FSSD Support and Reporting SOW RFI.pdf

United States Department of Justice

Office of Justice Programs Financial Systems Support and Reporting Services

Statement of Work

RFQ

Table of Contents

Section 1. Objective Section 2. Scope Section 3. Introduction and Background Section 4. Tasks

4.1 Financial Operations Support Services……………………………………………………5

4.1.1 Grant Accrual……………………………………………………………...……………….5

4.1.2 Non-Grant Accrual…………………………………………………………...…………

4.1.3 Provider List……………………………………………………………………………….6

4.1.4 Advance Drawdown Liquidation………………………………………………………….6

4.1.5 Excess Cash analysis………………….………………………...…………………………6

4.1.6 Undelivered Order analysis…...………...….…………...………………………………...6

4.1.7 Treasury CARS Reconciliation……...…………………………………………………….6

4.1.8 ASAP payment system…………………...……………………………...……………...…7

4.1.9 Accounting and Budget Process Support…………………………………………………7

4.2 Financial Reporting……………………………………………………………………….7

4.2.1 Data Analysis / System Reconciliations………………………………………………….8

4.2.2 Grants Reporting and Analysis …………………………………….…………………….8

4.2.3 UFMS and Legacy DOJ Grants Financial System knowledge…………………………….8

4.2.4 Oracle SQL Developer…………………………………………………………………….8

4.2.5 Tableau Dashboarding…………………………………………………………………….9

4.2.6 Amazon AWS Athena……………………………………………………………………...9

4.2.7 Tyler Technology Socrata…………………………………………………………………9

4.2.8 JEDI-NG…………………………………………………………………………………...9

4.2.9 MS Access Report Writing………………………………………………………………...9

4.210 MS Access Application Development………………………………………………...…10

4.3 Audit Support and Internal Controls………………………………………………….…10

4.3.1 OJP OCFO Internal Control System support…………………………………………….10

4.3.2 Annual External Financial Statement Audit support…………………………………….11

4.3.3 Statement on Standards for Attestation Engagements (SSAE)……………………….…11

4.3.4 OMB A-123 Internal Controls Audit……………………………………………………11

4.5.5 OIG Audit and GAO Audit support…………………………………………………….11

Section 5 Deliverables ………………………………………………….................………...…...12 Section 6 Award Terms and Conditions……….………………………………………………...15 Section 7 Government Furnished Documents and Equipment……………………….……….17 Section 8 Award Administration…………………………………………………………………17

Statement of Work Department of Justice

Office of Justice Programs Financial Systems Support and Reporting Services

SECTION 1. OBJECTIVE

The objective of this award is to provide federal financial management operations support services, financial reporting, financial and grants data analysis, audit support and internal controls in support of Department of Justice grant-making components.

SECTION 2. SCOPE

The Office of Justice Programs (OJP) provides Federal leadership in developing the nation's capacity to prevent and control crime, administer justice, and assist crime victims. The Office of the Chief Financial Officer (OCFO) provides financial policy guidance, financial internal controls, and support services to OJP’s program and business offices in the areas of federal financial assistance, accounting, and financial management. The OCFO also provides grants financial management training and related technical assistance to OJP grantees.

The contractor shall deliver grant and non-grant financial system operational/administrator support and internal/external agency reporting deliverables. The contractor shall develop and maintain reporting solutions compliant with regulatory/statutory guidelines and refine solutions to remain compliant with future regulatory/statutory changes. The contractor shall design preventative and detective controls that reduce the scope and impact of potential manual or systemic errors in the $17 billion financial operation. This will include the design and development of custom applications in Microsoft Office 365, cloud reports, and written policies and procedures that facilitates the collection, integration, and analysis of critical contextual data at the appropriate time to lead to evidence-based decision making. These applications will empower users by providing actionable insights from real-time and historical data to improve operational decisions and efficiencies.

SECTION 3. INTRODUCTION AND BACKGROUND

The OCFO’s Financial Systems Support Division (FSSD), consistent with the provisions of the CFO Act of 1990 (Public Law 101-576), provides leadership in the policy, planning, development, management, operations, and administration of all budgets, accounting, and financial information technology requirements (including reporting requirements), applications, systems, and systems enhancements supporting OJP’s mission and operations.

FSSD seeks to award a service contract that will support the execution of the Division’s mission across the budgetary, accounting and financial systems with special attention to development, data analysis, cross-enterprise system reconciliation, internal control environment, and audit support.

The OCFO is the principal advisor to OJP’s Assistant Attorney General (AAG) on matters involving fiscal policy guidance and control, and supports accounting, budgetary, financial and grants management, and claims collection services. The OCFO is composed of six Divisions; below is an overview of each Division:

Budget Formulation and Appropriations Division (BFAD)

• Develops an annual, performance-based budget proposal for OJP.

• Supports review of OJP’s budget proposal by the Department of Justice (DOJ) and the Office of

Management and Budget (OMB).

• Supports OJP and DOJ leadership as they present and defend OJP’s budget request to Congress.

