SOW.docx

Bureau of Indian Affairs (BIA) Office of Indian Services, Division of Indian Self Determination Technical Assistance & Training Support Services

Statement of Work

1.0 INTRODUCTION

The Bureau of Indian Affairs (BIA), Office of Indian Services (OIS), Division of Indian Self Determination (ISD) requires support services to assist in the preparation of a backlog of Annual Contract Support Cost Shortfall reports to the Congress for the Fiscal Years of 2016 through 2020, and work with the 12 BIA Regions and appropriate agencies in accumulating the data for the current and future shortfall report through FY 2021 as well as providing training and determination of CSC amounts per applicable contract/self governance compact. ISD is an Office of Indian Services program responsible for gathering financial needs from Tribes on annual Contract Support Costs for funding requests. In addition, ISD provides training to new and existing Awarding Officials to meet qualification requirements necessary to obtain or maintain a warrant.

Created by the Indian Self-Determination and Education Assistance Act of 1975 (ISDEAA), the mission of the ISD is to determine and distribute Contract Support Costs (CSC) to Federally recognized Tribes’ for BIA contracted/compacted programs through exercise of Self-Determination contracts/compacts as a matter of policy. OIS oversees the Delegation of Authority for the administration and oversight of self-determination contracts and grants along with distribution of CSC to the BIA field sites, the Office of the Assistant Secretary – Indian Services/Office of Self Governance and Public Law 102-477 Tribes who will in turn distribute funds to the tribes to meet the CSC reported unmet need(s) pursuant to available appropriations.

ISD is committed to the following:

· Providing quality training and technical services to Awarding Officials responsible for advising Tribes on accounting for the tribes’ contract support and submitting the contract support data to the designated Awarding Official in a timely manner on the appropriate forms pursuant to established policy and procedures.

· Reviewing field implementation plans to ensure that they include the appropriate attention and priority to addressing the determination and collection of necessary data for the appropriate distribution of contract support to the tribe, accumulate the contract support cost, account for the contract support for each tribe, assimilate the funds on the proper form and submit the respective Region’s total amount of contract support to Central Office by established deadline(s).

2.0 SCOPE

2.1 General

The scope of this effort is to provide assistance to the certified Awarding Officials in the submission of necessary information/material for Headquarters’ completion of the annual Contract (CSC) Support Shortfall Report required by the Congress.

The required support includes administrative and technical expertise with regard to Contract Support Cost (CSC) and preparation of a backlog of annual CSC reports to the Congress with assistance from existing staff and support and technical assistance to certified Awarding Officials in the information gathering process and function. The contractor shall provide technical expertise and training (remote/virtual distance learning) to support CSC certification upon review/approval by BIA Headquarters of submission of documentation and material(s) to be utilized in the annual report.

The contractor will work with existing staff in calculation and distribution of contract support through year 2021. This includes training certified Awarding Officials in the field on the collection and maintenance of the data for this mandatory national report.

Phase One

· Administrative technical services in a variety of disciplines including training and technical assistance in the calculation of contract support costs. Additional technical services required include administrative activities related to the ISD program, such as awarding official accounting research skills and related discipline activity. Additionally, services related to financial tracking and accountability are required. Administrative support services related to internal coordination and tracking are also required.

· The contractor shall assist in developing technical plans and shall assist with conducting contract support analyses and assessments in support of ISD efforts. The contractor will help identify and translate user requirements.

· The contractor will assist in the evaluation and analysis of CSC needs for annual distribution of appropriated CSC funds from submitting offices as the Regions, OIS 477 Division, and Office of Self Governance.

· Provide online/virtual technical meetings or workshops, and provide feedback to the program managers on an as needed basis as required by BIA management.

· Provide administrative and technical support to Awarding Officials as preapproved by OIS.

· The contractor shall possess the necessary skills and expertise to accomplish the assigned functions and ensure performance is maintained for all tasks. The contractor shall use effective benchmarks measuring actual performance against quantifiable goals to report on the quality of service.

