PWS_Final_Aug_2_2013v1.pdf

HS0021-14-R-0001

Financial Management Service

PART 3

SPECIFIC TASKS

3. Specific Tasks:

3.1 Performance Objectives .

The objective is for DSS, Office of the Chief Financial Officer/Business Enterprise, to obtain program management, analysis, Planning, Programming, Budgeting and Execution (PPBE) process, DAI operation, and process integration support services. The DSS FM Division is responsible for guiding implementation of financial management services across the DSS.

3.2 Tasks

1. Project Management and Analysis Support

2. PPBE Support

3. Defense Agency Initiative (DAI) Operations Support

4. Process Integration Support

3.2.1. Project Management and Analysis Support

The contractor shall assist in the development of program management requirements and services to ensure alignment with financial management, contract, and technical requirements and supporting processes.

These include, but are not limited to preparation, review and assessment of program management documentation addressing scope, cost, schedule and technical performance, across all phases of the lifecycle from program initiation through close out.

Program Planning Activities: The contractor shall conduct a variety of studies and analyses to support development of overall program planning to ensure responsiveness and sound program planning.

Program Initiation Activities: The contractor shall provide services necessary to perform program initiation.

Services to be provided include, but are not limited to, assistance in the development of: requirements, analysis of alternatives; assistance with Independent Government Cost Estimates (lGCEs); cost benefit analyses, acquisition plan review; statements of work (SOW), performance work statements (PWS) and statements of objectives (SOO); development and assessment of solicitation packages, justifications for acquisition, management plan, test and evaluation plans, handbooks, performance measurement plans; and evaluation of cost requirements and risks.

Program Management and Administration: The contractor shall provide assistance in the support for program management and administration functions, to include coordination and oversight of requirements, to ensure compliance with program scope, cost and schedule objectives.

Program Closeout Activities: The contractor shall support and assist in the assessment, audit and analysis of completed contracts and support processing adverse actions taken against the program to close out the program.

Program and Management Support: The contractor shall recommend alternatives and assist in developing program management procedures and processes to achieve efficiency for managing current and future requirements.

Program Documentation and Graphical Support: Contractor services shall include a comprehensive set of document and presentation authoring, editing, and production capabilities. Support services are required for audio-visual and written materials, speeches, briefs, guidebooks, and related technical and administrative publications concerned with business transformation and enterprise business systems. Media requirements include: graphics, images, drawings, photographs, and illustrations in paper copy and in electronic and web-based formats.

3.2.2. PPBE Process Support

The Contractor shall provide a full range of support services for the DSS Planning, Programming, Budgeting and Execution (PPBE) process. The overall objective of the financial services is to create, submit and defend executable budgets clearly linked to DSS and DoD business transformation goals. In general, tasks for all phases of support will involve preparing briefing materials/issue papers/point papers/adhoc reports and extracting data from program/budget and acquisition databases to support the analysis. Such efforts shall involve:

Planning: The Contractor shall provide planning services to include: providing recommendations and initiatives for Command Improvements to reduce overall costs, including, but not limited to, Business Case Analysis, cost benefit analysis, and e-business solutions; financial information in program planning documents and processes; developing and reviewing future year financial program plans; conducting financial analysis and financial risk analysis identifying and evaluating financial risks and recommend management techniques to mitigate risk exposure; providing analytical assessments, studies and evaluations to improve financial policy development and decision making; preparing independent cost estimates (for life cycle costs or other activities); providing input to estimates at completion (EAC) for work conducted by a government activity or a contractor; providing recommendations on cost realism;

providing inputs to cost/performance tradeoff studies; providing cost performance risk assessments.

Programming: The Contractor shall provide programming services to include: reviewing and preparing draft Program Objective Memorandum (POM) documentation; developing Impact Statements; developing financial aspects of Plan of Actions & Milestones (POA&Ms); providing program and statistical dataanalysis and evaluation reports in support of the DoD programming process; collecting, analyzing and recommending prioritization of unfunded requirements.