• Responds to all budget related information requests, data calls, and questions for the record received from

DOJ, OMB, and Congress.

Budget Execution Division (BEX)

• Reviews and analyzes historical data and current trends to validate and consolidate requests and estimate for an integrated budget for bureau program offices (B/PO) and support offices.

• Gathers, compares, and correlates information about current and future programs and activities with projected costs of operation.

• Monitors OJP financial transactions for assigned areas to maintain constant control of OJP commitment of obligations and expenditures.

• Identifies trends indicating a deficit in future funds, initiates reprogramming and reprograms of funds between operating programs when authorized.

• Reviews and coordinates accounting records and prepares apportionments, allocations, and operating budgets.

• Enters and adjusts data for operating programs into a wide variety of reports, forms, and schedules; and

• Compiles data into detailed reports and shares reports with budget, non-budget personnel, and outside stakeholders of OJP.

Finance Accounting and Analysis Division (FAAD)

• Manages obligations, payments, and receipts for grant and non-grant activity.

• Prepares and reports audited financial statements and other financial reports.

• Provides reports to program offices on grantee activity.

• Improves key operational areas such as financial management, improper payments and financial reporting; and

• Supports a department-wide assurance statement on the effectiveness of internal controls over financial reports, to satisfy OMB Circular A-123, Management’s Responsibility for Internal Controls, Appendix A

Grants Financial Management Division (GFMD)

• Approves grant recipient budget proposals and delivers extensive financial management services to both the recipient community and program offices.

• Performs on-site financial monitoring visits and desk-based financial reviews.

• Develops and issue financial management policy statements and instructions; and

• Conducts nationwide Financial Management Seminars

Strategic Planning and Performance Division (SPPD)

• Manages the assistance listings at SAM.gov and all related reporting requirements.

• Reviews grant notice of funding opportunities for statutory and regulation compliance.

• Coordinates OJP’s strategic management and planning process; and

• Oversees performance reporting and management efforts.

Financial Systems Support Division (FSSD)

• Support for Existing Budgetary, Accounting, and Financial Systems.

• Support for Development of New Financial Systems; and

• Support for Budget, Accounting, and Financial Reporting

The Unified Financial Management System (UFMS) is an enterprise financial and acquisition system hosted and maintained by the Justice Management Division (JMD), Finance Staff, Department of Justice. UFMS is DOJ’s configuration of the CGI Federal Momentum 8.1 solution utilized by DOJ and all its Components. OJP began using UFMS in October 2020 and currently has approximately 250 end-users (August 2025). OJP’s Office of the Chief Financial Officer (OCFO), and the Office of Administration (OA) Acquisition Management Division (AMD), are responsible for providing operations and maintenance support to OJP users. OJP OCFO is responsible for developing custom financial reports from the UFMS oracle data repository that covers the Budget

Execution. Project Cost Accounting, Accounts Receivable, Accounts Payable, General Ledger, General System, Travel Accounting, and Automated Disbursements modules. UFMS has been functioning at OJP for approximately 5 years and is the official system of record for all OJP funding, commitments, obligations, expenditures and payments. UFMS provides an automated internal management control mechanism by creating a system of checks and balances from apportionments through commitment to obligation and disbursement of funds. Financial statements produced by UFMS are subject to annual audits by an independent accounting firm to further ensure the safeguarding of OJP assets.

DOJ leverages the Department of Treasury’s Automated Standard Application for Payments (ASAP) to manage disbursement and collection activities for approximately 9,600 grant recipient organizations. FSSD manages the ASAP service for the OJP, COPS, and OVW grant components and performs DOJ-wide account monitoring, enrollment reviews, daily payment reviews, daily authorization reviews, and enterprise reporting. The contractor shall perform tier 3 support to agency personnel and recipient organization users to resolve production trouble tickets. The transaction volume is approximately 90,000 drawdowns per year valued at over $5 billion across 40,000 ASAP accounts.

SECTION 4. TASKS

This section describes the breadth of contractual services required to provide ongoing support for the development, testing, implementation, maintenance, and reporting relating to the accounting, budgetary and financial information technology assets of the OJP OCFO. The contractor shall provide grant and non-grant financial system operational, administrator, and analysis support and internal/external agency reporting deliverables.

4.1 Financial Operations Support Services

The contractor shall provide financial, budgetary, non-grant and grant related system production operational support leveraging expert level understanding of the UFMS financial system, the JustGrants grants management system, and the ASAP grant payment system. OJP OCFO must comply with various statutes and regulations, including the Anti-Deficiency Act, Chief Financial Officer’s Act, Federal Financial Managers Integrity Act (FMFIA), Office of Management and Budget (OMB) Circular A-123 (risk management), OMB Circular A-122 (cost principles for non-profit organizations, including grant agreements), OMB Circular A-134 (financial accounting principles and standards), OMB Circular A-136 (financial reporting requirements), OMB Circular A- 11 (Preparation, Submission, and Execution of the Budget), Statement on Standards for Attestation Engagements (SSAE) No. 16 (service organization complimentary user entity controls), the Treasury Financial Manual (TFM) and executive orders. As OJP OCFO performs daily, monthly, quarterly, and annual reporting, the contractor shall support accurate recordation of accounting entries and provide supporting working papers to accurately reflect the agency’s financial position. The contractor shall interpret new federally mandated requirements and implement local solutions to automate compliance as much as possible. This includes, but is not limited to:

4.1.1 Grant Accrual

The contractor shall review the grant universe to forecast trends in the grants portfolio and to translate changing accounting treatments into programming changes using the Microsoft (MS) Access application.