· The contractor shall provide orientation and training for new and existing Awarding Officials in support of the Contract Support cost effort to ensure that services provided are efficient and seamless. Training shall cover the latest processes, procedures, policies, applications and tools employed and approved by BIA. Topics shall also include basic ISD financial, records management, and other appropriate office and ISD types of training as specified by BIA.

· Development of technical assistance aids or handbooks on compilation of the data necessary for the annual Congressional report.

Services will include:

· As needed, provide assistance to Awarding Officials in the completion of their data for submission and inclusion in the BIA’s annual Contract Support Cost Report.

· As needed, assist Headquarters in the completion of the BIA national CSC Report to the Congress.

· As needed, assist Headquarters in the analysis and evaluation of distribution of CSC for a given fiscal year based on current year appropriations.

· As needed, be available to the BIA to assist with CSC policy implementation through technical assistance and training.

· Other Technical Assistance to BIA Awarding Officials as appropriate and pre-approved by OIS.

To accomplish the above Scope of Work, the contractor will devote up to 40 hours per week, on average, to this contract. The annual Unit Cost proposed includes:

· labor and administrative support

· Monthly internet access, telephone, postage;

· Use of virtual communication will be the primary method of providing training and technical assistance to field sites.

· Much of the work will be accomplished from an office either telephonically or by email or by traveling to an offsite work location as needed.

· Should additional time and travel be needed, the contractor is willing to negotiate either an addenda to this contract or a separate agreement to address the additional services.

Inherent in the above work is the need for the OIS to fully implement all provisions of its approved CSC Policy and subsequent distribution of appropriated funds. Both Government personnel and the Tribes they serve need to know that the policy is being followed; thereby making the actions of the BIA predictable. The contractor must be familiar with the BIA CSC Policy and will work closely with Headquarters to ensure it is implemented.

Phase Two Another critical part of implementing a comprehensive CSC Policy is the development and maintenance of a “BIA Contract Support Cost Database.” This will become an essential tool for informing BIA Leadership concerning the implementation of its CSC Policy. It will also be useful in the allocation of CSC and the projection of future CSC needs. The contractor, will assist the Headquarters in the design, development and maintenance of the BIA CSC Database as a part of the work being accomplished under this contract. All facets of the database must meet the requirements of the Indian Affairs Office of the Chief Information Officer.

Services include:

· As needed, provide assistance, as directed by Headquarters, to each of the BIA Regional Offices in the completion of their annual Contract Support Cost Reports.

· As needed, assist Headquarters in the determination of allocation of CSC for a given fiscal year based on enacted appropriations (includes the analysis and evaluation of submitted requests of reported CSC needs for a fiscal year);

· As needed, assist in the completion of the BIA national CSC Report to the Congress.

· Technical assistance to Regions or Tribes on Indirect Cost Rate proposals

· Other Technical Assistance to National or Regional staff as appropriate

To accomplish the above Scope of Work, the contractor will devote up to 40 hours per week, on average, to this contract. The annual Unit Cost proposed includes:

· labor and administrative support

· Monthly internet access, telephone, postage;

· Much of the work will be accomplished from an office either telephonically or by email or by traveling to an offsite work location as needed if preapproved.

· Should additional time and travel be needed, the contractor is willing to negotiate either an addenda to this contract or a separate agreement to address the additional services.

3.0 TECHNICAL REQUIREMENTS

The contractor shall possess the technical and administrative expertise to accomplish the following:

3.1. Work Activities

3.1.1. Contract Support Costs Reporting: The contractor shall work with the program managers in developing collection of financial and technical plans to obtain the data to promote the ISD mission within the guidelines and time frame requested by the designated program manager.

3.1.2. Training Schedules and Technical Training Support: The contractor shall provide assistance in drafting course content, handbooks, teaching tools, methods for delivery of training (on-site or virtual where appropriate), performing cost estimates, and other associated acquisition tasks. The contractor shall be prohibited from submitting proposals/quotes for any acquisitions they have assisted with.

