ATTACH_2 _TO_0001_SOW_June_11_2014.pdf

1 of 11 ATTACHMENT 2

HDTRA1-14-R-0014

Defense Threat Reduction Agency

Budget and Finance Support

Statement of Work – Task Order 0001

June 11, 2014

1.0 GENERAL

This is a non-personal services requirement to provide support services to the Defense Threat

Reduction Agency (DTRA) Comptroller Department, J8C, in the areas of Program and Budget

Support, Financial Operations Support, and Finance and Accounting Support.

2.0 BACKGROUND

The Comptroller Department, J8C, DTRA, has overall responsibility for the preparation, execution, and management of the Agency’s resource portfolio. Responsibilities are accomplished primarily through three Comptroller organizational entities, the Program and

Budget Division, Financial Operations Division, and the Finance and Accounting Division.

3.0 OBJECTIVES

The objectives of this task order are to obtain:

a. Contractor support services to provide DTRA with program and budget, financial operations, finance and accounting, and program financial and manpower management activities necessary for the accomplishment of the Agency’s mission;

b. Support to other DTRA organizational entities in the accomplishment of program financial and manpower management functions for the specific mission portfolios. Support may include engagement in larger corporate financial and manpower management functions, processes, programs, and initiatives;

c. Surge capacity if required for additional budget and financial services support or other new initiatives/expanding mission requirements.

4.0 SCOPE OF WORK

4.1 Program and Budget Support

Contract support services are required to support the Program and Budget Division in accomplishment of budget formulation and integration, manpower management, and budget execution activities. All tasks shall be undertaken by the contractor in a team environment with employees from the Program and Budget Division to ensure continuity and to accommodate changes in emphasis between tasks that may occur during the term of the contract. Work on-site with Program and Budget Division personnel is necessary to achieve division and J-code goals under constrained timelines.

ATTACHMENT 2

4.2 Financial Operations Support

Contract support services are required to support the Financial Operations Division in accomplishment of a full range of budget execution tasks, formulation, and spend plan support.

All tasks shall be undertaken by the contractor in a team environment with employees from the

Financial Operations Division to ensure continuity and to accommodate changes in emphasis between tasks that may occur during the term of the contract. Work on-site with Financial

Operations Division personnel is necessary to achieve Division and J-Code goals under constrained timelines.

4.3 Finance and Accounting Support

Contract support services are required to support the Finance and Accounting Division with all aspects of accounting; financial statements; reconciliation of budgetary and proprietary accounts;

vendor pay operations; processing and maintenance of commitments and obligations; financial improvement and audit readiness; financial and accounting compliance; funds management and control; managers’ internal control for the agency; foreign military sales (FMS) management;

DTRA financial management and accounting systems; and support for maintaining and operating the purchase and travel card programs to support DTRA requirements world-wide.

4.4 Cross-cutting Comptroller Support

Contractor support is required by the Comptroller Department for initiatives, activities, and efforts that cut across the organization and its operations. Efforts support the Department in its ability to accomplish its overarching responsibilities.

5.0 TASKS/REQUIREMENTS

The support the contractor shall provide includes but is not limited to the following:

5.1 Program and Budget Support

a. Integrate all programmatic and budgetary resource briefings across the Division.

b. Assist in preparing briefings from various budget data positions, ensuring consistency among all Program and Budget Division/Agency briefings, to include congressional briefings.

c. Assist in preparing briefings based on knowledge of the requirement, ensuring that budget information is correct and consistent with previous/current budget submissions, and provide a draft to the respective Chief for review/approval.

d. Assist in the preparation, review, and integration of all Division web-based requirements and correspondence in accordance with J4/8C, Agency, and DoD policies.

e. Provide support to the Division and Branch Chiefs in development/coordination of packages;

ensure that all packages are properly staffed within the Division, Office, J-Code, and

Agency, as required, prior to forwarding to the J4/8C Administrative Office for signature.