The contractor shall generate draft accounting entries quarterly for review and recordation by Office of the Chief Financial Officer, Finance, Accounting, & Analysis Division (OCFO/FAAD). The contractor shall perform a quarterly lookback analysis that compares what was recorded as an accrual adjusting entry on the general ledger versus the amount reported by the recipient on the SF-425. The lookback analysis will be reviewed with OCFO leadership and provide a measure of success/failure of the grant accrual that will lead to additional refinement of the grant accrual methodology and adjustments to next quarter’s accrual concentration adjustment factors.

4.1.2 Non-Grant Accrual

OJP records quarterly entries to estimate accrued liabilities for contract and reimbursable agreements expenditures. This process has been automated in MS Access due to the complexity of the calculation and large volumes of contracts being accrued. This calculation has been developed over several years with refinements requested from management and external auditors. The contractor shall generate draft accounting entries quarterly for review and recordation by FAAD. The contractor shall review the contract / reimbursable agreement universe to forecast trends in the non-grant portfolio and be able to translate changing accounting treatments into programming changes in the MS Access application.

4.1.3 Provider List

The contractor shall support the collection of various enterprise accounting system extracts to produce the Provider List for use by OCFO/FAAD. The contractor shall use MS Access to collect systems data inputs, aggregate data appropriately, reconcile information to the general ledger and format the output for integration into FAAD’s process. The Provider List is the sole report source used by FAAD for tracking Reimbursable Agreement Activity. FAAD also employs the Provider List report for other tasks, such as identifying and calculating collections, recording advances, revenue, and receivables, and researching all reimbursable related activities and issues.

4.1.4 Advance Drawdown Liquidation

The contractor shall verify the accuracy of financial statement advance and expense reporting related to recipient communities allowed to request funds at the onset of project work. Improperly imputed advance and expense balances will be reported to the UFMS help desk for resolution with the support of the staff accountants. The contractor shall manage these balances to ensure they do not reflect inaccurately on the monthly GTAS reports and quarterly financial statements.

4.1.5 Excess Cash analysis

The contractor shall support the maintenance and enhancement of a grant excess cash position monitoring tool. The tool will compare SF-425 data to ASAP drawdowns to determine if recipients are in violation of DOJ Financial Guide advance position policy. The tool is refreshed quarterly to line up with the SF-425 reporting windows and allows the accountants to document their communications and actions and sends automatic email reminders to the recipient points of contact.

4.1.6 Undelivered Order analysis

The contractor shall support the maintenance and enhancement of grant and non-grant undelivered orders reconciliation reporting tool. The quarterly reconciliation reports analysis identifies financial system general ledger balance differences, obligation incurred and UFMS system posting errors.

4.1.7 Treasury CARS Reconciliation

The contractor shall support the maintenance and enhancement of the Treasury CARS reconciliation tool.

The Treasury CARS reconciliation tool combines data extracted from the Treasury CARS system with UFMS data to rapidly identify transactions contributing to cash differences and suggest courses of remediation to the staff accountant. The accountant proceeds to record reclassification transactions in CARS based on supporting documentation from the tool.

4.1.8 ASAP payment system

As a support resource to the DOJ grants agency location code (ALC) with Treasury’s ASAP, the contractor shall support the DOJ recipient community with general ASAP system issues, enrollment, account creation/maintenance, authorization, and disbursement activities. The contractor shall perform a daily reconciliation of payment transactions between the UFMS and ASAP system leveraging extracts from both systems. The payment reconciliation results are communicated to the OCFO/FAAD/Accounting Control & Reconciliation Branch (ACRB)to facilitate correction of transactions rejected in the daily UFMS ASAP payment load process. The contractor shall monitor ASAP authorization rejections over time to identify recipients with bad banking preventing monies from being made available. The contractor shall directly contact grant recipient organization users to provide guidance on how to resolve this issue. The contractor shall maintain an authorization reconciliation MS Access database that ensures the accuracy of the authorization transactions calculated by the JustGrants system. This database prints out a report of potential issues that are reviewed by the accountants to remove improper authorization transactions from the transmission to ASAP.

4.1.9 Accounting and Budget Process Support

Provide recurring support for the budgetary, financial statement, month-end and day-to-day OCFO business processes. Federal staff seek expert guidance on reconciling items that require understanding of Federal Budgetary/Financial Accounting, business processes and enterprise systems. MS Access ad hoc queries must be used to gather data from multiple areas of the enterprise systems for integration into United States Standard General Ledger (USSGL)-centric final analysis. Results must address accounting, budgetary and grant viewpoints to address problems within the context of OJP’s business model.

