Attach_B5A_Sample_TO.FORT.Revised_11-12-14.docx

STATEMENT OF WORK

(Fort Collins Sample Task Order)

A. BACKGROUND

The Fort Collins Science Center (FORT) conducts research and develops technologies to improve the understanding and management of biological systems (species, populations, communities, landscapes, and ecosystems) of the western United States. The FORT is organized into 6 science programs and 1 administrative services team, with overall guidance and direction from the Office of the Center Director (OCD).

The Administrative Services Team (AST) provides support services in the areas of fiscal management, human resources, contracts/procurement, and other administrative functions, and supports FORT management through education and monitoring of compliance of the policies and procedures of the agency.

B. CONTRACTOR TASKS

The contractor shall provide qualified individuals to perform the following tasks at the FORT. Many of these tasks involve personally identifiable information (PII). The contractor shall adhere to guidance for the protection of personally identifiable information (PII) and agency sensitive information. PII is defined by the Office of Management and Budget as “information which can be used to distinguish or trace an individual’s identity, such as their name, social security number, biometric records, etc., alone, or when combined with other personal or identifying information which is linked or linkable to a specific individual, such as a date and place of birth, mother’s maiden name, etc.” The proper disposition of PII and sensitive information once it is no longer needed is of equal importance. The procedures are as follows:

· Official Federal records should be disposed of in accordance with USGS records policy. Non-records (reference materials, convenience copies and stock publications) containing PII and sensitive information should be shredded. Digital media (including desktop and laptop computers) should be sanitized per Federal standards and USGS property management policies.

· When working with documents containing PII (travel documents, leave information, personal performance ratings, etc.), ensure they are in folders and/or have a cover sheet with proper notification. For paper records and records in other formats, suspected violations of the Privacy Act must immediately be reported to the Task Order Manager.

Task 1. Accounting Tasks Bankcards:

The FORT has approximately 90-95 bankcard holders.

“Close-out” refers to the period of mid-August through mid-September.

a. Contractor shall maintain Bankcard default account (BAC00) information and data. Contractor shall access information on bankcard and travel logs, statements and vouchers, and make expenditure adjustments in accounting system (Financial Business Management System or FBMS) to move bankcard charges out of the default accounts and into the proper project account. This is done a minimum of once a week, and daily during close-out. Run EMIS BAC00 report in FBMS and check default accounts to ensure all charges are adjusted. Check system for any adjustments that did not post correctly. Contractor shall create a new Credit Card log on the shared drive for new staff and update the credit card logs monthly and move former employees’ files to archive

b. Using BASIS+ and FBMS reports determine which bankcard holders had account activity during the month (typically 25% of accounts have activity) and follow up via supervisors on any employees who have not turned in bankcard documentation within the 30-day timeframe. Review paper statements for signatures only.

c. Update bankcard system for default account numbers/mailing address. Develop and maintain files for credit card statements.

d. Respond to all financial STAT Sampling requests from HQ or the Regional Office by preparing and submitting documentation requested for credit card transactions. A typical number of STAT samples are fewer than 5 per quarter.

e. Review monthly a random sample of 5 bankcard statements selected by the TOM for compliance with bankcard regulations.

f. Monitor BAC00 default account daily during quarterly close-out (March 15-31; June 15-30). Contractor shall ensure charges older than 2 weeks are posted to an appropriate fund source per BFS close-out requirements.

Financial Adjustments:

a. Process standard voucher adjustment (VA) actions to adjust non payroll charges to appropriate accounts weekly (approximately 250 per year).

b. Review all monthly invoices (approximately 17-20 invoices per month) and make payments processed (up to $2500) only for non-referencing payments using FBMS. File payment documents as needed.

c. Tracks, biweekly with each billing cycle, EPN//SPN/GPO; makes adjustments as needed. Establishes files, monitors expenses, gathers expense documentation for quarterly audit response for COMRP and COMPD (approximately 75-100 per year)

d. Compiles, consolidates, and summarizes data from source documents, accounting records, and reports as needed for various purposes. Monitors BASIS+ for any actions processed and assists Budget Liaisons with questions on accounts. (There are approximately 525 active accounts included in the previous fiscal year and current fiscal year).