f. Conduct substantive language edits of all packages to ensure that sentence complexity is appropriate for the document, the ideas are presented in a clear and concise manner, and the use of jargon and technical terms are appropriate.

g. Provide support to the Financial Operations Division including: direct support for financial management functions in coordination with the Comptroller’s Department Program and

Budget Division and Finance and Accounting Division on Financial Manager requirements;

support with Managers’ Internal Control Officer functions and preparing input for the J4/8C submission to the Statement of Assurance; support assigned Financial Managers projects for

Base Realignment and Closure (BRAC), briefing preparation, and other support tasks; and coordinate input for metrics and other reporting functions.

h. Assist in the development and maintain organizational training and monitoring plan.

i. Provide support in resolving routine customer help desk issues.

j. Provide routine administrative maintenance.

k. Support status and metrics reporting efforts.

5.2 Budget Formulation and Integration Support

a. Provide support to the development and formulation of Agency budget and program financial resource requirements to include: Agency Program Objective Memorandum (POM)/budget process; budget milestones, instructions, and guidance; Planning, Programming, Budgeting and Execution (PPBE)-related events schedule; program/budget database control and administration; and Agency Program/Budget Guidance (PBG) fund controls.

b. Support the development, preparation, submission, and justification of DoD and congressional exhibits and requests for Agency resource information for the Future Years

Defense Program (FYDP), POM, Budget Estimates Submission (BES), President's Budget, and amended budget.

c. Support the Agency’s efforts in preparing for and engaging in the OMB/Office of the

Secretary of Defense (OSD) budget review processes and the DTRA Program Review and

Program Budget Decision (PBD) processes.

d. Support the development of budget and appropriations presentation materials in accordance with prescribed formats and configuration controls of technical and budgetary data.

e. Provide DTRA program/budget interface/liaison with the OSD Office of the Director of Cost

Assessment and Program Evaluation (CAPE)), Office of the Under Secretary of Defense

(Acquisition, Technology and Logistics) (OUSD(AT&L)), and Office of the Under Secretary of Defense (Comptroller) (OUSD(C)) on program, budget, and execution issues, and interpret OSD/OMB Budget Guidance for applicability to Agency submissions and to ensure compliance of Agency submissions.

f. Support the review and ranking of capabilities that DTRA must develop against Agency plans and guidance, and subsequent application resources.

g. Support the management and distribution of current year Agency Total Obligation Authority received from OSD by appropriation.

h. Support the development and maintenance of the overall DTRA program/budget coding structure as well as coordinate changes to the DTRA Resource Management Code (RMC)

Handbook.

5.3 Budget Execution Support

a. Assist in planning and execution of Agency budgetary resources.

b. Administer and execute quarterly and annual commitment and obligation plans. Ensure that resources are executed in accordance with Federal and Departmental guidelines, policies, and procedures. Recommend internal and external reprogramming of funds to assure efficient utilization of resources and accomplishment of priority mission needs to the maximum extent.

c. Assist in developing and conducting budget execution reviews to monitor execution performance.

d. Research and analyze unliquidated obligations, providing customer support and assistance to program offices.

e. Work with the Agency team in developing mission and operational resource requirements.

Conduct reviews and analyses to ensure that planned activities/milestones are realistic, properly costed, and consistent with program objectives and the Agency's investment strategy.

f. Assist in establishing projections for, and monitor execution of, funds received from all sources. Provide financial analysis and execution reports as required to meet customer and management needs.

g. Provide customer support for assigned programs.

h. Provide input to the formulation and justification of assigned programs for the POM, BES and President's Budget exhibits.

5.4 Financial Operations

a. Assist in the planning and execution of budgetary resources.

b. Provide assistance to budget analysts in preparation of spend plans and use of the Spend Plan

Management and Reporting Tool (SMART)

c. Assist in developing and conducting budget execution reviews to monitor execution performance.

d. Research and analyze unliquidated obligations, providing customer support and assistance to program offices.

e. Work with the Agency team in developing mission and operational resource requirements.