4.2 Financial Reporting

OCFO is an outward facing customer service office constantly striving to bring value to the OJP program offices it supports. Innovative and cost-effective reporting solutions that help the OCFO meet these objectives and embrace the new ideas brought forward from the program offices are a large part to the success of achieving OJP’s mission. The contractor shall be able to combine program and business office data to draw insights that align the staff around common goals and shared understanding.

The contractor shall develop reports that satisfy the needs of the financial operation to include accounting, budgetary, and financial system administration areas of emphasis. FSSD authors reports against an Oracle UFMS real time operational data store with thousands of financial data tables to support the real time reporting requirements. The contractor shall understand the baseline CGI Momentum database structure to deliver reports to augment the efficiency of OCFO operations. In addition, a cloud reporting environment based on Tyler Technologies Socrata Data Governance Solution, Amazon Web Services, and Tableau exists with financial data that is refreshed once daily. The cloud reporting data lake is where the multiple enterprise systems (e.g.

JustGrants, UFMS, and ASAP) data co-exists and can be correlated noting the timing differences of the data. The contractor shall develop, maintain, and enhance custom financial reporting and dashboards using Tableau. The reports and dashboards include data on ASAP enrollments, budget, grant and non-grant commitments, grant and non-grant obligations, non-grant accounts payables, grant and non-grant payments, grant and non-grant collections, and UFMS approvals metrics.

4.2.1 Data Analysis / System Reconciliations

The value provided by FSSD relies heavily on our ability to analyze large sets of data into consumable reports for senior management, staff, auditors and external parties. Working with millions of rows of raw data and aligning that detail with business requirements involves care and understanding of OJP business drivers. Using the general ledger as our benchmark, FSSD can integrate financially audited document balances alongside enterprise-wide management data to produce reliable reports that support decision-making, production issue resolution and information gathering requests.

Marrying data between enterprise systems will require the contractor to understand each system’s data sufficiently to recognize report errors and then evolve into abstraction of implementation-specific details into generalized concepts allowing data compilation without corruption of report output. The contractor shall write reports across the entire OJP enterprise data set; perform data analysis across major budgetary, accounting and financial systems; and debug any anomalies discovered in segmented analyses.

The contractor shall reconcile financial data across the grants management system (JustGrants), grant payment system (ASAP) and DOJ financial systems (UFMS and FMIS2). The contractor shall research data discrepancies and document root causes for adverse reconciling items. In the case of patterns of failure, the contractor shall document requirements for software fixes to permanently address gaps.

4.2.2 Grants Reporting and Analysis (cloud and on-prem)

The contractor shall build reports that leverage grant-specific data sets, such as SF-425, SF-424 when analyzing current position of awards and predicting grantee spending patterns. The contractor shall reconcile grant subsidiary ledger data to the underlying USSGL balances and combine data at various levels of granularity with external sources. UFMS does not have native grants support which makes OJP more reliant on custom reports for daily needs. The contractor shall build curated re-usable grant reporting data marts that encourage staff to review data from multiple perspectives and interpret feedback from users to empower their mastery of the enterprise financial data.

4.2.3 UFMS and Legacy DOJ Grants Financial System knowledge

The contractor shall build reports that combine data from the current UFMS solution and legacy FMISDOJ grants financial management system data. The baseline data migrated into UFMS included only a summary of the current net obligated, net accrued, and net paid amounts for all open obligations.

Combining data from both systems, in some instances, will require migrated records be filtered out and replaced detail transactions from FMIS in a normalized format.

System Reconciliations

4.2.4 Oracle SQL Developer

The contractor shall be familiar with the Oracle SQL language and author ad hoc queries that can be used against the real time Oracle UFMS operation data store (ODS). Many of the OCFO reporting requirements are time-sensitive and require data that is up to the minute, so the Oracle SQL Developer reporting option allows us to meet this timeliness requirement. Advanced SQL authoring skills, including experience with ordered analytics, are required to maximize usefulness of the UFMS data to OJP’s operations.

4.2.5 Tableau Dashboarding

The contractor shall build data visualizations leveraging the Tableau Desktop client software that promote what-if analysis and attempt to identify edge cases that require management review. Visualizations are generally prototyped against MS Excel data files and then promoted up to the Tableau server where they leverage automatically refreshed Tableau Server Data Sources. The contractor shall have demonstrated experience in delivering visualizations that chart specific values, compare and rank categories, compare parts to a whole, demonstrate correlation, chart distributions, and time series analyses. Dashboard actions and contextual tool-tip techniques will be used to enhance interactivity and empower staff to perform independent investigation.