e. Forwards all labor related FCR (Financial Correction Requests) to Budget Analyst prior to processing. Processes FCR actions, making all necessary adjustments to BASIS labor hours and LDS (Labor Distribution Sheet) hours. Reconciles actual payroll data against BASIS and LDS projected data quarterly. Process labor adjustment actions to FBMS for payroll changes by employee, maintaining all appropriate backup documentation for payroll and/or STAT audits. Monitors changes to employee status (extensions, new hires, departures, hourly/benefit pay rates) and keeps the LDS current with employee status information. (In the first and fourth quarters of the fiscal year, there could be as many as 50-75 FCRs; the remaining quarters would see only 20-25 FCRs processed per quarter).

f. Print payroll reports; reviewing reports for account negatives, extra hours charged, and payroll charges against default account (PAY00); process adjustment actions if necessary to adjust charges to appropriate accounts; and reconcile the 340B Report against the By-Pay-Period Table for timekeepers to run the next payroll (approximately 2 times per month).

g. Gathers data/documents for year-end Accruals and enters the Accrual obligations. Runs reports (daily in Sept) and monitors for account discrepancies and/or deficiencies. Maintains tracking log for accruals. Provides information or results of this work to the Budget Analyst and Finance Specialist.

h. Prepares and processes manual and IPAC billings according to the billing terms in the agreement and documentation is submitted to the customer as required in the agreement. Errors in billing issues related to reimbursable accounts are reduced through diligence in processing only appropriate voucher adjustment actions and salary adjustment actions. Follows new FORT Policy FORT IM 2013-003 on pursuing reimbursements of Inter/Intra-Agency Travel Agreements ( ITAs). (Travel IPACs could be as many as 4 per month; Travel ITAs, are usually only 1 per month).

i. Reviews monthly SD and AR-aging Report and annotates with explanations of discrepancies per BFS requirements; differences are addressed/reconciled (differences between SD-Report and actual expenses) and submitted to BFS by due date. Agencies are contacted promptly to resolve billing issues thus keeping SD-Report current and ensure requirements of Debt Collection Act are met. Quarterly – Gathers monthly report reviews and forwards summary to the Administrative Officer and the Center Director. Prepares quarterly review certification letter for Center Director to sign.

i. Miscellaneous funds received are processed per USGS Financial Operating Procedures. Processes Contributions or Gifts received from non fed sources such as honorariums. This included obtaining Ethics approvals, creating accounts in BASIS, required documentation and annual monitoring and updates. Processes miscellaneous checks received and forwards then to RMS (Reston Financial Office) with appropriate documentation. (Approximately 1 – collections per month; 1 -2 contributions per year)

j. Monitor PAY00 default account during quarterly close-outs (March 15-31; June 15-31) and work with Budget Analyst to ensure employee debt collections and any other payroll charges are posted to an appropriate fund source per BFS close-out requirements.

Task 2. Timekeeping

The FORT has approximately 90-95 federal employees.

a. Ensure the completion of bi-weekly timesheets for the Center by e-mail reminders, validate timesheets, track that supervisors have certified on time, and provide up-to-date information on payroll procedures and issues. Complete amended timesheets and notify employees and supervisors of needed certification. Work with National Business Center as needed to solve timekeeping and related problems.

b. For new hires (approximately 10 per year), gather information required to create a profile in the time keeping system and provide training and written instructions on how to use the time keeping system. Prepare and update time entry instructions for full time and temporary federal employees. Create manual timesheets for field staff. Reset system passwords as needed. Research and resolve employee time entry problems and questions. Leave approvals are required for three days or more time off. File in electronic folder, any emailed leave approvals. Request copy of leave approvals for leave taken with no approval documentation. Maintain payroll files.

Task 3. Reports & Advisory Tasks

a. Analyzes and reviews output from BASIS +, FBMS, and other sources and prepares reports and presentation materials relating to assigned projects quarterly or as needed.

b. Provides procedural and routine information to science and administrative staff related to the functional areas of this position. Assists new Fundholders (Principal Investigators) with fulfilling information requests from the finance staff.

c. Downloads salary reports biweekly and reviews employee’s payroll hours.