Assist in reviews and analyses to ensure that planned activities/milestones are realistic, properly costed, and consistent with program objectives and the Agency's investment strategy.

f. Assist with the establishment of projections for, and monitor execution of, funds received from all sources. Provide financial analysis and execution reports as required to meet customer and management needs.

g. Provide customer support for assigned programs.

h. Provide input to the formulation and justification of assigned programs for the POM, BES and President's Budget exhibits.

i. Provide support for training analysts on the use of financial tools such as SMART and other financial tools that support budget analysts.

j. Provide Help Desk support at a Tier II level for issues related to the Spend Plan Tool.

k. Assist in the development of enhancements and other support for financial tools including programming capability for SMART.

l. Document development efforts and produce guides, job aids and other information to support

SMART and other financial tools.

m. Support the Configuration Control Board (CCB) function for SMART and develop effective means to capture requirements, prioritize, cost and document efforts.

n. Assist with Organization Defense Travel Administrator (ODTA) functions in support of the

Defense Travel System (DTS).

5.5 Financial Services

a. Maintain contract pay files and ensure payment packages are complete prior to providing packages to the Defense Finance and Accounting Service (DFAS) for payment. These steps include identifying invoices as complete and accurate; identifying appropriate funding;

identifying appropriate paying station; transmission to paying station; adjusting available balances in tally sheets; and verification of payment in the entitlement system after payment is made.

b. Analyze, identify discrepancies, and, if necessary, return invoices and vouchers which are improper for payment and ensure the vendor is notified.

c. Identify problem payments and correct through reconciliation efforts. Reconciliation requires research and analysis in the Centralized Accounting and Financial Resource

Management System (CAFRMS), Defense Agencies Initiatives (DAI); Visual Express;

Electronic Document Access (EDA); Electronic File Room (EFR); Wide Area Work Flow

(WAWF); Mechanization of Contract Administration Services (MOCAS); Standard Contract

Reconciliation Tool (SCRT); Computerized Accounts Payable System (CAPS) data, as well as historical data available from the payment and contracting files. Coordination tasks in reconciliation also include coordination with the contracting officer, program manager, funds holder/budget representatives, and the vendor records.

d. Coordinate corrections to the entitlement systems based upon errors detected in reconciliation. Prepare appropriate documentation (e.g. MOCAS Action /Information (DD

Form 1797)) as required for Branch Chief’s approval.

e. Ensure corresponding corrections in MOCAS have taken effect in the accounting system when correcting lines of accounting. Prepare transfer-in documentation for MOCAS as required. Record obligations (contract awards and Military Interdepartmental Purchase

Requests (MIPRs)/ Interagency Agreements (IAAs) in the accounting system)

f. Perform reconciliation of recorded obligations to contracts prepared in the contract writing system,

g. Support DTRA’s financial improvement and audit readiness program including obtaining requested documentation during testing activities.

h. Perform other financial management, accounting, and support tasks as required to support the

Finance and Accounting Division.

5.6 Financial Reporting and Internal Control - CFO Compliance Support

a. Support the Finance and Accounting Division in maintaining accounting records and account balances in accordance with Generally Accepted Accounting Principles (GAAP), including maintenance of agency records and documents.

b. Perform reconciliation of DTRA’s budgetary and proprietary accounts, general ledger and subsidiary ledger accounts, as well as other agency accounts, and finance and accounting systems.

c. Assist with the preparation of monthly, quarterly, and annual financial status reports and external reporting documentation filed with DFAS and other DoD and civilian agency organizations.

d. Provide support to the Finance and Accounting Division in preparing Agency financial statements, footnotes, and supporting documentation in accordance with OMB Circular A-

136, as well as DoD standards and instructions.

e. Support DTRA’s financial improvement and audit readiness program, which includes working closely with Finance and Accounting Division and other Agency personnel to develop and maintain the Financial Improvement Plan (FIP), develop and maintain

