very Good, Satisfactory, Marginal, Unsatisfactory Ratings to be assigned pursuant to section 4.3

4.2.2 Update, upload, and maintain a repository of project documentation in the DLA knowledge management SharePoint site

Exceptional, Very Good, Satisfactory, Marginal, Unsatisfactory Ratings to be assigned pursuant to

4.2.3 Draft support agreements required prior to MIPR generation and use the G-invoicing tool for technical administration

Exceptional, Very Good, Satisfactory, Marginal, Unsatisfactory Ratings to be assigned pursuant to section 4.3

inspection

Exceptional, Very Good, Satisfactory, Marginal, Unsatisfactory Ratings to be assigned pursuant to section 4.3

Performance Standards and Payments. Below are the Performance Standards that will be used in evaluating contract performance monthly and in determining the amount of the payment owed to the vendor.

Performance standards and ratings are designed to determine if performance exceeds, meets, or does not meet a given metric and acceptable quality level. Note: The application of these performance ratings or failure of the Government to apply these performance ratings does not waive any of the Government’s rights to damages.

The following ratings will be used:

Based on the general acceptance criteria and goals, the Contractor will be given a monthly rating by the COR of Exceptional, Very Good, Satisfactory, Marginal, Unsatisfactory. Payments will be applied based on these ratings.

Table 3: Performance Rating

were highly effective. The COR will make a determination to pay the vendor 100% of the monthly invoice amount.

vendor 100% of the monthly invoice amount.

recovery is not likely in a timely manner. The contractual performance of the element or sub-element contains a serious problem(s) for which the contractor's corrective actions appear or were ineffective. Payment for the month will be withheld pending resolution of cure notice(s). Upon satisfactory resolution of issues related to the cure notice(s), payment for the month in question will be made at the Marginally Acceptable rate. If issues are not resolved, no payment will be made. Continual monthly performance at the unacceptable level will be at a level where a termination will be considered if the performance is not improved.

The performance will be rated each month by the COR and documented on a "COR Monthly Status Report" smart form. These findings will be the basis for the amount paid for that month. The ratings, as described above, will be based on the performance of the contractor on the timeliness and quality of the services provided. Documents requiring multiple reviews and rewrites, significant or serious complaints submitted by the customers, documents that did not comply with acquisition or policy regulations will result in one or more cure notices issued by the KO.

Timeliness

Unacceptable Vendor failed to meet the timeliness requirements. Possible issues include but are not limited to; one or more deliverables not submitted on time or missed milestones. The KO may have issued one or more cure notices.

Note: A deliverable is either on time or not on time.

5. PERSONNEL

The contractor is responsible for determining the resources required to accomplish the tasks and deliverables that will meet the performance requirements. Resumes should be submitted for personnel who will be directly involved in meeting the PWS requirements. Personnel shall be skilled, experienced, and professional consistent with the requirements of this PWS. Resumes must reflect the required education and experience required to perform the work under this PWS in accordance with table 5 in this section.

Personnel Requirements: Contractors are not restricted to this specific quantity in their proposals. It is ultimately the contractor’s responsibility to determine the appropriate labor mix to ensure successful performance.

It is anticipated the contractor will provide the key personnel with the education and qualification necessary to perform the work. Key personnel are those individuals having authority and high level of responsibility for managing, planning, directing, and controlling all tasks, activities and deliverables in this PWS. Required education and experience for key personnel are contained in Table 5 below.

TABLE 5: KEY PERSONNEL REQUIREMENT

Table 5 identifies key personnel skilled requirement.