Task 4. Receptionist Tasks Front desk coverage is required between the hours of 7:30am and 4:30pm, Monday through Friday. The FORT receives an average of 10 visitors per day; however, more visitors are processed during weekly seminars.

a. Receive visitors, ensuring that all visitors sign in and out, distribute visitor badges and parking permits as needed. Maintain cognizance of entrance to ensure visitors are processed properly and not allowed to leave the area unattended without proper authorization. File daily all sign-in sheets. Recover all visitor badges.

b. Answer incoming telephone calls, (including the screening of calls), and route to the appropriate person, if necessary. Accept restaurant deliveries and notify recipient to pick up.

c. Outgoing copy work, generally 3-4 times per month. Outgoing copy work shall be placed by the requester on the black countertop to the left of the receptionist desk. Call Kinko’s for pickup. Place on black counter.

d. Incoming copy work: Contact recipient for pickup. Receive and sign for incoming mail (e.g. Federal Express, Airborne Express, etc.) deliveries according to the procedures described in the Attachment. Notify recipient for pick-up. Prepare Federal Express packages for shipment via the internet, approximately 2 packages per day. Maintain Federal Express and USPS supplies and a file of outgoing electronic FedEx shipment detail receipts for 3 months in case there are issues with a shipment.

e. Create Wi-Fi accounts for guests, as needed, through web-based interface. Provide guest with a copy.

f. Responsible for monitoring Loading Dock camera’s and contacting recipient of item delivered to loading dock for pickup up.

g. Organize and maintain all contents of Audio Visual closet ensuring that equipment is locked in cabinet and available for check out.

Task 5 Clerical Tasks:

a. Sort incoming mail daily in appropriate mail boxes in the mail room. Report any suspicious packages to the FORT Safety Officer. Coordinate with the U.S. Post office on mail delivery and pick up times, if needed. Manage mail slots and mail slot names.

b. Hand-meter mail daily by 2:00 p.m. for pick up by the U.S. Postal Service at 4:00 p.m. Prepare postage sheets for Administrative Officer when funds are needed to be added to postage meter ($1,000 increments; request additional funds as needed). Track initial and final meter reading for large mailings (>50 pieces), subtracts the difference, and provides the information to the Budget Analyst and sender for adjusting the postage charge to their account. Track PASA survey postage.

c. Using word processing and spreadsheet software programs, type routine and general correspondence and documents, such as memorandums, letters, tables, and labels. Provide clerical tasks such as but not limited to scanning and filing. Schedule conference and training room by entering requested dates/times on a calendar, and occasionally post announcements, prepare name tags, and similar. If outside entities wish to reserve Fort Conference / Training/ Meeting rooms, for more than one day, direct the request to the Administrative Officer.

d. Log audio visual equipment checked out including date out and date returned.

e. Follows FORT security procedures for logging in/out visitors, checking visitor badges, allowing access to the loading dock for deliveries, and reporting any security violations to the Center Director. Ensures front desk security alert button is functioning by testing it regularly with the facilities manager.

f. Monitors incoming faxes and overnight deliveries and places in recipient’s mail box. Notifies recipient via telephone or email that facsimile or overnight delivery has arrived. Sets up signs and sign-up sheets for meetings and conferences.

g. Notifies building maintenance of any conference room, lobby, or rest room maintenance requests as needed.

h. Processes extended parking passes coordinating with Federal Protective Services. Creates and maintains visitor badges and parking passes. Hands out Colorado State University Daily Parking Permits to staff as requested and ensures parking passes are not used by students (approximately 3 times per week).

i. Monitors flag height changes for special events and coordinates flag replacement with Administrative Officer.

Task 6. Travel Support

Travel support is needed for up to 100 personnel or about 350-400 travel actions processed in one year. Receive or request travel information from the traveler on the FORT Travel Request form and/or other travel documents. Assess traveler’s requirements, (e.g., authorization, voucher, or other travel documents). By October 2013, the USGS will discontinue using the Concur Travel System and begin using Concur Government Edition (CGE) Travel System.

a. Update FORT Travel Standard Operating Procedures (SOPs), FORT Intranet Travel Forms, and Travel documents to include the Concur Government Edition Travel System.

b. Prepare travel documents (including the Travel Authorization, Travel Voucher, and DI-1020 form) usually using the Concur/Concur electronic system but could be with paper forms or other systems. All federal travel regulations are followed in accordance with the Federal Travel Regulations (FTR). Assist travelers with reservations, e-approvals, and other travel-related processes. Set up Concur/Concur profiles for new travelers and process EIN forms.

c. When travel information is incomplete or missing, contact the traveler to obtain the correct information. Inform the Administrative Officer if FORT Travelers are not following Federal Travel Regulations or FORT Internal Travel Policies correctly.

d. When USGS and/or Federal Travel Regulations are unclear, contact the appropriate subject matter expert for clarification or the Travel Help Desk.

e. Through Concur/Concur, track the “paperwork” as it processes through the traveler and supervisor’s approvals on the electronic documents. Prompt employee as needed (or elevate to Administrative Officer if prompting has not resulted in action).

f. Notify branch budget liaisons for travel funds verification.

g. Reconcile new quarterly and yearly travel reports to remove unused travel authorizations and vouchers.

h. Coordinate with Human Resources for terminating employees to ensure that there are no outstanding travel expenses

i. For international travel, request government passport for traveler from Reston and return passport to Reston when travel is complete.

j. Process all DI-1020 forms for travel authorizations for no cost travel.

k. Work with FORT Budget Analyst to determine which account to use at Year End for posting Travel vouchers.