Quantitative Drill Down analysis and transaction testing data, prepare process flows and narratives, prepare and execute tests of internal controls over financial reporting, prepare and facilitate implementation of corrective action plans, and prepare audit readiness work products in accordance with DoD Financial Improvement and Audit Readiness (FIAR) guidance and Agency direction.

f. Identify measureable steps to ensure that each financial end to end business process is auditable, resulting in resolution of all major accounting and reporting deficiencies.

g. Provide support for developing and obtaining necessary assertion package documentation.

h. Provide support documenting and assessing system’s audit readiness Information

Technology compliance activities.

i. Revise sustainment plans as necessary and incorporate those activities into annual internal control evaluation programs.

j. Provide FIAR Lead Support functions to include reviewing completed work for accuracy of data and information, procedure and guidance compliance, and error-free documentation prior to submission to Government.

k. Support DTRA’s financial statement audit process, which includes working closely with

Finance and Accounting Division personnel to compile records, source documents, and audit trails, and prepare audit support documentation.

l. Assist with analyzing audit readiness and audit findings, conclusions, and recommendations to formulate alternatives for corrective actions related to business processes, accounting, financial management, internal and management controls, and other CFO operations.

m. Assist in preparing follow-up actions for DTRA presentation to internal and external audiences describing corrective actions taken, results, and improvements.

n. Provide on-going liaison with independent auditors in conjunction with the Chief, Finance and Accounting Division related to audit and compliance issues.

o. Perform other financial management, accounting, and support tasks as required to support the

Finance and Accounting Division.

5.7 Account Analysis and Reconciliation

a. Provide support to ensure Agency compliance with current financial management and accounting requirements and reform initiatives, such as Federal Accounting Standards

Advisory Board (FASAB) accounting statements/concepts, OMB circulars and bulletins, OSD Comptroller guidance, the DoD Financial Management Regulation, and other

Federal/DoD requirements.

b. Provide finance and accounting data call information to internal DTRA customers, independent auditors, and external customers (e.g., DFAS, OSD, OMB, DoD Inspector

General (DoD IG)).

c. Provide support in maintaining and updating CAFRMS and DAI, including posting commitments, obligations, and disbursements for DTRA accounts, generating queries, archiving data, and preparing business and financial reports.

d. Assist in the analysis of DTRA accounts and recommend preparation of adjusting journal entries.

e. Assist in validating adjusted entries to ensure financial statement and account balance data is accurate.

f. Provide support for the FMS program, to include cash reconciliation support, including analysis of the Statement of Differences (FMS 652); tracing amounts to the general ledger;

researching Transactions-by-Others (TBOs); and conducting analysis for unmatched disbursements and in transits.

g. Support DTRA in establishing cases for FMS in the DFAS FMS system and the DTRA accounting system, CAFRMS, and DAI.

h. Assist with the processing and maintenance of Letters of Offer and Acceptance (LOA) for

FMS cases, including processing associated supporting documentation.

i. Assist in the reconciliation of reports and discrepancies between the Defense Security

Assistance Management System (DSAMS), CAFRMS, and DAI. Maintain FMS status reports (financial, delivery, and closure) to reflect actions taken and required.

j. Reconcile and assist in the closing FMS cases.

k. Provide problem disbursement support (Unmatched Disbursements, UMD) to identify underlying causes that prevent disbursement transactions recorded in DCAS from posting to the DTRA DAI accounting records. This includes identifying the types of errors, coordinating the actions required to correct the errors and then conducting a quality review to ensure the corrections are accurate.

l. Reconcile the DTRA Payroll transactions each pay cycle and when necessary, make the necessary corrections in coordination with the DFAS payroll technicians.

m. Assist with resolving Intra-Governmental Payment and Collection (IPAC) payment errors and coordinate the resolution with DFAS and the customer.

n. Provide support for identifying capital assets, classifying the asset for entry into DAI, coordinating entry into both Defense Property Accountability System (DPAS) and DAI and verifying end of accounting period reports are accurate and complete.