4.2.6 Amazon AWS Athena

The contractor shall be familiar with the Athena SQL language and author complex queries and views that cover the breadth of data in OJP’s data lake. This area allows the raw data from all the enterprise systems and external government shared services to be combined into data marts that inform numerous aspects of the OJP operation. Upon reconciling draft queries, the final SQL is deployed as an Athena view which can be published daily up into the Socrata cloud reporting and governance platform. Careful attention must be paid to the timing of the different data sources when merging cross-enterprise datasets within the data lake. The financial system data is only refreshed once a day in this environment which can lead to limitations of the usefulness of the data in time sensitive financial processes.

4.2.7 Tyler Technology Socrata

The contractor shall leverage the Socrata platform’s open data capabilities to publish curated UFMS datasets to the wider organization. Socrata can read updated data automatically from the Athena database and accepts external manual data uploads of files. The contractor shall maintain OCFO dashboard reports that leverage UFMS and periodically updated ASAP data sets. The reports consist of a mixture of static content, data tables, charts, prompts, and embedded iFrames sourced from Tableau workbooks on the Tableau server. The contractor shall have experience authoring Socrata Dataset Assets, Filtered View Assets, Chart Assets, and Story Assets to deliver a cohesive dashboard user experience.

4.2.8 JEDI-NG

JMD Finance hosts a department-wide cloud financial reporting platform entitled Justice Enterprise Data Interface Solution (JEDI). JEDI is based on the cBEYONDdata financial reporting platform and SAP Hanna technologies. The UFMS data is refreshed once daily, and the contractor shall work against pre-defined calcViews from the department to author custom financial reports. While testing new JEDI reports, the report objects can be shared privately with the report requestor to gather feedback and refine requirements. Once a draft report is ready to be published, the contractor shall work with JMD Finance to publish the report to DOJ-wide dashboard menu.

4.2.9 MS Access Report Writing

The contractor is responsible for developing financial system ad hoc reports and will work in a variety of tools to provide a diverse customer base with reliable, targeted, reconciled and professionally formatted reports. One tool of choice is MS Access due to its flexibility and rapid development capabilities.

Through heavy usage of Open Database Connectivity (ODBC) external data linkages and imports, the contractor shall convert raw system data from Oracle database tables, Text, Excel and MS Access data sources into business-friendly output formats. Requirements are provided with varying levels of detail, and the systems analyst must elicit clarification when necessary and provide incremental deliverables until the request objectives are addressed. The requirements can come from Freedom of Information Act (FOIA), Program Office personnel, Senior Leadership, staff, auditors and Congress to name a few. The variety of requestors leads to different levels of urgency and the contractor shall work with the customer and management to set reasonable deadlines for delivery. MS Access to select, update, delete and make table queries are used to stage and reconcile data.

Once data has been loaded and scrubbed, MS Access report formatting is used to present data with Titles, Group Heading, Raw Detail, Group Footings and Grand Totals to satisfy information needs. In some cases, Visual Basic for Applications (VBA) is used in the report sections to achieve fine-grained presentation.

4.2.10 MS Access Application Development

To augment the capabilities of the OCFO, the contractor shall package reports into stand-alone applications utilizing Visual Basic for Applications programming techniques. These types of projects support the recurring business process and save staff time as they attempt to implement best-practice principles into their work.

In some instances, more complex projects are undertaken to ensure the quality of the enterprise systems are subject to additional benchmarking. The contractor shall build and maintain these projects in fully automated MS Access solutions with relational tables, security, workflow, reporting and documentation.

Subsidiary input forms are created to capture data at various levels of detail to ensure final documents entered the enterprise financial system can be base lined against MS Access targets. These projects require expert level MS Access programming techniques including the use of Modules, Form Creation, Data Table Design, Relationship Design, DAO, ADO, Microsoft Office Object Model and other advanced automation techniques.

4.3 Audit Support and Internal Controls

Per the GAO Green Book, the contractor shall leverage data and process knowledge from across enterprise workstreams to implement automated and manual controls. As DOJ’s embraces cloud technology and commercial cloud services, it becomes even more critical to maintain strong controls and data quality across the enterprise. Differences in state between the grants management system, financial management system, and grant payment system open DOJ up to fraudulent activity and unexpected system behaviors. Within the constraints set forth by the Departmental financial system offerings, FSSD seeks to maximize the utility of the financial system and establish systems controls that improve the auditability of the OJP’s financial statement data. The contractor shall integrate federal guidelines, OJP business processes and enterprise systems business rules into a framework for providing management insight into the health of the financial system and status of operations. The contractor shall integrate system level data into the business process to support decision making and analysis across the OJP.

As new changes are made to the system, the contractor shall evaluate whether data is being captured at an appropriate level of detail, the objectives of the business process are met, internal/external reporting requirements can be met, reconciliations are performed periodically, and internal reporting is timely and supports management’s needs.

4.3.1 OJP OCFO Internal Control System support

The contractor shall design innovative internal controls that improve the quality of the financial data and accountability of staff involved processes. As trends of data deficiencies are identified, the contractor shall work with process owners to improve process steps or surface enterprise report data that informs stronger process repeatability. The contractor shall monitor industry best practices in fraud detection to refactor existing controls in response to burgeoning threats and focus on controls to prevent improper payments.