Task 7. Administrative Services Team Participation

a. Participates as an active member of the Administrative Services Team and attends meetings as needed.

b. Provide positive input on “best practices” for areas of expertise including specific ideas on streamlining procedures.

c. Regularly reviews and updates informational documents and/or forms/spreadsheets and/or links on FORT intranet that pertain to the duties, policies, and processes of the position. Updates may occur quarterly and must be reviewed by Task Order Manager prior to final posting.

C. CONTRACTOR TRAINING

Training may be required or mandated by the Government to enable the contractor to perform tasks described in this task order. In the event that training is required the contractor will be reimbursed for specialized or mandatory training and related travel expenses, provided that

1) training and travel is pre-approved via a Training/Travel Request Authorization Form, and

2) sufficient funds are available for the required training. The Government will not reimburse the contractor for training needed to qualify or maintain an individual for the successful performance of this work. All training is contingent upon the final approval by the USGS Contracting Officer. Contractor shall provide documentation that required training was completed.

D. TELEWORK

The work ordered under this Task Order has been identified as work that could be performed through situational telework. As such, it provides eligible contractor employee(s) with a potential opportunity to work at an alternate worksite on an occasional, one-time, or irregular basis. If the Contractor pursues this opportunity, the work shall be performed pursuant to the following:

· The Contractor shall submit a written request for approval to telework to the Contracting Officer’s Representative (COR) on a case-by-case basis.

· The request shall have COR approval.

· The work is performed in accordance with the Contractor’s written Telework Procedures. The alternate worksite shall be approved by the Contractor.

· The employee shall complete Form 9-3119 “USGS Remote Access Request Form”, and have it approved by the appropriate USGS official.

· The employee has at least a satisfactory performance and conduct rating.

· Utilizing the telework option shall be at no additional cost to the Government.

· A Government laptop computer must be available and properly checked out with a property pass.

E. GOVERNMENT FURNISHED RESOURCES

All work space equipment, supplies, computer hardware, software, and related systems support required to accomplish the work described in this task order will be furnished by the Government and used by the contractor at the Fort Collins Science Center, 2150 Centre Avenue, Building C, Fort Collins, Colorado 80526-8118.

F. QUALITY ASSURANCE PLAN AND SURVEILLANCE

The Quality Assurance Plan focuses on key performance measures that are central to successful support of office activities and that have the highest potential for having an adverse effect on successful research accomplishment. Quarterly financial reviews are conducted in the second and third quarters of the fiscal year in the month prior to the quarter close. This gives the Center the opportunity to address issues in preparation for the quarter and/or year close. Fourth quarter reviews will be done on an as needed basis. Daily or monthly tasks for the incumbent may include one or more of the items listed in the table below with criteria for evaluation. These may be inspected via random samples at any time during the month.

Review by Task Order Manager quarterly

Review by Task Order Manager quarterly

Ensure the completion, validation, and certification of timesheets for the Center. Provide up-to-date information on payroll procedures and issues. Complete amended timesheets as needed. (Task 2.)

Review by Task Order Manager quarterly

Type and prepare documents or provide other clerical support as needed.

(Task 5)

Respond to questions and requests regarding tasks covered by this task order.

(all tasks)

For proposal purposes only, this task order is for a 12 month performance period. Historically, the following level of effort has been used to perform these services.

Contractors are encouraged to provide an innovative approach to perform these services.

CONTRACTOR’S TASK ORDER PRICE:

Task Pricing. Provide a total price for the task order below.

Breakdown of Pricing and Level of Effort.

Provide the cost elements of your total price, including the labor category(s) proposed, fully loaded labor rate per category, quantity of hours, and any separate cost element necessary to depict your proposed total price.

TOTAL $_______________

Note: Although travel is discussed in some sample task orders, the vendor should not include a travel amount for proposal preparation. All travel will be definitized upon the issuance of task orders and vendors will travel in accordance with travel regulations outlined within C.5.