5.1 Personnel Replacement. Certain skilled, experienced, professional, and/or technical personnel are essential for successful accomplishment of the work to be performed under the resultant contract. These are defined as “Key Personnel” and are those persons whose resumes are to be submitted as part of the technical proposal for evaluation purposes. The vendor agrees to use proposed personnel or equally qualified personnel during the performance of the resultant contract. Key personnel shall not be removed from the contract work, replaced, or supplemented with additional personnel, unless authorized in accordance with the following provisions:

· Vendor shall not substitute key personnel assigned to perform work under on this contract without prior written approval of the KO. All vendor requests for key personnel substitution shall be in writing to the COR and shall provide for a detailed explanation of the circumstances necessitating the proposed substitution(s). Requests must contain a complete resume for the proposed substitute and any other information as requested by the KO. Requests must be submitted in advance and immediately upon discovery receipt of notice. Replacement for key personnel must be provided at the time of substitution request. Proposed substitutions must have qualifications that are equal to or greater than the key personnel being replaced. The KO shall evaluate all such requests and within ten

(10) business days of receipt, promptly notify the vendor in writing whether the proposed substitution is acceptable.

· If the failure to supply an acceptable replacement for key personnel affects contract performance, the Government will take action.

· These provisions shall be fully applicable to any subcontract, at any tier, which the prime vendor may enter into.

· Key personnel, including all replacements, are subject to the vendor security requirements stated in the PWS.

· All personnel replacements must be made within 2-3 weeks.

6. TRAVEL

Travel to and from location of required services will not be reimbursed by the Government for this requirement. The contractor will be responsible for any travel cost incurred during the required services.

7. PLACE OF PERFORMANCE

Work shall be performed remotely at an alternate work site. The alternate worksite must be within a recallable distance (est. 2 hours or 100-mile one-way distance) from DLA Headquarters to ensure the employee can report to the official worksite within a reasonable period.

Additionally, personnel may be required to report to the following locations within the recallable timeframe (est. 2 hours or 100-mile one-way distance).

· DLA Headquarters, 8725 John J. Kingman Road, Fort Belvoir, VA 22060.

· Pentagon, 1400 Defense Pentagon, Washington, DC 20301-1400.

8. PERIOD OF PERFORMANCE

The period of performance for this PWS is twelve (12) months, from the date of award, with four (4), one year option periods.

Base Year Period: 6 June 2025 to 5 June 2026 Option Year 1: 6 June 2026 to 5 June 2027 Option Year 2: 6 June 2027 to 5 June 2028 Option Year 3: 6 June 2028 to 5 June 2029 Option Year 4: 6 June 2029 to 7 June 2030

9. FEDERAL HOLIDAYS

The vendor is not required to provide services on the eleven (11) Federal holidays observed at DLA HQ unless approved by the COR. The following holidays are observed: New Year's Day (January I), Martin Luther King's Birthday (Third Monday in January), President' Day (Third Monday in February, Memorial Day (last Monday in May), Juneteenth Independence Day (June 19), Independence Day (July 4), Labor Day (first Monday in September), Columbus Day (Second Monday in October), Veteran's Day (November 11), Thanksgiving Day (Fourth Thursday in November), Christmas Day (December 25th)

When one of the above holidays falls on Sunday, the following Monday will be observed as a legal holiday.

When the legal holiday falls on a Saturday, the preceding Friday is observed as the holiday.

10. OTHER DAYS OF INSTALLATION CLOSURE

When the Installation Commander closes the installation for any reason, including but not limited to days of inclement weather, the vendor is required to work at their alternate work locations.

11. GOVERNMENT REPRESENTATIVES:

CONTRACTING OFFICER'S REPRESENTATIVE(COR)

The following person is the Contracting Officer's Representative (COR) pursuant to this PWS. The COR will notify the Contract Officer if any deliverable is to receive a performance rating of less than acceptable.

Haleema Rehman DLA Logistics Operation -J343 8725 John J. Kingman Road Fort Belvoir, VA 22060 Phone: 571-767-1233 Email: haleema.rehman@dla.mil

DLA O&M PROGRAM MANAGER

The following person is designated the DLA O&M Program Manager pursuant to this PWS. The DLA O&M Program Manager is the primary recipient of, and has the ultimate responsibility for, ensuring that all deliverables are reviewed and rated against the contract performance requirements.