4.3.2 Annual External Financial Statement Audit support

During the annual financial statement that runs from March through November each calendar year, the contractor shall interpret the external auditor prepare by client (PBC) list. The contractor shall translate the accounting requirements defined in the PBC list to a technical reporting requirement that can be reconciled to the general ledger. The contractor shall produce roughly 100 auditable financial statement PBC reports leveraging general ledger data, UFMS subsidiary data, UFMS reference data, and grant management system data annually. Audit demonstrations of the PBC report generation process will be required and the contractor shall need to be able to respond to clarification questions on the data submitted.

4.3.3 Statement on Standards for Attestation Engagements (SSAE) No. 16 (service organization complimentary user entity controls) support The contractor shall analyze SOC1 type reports or similar attestation of system controls to identify required complimentary user entity controls (CUECS) that contribute to a cohesive system of entity-wide controls. The contractor will develop specific controls to address each CUEC wholistically through an automated process or via custom report to provide required decision-making context. The contractor shall respond timely to annual SSAE 16 audit inquiries OJP’s Office of Audit, Assessment, and Management (OAAM) annual compliance testing.

4.3.4 OMB A-123 Internal Controls Audit

The contractor shall respond timely to A-123 audit inquiries as a part of OJP’s Office of Audit, Assessment, and Management (OAAM) annual compliance testing. The contractor shall document process steps and key control process phases in support of the agency’s business process narrative document library. The contractor shall implement recommendations from the A-123 audit to improve the overall system of financial controls.

4.3.5 OIG Audit and GAO Audit support

The contractor shall work with OCFO’s Management, Audit and Administrative Team (MAAT) to deliver financial system data extracts in support of numerous OIG and GAO audit engagements. The contractor will work with program office personnel to bridge the gap between the programmatic and financial reporting requirements.

Deliverables (see Section 5.3 Deliverable Schedule):

• Deliverable #1: Monthly Status Report: The contractor shall provide a composite report summarizing the activities completed by the contractor team during each billing period. At a minimum, the report shall include the names of all contractor employees, including subcontractors, and their corresponding labor category; the hours for each labor category; cost; and details on activities completed. This report shall be submitted with the invoice.

• Deliverable #2: Accrual Report: The contractor shall project the number of FTEs, Labor Category, Cost.

SECTION 5. DELIVERABLES

5.1 Deliverables

Deliverables shall be produced using the Microsoft Office product suite (e.g. Word, Excel, PowerPoint, Project, Access, and Visio). The monthly report format should be standard format as agreed by TPOC & COR. The schedule below identifies the deliverables and their corresponding submittal requirements.

Table 1: Deliverable Schedule Item SOW Section Deliverable Due Date Deliver To

1. 4.1, 4.2, and 4.3

Monthly Status Report Submitted with invoice

COR and TPOC

2. 4.1.1 Accrual Report 5th business day of each month

COR

5.2 Inspection and Acceptance

Inspection and acceptance of items delivered and services to be furnished under this award will be performed at the place of performance by the COR or her/his designated representative, in accordance with FAR clause 52.246- 6, Inspection – Time and Material and Labor Hours. The inspection will consist of an examination of the deliverable(s) and services for (1) compliance with the statement of work and other specific requirements, (2) thoroughness with respect to scope or content, and (3) quality with respect to the standards set by government officials.

The Government shall have thirty (30) calendar days from receipt of each invoice to inspect and accept items delivered/work performed under the award. Rejected work and comments on all deliverables will be provided to the contractor by the COR. The contractor shall be responsible for replacement or corrections to the work or deliverable as necessary to meet the standards of acceptance identified in the contract and the award. The cost to replace or correct nonconforming work or deliverables shall be borne as specified in FAR clause 52.246-6.

5.3 Place of Performance

Work may be performed at OJP Headquarters, 999 North Capitol Street, NE, Washington, DC, 20002, or may be accomplished via approved telework agreements, as approved by the COR. Daily work hours will be established upon onboarding. Actual tour of duty may vary for each contract employee as determined by the Contracting Officer’s Representative (COR).

5.4 Hours of Operation

The contractor shall provide support during the OJP Core Business hours of 8:00 a.m. to 5:00 p.m., EST, Monday through Friday, unless otherwise approved by the COR. Additionally, the contractor shall provide support outside normal business hours to include evenings, weekends and holidays as required by the Government. Overtime is paid at regular hourly rates.

5.5 Continuity of Operations (COOP)

The contactor shall provide limited support and tasks necessary to support required tasks defined by the COR.