Budgeting: The Contractor shall provide budgeting services to include: developing background information to justify financial program requirement; developing and preparing draft budget formulation documentation and recommendations in support of the OSD and Congressional Program and Budget processes; drafting budget exhibits as specified in the DoD Financial Management Regulations (FMR) and annual budget guidance (to include OMB Exhibit 300); drafting spreadsheets, reports, and conduct analysis for short and long-range budget requirements; preparing and providing recommendations to justify and defend budgets during all required annual and periodic budget submissions; drafting and providing recommended responses to Congressional inquiries, DoD and other government agency questions or requests for financial information; drafting back up information and recommendations for financial presentations; providing information and recommendations to respond to Congressional, DOD, other Government agency, media or industry inquiries, and audits and for Congressional Testimony; conducting review/research of Congressional language impacting budget and financial issues; preparing reprogramming requests, reclamas, unfunded requirement requests and appeals to Congressional action.

Execution Support Services: Such services shall include: preparing and amending spending plans and funding documents to provide funding to other government activities and contractors; preparing ledger reports, ledger tracking, maintenance and support of specified financial management information systems;

collecting, monitoring and analyzing obligation/expenditure information from the source (contractor or government activity) and official and/or unofficial accounting records or systems; resolving problem disbursements; providing reconciliation for the unmatched disbursements (UMDs), open document listings, triannual review, contract closeouts and negative un-liquidated obligations; and providing analyses of contractual financial execution; facilitating financially related IPTs, special advisory boards, off-sites, working groups, and audit teams.

Financial Management Operations Support: The contractor shall assist with maintenance of accounting standards, processes, and requirements, and shall support the implementation and proper maintenance of the agency’s accounting system. Supports the examination, analysis, reconciliation and interpretation of accounting data, records, and financial reports (i.e. SF133, Balance Sheet, Statement of Net Resources, and Statement of Budgetary Resources). Develops and delivers financial reports and documentation that provide information for formulating policy, planning actions, and evaluating financial performance.

Database Analysis Tool Support: Support is required for several different database sources of financial management data to support the FM process. The contractor shall provide database analysis tools to assist FM personnel with analysis and automated report generation. The contractor shall support the requirements definition, design, development, deployment, and training of database analysis tools to increase efficiency and automation of the FM process.

3.2.3. DAI Support

The contractor shall maintain a capability to provide a full range of services necessary for the successful operation and maintenance of capabilities developed under the Defense Agency Initiative (DAI). These include providing a help desk for users, coordinating and communicating status information with all DAI stakeholders, maintaining DAI Business Process and Architecture materials, maintaining changes to the DAI system and its software, delivering training, and making sure all relevant documentation is current and accurate.

Help Desk Support: The contractor shall provide a capability as the single point of contact to resolve all issues arising from the operation of the DAI. The help desk will analyze, prioritize, and resolve trouble tickets logged by DSS users and escalate more difficult calls to the relevant DSS operational SME or to the DAI PMO, as necessary. The contractor shall also provide support to the DSS System Change Request process to include processing the request, documenting and building the requirement, and providing representation at the agency-level Production Review Board. The contractor should also provide a mechanism for tracking and maintaining help desk tickets through resolution and report performance metrics on a monthly basis. The contractor shall also provide DSS DAI Helpdesk Communications to the DAI users that will consist of notifications, announcements, and updates through the DSS Intranet and other avenues.

System Sustainment: The contractor shall provide support to User Management and Access Control processes to include periodic review and maintenance of end-user accounts; developing reports and monitoring tools, updating, and maintaining user-based artifacts such as separations of duties matrixes and related plans, policies, and procedures.

The contractor shall assist the agency during peak performance periods by providing technical support to include the Year End Close out of each fiscal year and system preparation and initialization for the new fiscal year. .

The contractor shall proactively monitor the DAI interfaces and run reports such as: Unpaid Invoice Report, XXDAI DTS Interface Status Report, Invoice Register, Invoice Aging Report, P2P Unmatched Report, Invoices On Hold Report, WAWF Interface Report, Aging Reports, and the Trial Balance Summary Report.

Report Development: The contractor shall assist the agency in developing reports and dashboards to support the agency’s information needs.

Upgrade/Implementation Support – The contractor shall assist the agency with various plans to both upgrade and implement new modules to the DAI System. This may include an upgrade to the DAI Oracle Release 12 and the addition of the Contract Lifecycle Management (CLM) or DAI Budget Formulation modules.

Training Support: The contractor shall provide DSS-sponsored DAI end-user training events. The contractor shall also develop and deliver a formal training plan to the FM Division, develop and maintain all instructor and student materials, and develop and conduct formal classroom courses and computer based training to DSS employees.