Haleema Rehman DLA Logistics Operation -J343 8725 John J. Kingman Road Fort Belvoir, VA 22060 Phone: 571-767-1233 Email: haleema.rehman@dla.mil

CONTRACTING OFFICER (KO)

Thomas J. Walsh III DLA Contracting Services Office- Richmond 6090 Strathmore Road Richmond, VA 23237 Phone: (804) 279-2311 Email: thomas.j.walsh@dla.mil

12. COMMON ACCESS CARD (CAC) PROCEDURES

Performance under this contract may require the contractor to obtain a Common Access Card (CAC). If CACs are issued under this contract, the contractor will complete and comply with the following steps to obtain, control, and turn-in Government-issued CACs, as well as establish procedures to control and account for contractor CACs at all times. This process is only for the issuance and accountability of CACs. Contractors may be required to provide additional forms and follow additional procedures for other forms of access and/or background/security checks depending on local site/installation requirements.

Common Access Card (CAC) Procedures

1. The contractor has each contractor employee requiring a CAC complete DLAH Form 1728 in accordance with Enclosure 3; 2a. Note: Contractors do not complete blocks 11, 14, 15.a. or 15.b.; these are completed by the COR.

2. The contractor hand carries the DLAH 1728 form(s) or sends via secure mail, or encrypted email to (NOTE: The contractor may forward these forms individually or as a group to):

a. The Contracting Officer’s Representative (COR) for the contract if a COR was designated.

b. The Contracting Officer (KO) for the contract if no COR was designated.

3. Each contractor employee must verify their account information upon receipt of an email from the Government containing a username and password for the Trusted Associate Sponsorship System (TASS). The web link for TASS is included in the email.

4. Each contractor employee will receive an email via TASS when their account has been approved. The email will notify the employee to obtain a government-issued CAC from the nearest Real-Time Automated Personnel Identification System (RAPIDS) office. The email will also provide a link that identifies the locations of RAPIDS offices.

5. Each contractor employee will obtain their issued CAC from the RAPIDS office.

6. The contractor, within one business day of issuance, provides written notice via email to the COR (or the KO, if no COR was designated) for each contractor CAC issued identifying the contractor employee’s name, the date of issuance, and the date of expiration of the CAC. This notification may be made individually for each contractor employee or together for a group of contractor employees. Note: This requirement is not applicable when the same is person is performing both COR and TA roles.

7. The contractor always establishes procedures to control and account for Government- issued contractor CACs - to include the following:

a. Ensure contractor CACs issued for this contract are only used for the purpose of performing under this contract.

b. Ensure contractor CACs are secured in a manner that precludes unauthorized use and that recognizes the CAC is the property of the U.S. Government.

c. Ensure contractor employees do not abuse or place holes in their CACs.

d. Ensure contractor employees do not display their CACs in public.

8. If a contractor CAC is lost or stolen:

a. The contractor employee will immediately notify the contractor that the contractor CAC has been lost or stolen.

b. The contractor will immediately notify the COR (or the KO, if no COR was designated), detailing the circumstances regarding the lost or stolen contractor CAC, as follows:

(1) Face-to-face, followed within one business day by a written notice via email, or

(2) In writing, via email, or

(3) By telephone, followed within one business day by a written notice via email.

c. The contractor will report the lost or stolen CAC card to the local DLA Police/host installation police, who will provide the contractor a police report. If there are no local DLA Police/host installation police, or no police report is provided, the contractor will provide information to the COR/KO, as applicable, detailing the circumstances of how the CAC was lost or stolen. The COR/KO will provide a memorandum for the contractor employee to support issuance of new CAC.

d. The contractor has the contractor employee bring the report/memorandum to the nearest RAPIDS office. If the CAC can be reissued within 24 hours, bring the report/memorandum to the nearest CAC office for reissue. If the CAC cannot be reissued in 24 hours, follow the steps for a new CAC, beginning at Step 1.