5.6 Telework Plan

Telework may be considered when the contractor is able to perform their duties independently and fully in a remote environment at the discretion of the COR. Telework may also be considered in cases of inclement weather, government or facility closures, and project-based or on a regular basis as part of a normal work schedule.

a) The work and activities under this award may include the opportunity to telework as coordinated and approved by the Government prior to doing so and if it does not impede the Government priorities. The Government reserves the right to restrict, or change telework activities and status. The contractor is responsible for assigning, maintaining, and tracking work assignments, ensuring the quality of work is maintained, and ensuring security compliance and protection of Government data and information.

b) The contractor telework strategy shall ensure the process and procedures will cover the Government activities during relatively routine situations, early dismissal, and/or office closures due to inclement weather; that may affect operations over the course of weeks or even months. The contractor telework strategy shall be consistent with Government priorities.

c) Teleworking is not an entitlement nor suited for every position. All requests must be submitted in writing to the Government for review and approval in advance. The request must include the following:

• Number of hours the contract employee plans to work

• Location of telework

• What will be accomplished during that time

d) When approving telework, the Government will take into consideration the individual (for example, telework requests will not be approved if there are performance issues), the work to be performed and the individual’s ability to complete the work from home.

e) The day after teleworking, the contract employee must report to the contractor’s BPA Call Project

Manager the actual hours billed, and the work performed.

f) Telework information must be provided in the Weekly Status Report including:

1) Employee name

2) Date telework took place

3) Total number of hours worked

4) Project Area

5) Work performed

g) The Government will review the report and comment on whether the hours expended versus work accomplished is acceptable. Any issues must be raised with the contractor and resolved to the Government’s satisfaction.

h) The contractor shall establish a process to track, monitor, verify work assigned to contractor employees and to ensure the contractor employee is working at an appropriate location that meets DOJ Security requirements. Note: The telework location shall not be in a public place where government information would be visible to the general public. The approved telework site may be the employee’s residence as long as the DOJ equipment and data is properly secured.

i) The contractor shall ensure contractor employees have successfully completed annual IT Security training.

5.7 Period of Performance

The period of performance for this requirement is 12-months.

SECTION 6. AWARD TERMS AND CONDITIONS

6.1 Award Key Personnel

1. The contractor shall designate the following positions as “Key Personnel:”

• OCFO Functional Subject Matter Expert 3

2. The level of effort specified for each individual listed above may not be decreased without the prior written approval of the Contracting Officer.

3. The personnel specified in this clause of this contract are essential to the work the contractor agrees to perform hereunder. Prior to diverting any of the specified individuals to other programs, or replacing any of them for any reason, the contractor shall notify the COR reasonably in advance and shall submit justification, including proposed substitutions or replacements, in sufficient detail to permit the COR to evaluate the impact on the work the contractor is obligated to perform hereunder. The contractor shall not replace any of the key personnel hereinafter named to work on this contract without the written consent of the COR. The list of key personnel set forth above may be amended from time to time during the course of the contract to add or delete personnel as appropriate.

4. The contractor shall provide a two-week notice upon scheduling departure of key personnel.

Functional Subject Matter Expert Level 3 - Extensive knowledge in the analysis and support of financial management systems, as well as knowledge of federal government accounting and reporting practices.

Understanding of Generally Accepted Accounting Principles (GAAP), SFFAS 1, Accounting for Selected Assets and Liabilities. Experience in analyzing and predicting grantee spending patterns. Expert experience with MS Access and MS Excel and extensive knowledge on how to use these tools to extract, analyze, and report financial data. Knowledge of SF-425 - Federal Financial Report (FFR) and the ability to use the FFR to analyze spending patterns and cycles.

• The ability to reconcile subsidiary ledger data to the underlying USSGL accounts is required. Shall be able to leverage ODBC to connect to multiple enterprise Oracle databases in an effort to connect and accurately report general ledger reconciled data alongside grants management data.

• Detailed knowledge and experience (7+ years) with key accounting functions required to produce OJP’s financial statements, including calculation and verification of OJP’s grant accrual, prior year up/down adjustments, accounting for OJP’s reimbursable agreements, ability to produce OJP’ s detailed Provider Listing and Revenue Detail reports, all other grant accounting, Ability to produce detailed, accurate, and reconciled PBC’s associated with above OJP accounting functions within very short financial statement deadlines.

• Education - Minimum requirements: Master’s degree in accounting, Business Administration, or similar discipline from an institution accredited by one of the regional institutional accreditation agencies recognized by the U.S. Department of Education.

• Education Substitution - A Bachelor’s degree and eight years of recent (within the past decade) experience in the successful analysis and reporting of federal accounting system data, may be substituted for the Master’s requirement.

• Experience - Must have a minimum of ten years recent (within the past decade) experience in the successful support of federal financial systems. Extensive experience in medium to complex enterprise system development and IT lifecycle management. 5-10+ years of experience in increasingly complex utilization of reporting technology, including SQL, MS Access, MS Excel, and other commercially available reporting tools.

Functional Subject Matter Expert Level 2 - Extensive knowledge in the analysis and support of financial management systems, as well as knowledge of federal government accounting and reporting practices.

Understanding of Generally Accepted Accounting Principles (GAAP), SFFAS 1, Accounting for Selected Assets and Liabilities. Expert experience with MS Access and MS Excel and extensive knowledge on how to use these tools to extract, analyze, and report financial data.