Administrative and Documentation Support: The contractor shall provide administrative support for all documentation in support of the DAI. All documents should be reviewed and updated as required. This will include, but not be limited to, all DSS DAI business processes, To Be Model for all DAI Modules, all training documents related to the training program, help desk ticket logs, SCR logs, Reports, Metrics, user plans, and audit support documents and matrices. The contractor shall maintain documentation of data requirements, system test and implementation plans.

Communication and Planning Support: The contractor shall maintain interfaces with DAI process owners, and report variables with agency plans to support realignment of data structures and to remediate processes and procedures.

3.2.4. Process Integration Support

The contractor shall develop, implement and manage an integrated framework for measuring, assessing, and reporting interdependent financial management, acquisition, and program requirements process activities.

Business Process Re-engineering: The contractor shall develop and implement a plan of action for improving the overall efficiency and effectiveness of the Agency’s process through process integration and/or process reengineering. The contractor shall examine and identify all contract-related functions, process and data systems; determine the process interfaces with budget, contract management, and requirements management functions; identify and propose solutions to barriers or roadblocks; engage stakeholders in all phases of plan development; propose process metrics and examine data; draft financial management process guidance for Comptroller; consider organizational design alternatives; and, deliver financial process improvement recommendations to leadership for implementation.

Knowledge Management: The contractor shall develop and implement an on-line method to synchronize contract, program requirements, and budget financial information to improve overall accuracy and consistency of reported data. The contractor shall propose metrics and displays to measure and assess overall system performance and trends related to contract lead times, obligation rates, and quality of delivered services, to improve visibility and accountability during execution and for use in subsequent planning activities.

3.4. Contractor Personnel Expertise

The contractor shall provide a staff that has the expertise and training to reflect a skill mix which ensures successful completion of all task requirements and deliverables. This effort shall be staffed with a team of qualified professionals with significant relevant experience in the Department of Defense (DoD) and Federal Agencies. The contractor shall provide a staff that has the expertise and training to reflect a skill mix which ensures successful completion of all task requirements and deliverables. For Task 3, this effort shall be staffed with a team of qualified professionals with significant ERP, process improvement, and project management experience in the Department of Defense (DoD). Contractor personnel shall be knowledgeable in DoD financial management and accounting regulations.

Contractor personnel shall be more qualified than the associate and junior level staff, possessing at a minimum three years of DoD experience/expertise. Contractor personnel must also have experience in DoD legacy and interface systems. All contractor personnel must have experience or be familiar with DoD and DFAS financial processes and procedures. Experience with Oracle or Oracle U. S. Federal Financials is preferred. Contractor personnel shall be knowledgeable in DoD financial management regulations. The following documents and regulations apply to this requirement:

Federal Managers' Financial Integrity Act of 1982 (FMFIA) Federal Financial Management Improvement Act of 1996 (FFMIA) GAO "Federal Information System Control Audit Manual" (FISCAM) Project Management Book of Knowledge (PMBOK) Standard Financial Information Structure (SFIS) DoD Financial Management Regulation (DoDFMR) DOD Business Enterprise Architecture (BEA) Office of Management and Budget (OMB) guidelines, Clinger Cohen Act (CCA) of 1996

3.4.1. Key Personnel

The contractor shall provide the designated key personnel and any other personnel necessary to accomplish the services set forth in this SOW. Key personnel for this effort are Program Manager (PM) and Subject Matter Expert (SME). See the position descriptions listed below for further detail. The Government expects the contractor to minimize turnover. The COR is to be notified in writing at least two weeks prior to any change in key personnel. Personnel proposed to replace key personnel shall possess education and experience backgrounds comparable as equal or more to the individual they are replacing. Résumés for proposed key personnel replacements shall be provided to the Contracting Officer and the COR for Government review at least one week prior to any change in personnel. The COR will approve all proposed key personnel replacements.

3.4.1.1. Program Manager and Process Integration Support: The Program Manager (PM) will serve as the Government’s point of contact and provide supervision and guidance for all contractor personnel assigned to this effort. At a minimum PM shall have the following experiences:

1. Minimum of ten years of financial management experience;

2. Demonstrated experience in managing projects and programs of similar size and scope;

3. Significant experience briefing upper management and must possess in-depth understanding and knowledge of, resource management, and accountability. Management experience shall be in programs with particular relevance to financial and information technology business systems management and the DOD planning, programming, budgeting, and execution processes;

4. Excellent written and oral communication skills;

5. Experience performing budget development/execution and implementing requirements analyses.

6. Develop financial products on the premise of strategic vision and/or plan

3.4.1.2. Subject Matter Expert (SME): Serves as the senior, financial systems and financial management analyst. At a mininum the SME shall have the following experiences:

1. The proposed subject matter expert shall have a minimum of 10 years of combined experience in the leadership of PPBE process and DoD financial systems.