3.1.3. Technical Assistance:

3.1.3.a The contractor shall provide technical services related to internal procedures Handbook for Contract Support Costs updates, risk analyses, technical writing, Standard Operating Procedure (SOP) development, ISD Fact Sheet updates, and ISD knowledge support.

3.1.4. Trainings and Briefings: The contractor shall assist in planning, organizing and hosting virtual trainings and briefings for stakeholders of the ISD program. Trainings and briefings may include technical, administrative and financial topics.

3.1.5. Administrative Support: The contractor shall provide administrative support services related to internal coordination, records management, financial tracking, end user support and training, data collection activities, and related tasks pursuant to established Indian Affairs policies and procedures.

3.1.6. Policy Support: The contractor shall provide input to program policy documents as Handbook updates and/or the development of said Handbooks when requested. The contractor will maintain updated standard operating procedures and checklists that describe consistent steps for handling most commonly-encountered situations.

3.1.7 Contracts Support Cost Services: The contractor shall provide technical services related to ISD operations, fund distributions based on reported needs, data maintenance, site interviews, documentation of processes, and quality control.

3.1.8. Data Management: The contractor shall provide technical guidance to BIA support staff on data collection spreadsheets, and all other activities required to consolidate and maintain data as submitted by Awarding Officials in the compilation of the annual Congressional report.

4.0 PERSONNEL REQUIREMENTS

4.1. Expertise Requirements

The contractor shall provide qualified, experienced analysis and technical support with a minimum of 15 years direct experience in Public Law 93-638, Indian Self-Determination and Education Assistance Act contracting and Tribal Contract Support Cost administration to accomplish the tasks and deliver the services required by this Statement of Work.

4.2. Specialized Labor Categories, Technical Requirements and Areas of Support Technical qualifications and experience requirements for the Management labor categories are delineated below:

Labor Category: Management

Program Manager

Education: Bachelor of Science Degree. A Master’s in Management or Education are highly desirable

Experience Requirements/Duties: At least ten (10) years as a Program Manager with demonstrated experience in a supervisory capacity responsible for highly effective support in planning, developing, integrating, and executing PL 93-638 programs for federal agencies or Tribes with extensive and diversified requirements. Demonstrated experience must include (1) establishment of a strong working relationship with numerous contractors and other government agencies involved in the program; (2) an understanding of the processes and principles guiding the Indian Self Determination Program and Act itself; (3) tracking of program efforts to rapidly identify new problems and opportunities to strengthen operations; (4) innovation in and rapid implementation of effective solutions; (5) development of innovative approaches for data management; (6) organizing and conducting technical meetings; and (7) providing coordinated and timely responses to requests and tasking, including independently reprioritizing tasks as requirements change. Individual will have demonstrated creativity, foresight, and mature judgment in anticipating and solving unprecedented problems. At least three years of experience working with BIA managers is highly desirable.

At least seven (7) years with progressive responsibility in organizing reports, etc.; providing assistance in tracking contract deliverables and organizing meetings; and taking notes of minutes; and providing administrative assistance to all members of a technical team as required. Must have good communication skills. Demonstrated experience must include at least five (5) years creating. Meet a high degree of quality in deliverables with the ability to draft written questions and perform some business process analysis and streamlining. Must be able to meet deadlines.

Writing: At least four (4) years’ experience in analyzing and preparing documentation, writing, editing, and interpreting technical documentation standards and preparing documentation accordingly. At least three (3) years’ experience, background and knowledge of the PL 93-638 program, is highly desirable.