• The ability to reconcile subsidiary ledger data to the underlying USSGL accounts is required. Shall be able to leverage ODBC to connect to multiple enterprise Oracle databases in an effort to connect and accurately report general ledger reconciled data alongside grants management data.

• Detailed knowledge and experience (3+ years) with key accounting functions required to produce OJP’s financial statements, including calculation and verification of OJP’s grant accrual, prior year up/down adjustments, accounting for OJP’s reimbursable agreements, ability to produce OJP’ s detailed Provider Listing and Revenue Detail reports, all other grant accounting, Ability to produce detailed, accurate, and reconciled PBC’s associated with above OJP accounting functions within very short financial statement deadlines.

• Candidate shall test enterprise accounting and budgetary solutions to ensure stability of production environments. Tracking of test cases and preparing testing documentation will support audit worthiness of applications and provide guidance to system programmers as they work through enhancements / bug fixes.

• Education – Minimum requirements: Bachelor’s degree in accounting, Information Technology, or a similar discipline from an institution accredited by one of the regional institutional accreditation agencies recognized by the U.S. Department of Education.

• Experience – Must have a minimum of five years of recent (within the past decade) experience in the successful support of federal financial systems. Extensive experience in medium to complex enterprise system development and IT lifecycle management. 3-5+ years of experience in increasingly complex utilization of reporting technology, including SQL, MS Access, MS Excel, and other commercially available reporting tools.

6.2 Security - Unclassified

The contractor will require access to information that deems a public trust investigation such as a Moderate Risk or T2 background. No less than an MBI (Moderate Risk Background Investigation) for contractor staff will be required due to the handling of the personally identifiable information and sensitivity of issues disclosed. The contractor agrees to comply with all DOJ IT Rules of Behavior, confidentiality practices and any third-party non-disclosure agreements as needed to fulfil the requirements of this position. The contractor must be a U.S. citizen and meet the Department of Justice Residency Requirement in accordance with the security clauses in the BPA.

Network access and access to required computer applications will be provided pending the successful completion of the OJP security background checks and the applicant is cleared to begin work with OJP.

See Attachment 3 for Personnel Security Requirements for contractor Employees clause

SECTION 7. GOVERNMENT FURNISHED DOCUMENTS AND EQUIPMENT

7.1 Government Furnished Property

The Government shall provide the contractor personnel with laptops, phones, and RSA tokens (if necessary).

Pursuant to Section 6.7(1) of the award, the contractor is responsible for replacement of damaged or lost government furnished equipment.

SECTION 8. AWARD ADMINISTRATION

8.1 Invoicing

This is a labor hour task order based on the award pricing and any additional award pricing discounts detailed in the Pricing Table. Remit all invoices by email to OJP.Vendor.Invoices@usdoj.gov, the CO and COR.

The contractor shall provide supporting documentation with the invoices for all contractor employees performing work via telework to ensure all information and hours are accurate.

The contractor pricing/invoicing shall be broken out by CLINs:

CLIN 1: OCFO Financial Systems Support and Reporting

To constitute a proper invoice, the invoice shall include the following information and supporting documentation:

• Name and address of the contractor

• Invoice date and Unique invoice number

• Award number

• Items delivered or period covered by the invoice

• CLIN number and description, quantity, unit price and extended total for the period covered

• Cumulative amounts billed by CLIN to date

• Shipping and payment terms

• Name and address of Contract official to whom payment is to be sent (must be the same as that in the contract or in a proper notice of assignment)

• DUNS/UEI Number

Invoices and Payment provisions outlined in Section 8 of the award applies.

a. A narrative highlighting significant issues contained in the monthly status report shall be submitted electronically with the invoice to the COR and Contracting Officer.

b. The contractor is responsible for notifying the CO and COR, when the contractor has incurred costs of 75% of the obligated funds.

c. The contractor shall not exceed the obligated funds.

The monthly invoice period of performance goes from the first day of the month through the last day of the month.

mailto:OJP.Vendor.Invoices@usdoj.gov

8.2 Contracting Officer’s Representative

The Contracting Officer’s Representative (COR) designated to manage the award is identified below. All modifications must be approved by the COR prior to issuance by the Contracting Officer. The COR will be responsible for the day-to-day management of the award. The authority to reject or deny performance and associated invoice payment is expressly reserved for the Contracting Officer.

The following individual is designated as the COR for this award:

Kiana Teixeira Department of Justice, Office of Justice Programs 999 North Capitol Street, NE Washington, DC 20002 Kiana.Teixeira@usdoj.gov

8.3 Technical Point of Contact (TPOC)

The TPOC for this BPA Call:

Mark Lane Department of Justice, Office of Justice Programs 999 North Capitol Street, NE Washington, DC 20002 Mark.C.Lane@usdoj.gov mailto:Mark.Lane@ojp.usdoj.gov mailto:Mark.C.Lane@usdoj.gov