5.8 Financial Systems Support

a. Support analysis of high-level DTRA requirements aligned to the Business Enterprise

Architecture (BEA).

b. Support DTRA for planning and acquisition of core financial systems/tools, and the integration of this system into DTRA’s business architecture.

c. Provide support to DTRA with participation and analysis of the environment and required interfaces in developing an accounting system to support DTRA.

d. Support systems integration, testing, and validation of DTRA business systems.

e. Perform other systems integration functions as required in support of the Finance and

Accounting Division.

f. Provide additional systems support for new financial systems and integration to include databases and programs developed in SharePoint and MS Access as required by the Finance and Accounting Division.

g. Provide support for Systems controls including maintenance of System Authorization Access

Requests (SAAR).

h. Provide routine maintenance and Help Desk support as required for DTRA financial systems to include DAI, CAFRMS, WAWF, and other tools such as DTRA Budget Resource

Manager System (DBRMS), SMART, etc.

5.9 Lead Defense Travel Administrator Support Function

a. Provide Lead Defense Travel Administrator (LDTA) functions for DTRA in support of the

Defense Travel System (DTS).

b. Deliver training courses.

c. Assist with customer help desk issues and monitor the DTS Help Desk email box and telephone line.

d. Elevate issues to the Commercial Travel Office (CTO) and to the Defense Travel

Management Office (DTMO) as required.

e. Provide administrative maintenance and support (i.e., processing Actual Expense Allowance requests).

f. Gather information and perform analysis to support both internal and external audits.

g. Assist with status and metrics reporting.

h. Be proficient with using DTS.

5.10 Cross-cutting Comptroller Department Support

a. Assist the Comptroller Department in planning, scheduling and executing internal training on timely and relevant financial management topics of interest to the Comptroller Department workforce.

b. Provide support in implementing and administering the DoD Financial Management

Certification Program for DTRA’s financial management workforce.

c. Develop and maintain organizational training and monitoring plan.

d. Monitor and maintain the information found on the Comptroller Department web-pages within the DTRA internal and external websites to ensure that organizational and functional information is current and accurate. The web content and format shall follow DTRA guidelines. The contractor shall be proficient in the use of SharePoint.

e. Publish a Comptroller newsletter once a quarter with organizational information, helpful hints, system highlights, new features, and/or other important information. Engage with

Comptroller Divisions to identify topics and develop articles on various financial management topics for inclusion in the newsletter to enhance communication both internal to the Comptroller Department and within the larger DTRA community.

f. Applies financial management knowledge in integrating input from various sources to assist in formulating Department responses to a variety of taskers and actions. Provides support to

Division and Branch Chiefs in development/coordination of packages; ensure that all packages are properly staffed within the Department, Directorate, and Agency, as required, prior to forwarding for approval/signature.

g. Conduct substantive language edits of all packages to ensure that sentence complexity is appropriate for the document, ideas are presented in a clear and concise manner, and the use of jargon and technical terms are appropriate.

h. Provide support in resolving routine customer help desk issues.

i. Provide routine administrative maintenance.

j. Support status and metrics reporting efforts throughout the Department.

6.0 EXPERIENCE AND SKILLS

Contractor personnel shall possess demonstrated expertise in requisite functional disciplines necessary to perform tasks designated in this task order. In addition, contractor personnel shall have Microsoft Office 2010 (Word, Excel, Access, Project, and PowerPoint) and Visio experience in order to prepare documents, listings, tables, briefings, and worksheets.

The contractor shall operate in a manner to leverage efficiencies, data, and knowledge across the entire Comptroller Office.

7.0 TRAINING

The contractor personnel working on this task order shall take any DTRA or DoD Safety, Security, Information Technology, Records Management, Defense Agencies Initiative (DAI) etc.

training that is required to use Government computers or to work in a Government building.