4.3 RESERVED

4.4 Personnel

All personnel working in Government buildings must have passed the IA security requirements and be cleared through the IA Contractor security process in accordance with HSPD-12 regulations. Such clearance shall include a criminal background check and credit history check. There are additional clearance requirements for Contractors working in school locations. Contractor personnel under this contract, are required to submit to suitability clearance procedures, and shall not commence work under the contract until the COR and/or Government Contract Officer have cleared them to be on site. All contract employees must be United States citizens. The information collected during this effort is considered unclassified, sensitive; therefore, Moderate Risk Public Trust, is the sensitivity level. Background Investigations are required for the position.

The Contractor shall report suspected computer security breaches as soon as the breach is received, heard of, or found to the Indian Affairs Information Technology (IAIT) help desk. The Contractor shall adhere to government requirements on IT usage and access to service IA users, equipment and software; under no circumstance is the Contractor permitted to make use of Government computer systems, information, equipment, software, supplies, or accounts for purposes other than the performance of this contract. Personal or Contractor-owned computers are not permitted on any of the government networks.

The Contractor shall abide by United States Federal policies and procedures, the DOI policies and procedures, IA policies and procedures, and court orders.

5.0 OTHER DIRECT CHARGES (ODCs)

5.1 Other direct charges to the task order may include but is not limited to:

· Obtaining temporary training or briefing facilities and associated expenses. Specific requirements and locations will be determined as needed and pre-approved by OIS.

· Travel as pre-approved by OIS.

5.2 Travel. All travel will be in accordance with the Federal Travel Regulations (FTR) and preapproved by BIA.

6.0 GOVERNMENT FURNISHED INFORMATION/EQUIPMENT/FACILITIES

6.1. Government Furnished Information

The Government will provide the Contractor access to information and documentation in support of the ISD mission.

7.0 REPORTING REQUIREMENTS

7.1. Monthly Reporting Requirement: The Contractor will submit a status report in writing on a monthly basis on the 10th of each month. This report shall accompany the corresponding monthly voucher and should reflect all charges represented in the voucher. The following items should be reported:

7.1.1. A narrative on work performed and progress made on all tasks levied under the resulting contract with attribution by name to who performed the work.

7.1.2. Any work or other charges that were incurred outside on the monthly reporting period must be reported under a separate section corresponding to the appropriate month.

7.1.2.a An overall financial summary of the status of funding of the contract, its projected future financial requirements and an analysis of its performance against previous projections.

7.1.2.b Employee name, labor category, and hours and cost charged to the Government under the resulting contract.

7.1.2.c A listing of travel charged to include the name of the traveler, the purpose of the trip and the separate costs charged to the Government, where allowed and preapproved by BIA.

7.1.2.d A listing of all Other Direct Costs (ODCs), to include detailed information of what it was in support of and the cost charged to the Government.

7.1.3. A report of the contractor's training accomplishments, including specific courses/technical assistance provided, and how many BIA attendees per session.

7.1.4. A report that outlines any concerns or potential problems/situations the Contractor is aware of that will affect the Contractor's performance under the resulting contract.

7.2. Final Report Requirement: The Contractor will provide a final report thirty (30) days prior to the end of the period of performance, in writing to include the following items:

7.2.1. A narrative on work performed and progress made on all tasks levied under the resulting contract.

7.2.2. An overall financial summary of the status of funding of the contract and an analysis of its performance against previous projections.

7.2.3. Employee name, labor category, and hours and cost charged to the Government of all persons employed under the resulting contract.

7.2.4. A listing of travel charged to include the name of traveler, the purpose of the trip and the separate costs charged to the Government with proof of preapproval by BIA.

7.2.5. A listing of all ODCs, to include detailed information of what it was in support of and the cost charged to the Government.

7.2.6. A detailed report of the contractor's training accomplishments.

7.2.7 Training material(s) and instructions, including any other PowerPoint presentations and other teaching/presentation aids.

8.0 LOCATION OF PERSONNEL AND FACILITIES REQUIREMENTS

8.1. Location of Personnel. Due to the necessity for quick responses and close coordination between ISD and Contractor personnel, may be located remotely and travel to on-site locations and the Washington, DC office as preapproved by OIS. Use of virtual communications means is the first option.