9. If the expiration date for a contractor CAC is before the completion of the contract and the contractor employee is to continue working under the contract and still requires a CAC, the contractor:

a. Notifies the COR as follows:

(1) Face-to-face, followed within one business day by a written notice via email, or

(2) In writing, via email, or

(3) By telephone, followed within one business day by a written notice via email.

b. No less than 10 business days before the current CAC’s expiration date, completes and complies with the steps above beginning with Step 2 for issuance of a new contractor CAC for the employee.

c. Brings the expiring CAC to the RAPIDS office for turn-in and receives new CAC.

d. Notifies the COR once a new CAC has been issued.

10. The contractor/contractor employee turns in any found CACs immediately, via hand carry, to the nearest Federal law enforcement office.

11. The contractor immediately collects all contractor CAC(s) from the contractor employee(s) at:

a. Contract completion or termination

b. Termination/Reassignment of an employee (this includes any reason the employee is no longer working for the contractor under the contract or otherwise no longer requires a CAC).

12. For contract completion or termination – within one business day after collecting the contractor CAC(s), arranges for turn-in via one of the below methods:

a. The contractor:

(1) If the COR/KO is co-located or near enough that in-person transfer of CACs can be arranged, the contractor:

(a) Arranges to meet the COR (or the KO, if no COR was designated) to turn-in the collected contractor CAC(s).

(b) Hand-carries all collected contractor CACs for turn-in to meet the COR (or the KO, if no COR was designated).

(c) Completes and signs the Government-Issued Contractor CAC Turn- In Receipt with the COR (or the KO if no COR was designated). The contractor is provided a copy of the receipt.

(2) If in-person transfer of CAC cannot be arranged, the contractor:

(a) Sends, via certified mail, the CACs to the COR/KO. The contractor includes in the package the Government-Issued Contractor CAC Turn-In Receipt, with signed acknowledgement of contractor turn-in.

(b) Notifies COR/KO that CACs have been sent via certified mail.

(c) Receives a completed copy of the receipt from the COR/KO once the COR/KO has received the CACs.

13. For termination/reassignment of an employee:

a. Immediately notifies the COR (or the KO, if no COR was designated) that the employee is no longer working for the contractor under the contract or otherwise no longer requires a CAC, as follows:

(1) Face-to-face, followed within one business day by a written notice via email, or

(3) In writing, via email, or

(3) By telephone, followed within one business day by a written notice via email.

b. Follows the turn-in procedures above for contract completion or termination, as applicable.

14. Contractor Reporting Requirements: The contractor is required to submit, monthly, to the COR (or the KO, if no COR was designated) a report of all employees working on the contract who have been issued CAC cards and a verification of whether each listed employee still requires a CAC. The report must note where changes have occurred (additions or deletions) since the previous month. Contractor employees who already have a CAC related to another DLA or DoD contract must be included in the monthly report. Contractor will note the issuing organization and the CAC expiration date. Contractor is still responsible for notifying the COR/KO when the individual is no longer working under the subject contract.

15. The above procedures have been established as a DLA security measure. Contractors are advised that failure to comply with any of the above requirements will be considered a violation of the terms and conditions of the contract and the Contracting Officer may take action to remedy such violations. Specifically, failure to safeguard, follow these procedures, including reporting requirements, or turn-in CACs within the established timeframes may result in the following actions, which are in addition to other actions the Contracting Officer may take under governing law and regulation and the terms and conditions of the contract:

a. Immediate work stoppage (issuance of a stop work order), not to be lifted until resolution of CAC issue

b. Disapproval of invoices and delay of payment

c. Withholding of final payment (in accordance with FAR 52.204-9)

d. Documentation of CAC Non-Compliance in the Contractor Performance Assessment Reporting System (CPARS).