8.0 TRAVEL

The contractor shall attend work sessions, conferences, and in process reviews (IPRs) as required by the Government. Duty on some tasks will require the contractor to travel and visit alternate work sites. The contractor shall provide a detailed estimate of any desired travel in advance to the Contracting Officer’s Representative (COR) in writing via memorandum or email. All travel shall be in accordance with the Federal Travel Regulation (FTR) and be approved by the COR in writing via memorandum or e-mail prior to the contractor incurring any travel expenses and prior to departure. Privately owned vehicle mileage may be claimed by the contractor for approved travel and reimbursed separately by the Government based upon requirements for travel from the normal duty location to attend required meetings, conferences, and IPRs in the local area.

9.0 WORK LOCATION AND SCHEDULE

Some tasks shall be performed at Headquarters DTRA in Fort Belvoir, Virginia; and some may be performed at the contractor’s location. One person will be located at DFAS, Indianapolis, Indiana. The contractor’s employees may be allowed to work offsite occasionally.

Contractor employees, unless otherwise agreed upon or directed by the COR, shall work 8-hours, 5-days a week. In accordance with the DTRC core hours, contractor employees shall begin work at or before 9:00 a.m. and end work at or after 3:00p.m.

10.0 GOVERNMENT FURNISHED PROPERTY

For the tasks on this contract that will be performed in the Defense Threat Reduction Center

(DTRC), the Government will provide standard office space, desk, chair, telephone, computer, and access to printer, copier, fax, and requisite consumable materials for daily business use of contractor employees assigned to this task order.

The Master Government Property List (MGPL) shall be updated at the time any new equipment is issued to the contractor by the Government. Any Government furnished property provided to the contractor shall be managed in accordance with the contract clauses and accounted for on

CDRL A004.

10.1 Reasonable Accommodations

Any accommodations not identified above are the responsibility of the contractor for their personnel in the performance of their job (i.e. special needs such as chairs, wheelchairs and keyboards).

11.0 NON-DISCLOSURE AGREEMENT

The contractor and all contractor staff assigned to this task order shall sign a non-disclosure agreement (NDA) and adhere to the terms of the NDA, to protect sensitive information of the

Government and DTRA.

12.0 SECURITY

Contractor personnel performing work on this task order shall be U.S. citizens and shall have been granted a minimum of a SECRET security clearance. The contractor employee performing

Foreign Military Sales (FMS) functions must possess a TOP SECRET security clearance. The contractor shall comply with all terms of the Task Order Security Agreement (DD Form 254), including the National Industrial Security Program Operating Manual (NISPOM), DoD 5220.22-

M, and any revisions to that manual.

Before any contractor employee performs work at DTRA, the contractor shall verify and submit written proof of security clearance information (Visit Authorization Letter (VAL)) to the DTRA

Security Office. The VALs for collateral security clearance shall be typewritten, contain the information specified in paragraph 6-103 of the NISPOM, and be submitted to the DTRA

Security Support Branch (Visitor Control). The term of the VAL shall be for the term of the contract.

13.0 SECTION 508

Requirements for accessibility based on Section 508 of the Rehabilitation Act of 1973 (29 U.S.C.

794d) are determined to be relevant to this acquisition. See the IDIQ contract SOW paragraph

12.

14.0 DELIVERABLES

The contractor shall provide deliverables according to the Contract Data Requirements Lists

(CDRLs) attached to this task order.

Financial Report (CDRL A002)

Status and Progress Report (CDRL A003)

Master Government Property List (CDRL A004)

Payment History Report (CDRL A005)

Funds Available for Deobligation Report (CDRL A006)

Numbers correspond with the deliverables list in the IDIQ contract.

15.0 APPLICABLE GUIDANCE

Key guidance documents include, but are not limited to, the Department of Defense Financial

Management Regulation (DoD 7000.14R); relevant OMB Circulars and Bulletins; the Joint

Travel Regulation (JTR); the Joint Federal Travel Regulation (JFTR); DoD Financial

Improvement and Audit Readiness (FIAR) Guidance; and other DoD and DTRA issuances.