2. At least 5 years experience leading a major, DoD or Service-level PPBE process;

3. Experience at the Comptroller or Chief Financial Officer position leading financial activities at the

DoD or Service-level..

3.5. Level of Effort

Base Year Task Hours

Program Management and Analysis Support - Program Manager (key personnel)* 960 Program Management and Analysis Support - Subject Matter Expert (key personnel) 1920 1 Program Management and Analysis Support (non key personnel) 1920

2 PPBE Process Support (non key personnel) 13440 3 DAI Operations Support (non key personnel) 5760 4 Process Integration Support (key personnel)* 960 Option One Task Hours

Program Management and Analysis Support - Program Manager (key personnel)* 960 Program Management and Analysis Support - Subject Matter Expert (key personnel) 1920 1 Program Management and Analysis Support (non key personnel) 1920

2 PPBE Process Support (non key personnel) 13440 3 DAI Operations Support (non key personnel) 5760 4 Process Integration Support (key personnel)* 960 Option Two Task Hours

Program Management and Analysis Support - Program Manager (key personnel)* 960 Program Management and Analysis Support - Subject Matter Expert (key personnel) 1920 1 Program Management and Analysis Support (non key personnel) 1920

2 PPBE Process Support (non key personnel) 13440 3 DAI Operations Support (non key personnel) 5760 4 Process Integration Support (key personnel)* 960

*The Program Manager may also perform the Process Integration Support task.

3.6. Deliverables

All deliverables shall be provided to the COR in both hard and soft copy.

3.6.1. Project Plan: Draft plan, to include all management plans defined in Task 3.1 above, due not later than 30 days after date of award. In addition to the plans identified in Task 3.1, the project plan shall indentify and outline all subsequent deliverables required to the success of the project. Final plan due not later than 30 days after approval of draft plan. Updates to plan must be completed within one week of change.

3.6.2. Monthly Help Desk Management Report: Report shall be submitted not later than the third day after the end of the month.

3.6.3. Monthly Status Report: Report shall be submitted not later than the third business day after the end of the month. This report shall indicate the period of performance covered, as well as an executive summary of work completed, in progress and planned for each task, any problems encountered and mitigation plan. It shall break down resource expenditures (current and cumulative) and notate any travel costs.

3.7. Period of Performance

Firm fixed price, level of effort for one 12 month base period, and two 12 month option periods.

3.8. Performance Schedule

DSS facilities are not in operation in celebration of the following Federal Holidays. During these days, there will be no DSS personnel at the facilities on these days.

New Year's Day Martin Luther King Jr's Birthday Washington's Birthday (President's Day) Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

3.9. Place of Performance

Work on this task will be performed at DSS headquarters in Quantico, VA and at the contractor's site. The Contractor’s Program Manager and task support for PPBE, DAI Operations, and Process Integration services will be at the government site. All other task support will be at the contractor site.

3.10. Additional Requirements

3.10.1 Security Clearances: A Top Secret facility clearance is required for this effort. Each contract employee can be expected to accomplish sensitive duties and be authorized access to classified information at the Top Secret level, as defined by DoD 5200.2-R, "Personnel Security Program." Each contractor, to include any subcontractors, will be required to have a current Top Secret security clearance. It is incumbent upon the contractor to ensure that the necessary security paperwork is submitted in sufficient time to enable each individual contractor to be cleared prior to beginning work on this contract. As an interim measure, a contractor may begin working on the project prior to completion of a NACLC, provided that an interim Top Secret clearance has been issued by DISCO.

3.10.2 Travel: The Government anticipates that travel to various Government sites may be required.

Exact locations and frequency are unknown at this time; however, the Government anticipates travel may be necessary to provide training support at field offices across the country. Travel reimbursement shall be made in accordance with the Joint Travel Regulation and must be approved by the COR prior to commencing. Local travel, including to and from DSS headquarters and in the surrounding metropolitan DC area, performed during the course of performance is considered the cost of doing business and will not be reimbursed. The Government estimates travel expenses will not exceed $10,000.00 per contract year.

3.10.3 Government Furnished Equipment: Government furnished equipment and information will be provided. Remote access to DSS Networks is strictly controlled via a Common Access Card (CAC) – or DSS-provided Alternate Log-in Token (ALT) Virtual Private Network (VPN). The contractor shall ensure that only those personnel having a compelling operational need will request such access. This access will be granted to personnel only via an approved System Access Request (SAR). Access will only be granted from the contractor’s network, from a subnet configured specifically for this purpose with hardwired Government Furnished Equipment (GFE). All GFE will be maintained in good standing with the DSS Vulnerability Management Process and will conform to the DoD monthly compliance scan requirements.

This subnet will conform to DoD Directive 8500.1, DoD Instruction 8500.2, and appropriate Security Technical Implementation Guides, including, but not limited to, Secure Remote Computing, Enclave Security, and Network Infrastructure. The subnet will require accreditation by the DSS Designated Accrediting Authority (DAA) under the DoD Information Assurance Certification and Accreditation Process (DIACAP). The contractor shall assist with the implementation of the DIACAP on this subnet.

3.10.4 Conflict of Interest: Contractor and subcontractor employees shall be subjected to meeting conflict of interest standards as appropriate for tasks resulting from this SOW. Such standards shall be approved by the Contracting Officer. See Organizational Conflict of Interest clause.

3.10.5 Non-disclosure Agreements: The Contractor shall not publish or disclose in any manner, without the Contracting Officer’s written consent, the details of any safeguards either designed or developed by the Contractor under his contract or otherwise provided by the Government. To the extent required to carry out a program of inspection to safeguard against threats and hazards to the security, integrity, and confidentiality of Government data, the Contractor shall afford the Government access to the Contractor’s facilities, installations, technical capabilities, operations, documentation, records, and databases. If either the Government or the Contractor discovers new or unanticipated threats or hazards, or if existing safeguards have ceased to function, the discoverer shall immediately bring the situation to the attention of the other party. A non-disclosure agreement shall be signed by all contactor employees supporting this effort.

3.10.6 Payment:

Monthly Payments: The contractor shall be paid based upon level of effort (LOE) expended, plus travel costs incurred. The amount of the payment for the monthly LOE expended shall be developed by multiplying the percentage the month's LOE represents of the total annual LOE times the firm fixed price.

Assuming the total firm fixed price is $2,000,000, the total annual LOE is 15,860 hours, and the monthly LOE expended is 1,000 hours, the monthly payment would be $126,103.40 plus any travel costs.

Monthly payment = [(monthly LOE I annual LOE) X firm fixed price] + travel costs.

Monthly payment = [(1,000/15,860) X $2,000,000] + travel costs Monthly payment = (.0631 X $2,000,000) + travel costs Monthly payment = $126,103.40 + travel costs

Total Payments: The contractor shall be paid the entire firm fixed price only if the contractor expends the entire LOE. If the entire LOE is not expended, the total of monthly payments to the contractor shall be a percentage of the FFP equal to the total LOE expended divided by the total LOE set out in Section B.

Assuming the contractor expends 15,000 hours, the total payments to the contractor would be $1,891,551.07 plus any travel costs.

Total Payments = [(total LOE expended/total Section B LOE) X firm fixed price] + travel costs Total payments = [(15,000/15,860) X $2,000,000] + travel costs Total payments = (.9458 $2,000,000) + travel costs Total payments = $1,891,551.07 + travel costs

3.10.7 Hours of Operations:

Work shall be performed between the hours of Operation are defined as Monday through Friday, 8:00 AM –5:00 PM, except on Federal holidays. Contractor employees may be required to work other than normal business hours, including weekends and holidays, to fulfill requirements under this SOW. All contractor overtime must be approved in advance via e-mail by the COTR.

After Hours Support is defined as any hourly level of effort support which is necessary to be performed outside of the normal hours of operation.

Unless the Schedule prescribes otherwise, the hourly rates shall not be varied by virtue of the Contractor having performed work on an overtime basis. If overtime work is approved in advance by the Contracting Officer, overtime rates shall be negotiated. Failure to agree upon these overtime rates shall be treated as a dispute under the Disputes clause of this contract.